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Special Events

Special Events. CAP University Archdiocese of Hartford. Special Events. An opportunity for people to become involved with your organization. The key to success is to get people interested in your organization while they are at the event.

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Special Events

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  1. Special Events CAP University Archdiocese of Hartford

  2. Special Events • An opportunity for people to become involved with your organization. The key to success is to get people interested in your organization while they are at the event. • Both “Friend-Raisers” and Fundraisers can play an important role in your school’s annual fundraising efforts. • Leverage volunteers to coordinate and execute an event.

  3. Reasons for Organizing Special Events • Increase visibility • Promote the mission • Honor and recognize people • Identify and cultivate new donors • Allow donors to feel connected to the organization • Interact with donors without asking for money • Fundraise!

  4. Types of Events • Auctions • Cocktail Receptions • Concerts • Dinners • Fairs and Festivals • Lectures • Open Houses • Reunions • Sporting Events • Walk-a-thons *Sample event invitations can be found in the CAP Manual in your binders.

  5. How to Choose the Appropriate Event for YOUR Organization • Budget • Identify Audience • Determine Internal Support • Board • Volunteers • Staff • CAP Team

  6. Friend-Raiser vs. Fundraiser • Determine the goal of your event • Friend-Raisers allow you to interact with donors without asking for money • A great way to engage alumni who have been out of the school community • Friend-Raisers can also be Fundraisers

  7. Reasons for a Friend-Raiser • Cultivate New Relationships • Expand Donor Base • Rally New Volunteers

  8. Themes for a Friend-Raiser • Celebrate milestones and achievements • School/Parish anniversary • Honor a long time teacher at their retirement • Highlight a special message • Thank volunteers, donors, teachers or principals, etc. • Kick-off a fundraising campaign or other special event • Parish or school campaign • Auctions – live and silent

  9. Steps to Planning a Successful Event • Identify the goal of the event • Determine type of event • Identify a theme and stick with it • Develop a realistic budget • Select a venue • Develop a timeline • Public Relations - Promote your event! • Be consistent in the timing of annual events

  10. Budget Suggestions • Stick to lower budget events until you have established audience & donor plans. • Instead of creating a new event, add a new twist to an already existing event that could generate additional funds and involve new constituent groups. • Aim to earn at least five times your expenses. • Identify what expenses you can put off incurring until you are sure of attendance – be careful with guarantees! • Identify vendors who will be able to provide in-kind or discounted services. • Each year it will be easier to set a budget as you learn your donors’ habits and preference.

  11. Event Planning • Allow plenty of lead time • Define committees and assign leadership • Hold regular meetings • Send e-mail updates/weekly progress reports • Keep all notes and records in filing system *Sample event timeline can be found in the CAP Manual in your binders.

  12. Promotion and Publicity • Newsletter • School & Parish Websites • School Facebook Fan Page • Save-the-Date Cards • E-mail blasts • Parish Bulletin

  13. Promotion and Publicity • Invitations • Ask Board members and other volunteers to provide mailing lists • Alumni chairs/representative to provide outreach to classmates • Many people do not open snail mail so have an electronic version ready • Posters • Flyers • Home/School Envelopes

  14. Corporate Sponsorship Opportunities • Create a pamphlet or one-pager summarizing the event and where the proceeds will go • Encourage sponsorship participation by highlighting the benefits of public relations • Make sure businesses know • how you will promote their company through the event • the cause and nature of the event • expected attendance

  15. Corporate Sponsorship Opportunities • Create different sponsorship levels to appeal to different donors • Multiple giving levels make the lower levels look smaller! Example: • $5,000 – Platinum Event Sponsor • $2,500 – Gold Event Sponsor • $1,000 – Silver Event Sponsor • $500 – Program Ad • $100 – Auction item • Ask Board members to purchase corporate sponsorships and find additional corporate sponsorships • This is a great way to increase their commitment to the school

  16. Post-Event • Thank you notes and phone calls • Assess the overall success, including financial reporting • Post-event press release/article with photos • Follow up with potential and major donors • Assemble and file records for future events

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