[PPT] - F undr aising E ve nt Manage me nt By L a yla Mo o sa vi la PowerPoint Presentation

SLIDE 1

F undr aising E ve nt Manage me nt

By L a yla Mo o sa vi la yla m11@ ho tma il.c o m

L a yla Mo o sa vi fundra ising tra ining a nd Al Be ll @ T hirdStra nd

SLIDE 2

Outc ome s

Wha t is F

undra ising e ve nts a nd wha t is g a ine d fro m it

Wha t e sse ntia l ing re die nts a re e sse ntia l in

ma na g ing fundra ising e ve nts

Ho w do e s E

ve nts fit in the F undra ising Mix

Wha t pre pa ra tio n a nd pla nning is

ne e de d

I

mpo rta nc e o f ha ving re a listic a nd me a sura b le o b je c tive s

Unde rsta nding o f e ve nt life c yc le a nd

time line

SLIDE 3

What is E ve nts F undr aising

A fundra ise r is a n e ve nt o r c a mpa ig n who se

prima ry purpo se is to ra ise mo ne y fo r a c a use , c ha rity o r no n- pro fit o rg a nisa tio ns (Wiki).

Org a nising e ve nts a s a me a ns o f fundra ising c a n

b e a g re a t wa y to invo lve a n a rra y o f diffe re nt pe o ple a nd the c o mmunity a s a who le . I t c a n ra ise a wa re ne ss fo r yo ur c a use in a fun wa y, re a c hing ne w a udie nc e s a nd a wide r po te ntia l ne w suppo rte r b a se .(I CF M)

SLIDE 4

Diffe r e nt type s of e ve nts

Spe c ia l e ve nts (la rg e , me dium a nd sma ll sc a le )

Ba ll
Auc tio n
Ca r b o o t sa le
Sc ho o l F

a ir

Pa rty
F

e stiva l

Co nc e rt

Spo rts e ve nts

Ma ra tho n
Go lf to urna me nt
5k runs

Co nfe re nc e s

SLIDE 5

E ve nt be ne fits

Ra ising mo ne y
Pub lic ity
Re wa rd suppo rte rs
Ga in Ne w suppo rt
Re c ruitme nt
Attra c t Ne w a udie nc e

SLIDE 6

F undr aising Mix

Individual
Community
Companie s
T

r usts and foundations

National lotte r

y

Gove r

nme nt

E

U

E

ve nts

SLIDE 7

What do e ve nts c ontr ibute ?

SLIDE 8

F undr aising r atios

Ce ntre for Inte rfirm Compa rison 2014

http:/ / www.c ifc .c o.uk/ F

undr atios14.html

E

ve nts c ontr ibute d 2.7% of voluntar y inc ome

E

ve nt inc ome fe ll by 5.5%

Mass par

tic ipation e ve nts also in de c line with ave r age gr

ss pr
fit mar

gin 57% ,de c lining c 10% YoY

Re tur

n on inve stme nt for e ve nts £1.91

T

r usts £7.88, Cor por ate s £5.16, Committe d give r s £6.16, Major donor s £3.52, DM £1.63

F
r

sponsor e d fundr aising, the ave r age amount r e c e ive d pe r donor was £312, with an ave r age donation pe r sponsor

f £23.6.

SLIDE 9

Individual

Ma jo r do no rs
Co mmunity
E

ve nts

Cro wd F

unding / So c ia l ne two rk

L

e g a c ie s E ve nts usua lly fo rm pa rt o f the first fo ur

SLIDE 10

4 stage appr

ac h
Pr

e - planning – 6 months

Or

ganising – 5 to 1 month

F

inal pr e par ation – 1 we e k be for e

Post e ve nt

SLIDE 11

Pr e - planning

SLIDE 12

T hings to think about

Whe re the spe c ia l e ve nts

pro g ra mme fits in yo ur o ve ra ll stra te g ic dire c tio n a nd fundra ising stra te g y

