FUN(D) RAISING in 12 Easy Steps

1. ********************* FUN(D) RAISINGin 12 Easy Steps How to set up a large fundraiser. . .

2. Fund Raising Summary • Decide on a program / event that will fit your community and surrounding area, -something people want, and will pay for • Get your club excited about the project -(Will it be FUN to do) • Form a Planning Committee (3 is adequate) • Read and understand the Rotary Insurance policy and assess the Risk Management of your event. • Decide on an appropriate venue with adequate parking • Develop a preliminary budget

3. Fund Raising Summary 7) Secure Sponsors • Ensure good PR & Marketing Practices • Decide to do the program • Create sub-committees and job descriptions • Ensure good PR & Marketing Practices -Know the rules of using the Rotary logo • Create a team!!!

4. Planning Details: After Completing Steps 1 – 5 of the Fund Raising SummaryFollow the Next Steps

5. Sponsorsprovide key support and help to brand the event. They are a bridge to the community. • Sponsors: - Provide Money - Donate time or product - Provide inventory or prizes - Advertise the event • Sponsors: -“Know them and do not abuse them”

6. Sponsor Levels: • Title Sponsor • Gold, • Silver, • Bronze, • Friend, • Specific Item

7. Sponsor Marketing Practices • Make a list of sponsors (suppliers) with contact names and numbers • Use the same person every time • For potential sponsors, draft a letter explaining event • Deliver it by hand if possible • Make appointments to review/explain the program (Be ready- some may invite you in) • Know your product and why you are doing it

8. Marketing Letter Contents • Brief and concise • Describe the event • Show where the profits will go • Describe benefits to sponsor and to community • Show who is involved • Indicate how many people you expect and how they are related to the sponsor • Show the advertising potential /media coverage • Extend an invitation (not necessarily free) • Note tourism and economic benefits (information available at your Provincial Tourism Dept)

9. What to Expect from Sponsors: • Value of donations will be relative to the company size community and economic benefits • Purchases for prizes or auctions should be at cost. (If it is cost plus; you are paying for their advertising) • Check all the sponsor products to ensure quality - Buy volume (look at everything they sell) • Recommend all products have the sponsor's name on them - Ask them if they have anything else to throw in (If appropriate) • Ask the sponsor to check with his/her supplier for possible additional donations

10. Budget • Develop a preliminary budget -List everything you need • Use a budget that compares (Budget vs Actual) • Estimate all revenue with a “full house” -Ticket sales -50/50 ($5 ea; 3 for $10; 10 for $20) - Bar and food - Prize draws - Inventory sales - Major lottery

11. Budget • Estimate cost to produce revenue: - Printing-advertising-Signage - Bar, food supplies - Decorations - Share percentage (other groups) - Special equipment - Paid labor - Inventory-prizes - Sound-MC-entertainment - First aid- portable defibrillator - Transportation

12. Next Steps • Review the budget with updated sponsor information • Decide to do the program • Create sub-committees and job descriptions • Involve all club members, -make sure to match assigned jobs to member interests and abilities • Involve other community groups if possible • Determine if you have enough volunteers • Create Promotional Material and get it out • Get Media Coverage • Create a team!!!

13. Recommendations: • Allow plenty of lead time • Hold frequent, regular meetings to ensure effective planning and to quickly catch problems • Create a binder with timelines, budget, and description • Regularly review the budget ensuring costs are in check and potential revenue increases are acted on • Consider a major lottery in conjunction with the event • Post the event on the District Website • Think of other “free” things you can do e.g.“extra holes for fishing” •  Ask for advise

14. Good PR Practices •  Sponsor signs- "We are a proud sponsor of the event" -to hang in their window before, during and after event. • Ensure media coverage at the event • Have media coverage at all donations of money gained from the event • use portable road signs (rental is usually inexpensive for the coverage received) • Check if sponsors will allow use of their marquees • Use the club website and facebook • Always talk about sponsors at the event

15. Good PR Practices • Use the Rotary logo on everything • Use the Rotary logo on material donations (eg. we donated 12 TV's to the kidney dialysis unit-- they all have the Rotary logo on them (Donated by the RC of ____ ) • Place a media ad to thank all sponsors and volunteers other than the club. Don't forget to thank the spouses or partners!! • Use local information TV channels • Use TV channel  "upcoming events"  - usually free (CKY in Winnipeg has that)

16. Good PR Practices • Annual Tourism brochures are free for events (we advertise our ice fishing derby in Travel Manitoba's  "Things to do " brochure. They distribute this all over North America) • Some Government websites allow free information and links as well • Link to and from sponsor websites

17. Fund Raiser Suggestions -District Website (www.clubrunner.ca/5550) has a list of fund raiser ideas under “District Documents” on the left-hand side of the first page. -Other Ideas: • Champagne dinner • Air Show • Monster Trucks • Manpower Auction • Spring Dance • Scotia Bank & Other Financial Institutions