iAbolish - Donate - Fundraising Guide: Logistics

Fundraising Guide: Logistics

Speaking event

Book a speaker through the American Anti-Slavery Group's Speaker's Bureau. One you've done this and wellin advance of the event, confirm the location, date, and time with the venue as well as with the invited speakers. Ensure that all speakers have transportation and are clear of the nature of the event and precisely on what you want them to speak.

Rent Audio Equipment

Depending on the size and location of your event, you may need to rent audio equipment for your speakers to be heard. For an outdoor event where there is no access to electricity, a battery powered PA system with a microphone and amplifier will work well. Good places to rent include party supply stores and music stores. When you call the store tell the representative as many details as possible about your event, such as how many people will be there and what type of power source you will have available. They will be able to tell you which equipment will work best. If you are associated with a school, look for campus groups or music groups to let you borrow a microphone and amplifier. Test out any equipment before the day of the event.

Candlelight vigil

Rent Audio Equipment

Depending on the size and location of your event, you will need to rent different equipment for your speakers to be heard. For an outdoor event where there is no access to electricity, a battery powered PA system with a microphone and amplifier will work well. Good places to rent include party supply stores and music stores. (In Boston , we rented such a system for $70 from Boston Party Rental at 617-265-6221.) When you call the store tell the representative as many details as possible about your event such as how many people will be there and if you have an electric outlet. They will be able to tell you which equipment will work best. If you are associated with a school, look for campus groups or music groups to let you borrow a microphone and amplifier. Test out any equipment before the day of the vigil, if possible.

Vigil Materials

Hand out flyers or informational pamphlets to vigil attendants. Create them and have them ready before the event. Make posters and or a banner which will draw people passing by the area to your event. You may also need to buy candles and matches. If it is windy you can use tea-lights instead of taper candles and put them in thick, clear plastic cups for the candles.

Athletic event

Once you decide upon the type of athletic event you will be hosting, the date, time, and location, you should begin to envision the event, delegate tasks, and make assignments. Determine who will take care of logistics, such as permits, event approval, and location confirmation; who will do PR and advertising; who will recruit people to participate in the event.

You will need to decide whether people will pay to register and participate in the event or collect pledges and donations from third-party sources. If participants are to register and pay ahead of time, think about the procedure for doing this. Will you have a sign-up and registration table in the community room, or campus center? Will people e-mail you ahead or time and pay the day of the event or register on the day of the event when they arrive? If pledges are to be collected, participants must have pledge sheets ahead of time and information about the American Anti-Slavery Group so that they can explain the cause for which they will be running, biking or bowling. You can make your own pledge forms or use the example we've provided as a template. Additionally, on this site we've included information about the American Anti-Slavery Group which can be printed and given out with the event information and pledge forms.

Depending on the type of event you choose you may need counters, officials, or timers. Community members, teachers, and parents are frequently willing and enthusiastic volunteers. Make sure you request the participation of these volunteers well ahead of time and contact them again the day before the event to remind them of their commitment and ensure they know the exact time and place.

Once the word begins to spread and there is interest in your event, be sure to stay in touch with those who are interested in participating. It may be useful to put together a spreadsheet of contacts and a group e-mail list. Once you have contacts and volunteers, stay in touch with them!

Finally, think about what materials you will need on the day of the event and begin making a list. This could include anything from a PA system, pencils and tables to food and American Anti-Slavery T-Shirts to sell at the event. Once you compile a list, begin to go through the list, to ensure that you have taken care of the details surrounding each item. Keep lists and records from the beginning and your event will be less stressful and much more rewarding.

Sale, auction, or raffle

First it will be important to secure a source of goods that you will sell, auction, or raffle. If you are hosting a bake sale then you can make all the goodies yourself, but you could also get together a group of friends and supporters and ask them each to contribute something to the sale. The same goes for a different type of sale where you sell handmade goods, services such as babysitting or yard-work, or donated goods. Regardless of what you intend to sell, confirm precisely what you will have and who will contribute what well in advance of the event.

If you are going to hold a raffle or auction, most likely your goods will come from donations from a variety of sources. Before soliciting donations from local businesses or community members, be sure to have nailed down precise details of the event, have a working knowledge of the American Anti-Slavery Group, and the purpose of your event so that you can relay this information to business owners and people who are potentially interested in contributing to the event.

At least 2 weeks before your event, approach local businesses, explain your event and its purpose and politely ask for their support by way of a contribution. Most likely you will receive gift certificates, coupons, free passes, or even something like a basket of goods, pottery, or a stuffed animal. What you receive will, of course, depend upon whom you approach.

