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GENERAL
Figure out if all the work this will take is worth it.
How much do you need to raise?
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Will a letter bring in just as much
money?
Could concerted effort with one major donor bring in same amount?
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Who is your “audience” for this event?
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Do you have some high-rollers you can invite?
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Do you have enough
volunteers to make it happen in a way that you can be proud of?
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Consider this as if it were production. It will take almost as much work and you will be judged on its success just as you would if it were a
part of your theatre's season.
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Can you make things look good, taste good, feel good at the event?
Will people be glad they came?
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These are the same people you’ll want to come to your productions – so impress them as much as your budget will allow.
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If you cannot have fun doing it, find another way to make the moola!
It'll be a lot of work, so find a way to make it a hoot.
CALENDAR
Make a calendar w/ dates by which time things need to be done. Distribute. Stick to it… or rue the day.
MARKETING
Is there a “theme”? How is this different from every other fund-raiser
you’ve been invited to? What can you do that will make people pay their
money and actually look FORWARD to the night? Make it a night/day to
remember! Make them talk about it for ages & salivate over next year's
invitation...
FUN, FUN, FUN! People attend b/c it’s FUN, not necessarily for a cause.
Invitations: Great to include all this information
if at all possible:
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WHO
- Be clear about who the invitation is coming from: Producer,
hosts, benefit committee, nonprofit. Using a benefit committee is
about invitees seeing names of people they might know affiliated with the
group. Those on the committee are also asked to invite a certain
number of people to encourage attendance. There could also be an
Honorary Chair(s) of the event. These are all stuffy old ways - but
you could find groovy new ways to gain the same ends
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WHAT
- PARTY! But be specific. May want to include dress code
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WHERE
- Address, floor, b/w streets, subway if easy, a map?
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WHY
- Make the case for the Cause
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HOW
- Reservations by phone, on the net? Just show up? Enclosed RSVP card
(with stamp?)? Make it easy for them to reply
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WHEN
- Date and Time (8-9pm, etc.). May want to have end time also. Make
this prominent
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HOW
MUCH - Donation for a ticket
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Levels of giving? If so, what do they get?
Make sure it’s not out of reach of YOUR friends. What would you pay?
Factor in your real costs - especially the space rental if
any!
- Can they donate by credit card? If so, remember area for card
type, #, expiration date & signature line.
- If can pay by check, name the full name of the nonprofit & the address
to which they should send the donation.
- Always leave an area for is they cannot attend, but want to make a
donation anyway.
- How would they like to be acknowledged in the program/website?
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Goodies
- Will there be raffles, free drink w/ donation, open bar? Food/wine served? Entertainment?
Silent auction? Special entertainment?
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IRS
- Legally, you need to state how much of the donation is tax deductible. If an evening of theatre is worth
$18 at it's "fair market value," then the rest is deductible. Can also write “donations tax deductible to the full extent of the law” but if over $500 donation, must include it & send thank you
note
Logo or Picture: Create or find an image that says it
all & is evocative. Use on everything – brand the party as you would a show or your company
E-mail Invitations: (fast, easy, CHEAP). Send at least 3 weeks out, then another closer to event to remind.
If lots of lead-time, do a “Save the Date!” notice – two months out. People are
BUSY.
Postcard Invite: $300 for 5,000. Takes 3 days turnaround. Least elegant, but fast/cheap.
Traditional Invite Includes: Invitation card w/ committee members, donation & all info as above. Also, RSVP card w/ name & # attending, amt. donating, etc. Small return envelope. Stamp on RSVP?
This is supposed to encourage people to reply. Only the gods know if this
helps.
Need Mailing List(s) from as many interested parties as possible.
Non-profit, bulk mailing?
Bulk
Mail will take extra 2 weeks to hit. Special rules but big savings.
Must be a nonprofit to do this. There are many special rules about
this. Check with the post office if you haven't done it before.
Website. Don’t forget to use your website, if available.
Create one, if you must. Simple but effective is fine. Keep it
updated, though. If not, they'll hate you.
