Raise Funds & Have Fun: How to Organize a Successful Fundraiser
Question: Who needs to raise funds? The answer is "almost everybody." Clubs, scout troops, youth groups, nonprofit organizations, missions trips, sports teams, choral groups, and the senior class could all use extra income to keep their organizations and groups running. Spring fundraisers are a great way to finance special projects and activities for groups small and large. Depending on the method you use, raising funds can also provide team building and camaraderie amongst your members and their families.
Organizing a fundraiser for your group might seem like a daunting task, but if you pick the right kind of project, you'll find that it's easier than you may think. Of course, planning a fundraiser requires strong organizational and communication skills. As the leader, do not fall into the trap of trying to do everything yourself. Enlist help. Create a compelling description of the purpose of your fundraising activity and the need for participation. Then, get it out to your group. Follow up with personal contact. If you are excited enough about the project, others will get excited about it, too. Strive to put FUN into your FUNdraiser! So what type of fundraiser is right for your group? Here are some unique ideas to get you started:
Event Based
Event based fundraisers serve more than one purpose. You will certainly earn money for your group or activity but the team building aspect, and the camaraderie, are a valuable aspect of these fundraising events, as well. Event-based fundraisers get everyone involved. Some members in your organization may not yet be connected with one another. This is a great way for them to meet. When sponsoring an activity for a children's group, the children can become better friends while the parents get to know each other, too.
CAR WASH – Car washes teach teamwork and hustle. The more cars you wash, the more money you make. Location is crucial when it comes to a car wash. You will want it to be in a place of high-visibility and high-traffic. It must have room enough for several cars to be waiting without blocking a thoroughfare. It also must have access to running water.
Many of the most effective car washes have been done in parking lots. Gas stations, restaurants, retail establishments and churches are all good prospects for a location. You will need cleaning supplies including buckets, soft cloths for drying, car wash soap, car wash brushes, sponges, paper toweling, and hoses. Don't forget a cash box with a little bit of money to start out with. Have your group make big car wash signs that will be visible from far away. Some can hold the signs and beckon the drivers to come in; others will wash the cars and take donations. Bring provisions for your group: food, drinks, a small first aid kit, folding chairs and sunscreen. Pick up your trash before you leave. Thoughtful groups may be invited to come back again.
CHICKEN BARBEQUE – Chicken barbeques are a perfect way to build community spirit while raising funds for a worthy cause. Best held outdoors, a location that has a pavilion or cabin nearby is ideal. That way, you can move it inside if the weather is uncooperative. Investigate the need for a permit to have your event. Secure the location along with that paperwork first.
You can buy and cook all the food yourself or hire a local caterer that specializes in chicken barbeques for large groups. Negotiate a price that will give you "wiggle room." You will need to charge more than cost to earn money for your cause. Go to local vendors to get as much of the supplies donated as possible. Be sure to write them a nice thank you note on your group's letterhead. For those businesses that go above and beyond in helping you, offer to display a sign with their logo on it. The sign will name them as a "proud sponsor" of the fundraiser.
Advance planning, aggressive advertising and a committed team will make your barbeque a success. Advertise the event with fliers, posters, community calendars in print media, on radio and TV. Remember to have your team talk it up with their social media networks. Selling tickets up front will give you a general idea of how many to prepare for. Purchase sectioned styrofoam food containers to provide a take-out service for those who cannot stay. Offer children's portions and family pricing, as well.
WALK A THON – Stage a "walking event." Secure a location for the event. School or church parking lots work well for walk-athons. Request building access for bathroom facilities. If they also have a gymnasium, reserve it as a back-up in case of bad weather. If that is not possible, set a rain date for the worst of weather. A few sprinkles should not hold you back.
Set a time limit for walking; consider having each group walk 15-20 minutes. Put your participating members to work collecting pledges per lap completed during a certain period of time. Many times donors prefer to give a flat fee, so make sure walkers don't scrimp on the laps. Integrity is king, when it comes to fundraising.
