Nonprofit organizations and the people who run them are changemakers who work hard to make the world a better place. We work along side them as guides, coaches and support to help deliver stunning events that meet and exceed goals.
Does the thought of doing all the work for a big event overwhelm you? Why not engage your most passionate supporters to help do some of the heaving lifting for you!
Pledge based events—a more traditional walk or any kind of ‘a-thon’ like bowling or jump roping or running laps—are fabulous ways to help bring others into the fundraising circle for your organization. Pledge based events allow you to directly connect to your constituents and supporters, and to take their enthusiasm for your organization and turn it into money. You can engage a large group to go out into the community and raise money on your behalf. One person can only do so much, but imagine mobilizing your own little fundraising army! And it’s amazing how those amounts, small and large, brought in by a broad base really add up. By signing up to be a participant in your event, people already know they will be raising money for you. No hard sell needed for them, and then they will go out and tell their personal story to engage even more people, spread the word about your good work, and raise much needed funds.
Pledge based events can be a great addition to your fundraising event roster. The sky’s the limit for what type of event you can have, and it can be a really great way to tailor something to exactly fit what your supporters most enjoy and are excited about.
If you’d like to learn more, join us at our next workshop:
December 9 (9AM-12PM) Pledge Based Events Raising Money with a Walk, Run, or Ride at Planned Parenthood, 3727 NE Martin Luther King, Jr. Blvd.
Pledge based events engage others to raise funds for your cause. We will: • Learn the tools needed to raise money with a pledge based event • Identify your prospects • Develop a communications plan • And begin planning your pledge based fundraiser Space is limited, so register today!
We're offering our ever-popular Auctions A-Z class again on October 30th. This class is a great way to cover all the bases of auction planning, network with other non-profit professionals, and get your specific questions answered by consultants Samantha Swaim and Kristin Steele, owners of Samantha Swaim Fundraising LLC.
And... if you're interested in our entire Auctions Series... receive 5 classes for 20% off. Don't miss this opportunity to train your staff and volunteers in auction planning.
Here are the details: October 30 (9AM-4PM) Auctions A – Z Review the Basics & Set Your Strategies at Planned Parenthood, 3727 NE Martin Luther King, Jr. Blvd. Register at www.samanthaswaim.com
Morning Session – Introduction to Auctions & Fundraising Events Are you a small non-profit looking to start your first fundraising event? Are you a staff member planning a fundraising event and looking for some tools for planning? This session will break down the basics and give you the 1-2-3 of planning your next fundraising event. Topics will include: · Recruiting and managing a volunteer planning committee · Basic needs and resources for your event · Basic budgeting – when to purchase and when to use donations · Tips for sponsorship solicitation · Ideas for auction procurement
Afternoon Session – Advanced Auction Strategies Are you looking for creative ways to raise more money? Do you wonder what trends are occurring in fundraising events? Are you looking for some specific insight about how you can increase your bottom line? This session will look at a couple of event case studies and identify strategies to implement in the planning of your next event that will reduce your workload and increase your profits. Topics will include: · Simplify your logistics to focus on your fundraising (room layout, sound quality, and guest experience) · Creating an event program that increases your fundraising · Get strategic about your auction (What sells? Should you do a silent/live auction? Compelling bidders) · The Appeal (Don’t let this money making opportunity slip through the cracks!)
We’re always looking for effective strategies to offer our clients to help them make the most of their resources. As fall blows in, we’re excited to offer a new service we like to call Auction Boot Camp.
Auction Boot Camp is a program we have developed that takes a look at your event at two crucial times: 6 months out then again 6 weeks out. We will lead strategy sessions with you and your event committee, enabling all of you to work together and draft a work plan that is specific to your event.
6 months out we will meet with you and your committee to: • Identify your audience • Set your theme • Develop your program • Create your budget • Write your sponsorship proposal • Map your sponsorship prospects • Develop your procurement plan • And create a working timeline and task list
And then as your event approaches and the details begin to fall into place, we will gather again as a group to re-evaluate the plan, identify missing pieces, and set forth a final work plan that will cover all of the prep and logistics before your event.
