Charity Event Planning – 4 Steps to Fundraiser Success

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Written by Tim Grable

March 24, 2017

To succeed in the charity event planning business, you need to have a proper checklist in mind.

Everyone deals with their fundraiser plans differently, but a general outline is always welcome. That is if you want to be successful about it.

As such, we’ve created a list of four aspects you should always follow, regardless of what event you’re preparing.

1. Establish a Monetary Goal

You might think you’re beginning with the ending here, but hear us out. To be efficient in the whole charity event planning scheme, you need to know what you’re working towards.

Charity Event Planning - 4 Steps to Fundraiser Success

Here’s what aspects you need to consider:

  • Is your event a one-time occasion or do you plan to make it yearly? For example, you’ll only need to renovate a deteriorating local museum once. But there will always be poor people to help out.
  • How much funding will you need for your end-goal?
  • How much money will you need to pay everyone involved in the project? Not all your staff will be volunteers.

It’s especially useful to know these things, lest you become short-funded, and all your efforts will be wasted.

2. The Staple of Charity Event Planning – The Message

Once you’ve decided how much money you need to pay for everything, you’ll need to figure out the message of your campaign.

State your mission in a concise manner. Make sure to mention everything you will do with the funds. People want to know their hard-earned money is going to a good cause.

To be extra safe, tell your patrons what the event budget is, and why you will spend that much on it. Include aspects like amenities, security, staff, and others on your list.

You also need someone to communicate your message effectively. Keynote speakers like Joe Castillo have a knack for this kind of thing. Combine that with his SandStory technique to advertise your event, and you have yourself a winner.

3. Consider Multiple Fundraising Options

It’s no use putting all your eggs in one basket, as the saying goes. If one of fundraising methods backfires, you’ll need to have a backup.

Consider the following tactics in your approach:

  • If you have any regular major donors to your campaigns, ask them to contribute. You’ll reach your goal much faster.
  • Similarly, ask for the assistance of major donor groups in your area to kick-start your fundraising.
  • Don’t want to just ask for money from participants? Try incorporating the donation process into the event itself. Chili cook-offs, bike-a-thons, dance-a-thons, and similar activities can all gather the needed support.

people, charity, non profit, woman, kid, non profit, outreach

4. Create an Event Planning Timeline

In charity event planning, it’s a good idea to have a more complex timeline. Consider everything that goes into your event, such as:

  • The time needed to find sponsors
  • The time needed to find the venue
  • The time you’ll spend looking for entertainment
  • The process of sending out invitations to participants

These are just a few tasks to include on your list. Creating an event timeline will help you remain calm throughout the process. Everything is pre-planned, so you’ll never overlook any aspect.
planning a fundraiser

How to make Planning a Fundraiser easy

Are you planning a fundraiser event for your nonprofit? Are you feeling overwhelmed with the details and wanting it to be a success? Here are 4 things you can do to make success at your next fundraiser as easy as a walk in the PARK:

P – Pick the right Talent

In order to have a fundraiser, people need to attend. Choosing the right talent is essential to any fundraiser because it helps bring people in the doors. Choose the right talent knowing it will influence whether or not attendees choose to stay home or come to your fundraiser. In times like these, time is precious and people expect to be entertained. No one enjoys having his or her time wasted by sitting through a dull fundraiser.

A – Ask before 9 pm

If your fundraiser is scheduled in the evening, every minute the Ask goes past 9 pm you lose money because the attendees’ attention is focused elsewhere. If children are in attendance their parents will begin to focus on bedtimes and how to prevent meltdowns – which will usually mean their early dismissal. Adults will also start to consider their schedules for the next day and ask, “When will this thing be over?”

R – Choose the Right presenter

A key position to the success of any fundraiser is choosing the right Presenter – the person that is going to do the Ask. Choosing the wrong person usually, results in lost revenue to the fundraiser. This person needs to be approachable, confident, eloquent and able to speak to the point of the fundraiser: “We are here tonight because this organization needs our money. So let’s get out our checkbooks and credit cards.”

K – Keep the Ask simple

When making the Ask, make it very simple for the attendees to decide how much to give. Make sure that everyone understands the amount of money you want to raise and communicate how you are going to obtain it.

Example: Goal $75,000, to meet this goal

  1. 4 people $5000
  2. 10 people give $1000
  3. 50 people give $500
  4. 200 people give $100

Generally, attendees want to donate at fundraisers, yet are usually uncertain of how much to give. Help them by eliminating the guesswork.

With all of these steps, you’ll always be on the right track to success. Of course, it might help to refresh your memory once in a while. As such, you can subscribe to our newsletter and get the latest helpful tips and trends in event planning!

Are you looking for more tips on planning a fundraiser? Not sure which talent to choose or how to get the dollars you need? We invite you to call (615 283 0039) or email The Grable Group so that together we can make planning your fundraiser a success.

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