Fundraising Book

Event Fundraising Guide
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Rudy Rosen Book Money for the Cause

Money for the Cause: A Complete Guide to Event Fundraising by Rudy Rosen.

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    Index to Complete Contents of Money for the Cause

    absentee bidders, 168
    acknowledgment forms, payments, 173
    acknowledgment letters, donations, 141, 142, 235
    activities mixture, planning approach: attendance/spending estimations, 203–04; auction formats, 206–07; efficiency perspective, 204–05; evaluation matrixes, 207–10; game offerings, 205–06; impact on fundraising, 201–03; raffle offerings, 206
    advance ticket sales, 147–54
    advertising. See publicity/marketing
    alcohol service: and buyer’s agreements, 162; consumption management, 93–94; contract negotiations, 96–97; food accompaniment, 88, 92; security procedures, 238–39
    arcade games, 191–98, 205–06
    arrangements chairperson, responsibilities, 27
    art raffles, 190
    asking strategies, donation acquisition, 128–29, 133–38
    attendance, estimating, 148–49, 203
    attire considerations, 265–66
    “auction in a box” option, 266
    auctions. See live auction operations; silent auctions
    audience as marketers, auction operations, 108–09, 167
    awards ceremonies, fundraising conflicts, 111

    balloon-pop raffles, 190
    bar-coding systems, 266
    bargain hunters, live auctions, 170
    basketball swoosh games, 194
    bean-bag toss games, 194
    bid-board approach, silent auctions, 181
    bidding procedures/policies, in program materials, 48, 50, 51–56. See also live auction operations; silent auctions
    bid sheets, 177, 178–79, 180, 230
    big-discount scam, 245
    big-giveaway scam, 246
    big-squeeze scam, 246
    bird act, onstage problem, 98–99
    board-based approaches: raffles, 188–89; silent auction bids, 181
    branding tactics, 256–57
    brochures. See program materials, content
    brown bag option, food service, 93
    bucket raffles, 185–87, 206
    budgets. See finance management
    buffet meal option, food service, 91
    business plan. See finance management, business plan
    business sessions, fundraising conflicts, 111
    buyer’s agreements, 55, 162–64, 167–68. See also payment procedures
    buy-it-now option, silent auctions, 179

    cancellation/termination risks, managing, 66–68, 81, 102, 225–26
    cash contributions, 29, 138, 230. See also sponsors/underwriters
    cash handling procedures, 171, 174, 237–38, 243, 252
    casino games, 198
    catering services. See food services
    celebrities. See entertainment services; VIPs, recognizing
    children’s activities: in activity mixture planning, 208–10; entertainment selection, 100–101; food service, 91–92; games, 193–96, 206
    circus analogy, fundraising event, 4
    coin raffles, 190
    cold call strategies, donation acquisition, 134–36
    committee structures, 22–23, 31–32. See also work assignments
    competition example, statewide vs. national organizations, 200–201
    consumability factor, auction goods/services, 14–17
    contract negotiation, service providers: overview, 57–58, 81–84, 96–97; damages provision, 66; entertainment services, 102–03, 104; exclusion clause, 66; facility problems, 63–65; indemnification details, 61–63; insurance coverage, 68–69; leverage opportunities, 58–61, 62; qualifying incentives, 69; taxes/fees, 65–66; termination clauses, 66–68; time factor, 58 (See also facilities, event)
    cost-cutting strategies, cautions, 86–87, 264

    damages provision, contract negotiation, 66
    dart games, 193, 194
    development chairperson, responsibilities, 29–30
    direct-mail raffles, 189
    disclosure statements, quid pro contributions, 229–30
    donations, acquisition strategies: overview, 125–26, 135; acknowledgment letters, 141, 142; asking approaches, 128–29, 133–38; attendee/quality considerations, 125–27, 128–33, 262–64; fraud scams, 245, 246; incentive approaches, 138–41; leadership assignments, 28, 29–30; plan development, 127–28; timing of, 141, 143. See also merchandise, auction; merchandise entries; tax entries
    donors: auction participation, 165–66; cultivating, 29–30, 135, 137–38; recognizing/thanking, 50–51, 250–52
    door-to-door strategy, donation acquisition, 136
    dress considerations, 265–66
    dress rehearsals, 212–14
    duck-pond games, 195
    duck raffles, 190