6 weeks out we will meet with you and your committee to: • Review your auction needs remaining • Determine final procurement needs • Set a strategy for final ticket sales • Put together a final task list of prep items • Identify day of event volunteer needs
Unlike the strategic planning process, this is a level of hands on engagement that will take two, eight-hour sessions and will require your committee to work together as a team to develop the plan. The resources are created by the group so that you can all work together from start to finish to create an event that reflects the personality of your organization. It’s a great way to work together in a structured environment and end up with all the plans you need to execute a great, successful event.
Today we had the opportunity to present a Greater Giving Webinar about planning for your auction. We took questions from our callers and in our limited one-hour time frame, we weren't able to get to all of your questions. So Samantha wants to tackle some of those unanswered questions and help you prepare for your auction.
If you have more questions... send them our way. We want to help to make your event a big success.
Q. What are some good ways to get better and more auction items?
A. Great question. We all invest lots of time and planning in our auctions and I like the fact that you're thinking strategically. First, let me remind you that "more" is not always "more." Be sure to avoid the garage sale look or the used & second-hand items.
Focus your time and attention on what your audience is going to like. An easy way to do this is to ask your committee... what would you want to bid on?
Once you have identified your targets now you have to begin procurement. Some fun tips for procurement...
Host a Procurement Party. Get a group of committee members armed with donor forms to walk up and down your boutique shopping districts to talk to shop and cafe owners about their passions and commitments to the cause. Hold a fun competition among committee members to see which team comes back with the most auction donations. Basket Sign Up Sheet. Create a list of fun themed baskets and pass it around to your board, your staff, and your volunteers to get folks to sign up to be responsible for each themed basket. We have a list in a previous blog post SILENT AUCTION BASKETS
Drop Off Days. Deadlines really motivate giving. If you are in a school environment, I find that drop off days are a great way to get parents to collect their donations and get them turned in.
Wine Party. Wine is always a big hit. If you have committee members with birthdays, holiday celebrations, or other festive occasions, encourage them to ask their guests to bring a bottle of wine as a donation to your auction during their next friends and family gathering.
Q. What are the trends for auctions these days?
A. Hopefully every auction is doing something unique and out of the box. But there are some sure fire items that always do well. Hot Items: Useable items such as hand-crafted jewelry, hand bags, or wearables. Entertainment such as dining gift certificates, theatre tickets, or concerts. Local travel such as a cabin on a lake or in the woods. Alcohol: Wine, Wine, Wine Audience Specific Items: If you are at a school, student art is a hot commodity. But don't just auction off student art by individuals. Engage groups of students to participate in an art project together so that you have parents bidding against each other on the same piece of work. Danger Danger: Avoid too many items. If your audience can each walk out of the event with their item of choice at the minimum bid then you've lost the opportunity for competitive bidding. I recommend keeping your silent auction more selective and do not exceed more than 1 item for every 4 bidders. Collector Items or Subjective Items: Art, fine jewelry, and antiques are best kept in specialty auctions. If you have cultivated an audience of art collectors then art is your auction is great. If you don't have an audience filled with art collectors then that expensive piece of art is not going to bring you much in the way of funding.
Q. Do you have some ideas for keeping your auction event fresh?
A. YES. I encourage everyone to think out of the box and start doing things different. Some ideas for you to think about. Engage Your Client Base: Hold a theme contest and get people to throw their idea into the pool. Ask your supporters to nominate your honorees. Challenge your guests to a table host or ticket sales challenge. Increase donations with an auction basket contest with prizes for creativity.
Themes: Use creative themes to involve your guests with costumes, to set your decor, or event to design your program. Some fun ideas and execution that I've seen recently have been: Mardi Gras - with a parade and mask contest Supper Club - to showcase student performers Dancing With the Stars - challenged big donors to show off their skills Kids Playground - engaging donors in being a big kid
Looking for more...
If you have more questions. Send them our way by adding to the comments. We'd love to help you while helping others. Join the dialogue.
Looking for some training? Join us for our Portland workshop on September 17th called THE ART OF THE SPECIAL APPEAL. Learn how to raise more money at your event with a really well executed special appeal. REGISTRATION is now open for this and all of our auction training workshops. MORE INFO
When our Webinar is available online we will be sure to post it here for you. But if you need some hands on support, ask us about Auction Boot Camp!