I

mpo rta nc e o f c le a r o b je c tive s

Brie f o ve r vie w o f SWOT

a nd PE ST

Re se a rc h a nd re se a rc h so urc e s
L

ist a ll the pla nning a c tivitie s

SLIDE 13

Mor e things to think about

T

iming o f ke y a c tivitie s fo r the spe c ific e ve nts

Pro viding the o rg a nisa tio n

a wa re ne ss o f a ny le g a l le g a l/ fisc a l/ VAT issue s re la te d to e ve nt

I

de ntify ke y mile sto ne s fo r mo nito ring a nd e va lua ting the e ve nt

SLIDE 14

F undr aising Cyc le : Inte r nal and E xte r nal Pr e par ation

SLIDE 15

Inte r nal pr e par ation

Unde rsta nding yo ur o rg a nisa tio n
Ca se fo r suppo rt
F

unde r & re so urc e a udit

Pla nning
Stra te g y
Org a nisa tio n a nd fundra ising

syne rg y

SLIDE 16

Unde r standing your

r

ganisation

Visio n a nd Missio n
Ob je c tive s
Po sitio ning
Stra te g y
E

thic s/ va lue s

SLIDE 17

Case for Support

What is unique about your organisation (USP)
Are there similar organisations that do what you do?
How does your organisation stand out and differ from

similar causes and organisations or service providers?

What are the specific needs of your organisations/project?
How many people do you directly help?
Are you national or local?
If you did not exist what would happen?
Useful statistics about the need and the problem?
Is there a current gap you are trying to fill?
Are you a leader in your field?
What is your objective and why do you need the funding?

SLIDE 18

Case for support elements

Need
Vision/mission/values
Plans for future
Services: features and benefits
Unique selling points (USP)
Innovation, cost effectiveness,

sustainability

How you are portrayed in the

press

Public image and brand
Achievements, impacts and
utcomes
Who you support
Who supports you
Who is your audience
Financial goals
Leadership of organisation
Trustees experience
How can donors get involved

and benefit

Benefit to companies
Use of volunteers
Relationship with funders

SLIDE 19

Business case for support

Charity audience reach- direct and indirect
Charity's demographic group of interest to a company
Does charity reach any particular demographic sectors ?
How beneficial is brand association to a company?
Does the charity offer any money can’t buy experiences?
Do you share the same vales?
How will this be cost effective?
Will there be a return on investment

SLIDE 20

Stra te g ic pre pa ra tio n

I

nte rna l SWOT a na lysis

E

xte rna l PE ST a na lysis

He lps with a c tio n pla n a nd time

fra me

SLIDE 21

Cr

ss te am wor

k inte r nally and e xte r nally

Co o rdina ting e ve nt a c tivity with:

o the r de pa rtme nts whe re ne c e ssa ry
e xte rna l b o die s invo lve d o r

a ffe c te d Co mpo ne nts o f a do c ume nt c a lc ula ting fe a sib ly o f e ve nt

SLIDE 22

T e a m/ ste e ring g roup a pproa c h

Ide ntify oppor

tunitie s

Pr

e - e mpt c lashe s

Gain knowle dge
De le gation
Communic ations
Cle ar

r

le s and T

OR

SLIDE 23

Obje c tive s

Spe c ific … … .. Why a re you doing it?
Outc o me s e .g . pub lic ity, fundra ising , ne two rking ,

tra ining / e duc a tio n, c o nsulta tio n, info rma tio n sha ring

Me a sura ble … Qua ntity
Ac hie va ble - c a n it be done
Re a listic - do we ha ve the re sourc e s a nd

wha t re sults c a n we re a listic a lly e xpe c t

T

ime bound- by whe n a nd how long do we ne e d Know the priority of your obje c tive s

SLIDE 24

Be ginning with the e nd in mind!

Wha t you a r

e inte nding to do a nd why?

