Tips for Successful Charity Fund Raising
With apologies to seasoned fund-raisers who need read no further but if this is the first time you have organised an event here are some ideas which may be useful.
A Good Mailing List
If you want people to attend your event you need a good mailing list. An email list is also helpful but there is nothing like an invitation though the post to catch people’s attention. If you have formed a committee, ask each member to compile a list of suitable people and bring it along to the next meeting. One person can then put the names and addresses on a labels database, making sure that there is no repetition. The mailing list should always be kept up-to-date. One way to do this is to print something in a corner of your invitation. For instance:- ‘If you wish to be removed from our mailing list please telephone: 01225 etc…’ The list can be added to at events with a Visitor’s Book. Ask people to sign in as they arrive.
Invitation
This should be clear, bold and uncluttered with only the information you really need on the front. It should be printed on card not paper. Make sure you put: ‘Please bring your friends’., as this can significantly increase attendance. Sometimes you might want to print more information on the back of the invitation, for instance the names of Stallholders at a Christmas Fair, which should encourage people to come along. The invitations should be sent out two weeks before a small party-plan event. Three/four weeks for a larger venue, such as a Christmas Fair or Charity Lunch/dinner. This is a tried and tested formula, which seems to work.
Be prepared ...
Party Plan
A couple of days before the event a quick ‘phone call to remind anyone who has not replied will help you to plan the evening.
You will need to set out the selling area, with table, chair, tablecloth, rail etc. (as applicable). For clothes you will need a changing area, jewellery – a mirror. If selling the items yourself then a cash float, pen, paper and receipt pad will be needed as well as wrapping materials. An agent will of course bring these items for you. Provide ample seating for your guests.
Refreshments should be minimal. White wine will not stain your carpet! Soft drinks for those who are driving. A few nibbles are really all that is required and keep your outlay low.
There should be some obvious publicity for the charity you are raising money for.
Charity Lunch/Dinner
If you hire a venue this will be costly – but often a hotel will provide the venue free if you pay for the lunch..They will also benefit from increased bar takings. You will need to negotiate a fair price for the lunch so that you can still charge a reasonable amount for the ticket. i.e. £15 for the full ticket giving £10 to the hotel/£5 to the charity. If there are enough guests the hotel will consider such an arrangement worthwhile and you will raise enough money. The hotel/restaurent will usually set a date for final numbers to be advised. Be careful to choose a place where you know the food will be good. A bad meal will put people off for any future event you plan. Normally two courses and coffee is adequate.
The other alternative is to use a private house, and cater yourselves, but that is more complicated and can lead to problems with varying standards of cooking! You might need to hire china, tables, chairs etc… Furthermore you are responsible for the house and the dreaded health and safety issues.
A raffle can raise a lot of money, people are often very generous when buying tickets. Four or five really great prizes are better than fifteen poor ones, so plan in advance by contacting any business you think might donate a worthwhile meal/dinner, beauty treatment etc…. it can be good for their business too.
A speaker with an interesting topic will encourage people at attend. Some will speak for nothing, but may sell a book/video etc. to make it worth their while. Others require a fee and/or travel expenses. Set them a time for their talk or they may drone on forever! Such a talk is usually scheduled to start when the coffee is served.. A suitable retailer can be invited to sell at the event and will donate a percentage of takings creating further interest and increased funds. It is worth mentioning on the invitation so that people come prepared to spend.
At a larger event ample parking should be available close to the venue. If it is restricted it helps to have volunteers to direct the traffic.
Enlist at least 6/8 ‘helpers’ to help with the smooth running of the event. Each ‘helper’ should know their role, with a couple of extras for any unforseen last-minute panics!