One of the best ways to raise awareness and funds for a group or a cause is to have a fundraising event. Just make sure to take your time on the planning stage because events can potentially be expensive and time consuming. You want to make sure people show up, that your message resonates with its intended audience, and most of all… raises funds! Valet Coffee has catered countless fundraising events with our mobile coffee and smoothie bar over the years and these are the tips we offer to those who will be organizing a fundraising in the future.
What’s Your Fundraising Event’s Purpose?
Is this just a fundraising event or is fundraising just one of the event goals? Are you looking for direct fundraising from this event or is this event really more about publicity? Knowing your goals before you take the next step will help you setup the rest of your event and keep your leadership committee on target. You should also have an event host committee, organization staff, and key fundraisers in place before moving to the next steps.
What Are Your Fundraising Goals?
You need to know how much you want to raise at your event. Know how much you want to net after all the other expenses of putting on the event. You will need a host committee and a chairperson. The host committee will be companies or individuals who are contributing substantially to the fundraiser and are willing to encourage others to do the same. Many times host committee members are wealthy donors, business leaders or local celebrities. The host committee isn’t there to plan the event but to make sure the fundraising goals are met.
What Is Your Event Budget?
Your budget should include staff, invitations, space rental, catering, entertainment, transportation, security, utilities, and anything else that will be required to make the event a success. Leave some room in your budget for surprise expenses. All event planning has surprises unfortunately!
Who Is Your Target Audience?
Is this event going to be open to the public or invitation only? Are you looking for just a certain demographic or niche?
What Will the Event Setup Include?
You organizational staff will need to arrange the details of your event and make arrangement from the beginning. Where will the event take place, who will cater the event, Do you want a Cincinnati /Northern Kentucky mobile coffee or smoothies bar at your event? Will you be providing entertainment? Will it be black tie, business casual, or some type of themed dress? What is the itinerary for the event and does it match your target audience’s interests? This will all need to be done well in advance of the big day!
How Will You Market Your Event?
You need behinds in seats! How are you going to convince potential supporters that your event is worth their time and money? You will need full marketing plan to attract your target audience using the right types of marketing for your particular demographic or niche. Do you have a non-profit fundraising network already in place? What about online marketing with a website, social media, email marketing. Would mailed invitations work better? Maybe direct mail is a good option? How are you going to spread the news through word of mouth networking? Maybe calling them individually would work best?
How Will You Raise Funds at the Event?
You have everybody at the event, now how are you going to get the funds? Ticket sales? Donation tables? Raffles? Auctions? Maybe your tickets have different contribution levels with different rooms or ancillary events for larger contributors.
Make Sure to Have a Dress Rehearsal
A practice run with all hands on deck is just a great idea and will pay dividends when the crowds arrive and things get wild.
Make Sure to Thank Everyone!
Make sure to thank your contributors, volunteers, staff, and vendors formally. You need everyone happy so you can do it again, right?
Please keep Valet Coffee in mind when you are planning your next fundraising event!
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About Valet Coffee
Valet Coffee is a full service, mobile espresso and smoothie bar. It’s a unique way to impress customers, appreciate employees and kick up any special event to the next level. Our professional baristas will bring the taste and feel of an authentic European coffee house. We do all the work, all you have to do is entertain. Valet Coffee’s mobile espresso and smoothie bars are one of Greater Cincinnati’s best marketing tools.
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