Wha t is the motiva ting fa c tor

for doing it?

Che c k tha t your
bje c tive fits with your

str a te g ic pla n a nd ove r a ll a ims

Doe s your
bje c tive fit with your

skills a nd e xpe r ie nc e ?

Is it r

e a listic g ive n like ly time a nd budg e t c onstr a ints?

Ma ke your
bje c tive simple a nd e a sy to

unde r sta nd

If you ha ve mor

e tha n one obje c tive pr ior itise the n into pr ima r y a nd se c onda r y obje c tive s.

It is e a sy to lose sig ht of your
bje c tive so be for

e ma king ANY de c isions c ome ba c k to your

bje c tive

SLIDE 25

Pur pose of Obje c tive s

F
c us
Pr

e ve nt dr ift

Collabor

ative wor king

De le gation
Re sour

c e ide ntific ation

Communic ations
Suc c e ss c r

ite r ia

E

valuation

SLIDE 26

Audie nc e

Who ar

e your audie nc e (s)?

What ar

e the ir e xpe c tations?

Whe r

e ar e the y? How far will the y tr ave l?

What ar

e the ir ne e ds and fe ar s? £, status,

e go, physic al

What will stop the m fr
m c oming
How do the se e ffe c t se r

vic e and mar ke ting

Se c ondar

y audie nc e s tr

uste e s, pr e ss,

SLIDE 27

Ge t c r e ative

Me e ts your
bje c tive (s)
Me e ts audie nc e ne e ds/ fe ar

s

F

it with ove r all c har ity pur pose

Br

e aks the bor e dom bar r ie r (USP)

SLIDE 28

Cr e ative pr

mpts
T

he me s – se asons, e xhibitions, national we e ks

Gaps – in c ur

r e nt offe r ing

T

r e nds – tv pr

gs, music , the atr

e , spor ts e tc

Compe titor

s

Othe r

; le tte r s, c olour s, c ountr ie s

SLIDE 29

L e gal implic ations (1)

L

ic e nc e a nd pe rmissions; L

A, c ountr yside r ights of way ac t, T E NS, e me r ge nc y se r vic e s e tc .

E

qua l a c c e ss a nd e qua litie s

E

nvironme nta l impa c t

He a lth a nd sa fe ty
T

ra ve l re g ula tions

3 pe a ks
F
od hyg ie ne

SLIDE 30

Se t Budge t

Inc ome s a nd e xpe nditure s
Cost ba se d/ Historic a l plus
Conting e nc y
Re a listic - quote s
Be st/ worst a nd like ly sc e na rios
Re a listic sponsorship
Re turn on inve stme nt

SLIDE 31

Ana lysis - ROI

Also c alle d fundr aising r atio, c an he lp to de c ide whe the r to pr

c e e d or

not with your e ve nt

Ne t inc ome T

tal c osts
Cash c olle c tion

Inc ome £500 c osts £50

E

ve nt Inc ome £12,000 c osts £3,000

SLIDE 32

Ana lysis - Bre a ke ve n

T he po int a t whic h fo re c a st inc o me e xc e e ds c o sts, e xpre sse d a s the numb e r o f tic ke ts/ g ue sts

1. Wor k out total fixe d and var iable c osts and inc ome s 2. F ixe d c osts Var iable inc ome p.p – Var iable c osts p.p

SLIDE 33

A Fixed Costs Venue hire 900 AV Equip 150 Advertising 300 Entertainment 150 Speaker 1500 Photography 200 Invitations 300 Variable costs Lunch £15 pp 1500 Wine £1.50 pp 150 Thank you cards 50ppp 50 Fixed Income Sponsorship Variable Income Ticket sales £40 pp Raffle £1 pp

B Fixed Costs Stewarding costs 900 Safety barriers 1000 Chip timing 2000 Photography 200 PA equipment 400 Advertising 1000 Portaloos 500 Variable costs Per Person Walker support/sponsorship packs £3 Refreshments £5 T- shirt £2 Thank you cards 50p Fixed Income Sponsorship 1000 Variable Income Sponsorship £200 pp Raffle £1 pp