Next Webinar with Greater Giving - 30day Countdown - How to plan the final details of your event. October 6th. www.greatergiving.com
We often get asked about raising funds through raffles, bingo, and Monte Carlo events. They are all fantastic ways to raise money for your organization. What is often less known, is how to effectively partner with the Oregon Department of Justice in order to ensure that your gaming fundraiser is done legally and in compliance with any license requirements and tax considerations.
The DOJ is a fantastic partner for non-profits as they navigate these details, and are offering a FREE faming fundraising training. If you’re thinking about any of these activities, this is a great way to get all the information you need to be successful.
They will cover: • Is it a regulated gaming event? • Who qualifies to hold a gaming fundraising event? • How do we put on an event and be sure we’re in compliance with gambling laws? • Is a license necessary? • How do I apply for a license? • Ticket disclosures, prize limits and other legal stuff • How to prepare the required records and reports • Tax considerations • I need help, who do I call?
Oregon State Office Building 800 NE Oregon Ave., Room 1-D Portland, OR
As the fall fundraising season starts to heat up, we’re here to help you get the most out of the fundraising opportunities at your event!
The special appeal is your biggest opportunity to raise funds the day of your event. Do you have a strategy in place for how to execute your special appeal? Join us for our September workshop, The Art of the Special Appeal.
In this session you will learn to: • effectively tell your story to engage donors • place your appeal at the best point in your program to maximize donations • leverage challenge gifts or grants • identify giving levels • prep your speakers • set your starting levels • work with your emcee and auctioneer to ensure a fantastic appeal
September 17 (2-5PM) The Art of the Special Appeal Getting the Most Out of the Room at Planned Parenthood, 3727 NE Martin Luther King, Jr. Blvd.
Workshop recommendation: "Fantastic. A great sharing of ideas, and how one can change a few items here and there and produce better results with a more organized approach." — June Workshop Attendee
Thank you to our sponsor, Planned Parenthood Advocates of Oregon
September 17 (2-5PM) The Art of the Special Appeal Getting the Most Out of the Room at Planned Parenthood, 3727 NE Martin Luther King, Jr. Blvd.
October 30 (9AM-4PM) Auctions A – Z Review the Basics & Set Your Strategies at Planned Parenthood, 3727 NE Martin Luther King, Jr. Blvd.
December 9 (9AM-12PM) Pledge Based Events Raising Money with a Walk, Run, or Ride at Planned Parenthood, 3727 NE Martin Luther King, Jr. Blvd.
January 19, 2011 (9AM-12PM) Marketing Your Event Increase Visibility & Sell More Tickets at Planned Parenthood, 3727 NE Martin Luther King, Jr. Blvd.
February 9, 2011 (12–3PM) Sponsorship Building Your Relationships in the Community at Planned Parenthood, 3727 NE Martin Luther King, Jr. Blvd.
March 10, 2011 (1–4PM) Planning for Your Big Day The Logistics of a Good Event at Planned Parenthood, 3727 NE Martin Luther King, Jr. Blvd.
April 7, 2011 (1–4PM) Telling Your Story Engaging People With Your Work at Planned Parenthood, 3727 NE Martin Luther King, Jr. Blvd.
May 11, 2011 (9AM–12PM) Breakfast & Lunch Fundraising Events Raising Money in a 1-Hour Format at Planned Parenthood, 3727 NE Martin Luther King, Jr. Blvd.
June 25, 2011 (9AM–4PM) Auctions A – Z Review the Basics & Set Your Strategies at Planned Parenthood, 3727 NE Martin Luther King, Jr. Blvd.
For more information and to register for workshops: REGISTER HERE
Thank you to our sponsor Planned Parenthood Advocates of Oregon
ISES Portland announces “Art of the Party,” the first annual Tabletop Competition
The Portland Chapter of the International Special Event Society is rolling out its first ever Tabletop Decorating Contest, to be held on Tuesday Evening, September 28th, 2010. The event, dubbed “Art of the Party,” will be hosted at the Embassy Suites Multnomah Hotel in downtown Portland.
