Checklist for the Perfect Fundraising Venue
Reprinted from our partner Bidding for Good on November 15, 2012
Location, Location, Location
Not everyone views the world like Martha Stewart but smart event planners know that the venue is the first key decision to make in planning your auction fundraiser. Particularly in the brave new world of fundraising auctions that are using Mobile Bidding at their events, assessing the wireless connectivity at your venue is absolutely critical.
Our checklist has a lot of practical suggestions but don't be afraid to break out and think differently. We've seen great fundraisers at venues from school gyms to country clubs, to art galleries, to sports stadiums and everything in between. What will delight your guests? What will surprise them? What will inspire them to be the most generous? These are key questions to consider in your planning. Download our checklist to be sure you have considered the most important things about your venue. And if you're thinking about bringing Mobile Bidding to your live event, make sure you're ready.
DOWNLOAD YOUR CHECKLIST HERE
5 Tips to Avoid Becoming an Annoying Fundraiser That Nobody Likes
It’s very easy to offend someone without even knowing you’re doing it. Asking for money can be a very sensitive subject. There are lots of ways to screw it up. Over the years, I have found that there are a few cardinal sins that you should avoid committing, so that you don’t end up becoming someone your donors are repelled by. You, personally, never want to be the reason a donor decides not to give.
Here are a few of the things I’ve learned in my time raising money for non-profits. As always, I encourage you to add your own ideas in the comment section!
1. Perspective donors aren’t clear about what the purpose of the fundraiser is. It is not uncommon for a non-profit to just announce that it is “Having a Fundraiser”. The administration sends home a fundraising catalog or says it’s having a car wash, but isn’t very clear what the money it raises will go towards.
This doesn’t inspire a sense of commitment or passion in your target audience. You need them something to go on, a reason to show up and do the work.
I know that many times, a non-profit just needs to raise money for its general fund. That’s ok, but please be more creative than that when you are planning your fundraising. Look over your budget expenses. Find something fun or at least something that is directly related to your product or service. For instance, don’t just pick “phone bill” or “garbage disposal”. Once you’ve found something you think people can get behind, make that the target of your fundraiser. So, instead of simply having a “Car Wash”, you’ve now got “Car Wash for Kick Boards”. (Catchy name for all equipment needed for a swim team, for example). Now, you can take the money that you normally would have spend to buy equipment and put it on something else, less appealing to your supports, like the phone or garbage removal bills.
This also leads into a better way to repeat this fundraiser annually. Your group will remember that last year, around the same time, you had the “Car Wash for Kick Boards”.
2. You have asked the same people too many times. Some people call this “going back to the well” too often. This is often a result of poor planning at the start of an operating year. Instead of spending time beforehand studying your income and expenses and your monthly cash flow, you decide to just “wing it”. So, when you hit a low period and that results in a cash crunch, you suddenly decide you should have a fundraiser.
Well, twelve months is a long time, and you could very well experience many of these budgetary peaks and valleys. Without a plan, you might be having a handful of unplanned fundraisers throughout the year.
People are going to tire of this very quickly. As a result, they are going to stop giving to your organization, because it will become obvious that you don’t have a plan.
One way to solve this problem is to actually plan ahead and have one or two major fundraisers that will cover all your lean times in a year, instead of having four or five mini-fundraisers. But, you should announce the major fundraisers you are going to have right at the beginning of your year, so people know what to expect.
A second solution would be to target various groups within your community for different fundraisers. I once worked for a non-profit that held a golf outing for the alumni supporters and an auction for parents of our child clients. It was a nice way to share the load and not over-burden any one group.
3. They have done the exact same fundraiser for another group. Aye yigh yigh… This one is terrible. A few years ago, my kids had a catalog fundraiser at their elementary school. Two weeks after we turned in our orders, my daughters’ cheerleading squad sent home the exact same catalog. And, to make it even worse, the cheerleading practice was held at THE SAME ELEMENTARY SCHOOL! There were posters up on the wall and everything. But the cheerleading teacher never noticed them.
I was really upset. I knew that the cheerleading team need the money, and I wanted to give it to them. But, I was so put off by their lack of planning and lack of forethought, that I didn’t buy anything that time around. I simply told them that I had just ordered from the same company two weeks earlier, so I wouldn’t be placing an order from them. People have to learn somehow, I guess.
So, the moral of the story is to do your homework before you have a fundraiser. Call around to any other group that your clients/customers might be involved with. Your research should take all of one hour. Once you know what the other groups are doing, spend some time researching other, unique methods of raising money. There is an endless supply of ideas.
4. The fourth reason fundraising can go so wrong is that people are asked to sell items that they really don’t want to buy. This is a big trap that many non-profits fall into. Unfortunately, it seems that the “easiest” way to raise money is to just launch some kind of a product sale: cookie dough, wrapping paper, candles, scratch cards, etc. However, there are many costs to product fundraising. First, you end up sending at least half your profits to some big, faceless company out of town, or out of state. Of all the money your families raised, you’ll be lucky to keep half. When parents find out about that, they usually aren’t too happy. Many of them just ask, “Why didn’t I just write a check and be done with it?”
Second, most fundraising items are things you don’t really need, don’t really want, and are way over-priced. I know that over-pricing things is a reality in fundraising, but asking people to overpay for something they wouldn’t buy anyway just adds to the frustration. If you’re going to overcharge on something, do it on tickets to a carnival or something where people will at least have fun. Remember the old song, “A spoonful of sugar helps the medicine go down…”
5. The fifth reason that some fundraisers have gotten a bad rap is that people feel pressure to participate and guilt when they don’t. Basically, I think people are good and want to lend a hand. We, as professional and volunteer fundraisers, have to realize that fact and find ways for everyone to help that fits their lifestyle and situation.
