Getting More Bang for Your Buck

How to get more bang for the buck! Banquet priorities for 2011 are: Increase pre–event income with an emphasis on raffle income cash donations and legacy partnerships. Increasing attendance- In order to maintain and grow our field event programs it is imperative to grow our attendance. Retain Active Chapters while establishing or restarting new chapters in viable markets.

Getting More Bang for Your Buck Shoot from the hip banquet planning Usually Not much planning Pick a facility and a date Sell tickets/seek donations Wait for the Merchandise Catalog and then order everything the Committee wants Hope for the best Conduct BGB Sound familiar?

Getting More Bang for Your Buck There is a better way – develop a plan first! Estimate attendance From the last few years Estimate for low and high attendance Plan for somewhere in between, unless there are extenuating circumstances Commit to your Attendance Goal and Go After It! Achieving your desired attendance will directly impact the results of your fundraiser.

Getting More Bang for Your Buck Use Attendance Goal to select a facility. Do not pay for more facility than you need; however, insure you have some flexibility Use Attendance Goal to plan for food and beverages. Monitor tickets sales and make adjustments, as necessary Ideally, ticket sales should pay for the food costs and the facility costs. Set ticket price based on true cost per person (Sales tax, gratuity, premiums, linnens, trash etc) in the door using the attendance goal. Use Attendance Goal to plan your Raffles/Games; Silent and Live Auctions

Getting More Bang for Your Buck Use RMEF Planning Guidance for Raffles/Games; Live and Silent Auctions Goals and guidance may be different for every local chapter across the country. Existing chapters should always evaluate and use past event performance, event packages, net and cost per attendee and the RD to help set goals. New chapters should work the RD to establish goals based upon other RMEF chapter performance and knowledge of the local community. Read tips in this year’s Catalog

Getting More Bang for Your Buck Calculate Projected Gross Revenue Projected Gross Revenue Food and beverage income, (Attendance goal times ticket price) Silent and Live Auction income estimate Past history, other similar events, National Event Sales History Estimated Hunt/Trips income- past history and similar events Raffles/Games income Membership sales Other sales income- hats, glasses/mugs Cash Donations and Legacy Gifts

Getting More Bang for Your Buck Calculate projected costs Projected Total Costs Facility costs (clean up, trash, security, audio/video etc) Food and beverage costs Merchandise costs, (initial budget) Estimated Hunt/Trips costs Program costs (MC, auctioneer, entertainment) Advertising Program & Ticket Printing Miscellaneous costs

Getting More Bang for Your Buck Projected Net Revenue Projected Gross Revenue minus Projected Total Costs equals Projected Net Revenue Use key event performance indicators such as gross per attendee, cost per attendee, net per attendee and net to gross to assist you in achieving your desired net income. If at this point in the planning process your projected net revenue is less than 50% of your gross revenue adjustments to increase your gross or decrease your expenses should be made. All of these are tools, indicators and bench marks to use when planning a successful event fundraiser.

Getting More Bang for Your Buck Based upon your planning figures and goals below are areas of foucs that can be changed or impacted to affect your event results. Attendance- ticket sales Ticket price Facility costs Food/beverage costs Merchandise cost Donations Impact of 50% / 50% donations Impact of minimum bid donations Impact of Full Donations

Getting More Bang for Your Buck Continuously monitor ticket sales, costs and donations and make adjustments as necessary Do not walk away from additional net revenue just because it negatively affects your net-to-gross! Increasing pre event revenue (underwriting, Legacy gifts & pre event raffles) will significantly improve your bottom line.

CASH UNDERWRITING Set a cash donation goal for the banquet Make a list of potential donors Divide the list among the committee Set a timeline for following up Go get the money!

Merchandise Underwriting Cash donations from: $1 to $499 Take along the merchandise catalog when soliciting cash donations. Let the donor pick an item to underwrite that is going to be at your BGB. If you can get the FMV your chapter has already made nearly 50% on that item.

LEGACY PARTNER PROGRAM This cash giving program recognizes donations of $500 to $2499 on a cumulative basis per donor. Regardless of how long it takes, when the donor reaches the $2500 level They will be recognized as a Habitat Partner.

WHO TO TARGET Start with business’ that typically don’t have merchandise that they can donate.

Who else can donate? Can’t attend the banquet – make a $20 cash donation. Sportsmens clubs, outdoor clubs, K of C Halls, Masonic Halls, VFW’s, about any organization is worth asking for a cash donation. Selling advertising in your program or on placemats impacts your net just like cash donations – don’t overlook selling ads Who else?

BENEFITS TO THE DONOR ~ Publicity ~ Advertising ~ Great exposure at the event ~ Banners ~ Emcee recognizes them & their business

THANK THEM When you get the donation In your banquet program On tent cards Mail donor certificates with thank you note or letter

THINGS TO REMEMBER Any expense can be underwritten. Facility cost ~ Meals ~ Printing ~ Merchandise Accept all cash donation amounts - $10 a pop adds up! MORE CASH EQUALS MORE MISSION, WHICH EQUALS MORE VITAL HABITAT CONSERVED AND ENHANCED.

AND WHY DO WE DO THIS? FOR OUR FUTURE GENERATIONS