    early-bird incentives, ticket sales, 29, 150–52
    education chairperson, responsibilities, 30–31
    education/training for emergencies, 221–23, 224
    efficiency of event, computing, 35–37
    eligibility requirements, bidding, 52–53
    e-mail solicitation strategy, donation acquisition, 136–37
    emergencies, anticipating/responding, 212–15, 221–23, 224
    entertainment services: conflict potential, 99–100; contract negotiation, 102–03, 104; for fundraising enhancement, 100–102; MC’s responsibilities, 103–06; selection considerations, 98–99
    event-cancellation insurance, 225–26
    event chairperson, responsibilities, 23–26
    event fundraising, overview: advantages/disadvantages, 7–10; circus analogy, 4; merchandise importance, 14–17; organizational framework, 18–23; as problem solution, 5–7; resources, 273–74; success factors, 1–4, 10–13; technological future, 269–70. See also specific topics, e.g., donations, acquiring; timing issues
    event management services, disadvantages, 11
    exclusion clause, contract negotiation, 66
    exhibitions/trade shows, during events, 264
    expenses. See finance entries

    facilities, event: room arrangements, 76–81; selection of, 73–76, 84–85; traffic flow, 78, 80–81. See also contract negotiation, service providers
    fair market value, estimating/displaying, 172, 179, 229–32, 233
    fill-up strategy, contract negotiation, 58, 61
    finance management: overview, 10; entertainment choices, 99–100; food service, 94–95; leadership assignment, 26–27; merchandise acquisition, 127–28, 135, 138, 140–41; post-event reconciliation, 252; with program descriptions, 53, 55; with sponsors/underwriters, 29–30, 110–11, 138, 154–56; ticket prices, 150–52. See also contract negotiation, service providers; payment procedures
    finance management, business plan: categories of revenue/expense, 40–41; creation methods, 38–39; detail levels in, 42–45; efficiency goals, 35–37; information barriers, 37–38; for predictive modeling, 39–40; and task assignments, 41–42
    firearms, regulations, 56
    fishing-pond games, 195–96
    food services: overview, 86–87, 94–95; contract negotiation, 58–61, 67, 96–97; menu planning, 88–90; options for, 90–93; speed requirements, 90; sponsor/underwriter support, 155; table arrangements, 78–79; timing of, 87–88, 94–95
    force majeure, contract negotiations, 67–68
    fraud. See security procedures
    function areas. See work assignments
    fundraising chairperson, responsibilities, 28
    fun-item traditions, auction merchandise, 131

    game-oriented activities, 42–45, 80, 191–98, 205–06
    grab-bag games, 195–96
    grand raffles, 185, 206
    green events, 257–58

    hat raffles, 190
    herd syndrome, solution, 80–81
    high-risk/high-reward items, 262–64
    hold harmless clauses, contract negotiation, 57–58, 61–63
    hostile attacks, response procedures, 238–42
    host organization, defined, 11. See also specific topics, e.g., donations, acquisition strategies; finance management; live auction operations

    incentive approaches: donation acquisition, 138–41; sponsor/underwriter support, 154–56, 191
    indemnification details, contract negotiation, 57–58, 61–63
    insurance coverage, 53, 68, 221, 225–26
    internal media, publicity production, 114–15
    international locations, 84–85
    invitations, potential attendees, 47–48, 49f, 263–64

    jelly-bean-guess-jar games, 196
    jobs. See work assignments

    labor disputes, contract provisions, 64
    laws. See regulations/laws
    letters to the editor, for publicity/marketing, 121
    liability risks, management strategies: overview, 10, 220–21, 226; alcohol consumption, 93–94, 238–39; contract negotiation, 61–63, 66–69; documentation, 223; insurance coverage, 53, 68, 221, 225–26; program descriptions, 53, 54–55; shipping of items, 53, 55–56; supervision of activities, 224; training/education, 221–22; volunteer legal protections, 223, 224–25; volunteer screening, 223–24; work descriptions, 223
    licenses. See regulations/laws
    live auction operations: overview, 157–59, 207; advance techniques, 258–62; buyer’s agreements, 162–64, 167–68; item sequence, 168; maintaining order, 168–71; merchandise presentation, 164–67; personnel for, 159–67; program descriptions of, 48, 50, 51–56; room arrangements, 77, 78–79. See also payment procedures
    location selection, 73–76