When someone doesn’t participate in a fundraiser, it’s usually not because they hate your organization. Therefore, you need to pinpoint the reasons why they didn’t take part and then find solutions to get them to participate. (That’s what an article like this is for.)
So, as a fundraiser, you have to start taking the longer view of things. When you plan a fundraiser, you have to just accept the fact that a certain percentage of your audience won’t be involved. That’s alright. Just make sure that you plan various kinds of fundraisers throughout the year that will appeal to everyone’s taste at one time or another.
Another solution that I have mentioned before is the opt-out option. If someone is really stuck and doesn’t want to get involved or can’t find the time to volunteer, make sure they know they can simply write a check to cover their obligation. That way, you have removed the pressure of time for them.
In the end, just remember that you will have to meet your clients where they are. It is up to you to eliminate as many of the obstacles to giving as you can. You just have to show them that even if they don’t want to or can’t be active this time around, that coming up in a few months, they’ll have the perfect opportunity. I just means that you’ll have to be better at planning ahead of time.
WANT TO INCREASE THE RESPONSE RATE TO YOUR DONATION REQUEST E-MAILS? WRITE A BETTER SUBJECT LINE.
Sept. 4, 2012
E-mail is the most cost-effective way for a charity or non-profit to reach a prospective donor. With the click of a button, your request can reach thousands of potential donors. But how can you ensure that your e-mail actually gets opened, and doesn’t end up in the trash folder?
State what you want.
It’s simple, yet very few fundraisers follow this rule. As a recipient of thousands of e-mailed donation requests, I can tell you that there are not enough hours in the day to sift through all of them. As a professional e-Marketer, I will point out that readers are lazy and highly fickle. How many times have you opened an e-mail from a stranger and been overwhelmed by a long, wordy saga that lists everything, but the purpose of the contact? Be honest, what do you most often do? Delete.
I will be the first to admit that I am a lazy reader. I want to grasp what you have to say in 1.5 seconds or less. If it takes longer to read through your magnum opus, I will yawn and shoot you that dreaded form letter we all have received from customer support centers. No, I’m not Cruella de Ville, I am a typical e-mail recipient who has the attention span of a gnat. So, now that you know the profile of a typical e-mail reader, it would be wise to create an e-mail campaign with a gnat in mind.
So how to create an effective e-mail campaign that guarantees a high response rate? Let’s start with the subject line. State what you want. It’s very simple, yet not very easy to write, for how do you state your purpose in five words or less? Be very direct. If you are hoping for a charitable donation, I suggest having those words, or “donation request” in the subject line. That way, if your recipient is not the actual decision maker, he or she can easily forward your e-mail to the appropriate party within that organization, and your e-mail won’t get lost.
Be careful of creating too much urgency in your subject lines. Today’s spam filters are highly sensitive little bastards and will send everything with: Urgent, Open Now, Time is Running Out and !!!Exclamation Points!!! where it belongs.
So here’s my advice:
- Increase response rates with shorter subject lines: studies show that subject lines shorter than 50 characters in length, lead to higher open and click-through rates.
- Always test different subject lines, to determine which are the most effective, prior to sending out your entire e-mail campaign.
- Make sure that your subject line includes a relevant message.
Now that we know how to write an effective subject line, let’s move on to the body of the e-mail. Remember that gnat we talked about? Well, I wasn’t kidding when I said that a typical e-mail reader will only devote 1.5 seconds to your offer, that is, if he or she actually opens your email. So how do you grab one’s attention in a split second? Write a shorter email. A very, very short email.
Basically, you should state
a) I want a donation
b) This is the name of my organization and
c) Where to send the money
End the letter with the appropriate Thank You and Sincerely, and then, the most important component of all:
d) I promise to never bother you again (otherwise known as the opt-out link).
If you are a direct mailer or a telemarketer, you are always prepared to show a prospect literature about your product or service. I know you don’t identify with a telemarketer, but when you are asking a stranger for his or her time and money, you are in a very delicate situation and yes, you must be prepared that a donor will want more information about your cause and organization.
In the e-mail situation, I suggest posting a live link to your organization’s charity drive page. That way, a prospective donor does not have to Google your organization and sift though thousands of results. Your link should take him directly to the page where he is likely to gather the relevant information. Please make sure that your link is live (that it is hyperlinked so that one click on the blue underline opens a new page to your charity). If a donor needs more information, he or she will respond with a request, but don’t inundate e-mail recipients with excessive attachments like donation forms, invitations etc. These will only get caught by that pesky spam filter.
And finally, the most important feature of any unsolicited e-mail is the opt-out or the unsubscribe link. Now, you might be thinking “I’m not a spammer or a marketer,” but think of that poor little gnat who doesn’t recognize the sender of your email. He was kind enough to open it despite the fact that he already received a hundred similar e-mails that day. He took a chance that it’s not a virus or a phishing scammer posing as a charity, and as soon as he opened your letter he received a request for money. Imagine that he is not even a potential donor, but someone who’s name you received from a list.
How do you ensure that you don’t get reported as a spammer? Whenever you send out an unsolicited e-mail, please, please, please end it with d) the opt-out or the unsubscribe link. Even if you are not a professional marketer or a database manager, you want to assure your recipient that he will not be receiving your requests every time your baseball team has a silent auction. If you don’t manage your e-mails using a software and don’t know how to scrub a database, then simply end the letter with a statement such as “If you prefer to not receive our emails, please reply with “REMOVE” in the subject line”. You then only have to make sure that you really do remove that recipient from your contact list and never to e-mail him again.
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