A couple of viewers asked me if I'd do a plan for a fundraiser. I've never planned a fundraiser before...but I'll give it my best shot.
The first thing you'd have to do is decide what kind of fundraiser you're going to do. There are so many different options:
These events can vary in scale and format, providing various opportunities for organizations to engage supporters and raise funds.
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It will be very difficult to give you an accurate final price it took me to prepare this hypothetical fundraiser I'm going to do, but I'll try to ballpark what I can for you.
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I'd name my fundraiser something like "Reach for the Stars" - something that would help inspire them to donate generously. Or course, you'll be using a theme appropriate for whatever cause you're fundraising for. I'm just using Reach for the Stars for this hypothetical fundraiser we're doing here.
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Just to give a ballpark of cost, we'll say you're inviting 200 guests. Your venue has 48" round banquet tables that will seat 8 people so you'll have 25 tables to work with.
I'm going to do this hypothetical fundraiser from items I know I can get in my area from rental shops, etc. Items in your location will vary.
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My color palette would be Midnight blue, white, gold and silver.
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I'm envisioning something along these lines:
venue
You're going to need a relatively large venue. Personally, I'd look for one that hosted wedding receptions because they'd be likely to have some of the materials I needed, that I wouldn't have to worry about furnishing. i'd also be looking for a venue that would hold about 200 people.
I also want a venue that has adjustable lighting where I can go from full light for guests to view auction items to very low light for dinner.
For this hypothetical fundraiser, I'll plan to use a formal gala dinner with a silent auction for 200 guests.
The venue will also need to have space to attractively display your auction items that isn't imposing on your dining area and that has an easy traffic pattern to walk among the display of auction items. This display can be in the same room as your dining area as long as it sitting on top of your dining area. You want plenty of space between the auction display area and your dining area.
invitations
You'd have a number of invitations to send out so I'd recommend going with a bundle like that shown below by GrowthResources for $50.
Simply edit the details, and you are ready to print or electronically send out beautiful i and comprehensive invitations.
This package was created from years of non-profit experience with gala events and auctions. It includes a customizable template where you can add your organization and event information:
- 4-panel invitation with event information, about us page, and room for details about the event.
- An RSVP card to gather all the needed guest information.
- Matching tickets to send to guests with important details.
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​Event Brochure:
This versatile template is packed with all the essential sections you need to inform, engage, and impress your attendees. Perfect for charity galas, community fundraisers, scholarship award ceremonies, and more. Our brochure template combines elegance and functionality to present your event in the best possible light.
Features:
- Welcome Letter: Start your brochure with a warm and inviting welcome letter to set the tone for your event.
- Event Information Page: Provide key details about your event, including location, date, and purpose.
- Schedule: Outline the event schedule to keep attendees informed and on track.
- Committee Member Thank You: Recognize and thank the hardworking committee members who made the event possible.
- Board and Staff Member Lists: Introduce your organization's leadership team to your attendees.
- Sponsor Pages: Highlight your event sponsors with dedicated pages to acknowledge their support.
- Menu: Present the event menu, detailing the delicious offerings for the evening.
- Speakers: Showcase your event speakers with bios and photos.
- About Us Pages: Share your organization's mission, history, and impact with the audience.
- Volunteer Spotlight: Feature dedicated volunteers who have made significant contributions.
- Award Recipient: Recognize award or scholarship recipients with special pages dedicated to their achievements.
- Advertisement Pages: Include ad spaces in four size options for sponsors and partners to promote their businesses.
- Silent and Live Auction Pages: Provide detailed information on auction items with two format options for maximum flexibility.
Planner:
Planning a fundraising event is a lot of work! There are so many details to keep track of. Often different people are in charge of different pieces. So, how do you manage it all?
This fundraising planner was created from years of experience with gala events and auctions. It includes:
- A central planning document with tasks, timeline, and who is responsible.
- Trackers for guest registrations, auction items, and corporate sponsors.
- Supply and marketing material checklists, so you don't forget important details.
- Organization chart for a committee structure
Sponsor Package:
This package was created from years of non-profit experience with gala events and auctions. It includes a customizable template where you can add your organization and event information:
- A letter where you can describe the event, why businesses should support your organization, and what they will find in the package.
- Statistic and program page to share the need for your services and your accomplishments.
- Sponsor level chart and list of benefits.
- Sponsor form.
BONUS: Corporate sponsor tracker and tips for how to find businesses to support your event.
