Are you tasked with planning the fundraiser of the year?

If so, it's no secret that the process can be more than a little overwhelming. You want to raise money for a cause that's close to you, but there are a million little details to remember along the way.

That's why organization and pre-planning are key!

When you have the right tools at your disposal and know which steps to take, you can eliminate a great deal of stress and encourage everyone on board to put in their best effort.

Today, we're sharing a quick guide on how to plan a successful fundraiser, starting from Day One. Pick up a pen and let's go!

Step 1: Assemble Your Team

Fundraising isn't a one-person job. To pull off any event, from an intimate dinner party to an elaborate extravaganza, you'll need people by your side who share your vision and can help you turn it into a reality. Some of the roles you might need to fill on your fundraising team include:

  • Fundraising manager
  • Public relations manager
  • Social media coordinator
  • Copywriter
  • Photographer or videographer
  • Graphic designer

 

Remember: This is the group of volunteers who you're trusting to help help you handle the behind-the-scenes logistics of the event. They should have the skills, time, and bandwidth to commit to the position.

Step 2: Clarify Your Cause

Before you can dive into the nuts and bolts of the event planning process, you'll need to be 100% clear on why you're raising funds in the first place.

Meet with your fundraising team to create a simple mission statement for your event. From there, you can talk about a promotional strategy and plan of operations.

Step 3: Set Your Goal (and Budget)

Do you need to raise a certain amount of money to reach a specific goal for the spotlighted cause? For instance, the local arts council in town might need a new ballet studio. Or, the animal rescue league may require new kennels.

Sometimes, you'll have a concrete monetary goal that you know you need to hit. Other times, the answer will simply be, "As much as we can make!" Either way, it's important to know which aspects of your event will bring in money. These might include:

  • Ticket sales
  • Dinner plate sales
  • Donations
  • Live auctions
  • Silent auctions and raffles

As you plan, keep in mind the indirect profits that your fundraiser could generate. Aside from direct sales made during the event, you'll also generate buzz about your cause and encourage community networking, both of which could be profitable down the road.

One more step to take care of at this time? Setting your budget!

You don't want to end up in the red after all of your hard work to generate a profit. From venue costs and catering to entertainment and marketing, consider all of your expenses and create a budget that's reasonable.

Step 4: Find a Venue

The venue you select will define the aesthetic of your fundraiser. If you're going for a formal, black-tie affair, the local country club ballroom might be ideal. If it's more of a laidback event, you can host it in a backyard, community park, or even the elementary school gymnasium!

There is no right or wrong place to host your event, but you do need to give this step plenty of thought. Before booking, discuss your event with the venue manager. Many will offer a discount or even donate their space if they know they'll help a good cause. To find an even more favourable rate, you could consider being flexible with your dates.

Step 5: Create Your Theme

People love to support a great cause, but they want to have a great time in the process. That's why it's important to give your fundraiser a theme! From masquerade balls to wine tastings, you can let your imagination run wild with this one. To make the brainstorming process easier, think about who your target attendee would be.

Is it a woman in her 30s to 50s? What about families with young children or recent retirees? Try to cater the theme to the people you most want to impress and go from there.

One easy way to make a big impact? Hand out on-theme goodies that your guests can enjoy as soon as they arrive! Our custom silicone wristbands are ideal, as you can personalize them with any message you want. These "Say No to Bullying" wristbands would be ideal at an academic fundraiser!

Step 6: Start Marketing

With most of the details in place, it's time to get the word out! All events need some form of marketing, regardless of how large-scaled they are.

Especially if you're raising money for a charity, you'll need to garner as much local interest as possible, because that means more money back to your cause! Thankfully, there are plenty of ways you can announce the event, including:

  • Mailed invitations
  • Direct mail
  • Flyers and print marketing
  • Bulletin board announcements
  • Social media posts
  • Email marketing

Share about the event on the platforms that are most appropriate for your cause. Even if you don't do much with digital marketing, creating a Facebook Event is a quick and easy way to reach a large number of people in your community.

Looking for a way to add pizazz and visual interest to your direct mail pieces? Add a special token that will ramp up interest! These Silicon Ribbon Keychains are a great example of promotional products that send an important message.

The Day Of: Delegating Your Fundraiser Staff

Finally! The day of your fundraiser is here and you're ready to get started! Make sure all of your staff members know their respective roles and are easy to identify. Create colour-coordinating lanyards ahead of time with their name and description so there's no second-guessing.

You'll need volunteers before, during and after the event to help with initial setup, technical operations, deconstructing, and clean-up. Give everyone on board a schedule of the day's events, preferably with their time slot highlighted so they know when and where they're needed.

To keep track of guests, invest in a set of Tyvek Printed Wristbands. Personalizable with the details of your event, you can also select custom colours to differentiate between admission levels.

Raise Money and Have a Great Time

Planning a fundraiser can be stressful, but it doesn't have to be. When you know the tools to use and the people to call, you're already starting off in the right direction.

Looking for more accessories to help your event go off without a hitch? We're here to help.

Browse our full selection of wristbands and other promotional products, and start spreading the news today. Contact us with any questions and we'll help you make this your most successful fundraising effort yet!