How to Set up a Fundraising Event

Thứ bảy - 27/04/2024 01:09
Whether you want to get involved in activism or you need to raise money for a cause close to you, a fundraising event is a fun and effective way to do it. Choose a cause and an event type, then find somewhere to hold the event. Schedule...
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Whether you want to get involved in activism or you need to raise money for a cause close to you, a fundraising event is a fun and effective way to do it. Choose a cause and an event type, then find somewhere to hold the event. Schedule the event and organize all the necessary supplies, services, and staff so you have the logistics taken care of. Market the fundraiser and sell tickets to get people to actually come. On the day of the event, make sure to set up for the fundraiser well in advance to ensure it runs smoothly. Soon enough, you’ll be raising money for something important to you and helping out others!

Part 1
Part 1 of 6:

Choosing an Event Type

  1. Step 2 Set your fundraising goal.
    Determine the amount of money you want to net, which is the amount of money you are left with after you subtract expenses, by calculating how much you need or want to raise for the cause. Having this number to work towards will help you plan the rest of the event.
    • For example, if you are raising money to combat wildfires in Australia, you could set a net goal of $10,000 to donate to charities that help that cause. This means that you want to raise $10,000 for the cause plus enough to cover the expenses of the fundraising event.
    • If you are raising money for something like a sports team, you can calculate how much money you need for things like new equipment or travel expenses to help you set your goal. If you need $1,000 for new jerseys and $4,000 to travel to a tournament, you would set a net goal of $5,000.
    • It’s best to be completely transparent with your donors and supporters about where the money you are raising will go.[3]
  2. Step 5 Select what type of event to hold based on your audience and budget.
    Choose to hold something traditional like a car wash, a silent auction, or a dinner if you aren’t feeling too creative. Try something different like a race, a water fight, or a dodgeball tournament if you want to do something more unique and fun.[7]
    • For example, if you're running a fundraiser to benefit your school's band, you could set up a school bake sale or carnival.
    • Make sure the event is an experience that is fun to participate in. You could have guest speakers, a band, activities after dinner, or anything else you can come up with that will keep guests entertained and engaged. Get creative!
    • When you’re brainstorming ideas for the event, you can choose between service-based events, like car washes, and competition-based events, like sports tournaments.

    Tip: Remember to consider the purpose of the fundraiser, your budget, and the target audience when choosing what type of event to host. For instance, you wouldn’t want to throw a water fight if your target audience is seniors.

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Part 2
Part 2 of 6:

Scheduling the Fundraiser

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Part 3
Part 3 of 6:

Organizing the Event

  1. Step 2 Book any services you need for the event.
    Hire any staff you need, such as security or wait staff. Schedule food service, entertainment, and anything else you need for the fundraiser.
    • For example, if you want to have live entertainment at the event, book a band in advance. If you want to tightly control entry, hire a security guard to attend the front door. If you are serving food, reserve a team of caterers to supply the food and serve guests.
  2. Step 3 Assemble a team of volunteers to work the event.
    Talk to friends, family, people you know who support your cause and ask them if they are willing to help out with your fundraiser. Gather enough volunteers to help you with pre-event activities as well as help run the event itself.
    • The number of volunteers you need depends on how big the event is. You can make a list of all the different roles and responsibilities you want help with to decide how many volunteers you need.
  3. Step 4 Delegate leadership tasks and other responsibilities to your event team.
    Once you have a team assembled, assign tasks to your team members and make sure everyone understands their particular job or task. Encourage team members to ask questions if they're unclear about their assignment or responsibilities.
    • For example, if you’re holding a silent auction, you might need 1-2 people to help you out with marketing and ticket sales before the event. Then, you might need 1 person to receive donations and handle money on the day of the event, 1 person to direct guests in the parking lot, and 1 person to usher guests to their seats.
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Part 4
Part 4 of 6:

Marketing the Fundraiser

  1. Step 1 Promote the fundraising event online.
    Use social media, email, and possibly a website to market the event. Create pages for the event on Facebook and Instagram to advertise it.[8]
    • If you’re just doing a one-off fundraiser, it might not make sense to go to the effort of creating a website for the event. However, if you see yourself throwing more, it’s worth it to spend the time and effort on creating at least a basic website that you can use as a landing page with information about the event.

    Tip: Ask friends, family, and supporters of your cause to promote the event through their social media channels. You could also try asking local businesses if they would be willing to promote your event through their social media.

  2. Step 2 Do email blasts to all your contacts.
    Create several emails including an initial announcement and 2-3 follow-up emails advertising the event that include links to all the event’s social media channels and information about how to buy tickets, donate, and attend.[9] Send these emails to all your personal contacts.[10]
    • You can also ask your friends, family, and supporters to forward or send each email to their contact lists as well to spread the word to more people.
  3. Step 3 Use traditional media to advertise the fundraiser.
    Take out advertising space in a local newspaper if you can afford it or contact the editorial department to try and get news coverage of the event. Reach out to local radio and TV stations to see if they will give your event news coverage.[11]
    • You could consider other forms of traditional media, such as posters and flyers, but keep in mind that these methods are not very environmentally friendly. Only use them if you deem it absolutely necessary to get the word out.
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Part 5
Part 5 of 6:

Preparing Finances

  1. Step 2 Get a lockbox and change if you plan to receive cash and check donations.
    Store the cash and checks you receive in the lockbox. Keep change in the lockbox as well or have the person in charge of donations keep change in a fanny pack or cash bag.[14]
    • If you will receive donations by check, print or write a large, clear sign letting donors know to whom the checks are payable that you can place somewhere visible during the event.
  2. Step 3 Acquire the right equipment if you want to receive credit card payments.
    Get a credit card machine or a mobile payment device, such as Square, that works with mobile phones if you want to receive payments by card.[15]
    • Be aware that Square has fees attached and credit card companies take a percentage of each sale as payment.
    • You can also set up a PayPal account to help you take donations.
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Part 6
Part 6 of 6:

Setting up and Running the Event

  1. Step 2 Do a practice run of the event with any event staff after setting up.
    Make sure everyone knows where they are supposed to be during the event and what their responsibilities are. This will ensure the event runs smoothly and there is no confusion among the helpers.[17]
    • For example, if there is parking at the event, have one of your helpers practice directing imaginary traffic. If someone will be seating guests, have them rehearse how they will do this.
  2. Step 4 Put someone in charge of receiving and handling donations.
    Set up a donations table and assign a volunteer to man the table at all times to collect donations and handle the money. Provide them with a lockbox for cash and checks as well as the equipment needed to take any other forms of payment, such as a credit card machine or Square system.[19]
    • Make sure that you have someone watching the money and donations table at all times. If the main person in charge needs to get up and go to the bathroom or something, ensure that someone replaces them temporarily.
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