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Steps to a Successful Special Event Fund Raiser

Learn the essential steps for organizing a successful special event fundraiser, including forming a committee, setting goals, budgeting, publicity, evaluation, and securing sponsorships. Discover the cost/benefit ratio formula and important questions to ask before starting your event.

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Steps to a Successful Special Event Fund Raiser

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  1. Steps to a Successful Special Event Fund Raiser

  2. Why do a Special Event? • Attract visibility to your program • Provide opportunity to cultivate both new and established volunteers and donors • Generate funds • Create great fun

  3. Important Questions to Ask Before Beginning an Event Does the event promote the image of your program? Do you have enough volunteers and staff for the amount of work required? Do you have enough upfront money required for expenses? Do you have enough time to plan the event and is the timing of the event good? Is the event repeatable?

  4. Steps to a Successful Event Form an event committee. Set clear and measurable goals. Select the event to meet your goals. Create a master task list and timeline with assigned duties of committee, board members, volunteers and coalition members. 8

  5. Steps to A Successful Event 5. Create an estimated working budget. 6. Establish a publicity plan for 6 months, 3 months, and 1 month prior to the event. 7. Evaluate the event. 8. Follow-up with your constituents. 8

  6. Cost/Benefit Ratio $ • Consider the following to determine the • dollars and cents needs of your fundraiser. • the amount of money you WANT to raise (net revenue goal) • the amount you NEED to raise (gross revenue goal) to cover the special event expenses

  7. Cost/Benefit Ratio Gross: Amount you NEED raise to cover expenses Net Goal: Amount youWANTto raise Cost/Benefit Ratio: Amount you will spend for every dollar raised It should not exceed $.50. United Way recommends no more than $.25. Gross: = Net Goal 1.00 – Cost/Benefit Ratio Example: 1.You want to raise $15,000. 2. You agree to spend $.40 for each dollar raised. How much do you need to gross to meet your goals? Gross = $15,000 = $15,000 = $25,000 $1.00 - $.40 $.60

  8. The Importance of Sponsorship Sponsors help to underwrite the cost of your event so that all other proceeds are pure revenue for your program. Consider: businesses/corporations, individual donors, TV/radio stations, banks, colleges and universities, etc.

  9. Soliciting Sponsors Profile the audience for your event. How is it relevant to potential sponsors? List the benefits your event and program can offer to a sponsor. What visibility can you offer?

  10. Soliciting Sponsors 3. Assess the value of a sponsors involvement. What are the benefits to being involved? How valuable are these benefits to a potential sponsor? The amount donated should not exceed the value added for the sponsor. 4. Prepare the sponsorship proposal and deliver it in person. Who will be your primary contact person? How involved would they like to be in the event?

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