Linda Pawlowski 2011 Successful Community Fundraising Events W E L C O M E
Jan 16, 2016
Linda Pawlowski 2011
Successful Community Fundraising
Events
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Answers please …
What are your organisation’s objectives? What type of events do you need? Who will you invite to these events? What are your different event
objectives? What else is happening? What will your success look like? Who do you need involved? How will you publicise the events?
Differentiate between
In-house events Arm’s length events Community fundraising eventsand between Different income streams (donations,
raised funds, earned income)
Project Outline
Choose one event and run through a project outline for it (bullets)
Strategy - Risks
Accident or Injury Theft or Sabotage Problems Relating to Alcohol No Shows etc. Liability
Are necessary contracts in place
If you are selling alcohol you will need a Liquor Licence
Strategy – Risks - Health & Safety
Remember that Health & Safety at Work Act covers ALL activities that take place in the public domain
Conduct a risk assessment for each and every one of your activities
If you are using a commercial fair make sure that every ride has its MOT and that you obtain a Safety Certificate for the whole fairground
Liability Always take out Public Liability Insurance Consider cancellation and all risk cover
VAT On the whole small or medium scale events will be unlikely
to be liable for VAT but always check you are exempt Charities may be able to claim back VAT so always use
official purchase orders where possible Public Entertainment Licences
If you are holding an event where singing or dancing is the main attraction you may require a Public Entertainment Licence
Bye-laws covering public places (make yourself aware)
Strategy - Risks – Making it Legal
Street Collection Permits Register well in advance if you want to have a collection on
public property Establish the requirements of your local council and abide
by them Keep the paperwork and accounting clear so that you will be
able to satisfy the post collection return properly Look out for new regulations
Lottery Registration 5 Types
Small Lotteries Private Lotteries Society Lotteries Local Authority Lotteries National Lotteries
Strategy - Risks – Making it Legal Cont.
Strategy – Risks - Health & Safety
Remember that Health & Safety at Work Act covers ALL activities that take place in the public domain
Conduct a risk assessment for each and every one of your activities
If you are using a commercial fair make sure that every ride has its MOT and that you obtain a Safety Certificate for the whole fairground
Joe Saxton, Nfp 2008
Planning – Marketing & Communications
What’s the message?
Who do you need to target in your marketing and communications plan?
Understand your audiences – what is the pull for them?
Activity
Planning - Budget – Key Points
Use a simple accounting system
Estimate your expenses carefully, allowing a wide margin for
problems Best Case/Worst Case
Make sure that basic expenditure can be met
Obtain sponsorship and donations early on
Ask for quotes as far as possible
Discuss major expenditure with your committee
Negotiate over everything
If you need a bank account open it at least two weeks
before you need it
Planning - Budget
Tracking Your Actual Expenses
Planning - Event schedule
Implementation
Finalise plans & prepare for implementation
Consider how you will communicate with key audiences
Consider how you will motivate the people involved in the project
Design and implement monitoring and evaluation
Implementation
Briefings Verbal – meeting or written All staff and key individuals with a
responsibility Overview of objectives for event Addresses, contact names and numbers Event timings Notes about special guests Q&As
Ongoing Project Activity
Review Measure success Learning Follow up with key audience Stewardship
Ongoing Activity - Stewardship
Stewardship is the process whereby an organisation cares for and protects its
philanthropic support – its gifts and those who give them – in a way that
responds to donors’ expectations and respects the act of giving.
Ongoing Activity-Stewardship
Maximising the impact of your event Who has been involved? Thank and be creative to plan ahead Advise on how donations are being spent Advise of problems or delays Tell them about the successes Invite them to see their achievements