Tips & Tricks for a Successful FUN-draising Event
Get The Word Out: Advertise, Advertise, Advertise!
One of the most crucial steps to ensuring the success of your fundraising event is effective advertising.
Here are some key strategies to maximize your outreach:
Utilize Free Advertising Sources:
- Social Media: Post your event details on local buy-sell pages, community group pages, and your own social media pages; encourage friends and followers to share to extend your reach.
- Community Calendars: Submit your event details to local radio or TV stations to be included in their “Community Calendar” segments.
- Bank Marquees: Many local banks offer space on their outdoor marquees for community event announcements.
- Posters: Design eye-catching posters and display them at banks, restaurants, public buildings, gas stations, and other locations with community message boards. After putting up your posters, revisit these locations regularly to ensure they haven’t been removed or covered by other advertisements.
Aggressively Pre-sell Tickets: Sell, Sell, Sell!
Pre-selling tickets is a proven method to ensure the success and profitability of your event.
Here’s how to do it effectively:
- Member Involvement: Distribute tickets to each member of your group, encouraging them to sell personally to friends, family, and neighbors. Personal selling is far more effective than passive approaches.
- Start Early: Begin selling tickets 5 to 6 weeks in advance of your event. This gives you ample time to reach as many people as possible and build excitement.
- Avoid Passive Advertising: Simply advertising that tickets are available at certain businesses rarely yields significant results. Focus on active, personal selling techniques to ensure a successful ticket sale.
- Promote Takeouts: Make sure to highlight that takeouts are available. This can attract attendees who may not have time to dine in but still want to support your cause.
Ensure Your Event Runs Smoothly: Preparing the Event Space
Follow these preparation steps for the event space:
- Site Examination & Set-Up: Plan the layout in advance. If the serving area is carpeted, protect it from muddy shoes or syrup spills with cardboard or plastic coverings.
- Electrical Hook-Up: Verify that the 220-volt electrical connection is correct and sufficient for our needs.
- Drinks & Supplies: Arrange for drinks, cups, and any other provisions your group is offering. Ensure there are enough garbage cans or bags to manage waste.
- Kitchen Essentials: Check for essential kitchen items such as dish soap, dishcloths, and towels. Bring these from home if the facility does not provide them. Ensure ample hand sanitizer is available for both workers and customers.
- Serving Line Set-Up: Arrange four 8-foot banquet tables as follows: Two tables for waffle irons and sausage server plus two tables for toppings. You may consider an additional table for beverages if needed.
Electrical Requirements:
The electrical requirements shown below are crucial if we are to stage an event for your group. Please check with someone who has knowledge of the electrical system in the facility you will be using.
We need ONE of the outlets shown below:
220 Volt SINGLE Phase with standard stove receptacle on a 50-amp Breaker. This female three prong receptacle is commonly called a crows foot and has three flat blades. We can also use the newer four prong receptacle with three flat blades and the round is the ground.
Three Prong
/ NEMA 10-50P
Four Prong
/ NEMA 14-50P
Recruiting & Coordinating: Your Volunteer Team
Organizing your workforce efficiently is crucial for a smooth event.
Here’s a guideline to recruit and assign workers for each shift:
1¼ Hours Before Serving Time:
- Recruit 3 or 4 strong, healthy individuals to help unload equipment and supplies.
1 Hour Before Serving Time:
- Assign 1 or 2 people to the kitchen to melt butter, warm sausages, make whipped cream, and carry batter pitchers to the serving area.
- Assign 3 or 4 individuals as table workers, ensuring they have the necessary cleaning supplies.
30 Minutes Before Serving Time:
- Assign 2 people to serve beverages.
- Assign 1 person to serve meat.
- Assign 2 people to supervise the syrups, butter spread, and whipped cream serving area.
- Assign 2 people to take tickets and handle money (ensure they have enough change). Note that the person handling money should not touch the plates.
30 Minutes Before the End of Serving Time:
- Assign 2 or 3 people in the kitchen to wash and dry dishes.
- Assign 4 or 5 people in the dining/serving areas to wipe off and put away tables and chairs, and to clean up syrup jugs and waffle irons.
45 Minutes to 1 Hour After Serving is Complete:
- Recruit 3 or 4 strong, healthy individuals to help reload equipment and supplies.
Communications Is Key
Be sure to share all relevant information with committee members and workers to ensure everyone is informed and prepared.