Putting together a fundraising event is not for the faint-hearted. Hosting a successful, profitable fundraising event requires extensive planning, budgeting, volunteers, and coordination. In other words.......A LOT OF WORK!
Anyone who has been tasked with fundraising knows it is certainly not a skip in the park. What can go wrong is a given and last-minute adjustments are routine. When it comes to fundraising, it is impossible to foresee every problem that may occur. However, do not be discouraged, the following tips may help you avoid some common fundraising event mistakes.
- Form a Fundraising Committee
First things first. Form a fundraising committee comprised of dedicated volunteers who are willing to take charge of certain tasks. You cannot tackle a fundraising challenge alone.
- Crisis Mode Fundraising
Never "throw together" a fundraiser to address an immediate financial emergency. Hosting a successful fundraising event takes time. If at all possible, allow a minimum of four to six months for planning.
- Conflicting Events
The goal of a fundraising event is NOT to simply attract dedicated supporters of your cause, but to attract new donors and volunteers. Search Community Calendars and Similar Organization Websites to help identify possible conflicts and other events that may be held that day.
- Prepare a Budget
Create and follow a strict budget to help prevent a negative impact on potential profits from the intended FUNDRAISING event. Adding a miscellaneous line item in the budget to help offset unexpected expenses not included in the budget.
- Donation Assumption
Donated items are key components for the success of a fundraising event and part of the planning process should include a strategy for requesting donations. Keep in mind, the danger lies in DEPENDING upon them. Necessary items should be included in the budget. If these items are actually donated, the profit margin increases.
- Weather Back-Up Plan
A back-up plan is necessary in the event of inclement weather or unforeseen emergencies. Will you have access to a building? Rescheduling is not an ideal option.
- Abide by Local Laws and Ordinance
Verify the event is covered under an existing insurance policy or an umbrella policy. Obtain ALL required permits and be aware of ordinances that have the potential to interrupt or shut down the event. (Example: Noise, Traffic or Parking Ordinances)
- Marketing Strategy
Getting the word out about the fundraising event is critical. While social media platforms are great tools, they should never be relied upon as the sole source of marketing. Awareness is a must! Solicit advertising partnerships but also allocate funds in the budget just in case!
- Professional Fee/Contract Misunderstandings
Read contracts CAREFULLY regarding payment for equipment, fees for speakers/musicians, and facility rental.
- Equipment Issues
It is important to have extra equipment and/or qualified staff that can correct an issue. Problems with sound systems, refrigeration units, air-conditioning/heat and outdoor electric outlets can RUIN a fundraising event.
- Security
Hiring SECURITY is vital for the protection of attendees, volunteers, and facilities.
- Have Fun & Learn
Once you have done everything you can do, have fun. Jot down what worked, and what did not. This will prepare you for next year!
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