The Date of the Fundraiser Can Make or Break You!

What difference does a date make? Well in the fundraising world, it can make or break you! Keeping your eye on the calendar is an important factor in a successful event.

Making sure that all dates are taken into account is critical for set up, execution and completion through delivery. Look for Holidays, especially school holidays when there maybe no actual holiday, but the school is closed. How are these holidays going to affect your turn in date? What about your shipping date or the date you need to turn in your orders to have then back by a certain time? You need to take these all in to account

Another date you need to be aware of is other functions that are going on around town. Are there other schools doing fundraisers? What about sports teams? Can you compete with your products? Are the products the same? Be flexible if necessary. You need a date that is clear of other fundraisers. Remember most parents have other kids and that means other functions and fundraisers to sell for. Be mindful of activities around town. Here is an example of something that happened to me.

I was working a large fundraiser that consisted of a Prime Rib dinner, Silent Auction and other activities at night. This fundraiser would serve over 300 people. Our date was set and the planning was moving forward. We then started hearing things about other fundraisers at the exact same time as ours. These other fundraisers consisted of Crab and Lobster feeds. The groups that were putting these on are in direct competition with our event. Could I have a successful event at $25 a ticket? Would someone choose crab or lobster in season over Prime Rib that could be held any time? I think the answer was Yes. So, we elected to move our date out a month so that we could sell our tickets easily and have a bigger turn out. In retrospect, was this a good decision? Absolutely! In fact we kept the date at the later time for the next year’s event because it worked out better for us.

The moral of the story? Be Flexible even if it may cause some extra work. It will pay off for you in one way or another!

Copyright Chris Carroll All Rights Reserved

Your Information Packet for Your Fundraising Contacts

Your Information Packet for Your Fundraising Contacts

Getting all of the information together to make a good impression on your future fundraising group is a crucial step in finding and getting your fundraisers booked. Since we always want to keep our best face forward, taking some time on your presentation packet is a good idea. You don’t want your packet to look like you threw it together at the last moment. But if you create and put together some forms and information ahead of time, you will be ready when the time comes to get a packet out quickly.

Some of the things that you want to think about and research is the amount of profit you are willing to give a said group. If you create a form that has the different breakdowns of what you can offer based on the groups volume, you will be ahead of the game. This research will be based on your profit you make from your company.

Say you make 50% from your company if your order is over $1500 and 40% if the orders are under $1500. You need to keep some for yourself for supplies and to put a few bucks in your pocket. So, as an example, you can offer 35% if the fundraiser totals $1500 or are doing a few select items is to offer X dollar per item as their earnings. For example, if you make $6 per item, then you can offer them $3 per item and so forth.

Also, many companies, direct sales or not, now have fundraising promotions already set up with the pricing and your profit. These save you work and are easy to implement. Make sure to ask your company before moving ahead.

Make sure that you include shipping in your calculations. You do not want to go back to the club and tell them that you need to take out $500 for shipping from their profits. The same goes for Tax. If they are a non profit, make sure to get their number as your company will need that so that you do not have to charge them tax. Otherwise roll the tax into the selling price to keep it simple.

Once you have the profit that you are willing to give, create an easy breakdown sheet for your packet. Keep it generic so you can use it over and over. You can get more detailed when the time comes.

Another form that you can create is your introduction letter. Make it a clear and concise as possible. You do not have to put all of the details of your fundraiser into the introductory letter. Keep it informational yet concise. Most people scan a letter first to see if it is of interest. Short and sweet with the Why in the first paragraph so they can see what you are all about quickly. No more than a one page letter. Again, when you follow up with them, you can get more detailed.

If you have done some fundraising in the past, a testimonial page would be a great tool to toss in your packet. Have some phone numbers if they are interested in talking to your past customers. Testimonials speak very loudly!

If you create these things a head of time, you can personalize a packet very quickly and send it out as needed. Remember the Golden Rule! FOLLOW UP!

Have fun!

Copyright Chris Carroll All Rights Reserved

The Most Important Tool You Need for a Successful Fundraiser

The Most Important Tool You Need for a Successful Fundraiser

To enjoy a successful fundraiser and have your clients reap the profits, it is imperative that you are prepared fully for the project. So what is necessary to insure your success?

The first thing necessary is a contract. Even if you are doing a casual fundraiser with a few kids or between friends, keep it professional. . If there is a contract of who is responsible for what, there will never be a question if something falls through. Things that you should cover on your contract include things like:
• What are the dates involved? Selling Dates as well as due date back to you for placing the order.
• Who pays for supplies?
• Are there prizes involved? Who supplies them? If you pay, will it change your percent you give to the club?
• Are they a non profit? What is the number and how will you deal with taxes?
• Who collects the money and is responsible for it?
• Who will do the sorting and packing of product?
• Are you able to receive a list of the customers for future use?
• What is the delivery date back to the group and how is delivery to customer handled?

Creating a simple form along with spaces for your signature as well as the signature and date of signing of that person representing the business for which the fundraiser is being held, is a simple tool that will insure everyone is on the right track and it gives everyone confidence that the event will be handled well. Those who have done fundraisers in the past can attest to the fact that challenges can happen. Using a contract will help alleviate the challenges that you can control creating a better fundraising experience for all

Copyright Chris Carroll All Rights Reserved