Transcript Special Event Fund Raising

Friend Raisers or Fund Raisers
Special Event Fundraising
 There are many types of Special Events
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Gala Dinners
Silent and Live Auctions
Carnivals
Raffles
Alumni
 Homecoming
Special Event Fundraising
 Important to know your audience
 Tailor event to your audience
 Does event fit with your over all fundraising plan?
Fund Raiser or Friend Raiser
•Decide what the event is to achieve
•Friend Raisers are cultivation tools
•Fund Raisers are money makers
Special Events are labor intensive
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Volunteers
Staff
Faculty
Donors
Attendees
Special Event Fundraising
 Volunteers and Donors can give
 Time
 Talent
 Treasure
Dinner Auction
Special Event Fundraising
 Dinner Auction
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Set Date
Choose venue
 On campus or off
 Accessibility
 Set up of event
 Parking for guests
Special Event Fundraising
 Dinner Auction
 Chair persons in place
 Auctioneer hired
Special Event Fundraising
 Dinner Auction
 People
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Volunteers
Staff
Faculty
Donors
Attendees
Special Event Fundraising
 Volunteers
 Recruit Volunteers
 New volunteers and returning
 Assign Committee Heads
 Give Job Descriptions
 Time Commitment
 Event Timeline
Special Event Fundraising
 Committees
 Food
 Entertainment
 Decorations
 Printing
 Silent and Live Auction Item Procurement
 Table Captains
 Set Up
 Take Down
Special Event Fundraising
 Staff
 What is expected of staff
 What should staff expect from volunteers
 Time Commitment
 Experience
Special Event Fundraising
 Faculty
 Donors
 Volunteers
 Attendees
Special Event Fundraising
 Donors
 Underwriting and Sponsorship
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Individual and Corporate
 Advertising/Program Book
 In-Kind Donations
 Silent and Live Auction Items
Special Event Fundraising
 Attendees
 Underwriters/Sponsors
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As part of their packages
 Invitees
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Current Parents
Alumni
Alumni Parents
Friends
Vendors
Special Guests
Special Event Fundraising
 Event Time Line
 Begin Silent and Live Auction Solicitation
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Begin early
Set deadline for items to be turned in
 Send Save the Date
 Hold Kick Off Party
 Send Invitations
 Program to Printer
Special Event Fundraising
 The Event Approaches
 Send out Program Book to all those attending
 Or put Program Book online
 If sit down dinner – assign tables
 Print all necessary materials
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Signage
Closing times for auction
Bid Sheets
Live Auction Bid Cards
Special Event Fundraising
 The day of or day before event
 Set up Silent Auction
 This takes time
 Quality over Quantity
 Display is Important
 Easy to read Bid Sheets with each item
 Display Live Auction Items
Special Event Fundraising
 The night of the event
 Pre-register guests for easy checkout
 This cuts waiting time at closing of evening
 Go over live auction items with auctioneer
 Don’t have too many items
 If doing “Fund an Item” discuss with auctioneer
 Go over flow of evening with M.C.
 Thank all for coming
 Introduce special guests
 Acknowledge chairpersons
 Announce times of auction closings
 Announce Check Out and Item Pick Up Procedure
Special Event Fundraising
 After the event
 Thank Chairpersons
 Hold Wrap Up Meeting
 Thank all Volunteers
 Thank all Donors
Special Event Fundraising
 Every event is different
 Venues vary depending on audience
 Don’t forget friend raising events
 Evaluate events
 Is event too labor intensive
 Did event achieve purpose
 Avoid burn out of staff and volunteers