“We’ve been working on putting together another signature annual event for ISES Portland,” says Dwayne Thomas (of Greenlight Creative), the ISES Portland’s Vice President of Programs and Events. “We had actually been holding back on this concept for awhile, waiting for the right opportunity to arise. When the chance to bring Pauline and Dan to Portland this September came up, we knew it would be the perfect time to jump in.” The event will be held from 5:30-8:30pm on Tuesday, September 28th in the Queen Marie Ballroom of the Embassy Suites Hotel, 319 SW Pine Street, Portland.
The Tabletop Competition is open to all area event providers and designers–florists, caterers, rental companies–all may enter as well. The entrance fee is $50.00 for members and $80.00 for non-members, and includes one admission to the evening’s education, and networking event. Entrants will have the opportunity to show their tabletop design skills and creativity not only to many other local industry professionals, but to two of the best-known tabletop decorators in the country. “Feedback is so valuable to us as designers,” says Maria Corvallis (of Peter Corvallis Productions), President of ISES Portland. “It’s great that we’ll have a chance to show our work to experts from another part of the country as well.”
Three prizes will be awarded: Best Use of Theme, Best Use of Alternative Materials, and People’s Choice. Each winner will receive a framed certificate, an autographed copy of Pauline Parry’s book “Food Fun Love, Party Styles,” and a $50.00 gift card from Stanford’s Restaurant. In addition, winners will receive recognition on all ISES electronic promotional materials (newsletter, website, social media, and blog). A 60” round table will be provided for each entry. Entrants may register for the competition by emailing alesia@alesiazorn.com. Tabletops are limited, and contest entries on a first-come first-served basis.
Interested attendees who do not wish to enter the competition may still attend this event as always. Tickets for the event only are $25.00 for members and $40.00 for non-members, and are available at Tickets Oregon or www.isesportland.com. Heavy appetizers will be served.
ISES Portland, which boasts a membership of greater Portland, Northwest Oregon, and Southwest Washington event planners and vendors, also hosts such annual events as “Pimp My Warehouse,” “Summer Soiree,” “The Early Show with ISES,” and “Field Trip with ISES;” all popular with their audience of ISES members and other industry notables. ISES Portland meets 10 times throughout the August-through-June season each year, featuring professional networking, lunch or dinner from the area’s foremost caterers, and education on topics ranging from event design and production techniques, to business and marketing strategies, to sustainable event solutions.
ISES International consists of over 7200 of the event industry’s most elite professionals, spread across 49 chapters in the US, Canada, United Kingdom, and Australia. The Mission of ISES is “to educate, advance and promote the special events industry and its network of professionals along with related industries.” ISES’ slogan is “Dedicated and Educated to Deliver Creative Excellence and Professionalism in Special Events.”
For more information, contact Dwayne Thomas, VP of Programs and Education at dt@greenlight-creative.com or Samantha Swaim, VP of Communications at sam@samanthaswaim.com.
The fall fundraising sprint is just around the corner. While this can be hard to think about in the midst of August when beaches and lapping waves are more appealing, time flies. And, if you’re doing your event this fall the same old way as you’ve always done it… then you’re going to do it wrong.
Everything changes and evolves, so why shouldn’t your biggest fundraiser of the year follow suit?
One of the biggest elements you can use to engage people in your organization and its work is video. As we so often tell clients, when the lights go off and the TV turns on, people get quiet and pay attention. What could be a better moment for you to tell your story? And if it works that well for your fundraiser, why not use it as a regular medium to reach your audiences and give them the sense of being on the inside track of your organization.
In Fundraising Success, Nancy Schwartz makes a great list of arguments for video:
“1. Video production now can be done by anyone with a video camera and Internet access. Brief, on-the-fly videos provide authenticity, the sense of ‘being there’ and compelling visuals via a short production cycle.
2. There’s an expectation, especially among those 30 and under, that video be an element of every communications mix.
3. Quality video contributes immediacy and excitement to your communications mix and strengthens overall impact. Well-crafted videos can emotionally engage your audience in a way that reading can’t.”
We’re in a time and place where technology is fast, cheap, and easy. But most importantly, it helps us meet people through the tools they use and expect. Your video can be as creative as you want. But don’t let lack of resource or time stop you, a great video can simply be a photo montage with music. It brings people along with you in a fast, simple way. It conveys who you are and what you do in a few short minutes, and that can be hard to do in words alone.
