Fundraising 1.3

Fundraising 1.3: Planning Events

Checklist for Event Fundraising

Brainstorm events that would be appropriate based on your interests and network.
- Small, medium, or large scale events. They can all be successful as long as you know your planning ability and your audience!
Set the date.
Budget the cost of putting your event on, how much you expect to make, and the time it will take to plan.
Solicit in-kind donations from local businesses to be used as opportunity drawing items, silent auction items, and prizes.
Make an event flyer (both hard-copy and electronic)
Invite everyone you know!
Staff and host the event

Thinking Ahead

Start early! Begin your planning at least 2 weeks before the event date, and remember to work with or around holidays.
Don’t limit yourself to house parties. See below for additional ideas, and think about your favorite places to eat, drink, shop, or listen to music, and imagine throwing yourself a party there! It’s a sure-sell FUN way to fundraise!
Many organizations (especially restaurants) are already set up to host fundraisers—you just invite the guests. Research local fundraising opportunities.

Types of Event Fundraisers

Brunch/dinner - host a meal and invite 20 people, $15/person and raise $300 in one day!
Restaurant fundraisers – you will receive a percentage of the food sales from everyone who brings in a flyer
- (Chipotle donates 50%!!)
Bake sale

Budgeting (for larger events)

Keep donation expectations at the front of planning. If 45 people attend your event and you charge $10 entry, that’s $450! Add in some extra ways to donate throughout the event to maximize your fundraising total.
Supplement your fundraiser with auction items, drink specials and door prizes. Many local merchants happily donate items or services for charity (called “in-kind donations”)—look on Yelp.com or take a walk around your neighborhood. You can provide merchants with our Girls State fact sheet and proof of nonprofit status (tax ID number).
Make your event work for your venue. Approach your venue with several possible dates, and pick nights when they’re less likely to be busy. Businesses are more welcoming (and generous) when you can bring them customers on what would normally be a slow night.
The more, the merrier! Consider planning a group fundraiser with other Girls State sisters to ensure a large number of people attend your fundraiser.

Invite Everyone You Know

Create an invitation on social media or Evite and send it to everyone on your contacts list.
Encourage your contacts to share the link with everyone. An open invitation doesn’t just get more people to come—it encourages people to donate to your campaign even if they are unable to attend.
Send event reminders a week or two before the event to everyone on your invite list. Remind people who can’t come that they can still support you by donating online.

Event Logistics

Create an agenda for the event.
How are you going to handle donations at the event? Will the venue allow it? If you’re collecting cash, checks and credit card numbers, can you bring a cash box or a bank bag? If there’s internet access, bring a laptop so people can donate online. You can write a check for cash proceeds to GSAF.
If the venue is donating a portion of their proceeds for the night, ask them to give you an agreement in writing.
Recruit friends, family and co-fundraisers to volunteer selling raffle tickets, collecting donations, greeting guests and cleaning up.

After the Event: Thank you

Thank the venue, even if they were difficult to work with! Send a note thanking them for their commitment to our mission.
Thank all of your volunteers, donors and attendees. People are more inclined to give again in the future if they feel appreciated.
Thank your in-kind donors. It’s not just the right thing to do—you’re paving the way for future fundraisers!