STEPS TO PLAN A VOLUNTEER FUNDRAISING EVENT

STEPS TO PLAN A VOLUNTEER FUNDRAISING EVENT An event, very simply, is something that happens at a given time and place. However, creating an event for an organization such as the American Brain Tumor Association means so much more. These events bring people together, they create community, they engage hearts and minds and inspire interest, giving and to the brain tumor cause. Planning and producing an event is not rocket science, but it will take time and attention to detail to ensure success. Below is an outline to planning an event. The items are included in a natural order of progression and are dependent upon the type of event you have your sights on creating. We encourage you read through these pages carefully and reflect upon the outlined tasks. We highly recommend that you take the time and preparation to complete these steps to ensure you have a successful event in which you reach your fundraising goals and have an enjoyable experience. 1) Identify what type of event/activity you would like to create. a) Things to ask yourself when deciding on your event activity. i) What activity interests you or the loved one you are honoring? ii) What activities interest your community (potential participants)? iii) What time of year (in what season) would you like to have your event? b) Event Activity Ideas: i) Run, Walk, Bike Ride, Endurance Sport, etc. ii) Gala, Dinner, Concert, Bowling event, Golf Tournament, etc. iii) Yard sale, bake sale, lemonade stand, block party, etc. 2) Think through event details. a) What do you want the participant experience to be like? (What will it feel like, what will they see and do?) b) Decide on a date and time for the event/activity. Be sure to research other events in your area that may be targeting the same audience or venue or park space. Consider the time of year, holiday schedules, weather, etc. c) Define possible locations and types of facilities to host your event/activity. Determine the use of space, route and or seating arrangement and capacity required for the event/activity. Reach out to potential venues to educate yourself on their calendar of events, protocol for securing the space, rules and limitations, to review contracts, etc. 3) Identify your target audience. a) Who would be interested in your event? What is the best way to reach them? (Email, flyers, posters, personal visits, etc) b) What are the minimum and maximum amount of participants for the particular activity (if any)? c) How will you recruit participants? 1

4) Develop a recruitment strategy (includes the marketing, branding & public relations approach for your event.) a) Branding: i) Create a name, brand, logo or tagline for your event. b) Marketing: i) Identify the method(s) and location which will be used to publicize the event. (Hang posters at coffee shops, restaurant windows, drycleaners, gas stations, street corners; leave brochures at local businesses; hand them out at grocery stores, post your event in church bulletins, etc.] ii) Create marketing materials (posters, flyers, etc) iii) Reach out to local media: Press Release, Public Service Announcements, Newspapers, Magazines iv) Create Social Media Strategy Facebook, YouTube, Twitter, etc. c) Public Relations i) Contact local media: Press Release, Public Service Announcements, Newspapers, Magazines, radio, etc. ii) Research other events that are similar in cause or activity in which you are allowed to cross promote. 5) Participant Communication and Fundraising a) Define how and when you will communicate with your participants. b) Think through how you will support and encourage participant fundraising. i) How will you share the impact of fundraising? ii) What fundraising tools and support will you provide? iii) Will there be a team fundraising opportunity? iv) How will you recognize top fundraisers? v) Will you use fundraising incentives to encourage participants to raise more? vi) How and when will you do the fundraising ask prior to and at the event? 6) Form a volunteer committee a) Identify roles and responsibilities of each role and make a list of ideal traits of the person(s) that would fill that role. (Include key roles such as: Treasurer, Fundraising, Online Presence, Marketing, Sponsors, Production, Volunteer, Recruitment, etc.) b) Things to keep in mind: i) Better to have large quantity of small roles, than a few large roles to be filled. ii) Keep yourself free from solely handling any one area/aspect of the event so that you are free to oversee and manage the project as a whole. c) Match members with their strengths, interest and ability (availability and skill set). d) Recruit committee members. e) Determine the method of communication to the people on your planning committee to inform them, include them and encourage them to participate. i) How often will you meet with committee chairs? Sub-committee members? ii) How often should chairs meet with their sub-committee members? iii) How often will you email updates to the entire committee? 2