Have a registration table for the walkers to check in. Each walker will receive a colorful t-shirt with the day's event printed in a logo on the front.
Appoint a team of lap-counters, armed with washable magic markers to mark the arms of the walkers each time they go by. With a large number of participants, start the walkers in groups at different times to avoid congestion on the track. Use safety cones to mark the way.
After walkers complete their allotted time, they should return to the table for the marks on their arms to be counted and recorded. A first aid station should be set up for the participants to get bottled water to drink and basic first aid. On hot sunny days, put the station underneath an open canopy tent for shade.
Product Sales
Product sale fundraisers can be coordinated more easily than event fundraisers. The bulk of your group's participation will be on the selling end. There are many very popular product types that you can offer, many of which give generous profit margins back to the organization.
CELEBRATING HOME CATALOG FUNDRAISER – Local Celebrating Home Representative Shannon Weigel of Henrietta is enthusiastic about the generous fundraising program that her company offers. "Schools and other groups make 50% on everything they sell," she says. "One of my recent fundraisers was for a preschool of 100 students. Their families used our catalog to sell so much product that they earned nearly $2500.00."
Celebrating Homes' spring and summer sales catalog features beautiful gift bags and wrap, school memory books, colorful scented home candles, creative plaques, gourmet dessert and food mixes. (The BLT Dip mix is a big hit!) "I take it from start to finish," Shannon adds. "The host organization's part is to talk to friends and give them an opportunity to buy great products. I do all of the rest for them. I love it!"
COFFEE, TEA AND TEDDY – Minnie's Best Fundraising, owned by Maria and Steve Palermo in Webster NY, has a generous selection of fundraisers that groups can choose from including "The Ultimate Beverage Collection" of gourmet coffees, teas and smoothies.
Another unique sales opportunity they offer is their cuddly Teddy Bear Collection. The average sales price per teddy bear is $12, 40% of which goes to your organization. Minnie's has 75 adorable styles to choose from, all customized to your theme or season.
FLOWER AND BULB SALES – Springtime naturally turns our attention to outdoor activities, including preparing our lawns and gardens. There are a number of companies dedicated to helping organizations raise funds through catalog sales of plants and flowering bulbs. Dutch Mill Bulbs is one that offers a minimum profit of 50% of your sales. When selling, set up an incentive program for your group. Top in sales, gets a prize. Gift cards to popular stores or restaurants are a great incentive for kids to excel in this type of fundraiser.
Contest Based
RAFFLES – Raffles can bring big profits. Donations of highvalue prizes such as cars, travel and large gift certificates will make the purchase of your raffle tickets very inviting. Price your tickets a certain amount for one ticket and less per ticket if bought in groups. For instance, one ticket might be $5 and your customers can buy ten tickets for $25. The raffle can take place at a special occasion such as your town's July Fourth Celebration or a sports event at the local high school.
Note: with any raffle or contest, there are laws governing what you can and cannot do. In New York State, charitable
organizations may hold raffles but you must comply with state laws. The New York State Department of Racing and Wagering gives the guidelines on its website: www.racing.state.ny.us/charitable/faqs_raffle.htm
SCRATCH CARDS – Scratch card fundraisers are a quick way of earning funds and giving something back to your donors, as well. The scratch card has donation amounts hidden inside. Your customer gets to scratch off one circle and the amount they reveal is the amount that they will donate. Usually the largest amount is $2.00. In return for their donation, your customers are given a coupon page filled with valuable coupons from local merchants. In theory, the savings should far exceed the donation. ABC Fundraising is a company that provides scratch cards that feature businesses such as Subway and Pizza Hut on their coupon pages.
Other fundraisers that you may wish to consider are: spring yard cleanup, garage sales, special auctions such as chocolate auctions, online fundraisers, bottle & can collection drives, and carnivals. Whatever type of fundraiser you choose, be dedicated, be enthusiastic and above all, have FUN!
This article originally appeared in the April 2011 issue of Genesee Valley Parent Magazine. Copyright 2011
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