Tips for Organizing a Fundraiser/ Special Event

Fundraisers/special events can be fun and allow you to be part of something worthwhile. They can also be time consuming and expensive. The following tips can make it easier for you to hold a successful event.

Brainstorm

Talk with coworkers, friends, family, and anyone else who is interested, the more the merrier!  Encourage big thinking and don’t restrict yourself to whether it is doable or not – at this point say whatever comes to mind! 

Pick an event

Gather all the ideas generated by your brainstorming and pick an event that fits your group’s size, interests, talents, goals, and time availability. Ask yourself some of these questions and the ideas will start to take shape.

  1. • What do you enjoy doing? What inspires you?
  2. • What is your goal for this event?
  3. • How many people have volunteered to be on the committee? Does anyone have event-planning experience?
  4. • How much time do you and the rest of your committee have to spend on this event?
  5. • Do you want to do something with the potential of growing it in the future?
  6. • Who is your target market?
  7. • How will you sell your event? Is it open to the public or by invitation only?
  8. • Do you have access to VIPS or celebrities?
  9. • Is it financially feasible?

 Some popular event ideas include:

  1. • Walking, running, or biking a-thons – any type from knitting to dancing
  2. • Silent and live auctions –  consider something unique that cannot be purchased (for example tickets to a show, but include a backstage tour.)
  3. • Black tie galas
  4. • Talent shows
  5. • Concerts
  6. • Home and garden tours
  7. • Sporting tournaments – baseball, golf, bowling, fishing derby
  8. • Garage sales
  9. • Casual days
  10. • Dinner parties
  11. • Parties (anniversary, birthday, baby showers, and dinners) where guests make a donation in lieu of a gift

Establish goals and a budget

Have an achievable and measurable financial goal for your event. A budget worksheet is included here and will alert you to some things you may need to consider. Identify possible sources of income and all expenses. If you are able to keep costs low, you’ll be able offer more to Haven. However, before approaching any companies or organizations for cash or in-kind support, please contact us. We have many groups supporting us on an ongoing basis and we must be careful to not overwhelm the community and our donors.

Pick a date and a venue

For something large in size, you should give yourself a minimum 8 months planning time. It may be possible to organize a smaller event in 1 or 2 months.  Find out when your venue, entertainment, etc are available. Next, determine a date and time when your target market would be most likely to attend. Check out local calendars of events so your event will not clash with another.

Fill out an event proposal form

Once you have an event decided and a date, time and place, please fill out an Event Proposal Form.  We’ll check that your event matches with Haven’s vision, mandate, and goals and respond within one week.

Create a committee

Invite people who are enthusiastic, dedicated, and bring different skills to the table.
Promotion and publicity
Publicity and promotion are what will help you sell tickets and ensure your event is a success. Please remember Haven must approve the use of our logo and name; please be in touch before you print anything!

Find volunteers

Determine how many volunteers you will need at the actual event and what types of jobs they will do – don’t forget to have a few “floaters” who can go where they are most needed at any given moment. Haven Society volunteers can be recruited to assist at your event, please be sure to give us plenty of time to book them.
Your volunteers are the lifeblood of an event –  snacks, beverages, and a few thank-you’s go a long way.

Collect the funds

Haven Society asks that all funds be forwarded to us within 90 days after your event.
If tax receipts are important to you and your participants, we are pleased to issue them within two weeks of receiving the required information from you. However, please discuss the need for tax receipts with us when you first start planning your event, as Haven is only able to issue them in accordance with Canada Revenue Agency guidelines.

Say ‘thank-you’

Saying thank-you is very important! Acknowledge everyone and tell them how much you appreciated their participation and/or support. They would also love to hear how much money was raised so they can be proud of the role they played, large or small.
 

We thank you

THANK YOU - your generosity and willingness to share your time and expertise is very much appreciated! We want you to feel supported as you organize this event to benefit Haven Society.  If you ever need anything, please don’t hesitate to contact us at 754-0764. Thank you again!

 

Haven Society 2007

Back to Donate

   

All Haven Society services are confidential and free of charge.

Haven Society is grateful to the Province of British Columbia, the Government of Canada, the United Way of Central Island, the BC Gaming Commission, the City of Nanaimo and the community donors of Nanaimo & Oceanside for their generous support.

 

Charitable number:  BN 11926 1105 RR0001