As you prepare for the event, ensure that you have adequate space. For a simple sale, this may mean a table with room for the goods you are selling and information about modern-day slavery and the American Anti-Slavery Group. If you are holding an auction you will need several tables and a room or corridor as it is customary to display the items to be auctioned and put a separate bid-sheet with each item. Finally, if you are holding a raffle, then you will need to make or purchase tickets and sell them for at least a week or two before the event-day drawing.

Remember that effective advertising will be an important part of ensuring that your event is successful. For ideas and suggestions on how to advertise see the link dedicated to advertising on the fundraising guide start page.

Concert, dance, talent show, or other art event

Once the gallery owner decided to do both a concert and a speaking event, he realized he would need a venue, a speaker, and musicians, among other things. The venue was not difficult to choose. The Cape Cod Liberty Hall was a central location with a relatively small capacity. The intention was to start small and expand in the future, perhaps collaborating with the local community college for funding, man power, and space.

African musicians were chosen because of the coordinator's own interest, connections, and because they seemed to fit the spirit of the event. A speaker was reserved through AASG. The next, most daunting challenge was to raise enough money to cover the costs of the location, the musicians, and the speaker. This is another time to use what you have at your disposal. This gallery owner allocated a percentage of sales from his business, a portion of all art sales; he sold raffle tickets, solicited donations from his friends, co-workers, gallery visitors, and from church. He sold tickets, enlisted others to sell tickets, and sold refreshments at the event. You can use any of these methods or come up with your own. Regardless of the methods you choose, time will be a factor. Plan well in advance!

Since each concert, talent show, dance, or other art event will be different, it is not possible to provide step-by-step instructions that will suit every event. Hopefully, the example above has helped you start thinking about all the pieces involved in planning your event. Two more things to keep in mind are:

Co-sponsors and Volunteers

Co-sponsors can help defray the costs of the vigil and be a source of volunteers. Costs will likely include candles, audio equipment rental, and poster printing. You will also need volunteers to help put up posters, set up on the day of the event, and pass out materials to people who drop by the vigil. So look for groups and individuals who would be willing to help out. Political, cultural, and religious organizations are a good place to start. Go to one of their meetings, call them up or send them an email to get them excited and motivated to co-sponsor.

Rent Audio Equipment

Depending on the size and location of your event, you will need to rent different equipment for your speakers to be heard. For an outdoor event where there is no access to electricity, a battery powered PA system with a microphone and amplifier will work well. Good places to rent include party supply stores and music stores. When you call the store tell the representative as many details as possible about your event such as how many people will be there and if you have an electric outlet. They will be able to tell you which equipment will work best. If you are associated with a school, look for campus groups or music groups to let you borrow microphones, speakers, and amplifiers. Test out any equipment before the day of the event. If that is not possible make sure you arrive early enough to set up and test the system well in advance of the event start.

Canvassing campaign, spare change drive, or collection

Canvassing Campaign

A canvassing campaign may be inspired by a particular event such hearing an AASG speaker, attending a candlelight vigil, or an event in current affairs. If you choose to canvass, think about who is being canvassed and their understanding of the issue. As a general rule, going from door to door asking for money is not appropriate. Calling members of an already established community such as a faith community, close-knit neighborhood, or school is more appropriate, but should still be done with reference to a specific event and with clear emphasis on education. If you choose to organize a canvassing campaign, you will need volunteers who are willing to make phone calls or approach people. These volunteers should be knowledgeable about modern-day slavery issues and AASG and provided with information to give out and reference.

Spare Change Drive

A spare change drive is an easy way to raise money and awareness of slavery. Logistically, you will need only willing volunteers and depositories which could take the form of anything from small card-board boxes to 5-gallon water jugs. How easy it is to contribute, the duration of the drive, and how effectively advertising is done will be the three determinants of a spare change drive's success, so consider all three of these factors.

Collection

A collection can be taken at a speaking event, a concert, or any other event that already revolves around educating and raising money for anti-slavery work. Additionally, a collection can be taken at an event that does not directly pertain to modern-day slavery. An example of this is a weekly faith-group collection.

In either case, the reason for the collection and to whom the collection will be contributed should be made clear. Printing the recipient of the collection in an order of service or bulletin is advisable.

Of course, it is not possible to go through the details of each and every possible event, but hopefully the suggestions and examples given have been useful. If we can help you in any way, please do not hesitate to contact us by e-mail or by phone. Ultimately holding a fundraiser should be a rewarding experience for all involved! We want to help make sure that is the case.

« Planning your Event | Back to Fundraising Guide | Advertising Your Event »