How to Plan a Dinner Fundraiser
A dinner fundraiser is a common way for a charitable organization to raise funds to support its mission. Often, dinner fundraisers are organized in conjunction with other events, such as a silent auction or dance, that provide added entertainment for the evening. Dinner fundraisers are typically successful because they provide guests with a social evening and networking opportunity in addition to giving to the charity.
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Instructions
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How to Plan a Dinner Fundraiser
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Determine if you will hold a buffet-style dinner or a sit-down meal. A buffet-style dinner will be slightly less expensive because the caterer won't have to provide waitstaff. However, you might want to hold a sit-down meal if it works better within your space constraints.
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Estimate your number of guests and choose a venue with a suitable capacity. Reserve a date for your dinner. Determine a suitable table arrangement that will allow space for guests to mingle comfortably. If you're organizing a buffet-style dinner, plan appropriate space for food tables, and allow space for guests to form lines.
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Meet with a caterer to decide on a menu. If your venue is a restaurant, you will be limited to the restaurant's menu, and some other venues have contracts with certain caterers. If your fundraiser includes a cocktail hour, order appetizers for guests to enjoy while mingling before dinner.
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Set a ticket price. Calculate a price per person based on the cost of reserving your venue plus the cost of food, divided by the number of guests. Add a markup for your organization's profits.
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Create invitations and other marketing materials to promote your fundraiser. If your organization sends out a newsletter, include a notice or advertisement about the event. Send invitations to donors who have given to your organization in the past. Place an ad in the local newspaper, and hang fliers in common public areas. Set a closing date after which you will no longer sell tickets. Print tickets, or create a master list of guests as individuals purchase tickets for admission.
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Determine your final number of guests after the closing date of your ticket sales. Contact your venue and caterer with any modifications to your original estimates, and plan additional seating or extra food if necessary.
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Plan activities to entertain your guests throughout the evening. Line up a band or disc jockey to donate their time as entertainment, organize a slide show or movie presentation to showcase your organization's accomplishments throughout the year or line up speakers to talk about areas of interest.
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Create programs outlining the evening's events for guests to take as they arrive. Create a simple document outlining the evening's events or a detailed booklet that includes the names of everyone who has donated, depending on your preferences and budget.
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Tips & Warnings
Many caterers will set up a venue with tablecloths and place settings. Coordinate with your caterer, and make arrangements to set up the venue yourself if this isn't a service the caterer provides.
