Anyone have experience organizing a fundraiser?

[njlib]

A friend of mine is talking about organizing a fundraiser for her local animal shelter. She's going to see if the senior center will let her use their building and said she'd cook "tons of Italian food". I told her I'd love to give her a hand with this, but neither one of us has ever done anything like this before. We're going to brainstorm over some pizza on Saturday afternoon, so I was just wondering if anyone has any suggestions as to what's going to work best.

Do you charge an admission fee? Would a 50/50 or raffle be a good thing to do? I know "tricky trays" are popular in this neck of the woods, but I'm not sure if doing something different would be better.

Any and all suggestions would be greatly appreciated!

[Midlodemocrat]

1. What's the goal?

[njlib]

8. We've only had one discussion earlier today

but she'd like to raise as much as she can for her local animal shelter. We're in an area that's mostly no-kill shelters and with the way things are these days, the shelters are really having a tough time and could use all the help they can get.

[Midlodemocrat]

10. Would you like me to run a foundation search for you?

PM me your email and I would be happy to. Also, the name/location of the org would be helpful.

Worthy cause. Thanks for doing this.

[lumberjack_jeff]

2. Consider a silent auction.

Approach local merchants to see if they'd consider donating. Gift certificates for meals or lodging are always popular.

[dysfunctional press]

7. our shelter does a silent auction/dinner every year...

merchants donate all sorts of services AND goods. last year we won a GREAT deal on a sitting with a high-end pet photographer.

admission is charged, dinner is served, and there's also a LIVE auction for some of the higher-end objects. they also have door prizes, a raffle, AND a 50-50...it's always a great time.

[njlib]

9. That had crossed my mind right off the bat

But since we've never been involved in anything like this before, neither one of us has any idea what's the best way to approach. I know local mom and pop merchants aren't having an easy time either, but I think it would be good advertising for them. Any suggestions on how to get them to cooperate without looking like we're inexperienced dopes?

[lumberjack_jeff]

35. The nonprofit I'm involved with goes on the radio as often as we can...

... and we're not shy about plugging for the merchants who have supported us.

In my experience, it's good to set the expectation that it's an annual event. Tri-fold brochures promoting the event are nice, explain to the merchant that the last page will be reserved for recognizing the merchants that donate prior to some date before the event.

Self interest? check.
Expectations? check.
Urgency? check.

Good luck, this is a tough economy, don't set your expectations too high but do it anyway. Next year it'll be easier. :hi:

edited to add: this is a little bit underhanded, but I've heard of some people who print their tri-folds one at a time, preprinted with the merchants whom they are going to approach. Each brochure includes the names of all the merchants except the one to whom that specific brochure is given. :evilgrin:

[njlib]

41. Our local radio station is animal friendly

They're always plugging local events, so I just need to find out if they'll plug for free. I'm sure their advertising dollars are down these days which might make them less inclined to give away air time. I hope that's not the case.

I'm excited reading everyone's posts, but I know I have to be realistic in my expectations, especially with the economy in the crapper. I'm unemployed and when I was at the local office a couple of weeks ago, I was already #47 by 10:30 am. I'm hoping the advertising will appeal to the local merchants and that people will do what they can financially. The way I see it, even if we can only come through with a few hundred dollars, that's a few hundred dollars more than they had before and it will buy a decent amount of dog and cat food or maybe cover some vet costs. Even just publicizing the shelter might help. If someone can't give now, maybe it'll stick in the back of their head and they'll give when they can.

[Stephanie]

3. Organize a benefit committee and get the members to commit to selling a certain number of tickets

Yes, you charge an admission fee - you sell tickets to the event. You can have tiered pricing so people can pay what they can afford. Try to get a sponsor to cover some of the upfront costs such as venue, food and liquor, so those aren't coming out of your raised funds.

[njlib]

11. Thanks!

She didn't want to involve people from work, but she's got a pretty big, outgoing, crazy family and I'll bet she could get them to sell tickets.

[Stephanie]

21. You could also print a program for the event and sell ads in it.

Go around to local businesses and get them to buy ads.

[njlib]

42. Do you set a fee for the ads?

Or do you just ask for whatever the merchant is able to give?

[Stephanie]

45. Different prices for different sizes of ads.

Charge more for a half page ad than a quarter page, so they can pick how much they want to pay.

