FUN(D) RAISING in 12 Easy Steps - PowerPoint PPT Presentation


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FUN(D) RAISING in 12 Easy Steps


FUN(D) RAISING in 12 Easy Steps How to set up a large fundraiser. . . * * Decide on a program / event that will fit your community and surrounding area, -something ... – PowerPoint PPT presentation

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Title: FUN(D) RAISING in 12 Easy Steps

FUN(D) RAISING in 12 Easy Steps

How to set up a large fundraiser. . .
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
  • Develop a preliminary budget

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!!!

Planning Details After Completing Steps 1 5
of the Fund Raising Summary Follow the Next Steps
  • 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

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

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
  • 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

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)

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

  • 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

  • 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

Next Steps
  • Review the budget with updated sponsor
  • 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!!!

  • 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
  • Regularly review the budget ensuring costs are in
    check and potential revenue increases are acted
  • Consider a major lottery in conjunction with the
  • Post the event on the District Website
  • Think of other free things you can do
  • e.g.extra holes for fishing
  •  Ask for advise

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
  • Use the club website and facebook
  • Always talk about sponsors at the event

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)

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

Fund Raiser Suggestions
  • -District Website (
  • 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