Auction:
Bid Sheet Template (Canva):
Professionally designed layout for easy bid recording
Spaces for item name, item description, starting bid, bid increments, bidder names, and bid amounts
Description Sheet Template (Canva):
Elegant design to highlight each auction item
Sections for detailed item descriptions, donor information, and retail value
Attractive and readable layout to capture bidders' attention
Winner Certificate Template (Canva)
Attractive certificate to award auction winners
Customizable fields for winner's name, item won, and restrictions
Easily editable to add additional information or event branding
Google Sheet Tracker:
Pre-formatted Google Sheet to track auction items
Assign specific items to volunteers and team members
Track contacts with donors and pick up information
Easy sharing and collaboration with your event team
Price: $50 and you get everything you need in one downloadable bundle. Suggestion: When editing I'd ask if i could drop the Reach for the Stars illustration below) rather than the illustration of the shown bundle.
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Current first class postage is 73 cents per stamp so your mailing cost would be $146.00 plus $5 for the invitation download or $151.00 total invitation cost.
Staging
The most critical part of the staging would be the lighting. A starry sky would set the tone of your theme. Star projectors that would cover a large venue ceiling project straight ahead, not up at the ceiling and their starting price is $3800.
Less expensive star projectors are designed to cover a bedroom ceiiing, not the ceiling of a large venue. So your best bet is a rental projector. Check your area rental shops but you can also rent one online. Also ask your venue if they have a starry night ceiling projector.
I'd want the venue dark but not so dark guests couldn't see what they were doing. So I'd stage spotlights along the wall, shining upward like so:
I'm going to estimate 6 spotlights per venue side wall. Walmart has 2 packs for $28.
We'd need 12 spot lights or 6 two packs.
$168.00
Although we could probably rent them cheaper from a rental store if the venue itself doesn't have them.
Again, you want to ask the venue personnel if these spotlights are something they have vs. you furnishing them.
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I'd make a few shooting star standees out of corrugated and paint them. I wouldn't put them between every spotlight but let's say we'll use 4 of them on the 2 venue side walls.
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You can also buy shooting star standees but it's much cheaper to make them yourself.
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Here's how to make a stand for them:
To make the standees I'd go to my local appliance store and get free refrigerator shipping cartons. I could get at least 2 shooting star standees out of 1 carton.
That would include the stand for each of them. Basically it's just the star and tail glued together then painted. We have 8 total shooting star standees to make so we'll need metallic gold spray paint for the stars and blue and white paint for the tails.
I'm going to calculate on the high side here at 4 cans of metallic gold spray paint at $2 per can.
4 cans of midnight satin blue spray paint at $1.60 per can.
We'll need white artist's acrylic paint for the tails, one tube at $4.19.
Finally, we'll cover the entire tail with clear glitter spray, 4 cans at $2.00 each.
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Total paint cost: $20.19
The last lighting feature I'd use is battery powered LED globe lights on the tables. I'd rent these from a rental store if the venue didn't have them already. They're expensive and what am I going to do with 25 globe lights after the event has ended?
But just for the sake of argument say you had to buy them.
I found this battery operated, cordless moon table lamp at Amazon for $20 each.
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You want something cordless and battery operated. You don't want guests stepping over cords and you're not going to have 25 electrical outlets by each table to work with.
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So just for the sake of argument and if you had to buy 25 of these lamps it would run you $500.
I do like the fact though that the moon lamp adds a nice twist to our Reach for the Stars theme.
tablescapes
You have to spend money to make money so I'd buy some of the sheer lace fabric at right and make small square tablecloths to lay over the white tablecloths - just enough that they cover the tops of the tables and not hang down too far.
We'd need less than 4 yards per table but I'll calculate on the high side and say 4 yards per table.
I'd underlight the tables. I have the lighted tablecloths to do this but your venue may have them too.
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This would be optional but it's what I would do.
The fabric sells for $5.99 per yard so our cost for the fabric would be $600.
Budget friendly option: Just make a table runner and cut that cost in half to $300.
Rough idea
of table with
runner
Celestial dinnerware & napkins from my local rental store. $8 per guest for 1 night. -------->
Total cost: $1600.00
If you couldn't find or didn't want celestial themed place settings, then just use plain white your venue would furnish. In that case, you could use either white or dark blue cloth napkins.
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Either way do a double star fold on your napkins and put them on the plates.
People like to feel like they're getting their money's worth. The classier you make everything, the more likely they'll want to donate to your fundraiser.
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OPTIONAL: Party favor bags
Organza drawstring star favor bags
$10.80 per 100 Total: $21.60
Hershey kisses blue stars candy
$26.31 per 2 pound bag
Guestimate cost: $78.93
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Total favor price: $100.53
Menu
Usually a caterer will offer you selections they make off a predetermined menu.
