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?
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
[email protected]
412-995-5000 x526
The ACHIEVA Family of Organizations
The Arc of Beaver, The Arc of Greater Pittsburgh,
and The Arc of Westmoreland