A fundraising event is a popular way to help raise money for a charitable cause. It does not have to be fancy, but it has to reflect the cause of your event. You can keep costs down by sending out electronic invitations and communicating via social media.
Pre-Event Planning
The first step in achieving a successful fundraising event is identifying the cause or message you want to support. That will help determine the type of event you want to hold. Then, brainstorm formats for the event. Consider what type of event best reflects your mission, supporters and organisation.
For you to reach as many people as possible and make more money, consider sending short audio clips and asking local businesses to help you promote your event. It is also important to give yourself plenty of time to plan the event. Consider creating a committee to host the event and creating different levels of sponsorship.
Everything must be in place before you can hold your preferred event. Once you have fundraising ideas in mind, it’s time to consider the logistics of your chosen event.
Is your venue big enough to hold the kind of fundraiser you are considering holding? Consider spacing and parking as well. You want to make sure that the parking isn’t very far away. Consider attractiveness when deciding on a location. Will your guests want to attend an event at a location that they are unfamiliar with?
Sell that event. What audio marketing channels should you use? Is it podcasts or music streaming apps? Sometimes known as experiential events, they can create buzz, raise awareness, and give donors a positive experience of your organisation.
Set Goals and Objectives
What do you intend to achieve with your event? Is it purely a fundraising event, or are there other goals? For instance, the main objective of the day may be reaching new markets and gaining publicity. You want to set strategic goals aligned with the SMART model, meaning:
Specific: Choose meaningful objectives.
Measurable: Identify KPIs (key performance indicators) that will help you track your progress.
Attainable: Your goals should align with your previous non-profit performance.
Relevant: The goals you choose should boost the success of your event.
Time-bound: When do you intend to complete the tasks linked to the success of your event?
The SMART model should help you measure your progress and guide you through your fundraising planning objectives.
Create a Budget
Your fundraising planning calendar should include a complete budget with all expenses. This will keep you on top of all costs. While every event is different, there are several expenses that must appear in your budget, including:
Event Management: Fundraising software will help you run all your online events throughout the year. It should help manage RSVPs, leverage real-time analytics, and so much more to boost your strategy.
Space Expenses: Are you planning on allocating funds to a venue? Remember that you don’t have to reserve the most expensive hall in your area.
Perks: Extra expenses such as professional experience marketing services, customised products and drinks could eventually alter your budget. Take advantage of volunteers. For instance, you could identify a group of entertainers close to you who could offer to keep the guests entertained.
Promotional fundraising products: Branded merchandise and other promotional products could increase participation.
The budget set should account for the overall goals of the event. Ensure that the amount of funds raised exceeds all expenses. It is important to set reasonable funds aside for any unforeseen circumstance.
Identify your Target Audience
Identify your ideal attendees and ensure your event appeals to them. What are their demographics and interests? Who are they, and what motivates them to give? Take advantage of market research to get more elaborate insights about them. Find out what their values are. Their income, location and age will also play out.
Promotion and Marketing Strategies
Your fundraising event like any other must be marketed aggressively for you to succeed. Look for sponsors and business partners who align with the goals of your event. They can either help promote the event, give in-kind donations or offer you financial support. Your target audience will only contribute when they are convinced that your event is worth their attention.
How are you planning to use the funds you are collecting? Put up your event on every marketing platform. Begin by leveraging traditional methods such as word of mouth from your friends. Set up phone calls with your supporters, send emails and embrace local area marketing.
In the era of social media, take advantage of platforms such as Facebook and Twitter for your outreach. Maximise your potential by using the same channels your supporters use. It will mean focusing on targeted donor bases and advertising on the right channels. Remember to promote your event early and make follow-ups to confirm attendance.
Set Up for the Big Day
You want to give final touch-ups on this last day. Coordinate with your entertainment team about sound checks. See to it that your QW Direct customised products are in place and follow up on registration and day-of ticket sales. If your event is large-scale event, create clear guidelines for all involved.
What task will each team perform and how long will the shift last? After the event is over, keep your supporters engaged. Update them on your progress and send thank-you notes. Send out a survey to find out what their thoughts about the event were. This will help you improve in your future events.
Fundraising events, when approached with a winning strategy, can raise significant funds for a good cause. While these are excellent money-making schemes, they can also be expensive. Your success depends on the above strategies and many more careful methods. All products that are sold need to be affordable and appealing to your target group, while also allowing for maximum fundraising margin. Consider items that will be kept for longer rather than disposed of when people get home. Items that pass this test include custom lanyards, drink coasters, keyrings, stationary, reusable bags just to name few. From all the team at QW Direct, we wish you luck with your next fundraising event, and be sure to reach out if you need any help.