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Whenever having an event catered, I like to present 2 or 3 entree choices plus a vegetarian option.
For a fundraiser I'd go more upscale with a sit down dinner and put guests menu choices on their RSVP card so your caterer has some idea of how much they're going to be making of any choice ahead of time.
For example, one of my entrees might be what's called "Fancy Schmantzy Filet Mignon".
It typically includes loaded mashed potatoes and a vegetable.
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I'll usually go with a choice of one meat entree, one poultry entree, one fish entree and one vegetarian entree that covers most people's food preferences.
For the poultry entree I'd go with something like Poulet de Provencal - Balsamic vinegar, Dijon mustard, and garlic bring chicken breasts a nice bite, as does deglazing the browned bits of food before cooking in the shallot and mushrooms in the flavorful liquid. Topped with melted provolone cheese.
For a vegetarian option I might do something like Quinoa Stuffed Squash With Walnuts and Pomegranate. (At right)
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This vegan recipe brings quinoa, walnuts and pomegranate together to give you a stellar balance of crunchy and sweet.
Recipe here
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I'd hire my chef friend to cater my fundraiser. (No, not the deceased Jimmy). Different German chef friend that I've used for events in the past so am familiar with his stellar abilities.
If I'm hosting a gala dinner, I want the food to be top notch.
For a fish entree, I'd do my late friend, Chef Jimmy's stuffed pan fried walleye. It was his signature dish, I'm not a fish eater for the most part but I loved this wild rice stuffed walleye.
I'd pair the entrees with a Caesar salad or Garden salad and an assortment of dinner rolls.
A vegetable would be included with each dinner entree.
For dessert, I'd serve a variety of individual gourmet cakes.
You'll have to work with your caterer to know what he/she is willing to do for you as far as your menu.
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Catering typically costs $30 to $150 per person for formal plated meals, a buffet, or food stations. On average, caterers charge $500 to $7,500 for 50 guests, $1,000 to $15,000 for 100 guests, and $1,500 to $23,000 for 150 guests. *Not including alcohol or gratuity.
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For our example for a plated meal, we'll ballpark $100 per guest x 200 guests = $20,000.00
$20,000 + $4000 (20% gratuity) = $24,000.
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Your dinner will be your biggest expense but I'd want my food to be excellent so patrons would be in a good mood and more willing to open their wallets for your fundraiser.
Bar
Most venues have a bar. The decision you'd have to make is what kind of bar to have - open bar, patrons pay for their drinks?
In my experience, open bars can get really pricey but the upside is the more patrons drink, the more uninhibited they get and therefore, more likely to donate to your cause.
A more budget friendly option might be to rent a champagne/sine fountain if your venue doesn't have one and serve only champagne or wine.
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It's hard to put a cost on this depending on the drinking habits of your guests. Generally it takes about 40 bottles of champagne to serve 200 people one glass of champagne.
Wine is even more difficult to calculate depending on the drinking habits of your guests and the duration of your event. You could figure on anywhere between 33 and 67 bottles of wine for a 5 hour event and 200 average drinkers.
You could use this wine price calculator if you're thinking of serving wine.
I'm a paragraph. Click here to add your own text and edit me. It's easy.
It's impossible for me to calculate a bar cost because that would depend on so many different factors and what you'd decide on the kind of bar you'd want to have.
auction staging
You want to attractively display your auction items and have full lighting during the period your auction items are being examined by potential bidders.
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In keeping with the Reach for the Stars theme I'd underlight the auction display tables and the venue should have these. If they don't have underlit tables, then use regular white tablecloths and spread some star confetti among the auction items.
Suggestion: To hang items, get 2 or 3 white lattice panels that are 2'x8' at Home Depot and hinge each panel together with 2 hinges per panel, top and bottom. They'll stand by themselves and they're an easy and inexpensive way to hang auction items like paintings, photos, etc. to display them.
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You're going to have to have a couple volunteers from your organization running your silent auction. I suggest you set them up at a table. Post your auction rules clearly where prospective bidders can read them. You could write them on poster board and put it on an easel at the volunteer's table. Include the bidding closing time!
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You can download an auction bidding sheet here for $1.79 or make up your own on any computer word processing program and print them out. You'll need at least 2 sheets per auction item.
We'll figure 3 bags of star confetti: $18.00
That's how I'd stage a fundraiser but of course, you want your theme to reflect your particular charity or cause you're raising money for.