    magazines, for publicity/marketing, 118–19
    mail solicitation strategy, donation acquisition, 136–37
    manipulative bidders, live auctions, 170–71
    marketing. See publicity/marketing
    market price, service provider negotiations, 59
    master of ceremonies (MC), 182; job responsibilities, 103–06, 108; live auction role, 159–60, 162; silent auction role, 182; skill requirements, 103–04, 106; speed raffles, 189–90
    media opportunities, for publicity/marketing, 117–24
    membership promotion, ticket distribution, 153–54
    menu planning, food service, 88–90, 96, 155
    merchandise, auction: in advance program, 47–48, 49f, 182; attendee interests, 125–27, 256, 258, 262–64; displays/presentations of, 164–66, 172; recession-proof items, 14–15; security procedures, 174, 237; success factors, 14–17. See also donations, acquisition strategies
    merchandise, sales, 29, 198–99
    mission of host organization, educational approaches, 30–31, 107–09
    models, auction operations, 164–65
    monopolizing bidders, live auctions, 170–71
    mug raffles, 190
    multiple live auctions, 261

    negotiating agreements. See contract negotiation, service providers; donations, acquisition strategies
    neighbor incompatibilities, contract provisions, 65
    newspapers, for publicity/marketing, 118–19
    news releases, for publicity/marketing, 118, 119, 120
    nonappearance insurance, 225–26
    nonprofit organizations, overview, 267–71

    online fundraising, 269–70
    opinion-editorials, for publicity/marketing, 121
    orderly events, maintaining, 168–71, 238–39. See also security procedures
    ordinances. See regulations/laws
    organizational framework, overview, 18–23. See also work assignments
    outhouse tradition, as auction merchandise, 131
    outsourcing option, 31

    partial donation merchandise, defined, 128
    partnering approach, event hosting, 11–12
    Patron’s Club idea, 250
    payment procedures: overview, 171–75; buyer’s agreements, 55, 162–64, 167–68; cash handling, 171, 174, 252; efficiency strategies, 172, 174, 266; in program descriptions, 53, 55; receipts, 172, 173, 230–31; room arrangements, 78, 171; silent auctions, 182; timing of, 164; treasurer responsibilities, 26–27, 171–72
    permits. See regulations/laws
    personal benefit scams, 244–46
    pickup procedures, auction items, 53, 55, 174–75
    policies, auction, 51–56
    post-event tasks, 25–26, 250–53
    potluck option, food service, 93
    press conferences, for publicity/marketing, 122, 123
    prices: auction items, 132–33, 166–67; event tickets, 94, 150–52, 232; raffle tickets, 184, 185, 186, 188–89
    privacy protection, contract provisions, 68–69
    prize approach, game-oriented activities, 42–45, 191–97. See also raffles
    problems, anticipating/responding, 63–65, 212–15
    procedures, auction, 51–56
    program materials, content: auction procedures/policies, 48, 50, 51–56, 230; donor recognition, 50–51; merchandise promotion, 48, 49f, 51, 172; publicity/marketing, 47–48
    projection systems, during auction operations, 164, 169, 181–82
    protesters, security procedures, 239–42
    PSAs (public service announcements), 121–22. See also publicity/marketing
    publicist, responsibilities, 27–28
    publicity/marketing: overview, 27–28, 112–13; advance programs, 47–48, 49f, 182; auction procedures, 51–53; with branding tactics, 256–57; bring-a-friend strategy, 149–50; future technological opportunities, 269–70; with green event promotion, 257–58; leadership assignment, 27–28; media opportunities, 117–24; to service providers/suppliers, 152; for sponsors/underwriters, 154–56; target audience efficiency, 115–18; volunteer power, 113–15
    public service announcements, for publicity/marketing, 121–22
    purchase strategy, auction/game merchandise, 128, 138
    putting-it-all-together process. See activities mixture, planning approach