Signage for event itself. At the door, how to find location. Bathroom directions, if hard to find. Sign for door of bathroom?
Thanks for donors of food/drink. Little tent notes w/ donor of food next to it?
Can put notes by food that is vegetarian. People WILL ask.
BENEFIT COMMITTEE
People give to PEOPLE, not institutions. Get names of people who will support this and attend.
Ask them to send out invitations to their people. Best is to have them commit to bringing 10 people.
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Send them the E-mail and regular Invite at least 4 ½ weeks out. Must “hit” homes at least 2 weeks out
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Create eye-catching email. Send to committee. Cut & paste the email. Include their own note at
top
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If regular invite, ask for mailing list or ask them to mail their own w/ personal notes on them
(best)
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Can have celebrity or two head your Benefit Committee – even be Honorary Chair of the event and not attend
FOOD & DRINK
Estimate number of attendees. Get enough food/drink for half again as many people (unless a per-plate event).
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Ask committee to get/bring one food item (from restaurant, etc.)
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Create a menu that includes some REAL food and something sweet
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People get drunk
without food
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Drink: Wine, beer, liqueur? Mixers? Soda? Charge or no-charge? Must have non-alcoholic drinks
available
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Need Ice? Ice holder
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Large container for beer? Order a keg? Bottles? Recycle place?
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Donations for all of these? Hard to get this kind of thing, but
possible
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Plates, napkins, utensils, cups (3 per person, minimum), cutting board, serving plates, knives, things to clean up, garbage bags, linens for tables, decorations, flowers?
SPONSORS
Must thank profusely and often!:
If someone gives something (food, drink, invitations, etc.) you need to acknowledge them.
Signage at event. In event & future programs. Web site thanks. Out loud if announcement time.
DECORATIONS/SET UP/SPACE
Space: Big enough? Cheap enough not to kill the total you’ll bring in? Biggest mistake is to spend too much on the venue.
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Make every effort to thank the owners and be gracious, so they’ll lend space in the future
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Electric outlets? Signage ok? Can you stick stuff to walls? Need easel to hold up signage?
Arrival:
How early can you arrive at venue to start set-up? How will you get access?
Decorations: If so, what? Who will put them up? Who will clean them up? Flowers only? Christmas lights?
Ice sculpture? Simple, Elegant – or Fun, Strange? Budget, baby.
At the Door: Need table at door to take donations. Assume many will be cash. Need change for this!
Must staff this too. One to two hour shifts are best.
Programs?: Will they need a program for the event?
Will participants need info no silent auction, other donors, how to play a
game? More info is better, but remember carrying things is a drag.
Clean Up: Yes, you need people who are sill
willing at the end of the night. Buy garbage bags. Where does the
trash go? Where is the vacuum cleaner? Where to the empty bottles
go? Can you donate uneaten food? Budget your time in the
space to include clean up time.
ADDITIONAL MONEY MAKERS
Raffle: Will need tickets that you can tear in 2 (or give 2 tickets.) Can purchase @ Staples
Thank you notes for donors. If non-profit, a tax write-off for them. Send w/in two weeks of event
How else? Tie in with theme if possible. Weird games, bidding on silent auction, etc.
VOLUNTEERS
Who will be “hosting” the event? Who is the go-to person for emergencies during event?
General
Suggest shifts that don’t go all night. 1-2 hours are great, depending on length of event
Volunteers get in free & usually get one or two drinks for free
Create a contact list w/ everyone on it. Send it to people so they know who is doing what
May want to write out instructions for front door person & other’s jobs if complicated
Honorary Committee: job to get people there and lend their name for support
COMMITTEES: Food/Drink, Clean-Up, Decorations/Set-up, Raffle, Marketing, Honorary
THANK EVERYONE! THIS IS VITAL. You and all the volunteers will need a pat on the back – but also thank attendees, donors, sponsors, event venue, etc. Acknowledge as often as you can – in programs, web, etc.
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