7) Create a sponsorship strategy. a) Identify potential sponsors: i) Who do you know personally? ii) What businesses/corporations are in your area? iii) Which companies should you ask for cash versus in-kind donations? b) Research prospects, then rank in order priority. c) Identify your sponsorable assets --all of the potential places that a sponsor might advertise their brand name/logo. (Banners, signs, tshirts, emails, programs, website, etc.) d) Once assets are identified, estimate the number of impressions (number of participants, volunteers, spectators) they would each reach e) Package the assets. Bundle the assets into tiers, outlining what they will receive based on the dollar amount the sponsor gives to the event. f) Reach out to company and determine staff person responsible for sponsorships and determine what the company looks for when considering sponsorships. Request an in person meeting. g) Write a sponsorship proposal. h) Negotiate Agreement with sponsorship i) Remember to take good care of your sponsors on event and follow up with them post event to share specific numbers (participants, touches, funds raised, etc.) for their files, photos of their activation and ask them to support your event again in the future. 8) Determine the fundraising potential of your event. a) What will the registration fee be? (If applicable) b) Will there be a fundraising goal for participants encouraged or required? 9) Create an event budget. Identify the sources and amounts of potential revenue and expenses. Revise for realistic and necessary true cost and revenue updates as you move along the event planning process. (Expenses might include marketing, supplies, venue rental, permits, signage, copies of materials, decorations, tshirts, food, music, insurance, police support, etc.) 10) Create an event timeline. Outline all essential decisions/activities in a time sequential order from the point of initial consideration to decision being finalized and decisions being executed. 11) Determine a system to organize and track expenses, participant information, revenue, completed tasks, etc. 12) Preparations for Event Day: a. Ensure you make ways to integrate ABTA s Mission into the event. (Ideas include signage, posted stories, stage presentations, etc.) b. Determine the order of activities that need to occur at the event. Determine who will perform or execute the agenda items. c. Identify the topics of information to be shared. Determine if presenters/speakers are needed. If so identify potential presenters or speakers to invite to participate. Decide on the time frame for each presentation or speech. Decide the type of communication that 3

should transpire with the presenters/speaker, when it should occur and who will be responsible to execute and follow-up. d. Determine who will receive awards presenters/speakers. Decide on awards items and identify sources to purchase them. Decide who will be responsible for purchasing awards and presenting them. e. Identify what equipment is necessary for the event (stage, sound system, microphone, lights, etc.). Identify potential sources to secure needed equipment. Evaluate the cost of the equipment. f. Take into consideration these special additions/items if needed: food, music, decorations, flowers, photography/video, clean up, etc. 6. Event Wrap-Up: Finalize your event with complete reporting, metrics and a reflection on the experience. Collect post event survey from your participants, volunteers, sponsors and vendors. Compile and outline areas of strength and opportunity for the following year. And with this, you are well on your way producing a successful event! Once you are comfortable with the steps above and able to answer the biggest questions about when, where and how, we d like to invite you to register your event so that we can support you in moving forward. Please contact 800-886-1281 or email events@abta.org to register your event. 4

Glossary of Terms ABTA American Brain Tumor Association VFE Volunteer Fundraising Event Gross Revenue Total Income of an event before deductions of expenses. Net Revenue Total amount of revenue after deductions of expenses. Registration Fee The amount a participant pays to do an event. Fundraising The money participants collect from donors to support their participation in the event. Sponsor A corporation, organization, business or individual that is willing to donate services, goods or money in support of the event. Donation A monetary contribution to support a cause with no goods or services in return. In Kind Donation A donation of goods, commodities, or services instead of money. Matching Gift A charitable gift made toward a non-profit organization by a matching donor (usually a company or an individual) under the provision that an original donor first makes a gift toward that organization. Volunteer Committee A group of people willing to assist with tasks to prepare for the event. Vendor Someone who promotes or exchanges goods or services for money 5

