1. 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

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

3. 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?

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

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

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

7. 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?

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

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

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

11. Galas & Auctions

12. Golf Outings

13. A-Thons

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

15. Budget

16. Volunteers

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

18. Keep Your Board Involved
liaison
update
goals

19. Sponsorship

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

21. Mission

24. Timeline

25. Type of event
Goals
Budget
Volunteers

26. Location
Date
Target lists
Sponsorship proposal

27. Decorations
Entertainment
Secure sponsors
Solicit donations
Save the date

28. Design invitations
Select menu
Add to website
Sell tickets

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

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

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

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

34. Jamie Rhoades, Director of Development jrhoades@achieva
Jamie Rhoades, Director of Development x526 The ACHIEVA Family of Organizations The Arc of Beaver, The Arc of Greater Pittsburgh, and The Arc of Westmoreland