    quid pro contributions, disclosure statements, 128, 229–30

    rabbit-hat technique, auctions, 258–60
    radio, for publicity/marketing, 119
    raffles: in activities mixture planning, 206; in finance business plan, 41–45; legal issues, 189, 197–98, 219–20, 233; revenue potential, 183–85; ticket buyer monopolization, 191; types of, 185–90
    receipts, payments, 172, 173, 230–31
    reception area, 78, 176
    recognition events, fundraising conflicts, 12
    recordkeeping, spending of attendees, 172, 211
    registrar, responsibilities, 28–29
    registration procedures, 28–29, 78, 177, 269–70
    regulations/laws: overview, 219–20; food services, 90–91, 93; merchandise verification, 56; raffles, 189, 197–98; volunteer protections, 223, 224–25; waste reduction, 257–58
    rehearsals, 212–14
    remodel of facility, contract provisions, 63–64
    renovation of facility, contract provisions, 63–64
    rental prices, contract negotiation, 58–61
    required services, provider contracts, 82–84
    reserve prices, live auction items, 166–67
    resources, event fundraising, 273–74
    restaurant sampler option, food service, 92
    restricted raffles, 185
    revenues. See finance entries
    reverse raffles, 183–84, 187–88
    ring toss games, 194
    risk management. See liability risks, management strategies
    room arrangements, 73–74, 76–81, 254–55
    room changes, contract provisions, 64–65
    roving raffles, 187
    rubber-duck event, revenue analysis, 42–45
    rules. See regulations/laws; tax entries
    runners, live auctions, 159, 162–64, 167–68, 189–90

    sales of mission-related merchandise, 29, 198–99
    sales taxes, 235
    sales team, live auction operations, 164–67, 189–90
    scarcity factor, auction goods/services, 15–16, 31, 262–64
    screening of volunteers, 223–24
    sealed-bid options, silent auctions, 179, 181
    security procedures: overview, 236–37; cash handling, 171, 174, 237–38, 243, 252; disorderly conduct, 238–39; perception management, 242–44; and personal benefit scams, 244–46; pickup area, 174; professional providers, 240–41; protesters, 239–40, 239–42; volunteer limitations, 241
    self-catering options, food service, 90–91, 92–93
    shills, live auctions, 166–67
    shipping policies, 53, 55, 175
    signature gimmick, attendance perception, 254–55
    silent auctions: overview, 158–59, 176–78; in activity mixture planning, 206–07; bid sheets, 177, 178–79, 180, 230; displays/presentations, 172, 178; room arrangements, 77–78; types of, 179, 181, 206–07; winner announcements, 181–82
    site selection, 73–76
    social media, 113–14, 257
    softball throw games, 194
    solicitation tasks, overview, 9–10. See also donations, acquisition strategies; live auction operations
    souvenirs/takeaways, 155, 264–65
    Space Odyssey drama, 73–74
    speech making, strategic, 107–11, 155
    speed auctions, 206
    speed raffles, 189–90
    speed requirements: food services, 90, 92, 95; payment procedures, 174, 266
    spending of attendees: estimating, 37–38, 203–10; recordkeeping, 172, 211
    sponsors/underwriters, 29–30, 110–11, 138, 154–56, 250–52
    spotters, bid, 55, 159, 162, 189–90
    staff recognition, 111, 250–52
    stage play analogy, live auctions, 159
    station approaches, food service, 91–92
    strategic speech making, 107–11, 155
    supervision procedures, 224

