Step 2: Planning Your Fundraising Campaign

Planning a fundraiser is made easier by some simple organization and a good team. Here is a basic outline of the planning process.

1. Create a timeline.

• Set a starting date and an ending date.
• Begin with your fundraiser end date and work your way backwards.
• Try to set a deadline for every task that needs to be done and put in on a calendar.
  Tasks such as:
  • equipment rentals, deadlines for the design of promotion materials, purchasing of supplies, progress review dates, a date for collecting donations.

2. Build a checklist of tasks.

• Delegate the responsibilities for each task to a committee member. That doesn’t mean that they have to do it themselves… it means they are responsible to ensure it gets done. Don’t burn yourselves out… Delegate!
• Make sure you have ONE person handling the finances and collecting receipts. Collect them as you go along… don’t try and bring it all together at the end. Otherwise, receipts WILL get lost and expenses WILL be forgotten about.

3. Develop a budget.

• It’s true… sometimes you have to spend money to make money. Don’t be afraid to spend some of your anticipated proceeds to help run your event properly. That being said… do you know where is your start-up money coming from? School budget? A church missions department? You may have to approach some individuals or businesses for some start-up funds.
• Work through your timeline and try to anticipate your costs. If some research on some expenses needs to be done (i.e. What does it cost to hire an auctioneer?), then allow time for the committee member responsible to look into it.
• Potential expenses to consider:
  • Marketing & Promotion (e.g. photocopies of flyers, paint and bristol board, etc.),
  • Supplies (e.g. soap and sponges for car wash, food, beverages, decorations for a spaghetti dinner
  • Initial costs for a sales-based fundraiser.
  • Participant Rewards (e.g. Pizza party for class/grade that makes the most sales, tiered prizes for each goal level reached by individuals)
• Look for ways to save money or receive free services. For example, you could contact local printing companies and ask for free copies of your flyers in exchange for advertising. Planning a BBQ? Contact local meat markets for special deals and promote their business on your flyers and with signage at your event.

4. Expect the best. Prepare for the worst.

Despite all of your planning, there’s always the chance that something could go wrong. Brainstorm some potential problems and work out your Plan B.

What if…?

• the weather turns bad (rain, poor driving conditions, etc.)? Can you reschedule a picnic or BBQ? Can your rummage sale be hosted indoors somewhere (church/school gym)?
• team members or special guests (celebrities, auctioneers, etc.) become ill? Have backups ready to fill in the gaps.
• you run out of supplies? Be prepared with extra food and drinks, extra propane tanks for a BBQ, etc.
• someone gets injured? Have first aid kits readily available for all events and police/fire/ambulance numbers close at hand.

Special Considerations:

Some events (50/50 draws, raffles, casino nights, alcohol sales, etc.) may require permits in your state or province. In some cases, they can take weeks to process, so plan in advance.

Move On To Step 3: Running Your Fundraising Campaign >>