SLIDE 34

Choosing a da te

Spe ake r Ve nue Date

Audie nc e

SLIDE 35

Choosing a da te

Conside r ations:

T

he day, se ason and like ly we athe r

Clashe s with othe r

e ve nts with; the same tar ge t audie nc e , sc hool holidays and half te r ms, national e ve nts i.e . c up final, gr and national, e le c tion days

T

ime to ope n and c lose the e ve nt allowing for se t up, tr ave lling time and public tr anspor t links, qualifying he ats, ne e d for daylight e tc

Availability of the ve nue
Availability of e nte r

tainme nt, c e le br ity or spe ake r

SLIDE 36

Choosing a ve nue

Me e t obje c tive s
Audie nc e fit
T

ra ve l c onside ra tions

Spe a ke r, e nte rta inme nt, g ue st a nd sponsor

re quire me nts

Ve nue finde r we bsite s/ c onta c ts
Site visit/ ve nue da ta ba se
Some whe re tha t is inte re sting / unique / fre e !

SLIDE 37

Contra c tua l c onside ra tions

Cla rify wha t e xa c tly is inc lude d .. Assume

no thing !

E

q uipme nt use – yo urs & the re ’ s

Sha re d a re a s/ so le use
Sig na g e
E

xpe rie nc e o f ma in c o nta c t a nd ma na g e r o n the da y

Re q ue st c o pie s o f c e rtific a te s, insura nc e

a nd risk a sse ssme nts

Re vie w c o ntra c t do n’ t just sig n!

SLIDE 38

Dr aft e ve nt outline

T

ime table 1.p.m gue sts ar r ive dr inks r e c e ption 1.30 p.m. lunc h 2.30 p.m. Spe ake r 3 p.m. c offe e and public ity mate r ials 3.30 p.m. e nd

SLIDE 39

Communic a te e ve rything to ke y sta ke holde rs

Ste e r ing gr

up

Obje c tive (s) Audie nc e (s) Ide as and USP L e gal implic ations Budge t Date (s) and ve nue (s) E ve nt outline

SLIDE 40

Or ganising

SLIDE 41

Or ganising

1. Sta rt c ompiling a ma na g e rs ma nua l
2. Ge t quote s - ve nue , food, tra nsport. Ag re e

te rms de posit, fina l numbe rs a nd pa yme nt

3. L

ia ison with offic ia ls – polic e , fire , 1st a id, L ic e nse s a nd pe rmissions, first a id a nd insura nc e ,

4. E

quipme nt hire – PA, toile ts, ma rque e , lig hting , c ommunic a tions

5. Re se a rc h a nd a g re e e nte rta inme nt, c e le bs,

sponsors, tra nsport

SLIDE 42

Or ganising

7. De posits a nd c ontra c ts
8. Pa rtic ipa nt c a re
9. T

ic ke t a nd da ta proc e ssing 10.Ma rke ting a nd c ommunic a tions 11.Risk a sse ssme nt; ha za rds & a c tions 12.Site pla n; e ntra nc e s & e xits 13.Re c ruit ste wa rds/ volunte e rs 14.Conting e nc y pla ns

SLIDE 43

L e gal implic ations (2)

