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Funding Sources: Special Events
 Are events a good way to raise money?
A special event can be a great way to raise funds and gain positive publicity at the same time. Events also allow some businesses that would like to contribute, but can't give money, a way to help through in-kind donations. Events take a lot of planning (use your fundraising committee), time, and volunteer power, but many RIF programs nationwide successfully hold creative and fun events year round.
What kind of plan do I need?
If you decide to host a special event or sale, there are some things you need to address (before, during, and after) no matter what the event is.
Planning:
- Date and Time: Check your community calendars so your fundraiser doesn't conflict with other events. Steer away from school vacations or religious holidays. On the other hand, holding an event in conjunction with a program like Back-to-School night assures you of an already captive audience.
- Place: Will there be enough room? Check electrical outlets and safety. Draw up a floor plan and seating arrangements, if necessary.
- Assigning Tasks: Make a list of the jobs and assign each volunteer/committee a specific task, depending on the type of fundraiser. (Examples: decorations, budget, entertainment, publicity, solicitation of door prizes, clean up.)
- Budget: Make an estimate of all costs, including rental fees for sound equipment, printing, publicity, postage, insurance, and refreshments. Try to lower costs by getting local businesses to donate door prizes, facilities and other in-kind goods and services. This information will help you determine how many people need to attend and how much you need to charge to be successful.
Publicity:
- To get a good turnout, you must publicize your event through flyers, news releases, radio announcements, community event calendars and notices in church bulletins and advertisers. Lead time varies from six to four weeks, according to the type of fund-raiser.
- After you have printed the tickets and determined the price, number them, distribute to ticket sellers and offer rewards for top sellers.
- Don't forget to send complimentary tickets to the press, local dignitaries and sports celebrities.
- Ask local businesses to donate items to raffle, if appropriate.
Records:
- Keep a record of every donor so you can send thanks and recognize donors in your programs.
- Write a report of what worked well and what did not to guide you or others to improve the event next year.
What needs to be done afterwards?
- Follow up your event with a press release to the local paper, and thanking and naming your main supporters.
- Pay bills promptly.
- Write thank you letters to donors.
- Show volunteers that they are appreciated for the long hours they've put into your fundraiser.
What are some successful events that other RIF programs have done?
Check out the Fundraising Resources section for a list of event ideas.
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