FUN(D) RAISING in 12 Easy Steps

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FUN(D) RAISINGin 12 Easy Steps

How to set up a large fundraiser. . .
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Fund Raising Summary

• Decide on a program / event that will fit your
  community and surrounding area, -something people
  want, and will pay for
• Get your club excited about the project
• -(Will it be FUN to do)
• Form a Planning Committee (3 is adequate)
• Read and understand the Rotary Insurance policy
  and assess the Risk Management of your event.
• Decide on an appropriate venue with adequate
  parking
• Develop a preliminary budget

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Fund Raising Summary

• 7) Secure Sponsors
• Ensure good PR Marketing Practices
• Decide to do the program
• Create sub-committees and job descriptions
• Ensure good PR Marketing Practices
• -Know the rules of using the Rotary logo
• Create a team!!!

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Planning Details After Completing Steps 1 5
of the Fund Raising SummaryFollow the Next Steps
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• Sponsors provide key support and
• help to brand the event. They are a
• bridge to the community.
• Sponsors
• - Provide Money
• - Donate time or product
• - Provide inventory or prizes
• - Advertise the event
• Sponsors
• -Know them and do not abuse them

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Sponsor Levels

• Title Sponsor
• Gold,
• Silver,
• Bronze,
• Friend,
• Specific Item

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Sponsor Marketing Practices

• Make a list of sponsors (suppliers) with contact
  names and numbers
• Use the same person every time
• For potential sponsors, draft a letter explaining
  event
• Deliver it by hand if possible
• Make appointments to review/explain the program
  (Be ready- some may invite you in)
• Know your product and why you are doing it

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Marketing Letter Contents

• Brief and concise
• Describe the event
• Show where the profits will go
• Describe benefits to sponsor and to community
• Show who is involved
• Indicate how many people you expect and how they
  are related to the sponsor
• Show the advertising potential /media coverage
• Extend an invitation (not necessarily free)
• Note tourism and economic benefits (information
  available at your Provincial Tourism Dept)

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What to Expect from Sponsors

• Value of donations will be relative to the
  company size community and economic benefits
• Purchases for prizes or auctions should be at
  cost. (If it is cost plus you are paying for
  their advertising)
• Check all the sponsor products to ensure quality
• - Buy volume (look at everything they sell)
• Recommend all products have the sponsor's name on
  them - Ask them if they have anything else to
  throw in (If appropriate)
• Ask the sponsor to check with his/her supplier
  for possible additional donations

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Budget

• Develop a preliminary budget
• -List everything you need
• Use a budget that compares (Budget vs Actual)
• Estimate all revenue with a full house
• -Ticket sales
• -50/50 (5 ea 3 for 10 10 for 20)
• - Bar and food
• - Prize draws
• - Inventory sales
• - Major lottery

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Budget

• Estimate cost to produce revenue
• - Printing-advertising-Signage
• - Bar, food supplies
• - Decorations
• - Share percentage (other groups)
• - Special equipment
• - Paid labor
• - Inventory-prizes
• - Sound-MC-entertainment
• - First aid- portable defibrillator
• - Transportation

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Next Steps

• Review the budget with updated sponsor
  information
• Decide to do the program
• Create sub-committees and job descriptions
• Involve all club members, -make sure to match
  assigned jobs to member interests and abilities
• Involve other community groups if possible
• Determine if you have enough volunteers
• Create Promotional Material and get it out
• Get Media Coverage
• Create a team!!!

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Recommendations

• Allow plenty of lead time
• Hold frequent, regular meetings to ensure
  effective planning and to quickly catch problems
• Create a binder with timelines, budget, and
  description
• Regularly review the budget ensuring costs are in
  check and potential revenue increases are acted
  on
• Consider a major lottery in conjunction with the
  event
• Post the event on the District Website
• Think of other free things you can do
• e.g.extra holes for fishing
•  Ask for advise

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Good PR Practices

•  Sponsor signs- "We are a proud sponsor of the
  event" -to hang in their window before, during
  and after event.
• Ensure media coverage at the event
• Have media coverage at all donations of money
  gained from the event
• use portable road signs (rental is usually
  inexpensive for the coverage received)
• Check if sponsors will allow use of their
  marquees
• Use the club website and facebook
• Always talk about sponsors at the event

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Good PR Practices

• Use the Rotary logo on everything
• Use the Rotary logo on material donations (eg. we
  donated 12 TV's to the kidney dialysis unit--
  they all have the Rotary logo on them (Donated by
  the RC of ____ )
• Place a media ad to thank all sponsors and
  volunteers other than the club. Don't forget to
  thank the spouses or partners!!
• Use local information TV channels
• Use TV channel  "upcoming events"  - usually free
  
• (CKY in Winnipeg has that)

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Good PR Practices

• Annual Tourism brochures are free for events
  (we advertise our ice fishing derby in Travel
  Manitoba's  "Things to do " brochure. They
  distribute this all over North America)
• Some Government websites allow free information
  and links as well
• Link to and from sponsor websites

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Fund Raiser Suggestions

• -District Website (www.clubrunner.ca/5550)
• has a list of fund raiser ideas under
  District Documents on the left-hand side of the
  first page.
• -Other Ideas
• Champagne dinner
• Air Show
• Monster Trucks
• Manpower Auction
• Spring Dance
• Scotia Bank Other Financial Institutions