Writte n a g re e me nt for c orpora te s
Me rc ha ndise a nd tra ding
He a lth a nd sa fe ty, risk a sse ssme nts
DBS (CRB) c he c ks
Pa rtic ipa nt e xpe nse s a nd e quipme nt
Sponsorship; re funds, c osts of trip
L

e g a l c onse nts in a dva nc e

L
tte rie s/ ra ffle s

SLIDE 44

Manage r s manual

T

itle , obje c tive , la st a me ndme nt, issue da te

Pe rmissions a nd lic e nc e s, a pprova ls
E

ve nt ma na g e r c onta c ts a nd like ly move me nts

Ma na g e me nt struc ture , role a nd re sponsibilitie s
Ke y sta ff c onta c t numbe rs/ ra dio c a ll sig ns
Site ma p
E

ve nt sc he dule / time ta ble

Risk a na lysis a nd re ports
Ne w risk re porting form
Ac c ide nt re port a nd log g ing form
Na me s a nd numbe r of subc ontra c tors, se rvic e

provide rs

SLIDE 45

T ips

Use one note book
Build c ontac ts database asap
Ge t me e ting in e ar

ly

Use double e ntr

y diar y ke e ping

Star

t your c he c klist now!

SLIDE 46

Ce le britie s

Re se ar

c h Affinity

Pe r sonal/ family e xpe r ie nc e L

c ality
Make c ontac t

Ar tists handbook, Spotlight, Re d Page s, http:/ / www.hollywoodhe r

e s.c o.uk/
State your

c ase

Re ason for link What you do What you would like the m to do

Contr

ac t

Public ity photo, biogr aphy F ull br ie fing, ke y me ssage s E xpe nse s F

llow up

SLIDE 47

Sponsorship Pa c ka g e

Pe r

sonal c ontac t to asse s inte r e st

State the be ne fits to the sponsor

, e nsur e the y ar e r e le vant to the fe e be ing r e que ste d

Re asons for

the link

Cle ar

ly state what the y ar e be ing aske d to sponsor and why

De monstr

ate the e ve nt is we ll r e se ar c he d,

r

ganise d and a like ly suc c e ss

Cove r

all the c ommunic ation basic s

E

nsur e your pr

posal/ r

e que st is c onc ise , pr

fe ssional and attr

ac tive

Cove r

ing le tte r with ne xt ste ps

SLIDE 48

Par tic ipant c ar e

Data manage me nt
Payme nt pr
c e sse s; e ve ntbr

ite

F

e e s/ sponsor ship

Spe c ial e quipme nt
Communic ations plan

SLIDE 49

Aims of Promotion

Inc re a se sa le s by -

Conve y be ne fits
Minimise r

isks £, sta tus, e g o , physic a l

Basic infor

mation

SLIDE 50

Channe ls

L

c al/ National me dia
Ra dio a nd te le visio n

inte rvie ws

Jo urna ls a nd ma g a zine s
Club ma iling lists

Soc ial me dia

We b site pa rtne rs
Go o g le Ads
F

a c e b o o k

Be b o , Yo u tub e e tc
Blo g s a nd re vie w site s
E

ma il/ SMS/ T e xt g iving

T

witte r

Public Re lations

Pho to c a lls
Stunts/ F

la sh mo b

Co mpe titio ns
Co mmunityne wswire .o rg
Me dia trust.o rg

Pe r sonal se lling

T

ruste e s/ wo rd o f mo uth

SLIDE 51

Communic ations plan

By audie nc e
Ke y me ssage s for

diffe r e nt stage s of e ve nt time line

Ide ntify me thods
F

r e que nc y of c ommunic ations

Ke e p within budge t
On- going c ommunic ations plan

SLIDE 52

Communic ations plan

Me ssage

bje c tive

Audie nc e Ke y Me ssage s Me thod T iming Re pe at/ Pulse

SLIDE 53

Volunte e r s

T

r uste e s/ staff/ volunte e r s

T

ime c ommitme nt

E

xpe r tise

De fine r
le s/ r

e sponsibilitie s

Re c r

uitme nt L

io ns, Sc o uts, ro undta b le , c a de ts e tc , re fe re nc e s

L

e gal da ta pro te c tio n, DBS, e tc

We lfar

e inc l he a lth a nd sa fe ty, c o mms

Outsour

c e ho tb o x e tc

SLIDE 54

Continge nc y Plans

‘What if’ planning
L

ike ly and unlike ly e ve nts

Change / postpone / c anc e l

SLIDE 55

E valuation

Monitor

your

bje c tive s, sugge st

impr

ve me nts for

ne xt time

F
r

mal and infor mal fe e dbac k

SLIDE 56

F inal pr e par ations

SLIDE 57

Confirma tions a nd c ommunic a tions

Confir

mations with supplie r s/ spe ake r s/ c e le bs e tc .