Frequently Asked Questions (FAQ) American Brain Tumor Association What is the history and mission of the American Brain Tumor Association? Mission: The American Brain Tumor Association exists to eliminate brain tumors through research and to meet the needs of brain tumor patients and their families. Founded in 1973, the American Brain Tumor Association was the first non-profit organization dedicated to funding brain tumor research. Today, the ABTA is a catalyst for research-based breakthroughs in the causes, diagnosis and treatment of brain tumors, and recognized as the leading resource in patient-centered brain tumor information, education and support. Volunteer Fundraising Event What is a volunteer fundraising event? A volunteer fundraising event is an event that is independent of the ABTA. It is an event that someone that has been touched by a brain tumor or the ABTA that has proceeds to benefit the American Brain Tumor Association. What kinds of events are considered volunteer fundraising events? Some examples of the volunteer fundraising events are: walk/run, golf outing, bowling tournaments, silent and/or live auction dinners or events, etc. How do I start an event? 1. Decide on the type of event you want to have. 2. Come up with a few possible dates. 3. Then contact the location to see if the desired date/time and event are available. 4. Contact the ABTA to obtain the proper paperwork to get your event started. How do I find an event to get involved in? The ABTA lists all the upcoming events on our website www.abta.org under the events tab. Does ABTA provide reimbursement for event expenses? No the ABTA does not reimburse for expenses. You can use the money obtained from sponsorships to pay for the event related expenses.

Fundraising & Donations How will the funds raised be used? 60% Research 28% Patient Services 12% Overhead Admin Costs Is there a minimum amount of funds I m required to raise for ABTA? There is not a minimum required to host a fundraising event on our behalf. What do I do with the money I collect? Please send the money you collect via certified mail to: American Brain Tumor Association 8550 W. Bryn Mawr Ave, Suite 550 Chicago, IL 60631 Please be sure to include your event name on a note with the donation checks. What forms of payment are accepted? (checks, cash, credit cards which ones?) Cash, checks and credit cards are accepted. Are receipts automatically issued for donations? Are they sent via mail or email? Donations received by mail will have a printed receipt mailed to them. If a donation is received online, the donor will not receive a receipt in the mail. The donor will receive their receipt in an email. How should checks be made out? Please make sure checks are made payable to the American Brain Tumor Association Do you accept matching gifts? Where should I mail these? Matching gifts are a fantastic way to double or even triple a donor s gift. Be sure to remind your donors to explore this option. Go to http://www.matchinggifts.com/abta/ for a list of companies that have a matching gift program. Please instruct donors to put your name so you get credit and mail their completed matching gift forms to: American Brain Tumor Association Development Department 8550 W. Bryn Mawr, Suite 550 Chicago, IL 60631

How long will it take to process a matching gift? Each company has their own matching gift policy. However, most companies distributing matching gifts quarterly. Be sure to check with your company so you know when to expect the payout. Where do I mail the donations? American Brain Tumor Association 8550 W. Bryn Mawr Ave, Suite 550 Chicago, IL 60631 Please be sure to include your event name on a note with the donation checks. Are donations tax deductible? Yes donations are tax deductible to the extent allowable by law. If a business donates goods or services for my event, will they receive a tax receipt from ABTA? No, the business will not receive a tax receipt. A donor is requesting a 501c(3). Where can I get a copy? Donors can get a copy of our 501c(3) letter by contacting the events department at 800-886-1281 or events@abta.org. Support Tools What documents and tools are available to help market my event? Where are they located? The tools and example documents ABTA provide are in a volunteer portal. When ABTA approves your event, you will be given the link, a username and a password to access all tool. What tools are available to help with procuring sponsorships? You will be given a verification letter once the ABTA approves your event. You can use that letter to go to local businesses and others to solicit sponsorships and donations. What tools are available to help me foster teambuilding and individual fundraising? The ABTA offers fundraising tips and ideas as well as an event listing on our website. Do I have to set up a website to host an event for ABTA? No.

What is the Participant Center? The Participant Center is the place where you can set up your personal fundraising page with your personal story, photos, fundraising goal, etc. You can set up a customized email to your contacts and send directly from the Participant Center. You will be able to track your donations and thank your donors as well. Who can I contact if I need help with my Participant Center? Contact the events department at 800-886-1281 or events@abta.org and someone will assist you with setting up your Participant Center. I don t remember my Username & Password. How can I get it or set up a new one? Contact the events department at 800-886-1281 or events@abta.org and someone will reset your username and password.