Planning a Fundraising Meal

DeMolay Fundraising Steps to Success Step 1 - Form the Committee Step 2 - Where is it going to be? Step 3 - What needs to be bought? Step 4 - Make up a budget Step 5 - Print up and sell the tickets Step 6 - Promotion of the Event Step 7 - Day of the Event Step 8 - Post Evaluation Created by John Ticknor

Created by John Ticknor DeMolay Fundraising Step 1 Form a Committee Once the chapter has determined what kind of meal they are going to provide, form a committee made up: of an experienced Advisor a certified food handler (check your local bylaws for the requirements) and enthusiastic members. Hold planning meetings as needed to keep everyone on the same page Created by John Ticknor

Created by John Ticknor DeMolay Fundraising Step 2 Where is it going to be? Find a low cost venue with free parking Find a location that has enough tables and chairs Find a location that has good kitchen facilities – cooking and serving supplies When are you going to hold the event? Try to pick a date when there are no conflicts with other Masonic family events How long are you going to need the facilities? Time to setup, hold the event and cleanup Created by John Ticknor

Created by John Ticknor DeMolay Fundraising Step 3 What needs to be bought? What is going to be on your menu? Where are you going to get the food and drink? What are you going to need for table coverings, plates, cutlery and cups etc.? What other items will need to be paid for? Created by John Ticknor

Created by John Ticknor DeMolay Fundraising Step 4 Make up a budget Find food sponsors – local stores or restaurants. Offer to advertise at the event for them. The less you need to pay out the more money you take in. Pricing of the tickets - keep it reasonable, but yet enough to make a decent profit How much profit do you want to achieve? Determine costs per person based on what needs to be bought. Work with the Chapter Treasurer to make up a budget. Created by John Ticknor

Created by John Ticknor DeMolay Fundraising Step 5 Print up and sell tickets Get tickets for the meal printed with numbers so you can track who your ticket sellers are. Include all of the details – cost, location, date based on your budgeted attendance and dining capacity of your venue - print enough tickets Sell as many tickets as possible in advance, you often get donations from those who can’t go – get a good idea beforehand how much food to buy Created by John Ticknor

Created by John Ticknor DeMolay Fundraising Step 6 Promotion of the Event Goes hand in hand with selling the tickets, be sure to advertise well in advance of the event Email Print, post and send out Flyers supporting the Fundraiser Use Facebook or Twitter Word of mouth Created by John Ticknor

Created by John Ticknor DeMolay Fundraising Step 7 Day of the Event Develop a list of duties so everyone can help out and work as a team. Duties: Food Prep and Cooking Food Servers Table setup and cleanup Ticket takers/door greeters Created by John Ticknor

Created by John Ticknor DeMolay Fundraising Step 8 Post Evaluation Have a final committee meeting and document all of the good things that happened and all the areas that could be improved for the next time. In order to be successful in the future, you need to learn from the mistakes and failures of the past. Created by John Ticknor