    table arrangements, 76, 78–79
    takeaways/souvenirs, 155, 264–65
    tax responsibilities: donors, 128, 141, 229, 233–35; facility/food contract provisions, 65–66; in program descriptions, 50–51, 53–54; ticket buyers, 152–53, 232–33; volunteer expenses, 235; winners/buyers, 53–54, 55–56, 232–33, 235
    tax responsibilities, host organization: in advance program, 51–52; display/bid information, 172, 179, 230; donation acknowledgment letters, 141, 142, 235; donation values, 128, 229–32; legal status, 227–28; penalties for noncompliance, 232; political restrictions, 106; receipt information, 172, 230–31; ticket information, 152–53; treasurer duties, 26
    team structures, 22–23, 31–32. See also work assignments
    television, for publicity/marketing, 119
    termination/cancellation risks, managing, 66–68, 81, 102, 225–26
    testimonials, during auction operations, 165
    thank yous/appreciations, 124, 137–38, 249–52
    theater analogy, live auctions, 159
    theft prevention. See security procedures
    theme events, 261–62
    ticket sales, event, 147–54, 269–70. See also raffles
    timelines for event planning, 19, 20f
    timing issues: contract negotiation, 58, 67–68; donation acquisition, 141, 143; entertainment, 100–101; food service, 87–88, 90, 95; live auctions, 140, 168, 207, 260–61; master of ceremonies, 105–06; payment procedures, 164, 172, 174; pickup of items, 53, 55; silent auctions, 177, 206– 07; small space problem, 78, 79–80; speech making, 109, 111
    trade shows/exhibitions, during events, 264
    traffic flow, event rooms, 78, 80–81
    training/education for emergencies, 221–23, 224
    treasurer, responsibilities, 26–27, 171–72. See also finance management
    t-shirt raffles, 190
    TV, for publicity/marketing, 119
    two-auctioneer approach, 260–61

    underwriters/sponsors, 29–30, 110–11, 138, 154–56, 250–52

    VIPs, recognizing, 110, 255–56
    virtual auctions, 262
    Volunteer Protection Act, 223, 224–25
    volunteers: importance of, 10–11, 214–15; publicity production, 113–15; recognition of, 109–10, 250–52; screening of, 223–24; training for emergencies, 221–23. See also specific topics, e.g., donations, acquisition strategies; work assignments

    warranty policies, 54, 252–53
    web sites, event: for advance programs, 47–49; future opportunities, 269–70; for live auction displays, 51; publicity production, 115, 116; virtual auctions, 262
    wheel-spin games, 196
    work assignments: overview, 19, 21–23, 31–32; in finance business plan, 41–42; job responsibilities, 23–31, 104–06, 200–209; outsourcing option, 31; written guidelines, 223

    What readers are saying about Money for the Cause

    “…in my 41+ years of experience that include oversight of event fundraising, I would have benefited greatly from the existence of a book such as this one. This book will help to avoid the “trial and error” approach I see most organizations making as they attempt to raise funds through events.“--Alan Wentz, former chief conservation officer, Ducks Unlimited

    Rob Bruno of the Foundation Center, New York, calls Money for the Cause, "...a comprehensive guidebook intended for novice and veteran event planners seeking to raise net revenue through fundraising events." --October 17, 2012 (Click here for the full review)

    "I have always had the greatest respect and admiration for Rudy Rosen, the Master Fundraiser. This book is a trove of his experiences which can help and heighten our effectiveness in financing our efforts."--Dr. J. Blanton Belk, Jr., founder and chairman emeritus of Up With People.

    "In this book, Dr. Rosen explains in a very understandable, clear and concise way precisely what to do, what not to do, how to do and how not to do the myriad things needed to translate a worthy cause into a successful social force. It should be considered mandatory reading for all organizational volunteers, as well as their higher-level professional staff."--Steve Comus, Director of Publications for Safari Club International; author and award-winning photo-journalist

    "Rosen is well-qualified to write this book as he has served in various leadership roles that provide an important reservoir of nonprofit experience and fundraising acumen."--Larry Schweiger, President, National Wildlife Federation

    "Rosen’s book is essential for any event fundraiser. Perfect for those who are new to fundraising, it walks through every aspect of planning and executing a successful event. It’s also a great asset to anyone running a fundraising event who has been challenged to raise more. He lays out how to maximize donations by focusing on your donor mix and layering on varied and numerous opportunities to give. His years of experience help you avoid the pitfalls and develop a successful event aligned with your mission and supporters."--Nancy J. Painter, Vice President of Executive Search, Olive Grove Consulting

    Artwork by Katie Dobson Cundiff used by permission. Ms. Dobson’s artwork has been used for fundraising by nonprofit mission-driven organizations throughout the United States. Ms. Cundiff illustrated Money for the Cause: A Complete Guide to Event Fundraising by Rudolph Rosen. The book was published by Texas A&M University Press. Please visit Ms. Cundiff’s website at www.dobsonart.com

    (c) 2012-2022 Money for the Cause Website by Rudolph Rosen