The Anatomy of a Successful Special Event Jamie Rhoades Director of Development ACHIEVA Family of Organizations The Arc of Beaver, The Arc of Greater Pittsburgh, and The Arc of Westmoreland

What We’ll Learn Goals Mission Volunteers Types of Events Plans Sponsorship

According to the Association of Fundraising Professionals 2014 Special Events Report, what percent of organizations hold a gala with a live and/or silent auction?

According to the same report, what percent of organizations do not have a staff person dedicated to managing special events?

According to Giving USA’s 2015 report, on average, special events make up what percent of an organization’s budget?

Why Have a Special Event? Raise Money Raise Friends Raise Awareness

Are You Ready? Be prepared to invest time and money. Do you have the up front costs for things like a location, caterer, and printing? It’s a good idea to lay out all of the projected costs before you get started to make sure that you can undertake them. Plan out exactly what you will need staff and volunteer time to accomplish and make sure you have the man power. Do you have at least two staff members or volunteers who are ready to dedicate a considerable amount of time? Do you have some prospects for sponsors that you can go to get things started? Is your board or a core group of volunteers invested?

Measuring Success Source: Software Advise: Which Fundraising Event Is Best for Your Nonprofit? IndustryView, 2015

Tracking Your Results Source: Software Advise: Which Fundraising Event Is Best for Your Nonprofit? IndustryView, 2015

Cost Per Dollar Raised Source: Software Advise: Which Fundraising Event Is Best for Your Nonprofit? IndustryView, 2015

Galas & Auctions

Golf Outings

A-Thons

Make Your Plan Target audience How many people What will you charge Sponsorship opportunities Fundraising goal

Budget

Volunteers

Working With a Committee Define expectations Keep them engaged Hold them accountable Give them the tools

Keep Your Board Involved liaison update goals

Sponsorship

What to Include Personalized letter Specific ask Your mission and why you matter to them Describe your event Commitment form

Mission

Timeline

Type of event Goals Budget Volunteers

Location Date Target lists Sponsorship proposal

Decorations Entertainment Secure sponsors Solicit donations Save the date

Design invitations Select menu Add to website Sell tickets

Send invitations Finalize rentals Design event program Day-of volunteers Follow up with sponsors and donors

Guest list & seating Prepare script Finalize numbers Confirm day-of plan

Thank, thank, thank Debrief Survey Recap & share Continue to communicate

Resources Association of Fundraising Professionals www.afpnet.org DonorRelationsGuru.com GailPerry.com Classy.org Canva.com

Jamie Rhoades, Director of Development jrhoades@achieva Jamie Rhoades, Director of Development jrhoades@achieva.info 412-995-5000 x526 The ACHIEVA Family of Organizations The Arc of Beaver, The Arc of Greater Pittsburgh, and The Arc of Westmoreland