How to organize a fundraiser

The first step in running a successful fundraising event is to decide what type of event you wish to hold.  Evaluate your community before deciding what type of event you will host. For example, a community where the demographics are mainly adults means that a carnival would not likely be successful.  Knowing your community can help you decide what type of fundraising event would be the most successful.

One of the considerations you will have to make is how much you anticipate earning from a fundraising event.  This is important as you will need this to determine what you can reasonably spend on the various items you will need to host a successful fundraising event.  For example, if you decide that you are going to run a pancake breakfast and you are going to charge $5 per person, and estimate that you may get 100 people it would not be a good idea to spend $600 for promoting the event and purchasing supplies.

The most efficiently run fund-raising events have a great team of people who work together to help make the event a success. You will need people with the following skills:

• Make calls/mail letters for sponsors
• Track Donations
• Publicity
• Event Coordinator
• Logistics Coordinator
• Volunteer Coordinator

There may be other needs which will be determined by the scope of the event. Remember, your team will be as strong as your weakest link.  Make sure that you have great communication between club members to ensure that your event is successful.

After you have formed your team, you will need to set a date for your event as well as a location.  Before you select a date, check your community calendar for conflicts.  Once you have a date that does not conflict with another community event, verify that the venue you are interested in is available.

Contact your town hall and verify whether you will need permits for your event. It is also a good idea to confirm the need to have any town services (police, fire, etc.).

Once you have secured your date and your venue you should begin soliciting donations and sponsors for your event.  Donations may come from the community at large through ticket sales for the event. Business sponsors may be willing to donate goods in lieu of advertising, or may be willing to donate cash.  You can identify your local business leaders by going to your town (or city) hall and obtaining a current business list.

After you have started your publicity efforts you will need to recruit and schedule your volunteers. If you are a member of a local Lions Club or other organization these volunteers may come from your membership. If not, you will need to begin finding community volunteers to help. Some places that may help are your local newcomers club or other similar community groups.  Other groups who may be able to provide volunteer help include Boy Scouts, Girl Scouts and school sports teams. Make sure you have sufficient manpower to ensure that your event runs smoothly.

Within 5 days of your fundraising event you will need to confirm some important details. These include:

• Confirm Venue and Logistics
• Confirming Volunteer Schedule
• Confirm any Necessary Permits
• Confirm any Town/City Services

These last minute confirmations will ensure that your event runs smoothly!