A fundraising dinner can be a profitable way to fund a charitable organization when it is planned and managed professionally. Whether planning a small event to support the expenses of a Little League baseball team or a gala evening to benefit a hospital or museum, the same basic planning principles apply.
Instructions
1. Establish a budget for the event. The budget should include the costs for:
Renting a space for the dinner
Paying a caterer or the hotel for food and beverages
Printing invitations, a program and correspondence,
Audio-visual equipment requirements for the program
Entertainment
Decorating expenses (e.g., centerpieces, signage, staging)
Once you have totaled the expenses, you can set a target for your revenue. Set your ticket price by making sure that the total expenses for the event don't exceed 25 percent of the total revenue that you raise through ticket prices and sponsorships. Any more than this and donors may be uncomfortable that their contributions are not being used for their intended purpose.
2. Establish an attendance goal and an invitation list. Develop a list of potential invitees to the dinner. Include full contact information for each person such as name, title, organization, address, telephone and email.
3. Develop a save-the-date card and an invitation package to be sent to everyone on the invitation list.
The save-the-date card should include:
Name of the event, information about the organization and why the fundraiser is being held
Date, place and time of the event
The invitation package should repeat the save-the-date card information and also include:
Cost to attend
Return reservation card with payment instructions
4. Mail the save-the-date card as soon as the information needed for it is available. Mail the invitation package three months in advance of the event. Follow up on the mailing by making personal telephone calls or sending emails to encourage attendance at the dinner. Keep a detailed ledger of all incoming checks and response cards.
5. Complete the logistic arrangements for the dinner:
Work with the facility to draw a floor plan and create a table diagram for the dinner
Work with the caterer or hotel staff to finalize the menu
Decide who will speak or participate in the program and invite them to prepare remarks
Finalize audio-visual equipment requirements
Finalize the entertainment
Finalize the décor (e.g. centerpieces, signage, staging)
Determine a seating plan (open seating or assigned seating)
6. After the fundraising dinner, tally all actual expenses and actual revenue to determine the profitability of the fundraising dinner. Compile a final, accurate list of all attendees. Send each attendee a thank-you letter, with a full explanation of how the funds raised will be used to benefit the organization.
Tags: save-the-date card, invitation package, caterer hotel, centerpieces signage, centerpieces signage staging