[njlib]

47. Makes sense

Thank you! There's so many things to pull together!

[dysfunctional press]

4. we did a garage-sale for the local animal shelter, and every year my neighbor does a golf-outing...

to raise money for it.

for the garage sale we got people to donate/drop off lots of items, and held it on a saturday on the shelter's front lawn.
it raised $7500 for the shelter, and it didn't cost them a cent. some of the people who came for it also ended up adopting pets while they were there.

[njlib]

13. $7500!! That's incredible!

Great idea and it's nice that some babies found homes, too! I'll bet you also saved alot on "overhead" costs.

[njlib]

14. $7500!! That's incredible!

Great idea and it's nice that some babies found homes, too! I'll bet you also saved alot on "overhead" costs.

[cali]

5. yes, I've done fundraisers for years.

First, pick a theme. If it's Italian food, make it something like a "night in Rome". Talk to local merchants and restaurants about donating food, products, gift certificates- food for the event itself and gift certificates, products for a silent auction. Oh, and advertise the shit out of the event.

[njlib]

15. Yes!

I already told her that since I'm unemployed, I'd be happy to do all the leg work during business hours. I told her I'd put up fliers and do whatever else was needed to get the word out.

[av8rdave]

6. I worked on a silent auction for an American Cancer Society function some years ago

Silent auctions are great. When the cause is a good one (as her's obviously is), lots of people and businesses will be glad to help out.

[njlib]

17. We're lucky

because we're in an area that's fairly rural and just about everyone has at least one pet. Plenty of animal lovers in our neck of the woods, so it would be great if we can pull this off.

[av8rdave]

27. Hope it goes well, and hope it raises LOTS of $$$

[njlib]

43. Thank you!

Lots of $$$ would be really nice, but I'll be happy with whatever we're able to do.

[Radical Activist]

12. The real money is in getting sponsors.

Go around to businesses, groups and individuals who often give. Tell them that sponsors will be recognized at the event with a sign, thanks etc. Anyone who makes a large donation (set an amount) will be recognized as a sponsor. That's where you'll get the most money and you'll have it before the event even happens.

[njlib]

20. That's a great idea

Would the signs be made by us or would they be supplied by the donors? I know some organizations come up with a "program" for their events where the sponsors are listed inside. Maybe they'd also supply business cards for people to take??

[Radical Activist]

28. Make a sign

that's well displayed when people check in at the front door that says something like "We would like to thank the following businesses and individuals for sponsoring this event" and list them all together.

If you want, you can provide an area for them to have a brochure, business card or sign, but that's up to you.

[ourbluenation]

37. Yep - and it will cover all the up front costs so that all the $ from the event goes to the

organization. Underwriters are key.

[njlib]

44. OK, one sign it is

It'll be easier and cheaper to do. I have to search for a local printer and start begging, otherwise we'll have to do it ourselves.

I also like the sponsor area for business cards and advertising materials. Anything to make it easier to get donations.

[tularetom]

16. Our volunteer fire/EMT co. did a crab feed for years

You can potentially make a lot of money if you have a large enough venue (We used the fairgrounds because our station was remote) but it's very labor intensive. As our core group golt older we had difficulty getting a work crew for the dinners. But it was lucrative - we'd still be doing it but the county took over all our operations 10 years ago because of risk management issues.

[njlib]

23. She had said that if the senior center turned her down

she'd try to see if the firemen would help. I'll bet she could even get some of them to help with cooking and organizing, too. She's a BEAUTIFUL kid and knows how to use it! Ahhh, to be young again!

[peace13]

18. There is a lot of free advertising out there.

Radio spots, calendars on web sites, contact the local paper and entice them to do an article, print up book marks with your event information and leave them at local stores and on the counters of businesses. Contact the local vets and kennels to see if they can donate services or gift certificates for door prizes or silent auction. Have a dog washing team at your event and accept donations for this. Sell advertising for the event program. Every little bit helps. If you have the space, take a cage and with kittens, or puppies. This will encourage people to come out and adopt. This summer at the Farmer's Market we had the Humane Society next to our Obama booth. They always had a cage full of kittens. It was great fun because it drew a crowd and we benefited. Good luck. Peace, Kim

[njlib]

24. Excellent ideas

Our local radio station does a "lost and found pets" spot every evening, so I'll bet they'd give us some free mentions. I thought of advertising in the vet's office, but never thought about asking for a donation of services! Thanks!