F

inal time table , br ie fings & phone numbe r s sta ff, vo lunte e rs, me dia , c e le b s/ spe a ke rs

Info pac ks – pr

e ss/ VIPs

Spe c ial public ations r

e ady

Inte r

vie ws/ photos ar r ange d

SLIDE 58

E quipme nt on site

Signage
Manage r

s manual

Risk asse ssme nts
L

ic e nc e s and pe r missions

E

me r ge nc y kit bag

E

valuation for ms

SLIDE 59

Che c klists

Me ntally walk thr
ugh your

e ve nt

T

ime d ac tions with name d pe r son r e sponsible

Inc lude note s for

you to c he c k ac tions; c ontr ac tor de live r ie s e tc .

SLIDE 60

Che c klists

F

ir e e xits ar e c he c ke d and c le ar

Public ar

e as ar e c le an and c le ar

Appr
pr

iate le ve l of fir st aid is available

Signage and dir

e c tions ar e in plac e

Communic ation syste ms ar

e wor king e ffe c tive ly

All mate r

ials, infor mation and public ity ar e available

All lic e nse s and doc ume ntation ar

e on site

Any e quipme nt is pr

e se nt and wor king

All he lpe r

s atte nd br ie fing

Name badge s for

volunte e r s and ke y pe r sonne l

Sponsor

s br and is in plac e

Banking mate r

ials, float, c ash box e tc ar e on site

E

me r ge nc y ‘kit bag’ on site

SLIDE 61

Br ie fing

F

ire e xits a nd a sse mbly point

T

ime ta ble of e ve nt

Ke y role s, re sponsibilitie s a nd e xpe c te d be ha viour
F

irst a ide r a nd first a id box

Ke y issue s from risk a sse ssme nt
Ve nue a nd fa c ility informa tion, food, toile ts, pa rking ,

te le phone s, smoking polic y

Ala rm syste ms – fire a nd inte rna l c a ll sig ns
E

me rg e nc y c ommunic a tion pla n

Imme dia te point of c onta c t
Bre a ks, re fre shme nts, sig ning in/ out, e xpe nse s
T

ha nk you

SLIDE 62

Post e ve nt

SLIDE 63

Post e ve nt

1. Cle an up and walk ar

und

2. Bank c ash 3. Se c ur e payme nts 4. Invoic e s 5. T hank yous’ 6. Me dia 7. E valuation 8. F inal r e por t

SLIDE 64

F inal Re por t

Ob je c tive a nd impa c ts
Ma na g e rs summa ry o f suc c e sse s a nd fa ilure s
E

ve nt size ; pub lic , sta lls, a tte nde e / runne rs

Summa ry o f fina l a c c o unts; inc o me , e xpe nditure

e xpla na tio n o f sig nific a nt pla nne d b udg e t disc re pa nc ie s

Ac c ide nt o r e me rg e nc y inc ide nts
Co nta c ts; lo c a l a utho rity, e me rg e nc y se rvic e s, St

Jo hns/ Re d Cro ss, e xhib ito rs, site se rvic e s, sta ff

Re so urc e s; sig ns, no tic e s, re fle c tive ja c ke ts a nd

whe re the y a re sto re d

Pro po sa l a nd re c o mme nda tio ns fo r future e ve nts
Po te ntia l pro b le ms fo r future ye a rs

SLIDE 65

E ve nts str ate gy

SLIDE 66

SLIDE 67

E ve nts life c yc le

SLIDE 68