First, decide the specific thing you are trying to accomplish, then analyze how much it will cost. If raising money for a new roof, for instance, you would want to cost the project with contractors. If raising money to help cover general costs at a nursery school, you would want to know total costs (last year’s, plus expected additional costs for the coming year) and total expected revenue (tuition) in order to set a goal. Goals should be specific, measurable, and achievable. [2] X Research source The last of these is important. Set high goals, but be realistic about whether you can achieve them. Not everyone you invite will attend your fundraising dinner. If you have an auction, not everything will sell. Do research or ask around to determine how much people are willing to pay for tickets before you set the price. You don’t want to price people out, but you also want to be sure you hit your goals.
Invitations and marketing Sales and donations Location and decorations Food and catering Entertainment Special events (auction, bake sale, etc. ) Set up and break down Thank you notes
Try to reach out first to people who have shown a past interest in the cause your dinner seeks to fund. Call or meet with them to discuss the event, why it is important, and how they can help. Also be sure to include key stakeholders – for example an executive from a corporation sponsoring your event. [4] X Research source Though your committee is geared mostly towards soliciting donations, it helps to create subcommittees with clearly defined tasks – volunteer recruitment, fundraising and sponsorship, entertainment – so that committee members feel ownership of the entire event without feeling overburdened. [5] X Research source
Staff. Invitations. Space rental. Catering. Entertainment. Transportation. Security. Utilities. Extra for unforeseen costs.
Does the venue offer discount rates for non-profits? Are there days of the week the space costs less? If you are a large scale non-profit with many members, ask if they are willing to donate space in return for free advertising in your promotional materials (emails, flyers, Facebook page, etc. ). Will the vendor consider waiving costs like security, cleanup, etc. for non-profits? Are they willing to give a percentage of the food or alcohol tab back to your cause?
Table service is more formal, but is also more time consuming and expensive. A buffet is less formal and less expensive. If making your own food, consider picking a meal that is easy to prepare for lots of people like spaghetti with salad and garlic bread, or hamburgers and veggieburgers with salad. [7] X Research source Having guests bring dessert will save on time and money. [8] X Research source If catering, ask if local restaurants will consider catering for free in lieu of a donation. Mention that this will be great advertising for their business. You’ll also need to have a plan for what to do with leftover food. Consider donating it.
Framing your event as a story will best capture attention. Start with the need you are addressing and a concrete example of it before moving onto the even itself. For example: Last week the kids’ art projects all got wet when the roof leaked; we’re holding a fundraising dinner to raise money for a new roof. It will be great! For churches, be sure to mention the fundraiser in sermons, at bible studies, and other church events in the weeks leading up to it. For schools, discuss the fundraiser at school meetings and PTA meetings. Also send informational fliers for parents home with children. For non-profits, be sure to mention the fundraiser whenever you can, Every conversation, especially with potential donors, is a chance to hype your event.
Coffee shops often have boards where you can post fliers. Local retail stores will often let you put fliers in their window. If a church or school, be sure to post fliers on the grounds in multiple places where people will see them.
Create a Facebook page. You can give updates, post pictures of the venue, and run contests that get people engaged (most clever post, best fundraiser themed picture, etc. ). [11] X Research source At the very least, use the Event app on Facebook to create a page for your event and invite friends who might be interested. Start a blog. It takes time and effort, but a blog is a great way to tell people the story of your event and what you are trying to accomplish, as well as getting them excited for the big night. Consider farming out blog duties to a number of people, each writing an article a day. Tweet. Twitter has a smaller reach than Facebook, but can be useful, particularly for driving people to your blog or Facebook page. Buy ads. Look for local websites that offer inexpensive banner ads, or consider targeted advertising on Facebook. For higher impact, use your ads to direct people to your blog.
When vendors and volunteers need to arrive to set up. When volunteers will meet before the event to discuss and rehearse as needed. When guests will arrive and how they will be greeted, guided into the event. When entertainment or additional activities like auctions will start. When food service will start. When and how food clean-up will begin. When the event will end. Who will stay for clean up and break down.
The sound system. The lights. The décor. The number or chairs. The silverware / flatware. The readiness of performers and food.
A program not only informs guests about the order of events, it is also a great opportunity to reinforce your fundraising message by including information about your cause.
