What You Need to Know About Fund Raising Presented by Bonnie Sirower, PDG Rotary District 7490
Mar 31, 2015
What You Need to Know About Fund Raising
Presented by Bonnie Sirower, PDGRotary District 7490
What We Will Cover TodayAre you ready to hold an event?Event possibilitiesOutlining event mechanicsLeadership responsibilitiesProjecting expensesCreating time linesReaching out to the public by mail, e-mail
and onlineEvaluating your event
Why Have a Fund Raiser?It is the starting point for members of your
neighborhood to meet like-minded individuals, and potential new members for your club.
It takes some of the burden of financial support off of your members and gains the support of a wider audience.
It provides the opportunity for good public relations, both before and after the event.
The Cardinal Rules of Fund RaisingIf you don’t ask, you don’t get…
Network with everyone –your colleagues, your vendors, your members, your community, corporations in the community
Are you ready for an event? Are your Board/ members committed to the event? Your Board/Members should give or get or take
credit for 45% of guests.Where are the necessary sources of support – people who can
bring in new sources of money? Do you have access to potential event leadership?Do your leadership possibilities have the capacity to raise the
money necessary to meet your goal?Is your Rotary club interested in participating in an event?How will an event promote your organization?Can your Rotary Club undertake the necessary start-up costs?Do you have a stable donor base to support the event?
Are You Ready for an Event?Are your lists current and accurate?Can your organization justify the time and
effort necessary?What types of in-kind support can you
garner?Is an event the best use of staff time?Are your financial expectations realistic? You need a structure. Chairs are honoree
specific. Is it an anniversary year?The best programs sell your mission.
Target Your AudienceWho will be interested in helping you meet
your goal?
Who will be donating money?
What are the interests of the people who make up your club and your community?
What are the demographics of the people who make up your community?
What Type of Fundraiser will you have?
Auctions (Tricky trays, silent auction, service auction, bid on a bachelor, traditional auctions
Contests – “Idol” contest, tournamentsGalas – not quite in vogue right now, as they
require too much legworkBeefsteaksAthletic events such as runs, golf tournaments,
athletic contests of all types, “athons” of all typesComedy night or Las Vegas nightsNon-event events
Set a Goal First….Be clear what the money will be used for. Are you using it for a project? General
funds?Do a preliminary poll first to see what might
workKeep your organization on track and
structure your plansInvolve as many people as possible right from
the beginning in brainstorming and coming up with ideas.
What Should You Expect?Special events are very cost-intensive and
labor-intensive. Many times, special events cost 50% of what
you raiseSpecial events are more often friend-raisers
than fund-raisersSpecial events do not materialize overnight
like Athena from the head of Zeus – they take time to build.
Rally the Troops…Plan a job description for each volunteer
piece you need to make your plan workSet reasonable goals.Show proof that what you are doing works by
making sure that your event in some ways shows off what your Rotary Club has accomplished.
The rule of five fingers on a hand: Each chair for each segment of the event should recruit five more volunteers.
Your Time Frame…Don’t go into any event last-minute.Allow at least six to nine months for a large
eventRe-visit your backwards calendar each month
to gauge what still needs to be done and what has been completed.
Plan your work and work your plan.
Plan Your Work… Work Your PlanCreate a backwards time schedule.What has to be done by the night/day of the
event?What do you expect to see when you walk
into the room?How can you get to those expectations?When does each step have to be carried out?Who will carry out each step of the process.
Event Mechanics and TimingPreparation Design an event consistent with your
organization's objectives Establish goal in terms of size and net Select site and develop theme or format as
appropriate Identify and secure leadership Prepare expense budget Prepare income projection Prepare event timetable Develop lists for personalized mailing(s)
Implementation Implementation Coordinate design and printing of event materials such as
save-the-date, stationery and invitations
Arrange for mailing of event letters and/or invitations Arrange for production of other printed materials such as
the program, signage, Place cards and name tags Process and track responses; prepare regular financial
reports Communicate with leadership and volunteers - keep them
informed Follow-up as necessary with potential participants
ImplementationPrepare guest lists and seating plans Arrange catering, decoration, entertainment,
audio/visual services, equipment, photography and other professional services Coordinate any public relations activities Prepare and implement minute-by-minute
schedule for day of event Identify who will make last minute decisions
at event Prepare and mail thank you notes and tax
receipts
Post-Event ActivitiesPost-Event Activity Collect outstanding pledges Evaluation meeting Begin cultivation of selected event
participants Begin planning for the next event
Create a BudgetThings to considerCost of renting the facilityCost of foodCost of decorations, balloons, etc.Cost of entertainment, singersPermit costs for raffles, etc.Cost for printing of journals, invitations,
programs, and ticketsCost for flowers, give-aways
Project Your Income and ExpensesBasic Expenses Site rental Food and beverage per person and gratuity Personnel and equipment Printed Material Graphic design and production of save-the-date cards,
event stationery, invitations, program and/or journal, posters, banners and signage
Preparation of mailing(s) • List preparation, addressing and postage
Project Your Income and Expenses Supplemental Services Audio Visual Services Decor Entertainment Photographer (Include estimated number of prints that will be
ordered) Publicist Consultants Video production Other Costs Office expenses (photocopy, fax, telephone, messengers, overnight
mail, etc.) Transportation and travel Gifts and Awards Any additional fees or expenses that are event related
Don’t Forget to Publicize…Public service announcements on the radio (2
month lead) or TV (3-month lead)MagazinesRotary District 7490 websiteFlyers everywhereBlogsTchotchkes – magnets, pins, etc. to remind
people.Save-the-Date cardsArticles in your local newspapers
Use Online Tools to your AdvantageOnline invitation
www.e-vite.comOnline journals
www.EventJournal.comRotary District 7490 WebsiteSending event info to all Rotarians in the DistrictConstantContact.com at
www.ConstantContact.comUse Facebook cause pages, Linked-In, Twitter www.firstgiving.com
And remember….Your event should be fun!Your event should be memorable!Your event should make people say, “I can’t
wait until next yearYour event should provide satisfaction to
each volunteer and each attendee.