Start thinking about the details of your event six to twelve months beforehand. Planning and executing a fundraising event may seem complicated, but if you follow these simple steps it can be both easy and fun!
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CHOOSE THE RIGHT EVENT
There are many issues to consider when choosing the type of event you want to host: the time of year your event will take place; the types of events that are popular in your community and area; the sports, hobbies, and activities in which your friends and family are already involved; who will be attending and participating in the event; and the location of the event. Answering all of the questions in advance will help you determine which event is the best choice.
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COMPLETE A FUNDRAISING EVENT APPLICATION
Available from the Association office, this form needs to be completed at the beginning stages of event planning. You’ll just need to provide the basic information about the event.
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FORM A FUNDRAISING TEAM
It is important to surround yourself with people who are as excited about and dedicated to the idea of hosting an event as much as you. Look to your friends, family, co-workers, and neighbors to form your team. Divide and assign tasks according to people’s talents and the amount of time they have to offer to the endeavor. Meet with your team frequently throughout the entire planning process.
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SET GOALS
Of course you want to raise money, but you will also raise awareness at the same time. Determine how much money you would like to earn; income should exceed expenses. Be sure that goals are reasonable and measurable.
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DEVELOP A BUDGET
Making a budget will help determine how much money can and should be spent in the planning of your event. Try to get items and/or services at no cost, or at a reduced cost.
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FIND SPONSORS
Individuals, corporations, foundations, and/or local community groups are often accustomed to defraying the costs of an event (this is called sponsoring or underwriting). Such sponsorship frequently comes in exchange for something the group/individual considers valuable, such as their name appearing on event promotional materials.
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APPLY FOR PERMITS
Something that is often overlooked is the need to obtain whatever permits and/or licenses are required by your local officials. To find out just what you’ll need, contact your local town or city clerk’s office.
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OBTAIN INSURANCE
Insurance can protect everyone involved should an accident occur on event day. Some locations may provide insurance, but most event hosts obtain insurance for their event through the Association office.
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PUBLICIZE THE EVENT
There are numerous ways to let everyone know about your upcoming event: flyers, brochures, announcements posted in grocery stores, articles in newspapers and on local television programming.
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COLLECT DONATIONS AND PRIZES
No matter what kind of event you are hosting you will need to collect money and tangible items. Monetary donations can be in the form of cash, check, money order, or credit card. If you receive a tangible item, the donor should complete a Fundraising Gift Solicitation Form in order to be sent a tax receipt. The Association is the only legal party who can issue a receipt for monetary or tangible donations.
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MAIL DONATIONS TO THE ASSOCIATION
Sending donations to the Association as they are received is very important. All checks have an expiration date and donors who wrote those checks expect the check to be cashed within a reasonable amount of time.
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HOST THE EVENT!
If you have planned carefully along the way, your Event Day should run smoothly; but be prepared for those last minute changes should they arise.
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WRAP THINGS UP
Meet with your Fundraising Team the week following the event. Review aspects of the event that you would do the same and those that you would do differently. Keep notes for future events. And be sure to send thank you notes to those who helped make the event a success.
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