[EFerrari]

19. I try to give myself six weeks to get the media right.

:hi:

[njlib]

26. I don't know when she's planning on doing this

But it sounds like it'll take at least six weeks to pull everything together! The weather's starting to get nice, so hopefully by the time we're ready to go, the weather will be perfect.

[notadmblnd]

22. an all u can eat spaghetti dinner for a price. also sell 50/50 or raffel something

A psychic fair or bingo. You could do a do a bowling fundraiser (same way you would do a walk-a-thon).

You could also rent a hall, hire a band and get a couple of kegs. have a big party and charge admission? a fashion show? There's lots of things you can do.

[njlib]

29. She just sent a text saying her DJ friend will work for free!

Now, how much would you charge for an all you can eat spaghetti dinner? It's gonna take her 6 weeks just to make all that spaghetti!! LOL

[notadmblnd]

33. 4 for kids. 10 for adults or 3 for kids, 7 for adults?

You have to know how much she will spend making it and then you want to tack on enough to pay for it plus make money for the shelter.

if the place you have the fundraiser has a kitchen, you can go to Gordons or a Cost-Co where you can buy commercial size packages of sauce, noodles etc, and do the cooking on site.

but yeah, you have to figure out how much it is going to cost to serve X number of people and then figure out what to charge.

The garage sell idea up thread sounds great too, cause then there's no cost because you'll just go around collecting peoples cast offs, er, I mean precious possessions to resell. If it's nice outside, you could barbque hamburgers and hot dogs to sell for a buck or two during the sale. You're local grocery store might donate that kind of thing for a fund raiser. Just dress nicely, and ask to see the manager, (independently owned, grocers would be your better target), tell them who you are and what organization you are volunteering for and what you are trying to do. And most people will be happy to help. last year, I got the manager of the local Dollar General to donate candy ($30 worth) for our community event. When I went around asking for donations from major restaurant chains, they were pretty selfish. The independent mom and pop type stores and restaurants were almost always eager to give a 10 or 15 dollar gift certificate. I got another small business man to donate an inflatable bounce house and dunk tank for the day, for the kids to play in. the fire department came and gave demonstrations and provided water for the tanks, etc. Just talk nice to people (especially the men, if you're female) and you'll get everything you need for a successful event.

The huge garage sale, food, fair type event would draw a huge crowd on a nice spring day. Oh and make sure the pets all have their baths and brushed teeth cause parents can't tell their kids no when it come to taking a kitten or puppy home. Keep the free DJ too.

[njlib]

46. I was trying to figure out spaghetti costs on the way home tonight

I'm a BJ's Warehouse member, so I'd be able to buy in bulk whatever we don't end up getting for free. I'm also going to check the supermarket sales tomorrow and see who's got pasta on sale. Maybe after we meet for lunch on Saturday, we can do a little shopping and start stocking up.

I plan on hitting up the supermarket chains in the area (there's two) and I'm not expecting much because I know a corporation isn't likely to be supportive of a small, local animal shelter...but it won't hurt to ask, especially since they're the only game in town. Even if the manager is sympathetic to the cause, they still have to answer to the higher ups. If they let me post fliers or stand outside the store and hand out fliers on a Sat/Sun morning, I'll be happy with that.

I've liked every single idea I've read so far. They're all great and I think we'll be pretty successful using as many as we can. My first thought about the garage sale was "NO OVERHEAD"! I'm just not sure how much outdoor space would be available. I think our first task will be to go to the shelter, talk to the volunteers, and see how much space they have. My friend lives about 30 minutes from me, so I have no idea how this shelter is set up. The two I know of that are closer to me are really small and on a very small plot of land.

So much to think about and so much to do!

[Solly Mack]

25. Since she's cooking anyway - spaghetti dinners for a donation

Maybe a raffle as well. X amount for the dinner and 1 dollar per ticket for a gift basket of goodies.

I do tons of fund-raising but can only ask for donations (whatever you can give) - so I can't set a dollar amount. Still, people are quite generous and often give far more than the service is worth.

[njlib]

30. That's a good way to do it

Good thing she likes to cook! I was thinking that since people are scaling back on going out to eat, that maybe this would be successful. It would be cheaper and a nice night out. It's good to enjoy yourself while you're helping those who can't help themselves.

