How to Plan a Fundraising Banquet
The Center on Philanthropy at Indiana University reports that the most common expenses facing nonprofit agencies rest in program costs and the amount spent to raise funds for the organization. Effective fund raising keeps administrative costs in check and solicits donations to collect the largest percentage of profits from the event. Donations of a venue, food and decorations of the fund-raising banquet also add more profit to the organization coffers. A fund-raising dinner offers a chance to make personal contact with donors and establish a one-on-one relationship that may lead to future donations.
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Things You'll Need
- Planning calendar
- Decorations
- Banquet venue
- Tickets
- Computer
- Internet access
- Press Releases
- Donations
- Volunteers
Instructions
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How to Plan a Fundraising Banquet
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Schedule a date for the event. Research other similar organizations to chart prime calendar dates that are still open for the banquet. Book the banquet location well in advance of the dinner. Many choice locations fill calendars early in the season. Discuss the date with the organization membership to explore any drawbacks and advantages to the schedule possibilities.
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Select a location and a theme for the event. Research available banquet facilities and select a location that matches with your target attendee population. The group membership may live on one side of the city so selection of a venue on the other side of the town may reduce attendance. Close attention to matching the venue with the theme also adds interest to potential attendees. A gym may be a perfect location for a barbecue buffet and sock hop but may not work well for a formal event.
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3
Arrange food for the banquet. Solicit food and drink donations for the event from local restaurants, commercial food vendors and retail supermarket outlets. This process takes delicacy in accepting donations that match the theme and the event to make a coordinated menu. If some donations don't match with the theme, such as popcorn for a formal banquet, don't alienate the donor, but use the donated food for a later event or for another fund-raising banquet planned for a different date.
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Solicit door prizes or raffle items for the banquet. Motivation for a fund-raising banquet may include raffle items or door prizes presented to guests in attendance. Silent auctions of donated items offer another chance at raising money during the actual banquet.
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Assign banquet duties for the volunteers at the fundraiser. Volunteer services mean additional profits but the group requires organization and management. Prior to the event, volunteers can sell tickets, speak at events to promote the banquet and assist in soliciting donations. During the event, volunteers work to serve the food and welcome guests. Promotion is a key to a successful event, so any volunteers should have experience in advocacy communication and working with local media venues.
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Tips & Warnings
If the banquet is an annual event, select a weekend, such as the third weekend in June, for the yearly banquet. This allows volunteers and guests to mentally reserve that date. It also stakes out the date from planning for other fund-raising banquets in your area.
References
- The Center on Philanthropy at Indiana University: National Center for Charitable Statistics: Fundraising and Administrative Costs
- Farmers & Hunters Feeding the Hungry: Fundraising Dinners & Banquets
- Washington University in St. Louis: Fund Raising - Plan of Action; 2005
- Children's Hospital Boston: Community Fundraising Event Planning Guide
- Photo Credit Banquet Table With Grass Centerpieces on Plates image by NorthEnder from Fotolia.com