[njlib]

31. OK, have to let MY dogs out now

Then get myself ready for school. I should've already been out of the shower by now, but got caught up in all these great ideas!

THANKS FOR ALL YOUR SUGGESTIONS!! I already told her that I'm getting all kinds of great ideas from the DU gang. I'll be checking back in when I get home from school later on tonight. Talk to you all soon...thanks again!

[Solly Mack]

32. Excellent reasons!! Good luck!!!

Get friends to donate empty win bottles and find some cheap candles. Start preparing those center pieces now!! :) ( In case you decide to do a theme)

Also, ask your local grocery stores if they would donate the items needed for the fundraiser. I've had success doing that. Hit multiple stores so no one store bears the entire burden.

I had a lot of success asking local businesses to donate vouchers for haircuts, oil changes, etc. for raffles. It's great advertisement for them - and it can bring in repeat customers.

Again, best of luck!!!!

[njlib]

38. Center pieces...very cool

I know plenty of wine drinkers, too! :)

[RT Atlanta]

34. seek sponsorship

See if you can get any companies to sponsor some of the event or sponsor tables at the fundraiser (e.g. table for 10 at $500 - with your company's name listed in all printed materials, etc.).

[njlib]

39. Yes, we're definitely going to have to seek sponsorship

Just not sure what's the best way to approach them. Do you just walk in off the street? Do you call first? Do you get "pledges" first, then go back again to "collect"? This is all new to me and I don't want to screw it up!

[QueenOfCalifornia]

36. I've done it

I contacted several blues bands and had a fundraiser featuring blues music and had vendors show up to sell food - I got a street closed off for this and the funds went to help a group I felt was worthy. No one was paid to participate - the bands all showed up and played for free. It was kid friendly. I got the local transit system to pitch in with free shuttles to and from parking and 2 radio stations promoted it. I sent out press releases every day prior to the event for 10 days and we had live news coverage. I did the graphic design for a 2 color poster and a printing company donated their services - We charged a fee to get in and we raised about $35,000 in an afternoon. I took zero money btw.

It was a lot of work but worth it. There are a lot of things you do not think of when doing this... But it all came together and went off beautifully.

[njlib]

40. Wow, you're a pro!

That must've been a MAJOR undertaking! How crazy was it getting all of that organized? How long did the planning take? And $35,000 in one afternoon? Congratulations!

[Fire_Medic_Dave]

48. It really helps if you can get local businesses to make donations for prizes.

That can be very tough in today's economy. If your friend has a lot of connections to local business that will help. Good luck.

David

[njlib]

49. Thanks!

I think with the economy the way it is, we're going to need all the luck we can get. I'll be happy if we can make this all come together successfully, and grateful for anything we're able to raise for the shelter. I always say that if I hit the lottery, I'll be buying the biggest piece of property I can find and opening up the "NJ Chapter of Best Friends"! They're my favorite animal charity and do amazing work.

[Fire_Medic_Dave]

50. Local restaurants can be pretty good about giving $25 gift cards.

Most people will spend more than that so the restaurant won't take a loss. If you leave near a big university or have a pro team sometimes you can get some autographed balls at pretty reasonable prices and auction them off. Silent auctions in coordination with dinner are pretty good fund raisers. One shelter we work with sometimes did a Barkitecture auction where local artists, groups, etc. made dog houses and then painted them. The shelter auctioned the dog houses and then held a silent auction for the prizes that had been donated. Golf courses are good about donating a round of golf especially one during the week. Hope this helps.

David

[njlib]

51. Good point about the gift cards

And I love the dog house idea! We're in the mountains of NJ, so there's no big university or pro team close by, but I think there's a minor league baseball team in the area. I'll have to look into that.

I'm meeting my friend for lunch tomorrow and just finished printing out all the great responses I've received. Thank you all for being such a big help! I'm sure I'll be back with more questions soon.

[Fire_Medic_Dave]

52. PM me if you need to.

My wife and I run a rescue. We've put on several fundrasiers. Good luck.

David

[Motown_Johnny]

53. you beat me to it... this seems to be the best moneymaker at the few events I have knowledge of

silent auction for donated items from local businesses or friends.


But the local non profit animal adoption agency I have worked with (a little) make money by charging for the animals adoptions.

They have volunteers keep the animals at their homes and hold an adoption event ever other saturday (except for holidays)