If you're looking for a great video team who really understands the art of telling your story we have a few suggestions... Allied Video Two Penguins Productions
Check out some great appeal videos & organizational videos on our You Tube Page
The Request for Bid is out for the annual April ISES event called Pimp My Warehouse. Event planners from all around the city join together to convert a warehouse space into a fun and beautiful event venue. Then we allow one lucky non-profit to come into the space and host their annual fundraising event. You get a high end luxury event for a small donation to the ISES education fund.
Wanna learn more... the RFB is due by September 15th!
Request for Bid – ISES Portland’s “Pimp My Charity” Program
The International Special Events Society (ISES) Portland Chapter is pleased to offer this unique opportunity to a select few non-profit organizations. In late April, 2011, we are offering a completely turnkey, all-inclusive event production package for your use, in order to host your own fundraising event….but for a fraction of the normal cost. Especially in these uncertain financial times, this could catapult your fundraising dinner and/or auction to the next level of profitability, while giving your donors a unique and memorable experience that your organization might not otherwise have been able to afford.
ABOUT THE PMC PROGRAM For the past two years, ISES Portland hosted a unique new educational event called “Pimp My Warehouse,” the strategy of which was to show our audience some of the techniques used in event design and production that can completely transform a bare space into a magical and elegant event. Many different sponsor/vendors worked as a team to create an absolutely breathtaking environment each year in which our audience enjoyed a delicious food, musical entertainment, and a brief presentation; all within an amazing, mulit-tiered “night club” scene. To say the least, our audiences have been “wowed” by the experience!
This meeting was so successful, in fact, that ISES Portland decided to extend the production for an additional day in 2010 in order to offer it to a charity to use as their event space, at a deep discount.
It was a complete success for Portland Women’s Crisis Line, the lucky winner of 2010’s bidding for this event! In fact, everyone was a winner: ISES was able to raise funds for its educational programs, the sponsors receive a small stipend for their services to help offset some of the costs of providing them, and of course, our benefactor, PWCL, was the recipient of an elegant dinner and auction setting at a very attractive price.
For April 2011, ISES is once again offering this unique package via a “highest bidder” silent auction process, which we will explain below. The winning bidder’s organization will receive the use of the venue, all decorations and furnishings, lighting, sound, video, rental properties such as tables, chairs, and linens, and staging. We’ll even throw in the entertainment! Curious about what the past two Request for Bid – ISES Portland’s “Pimp My Charity” Program
WHAT YOU MUST PROVIDE • Food and Beverages are NOT included in this offering. However, ISES will be happy to offer the same (as yet undetermined) professional event catering service that will be used for our prior “Pimp My Warehouse” event at a 15% discount. The use of the ISES caterer is completely at your option and will be negotiated entirely outside of your agreement to procure the event services called out in this RFB. Should you decide to utilize the ISES caterer, you would have complete control over your own menu, but the caterer would be able to pass a small savings along to you of having already set up their service areas at the venue for the prior ISES event. Should you decide to utilize the ISES caterer, you will negotiate a contract with that caterer without the involvement or liability of ISES whatsoever. • Serviceware (plates, silverware, glassware, buffet service dishes, barware) for more than 175 guests, or specialty service items (martini glasses, chargers, etc) are NOT included in this offering. You will need to provide these either through your chosen caterer or a third party at your own expense. • Food and beverage service laborers (servers, bartenders, bussers, kitchen prep personnel) and gratuities for same are NOT included in this offering. You will need to provide these through your chosen caterer or a third party at your own expense. • Any kitchen preparation equipment that is not provided by your caterer as part of their quoted price. • We will assist you in the arrangement and application for a fire permit, but the expense for said will be your responsibility. • Post event cleanup: ISES will provide removal and clean up for all items associated with the provided event production elements listed above. You and/or your caterer will be responsible for all cleanup and removal associated with food and beverage provision. You will be responsible for all cleanup and removal of any items your organization brings into the facility (such as banners, silent auction signage, etc). You will additionally be responsible for all garbage and recycling refuse removal following your event. • You will be required to provide a clean-up team (volunteer or otherwise) following your event for the above items as well as to sweep the floors. Additionally, you will be required to provide a representative on the morning following the event to ensure that all required clean up has occurred. • ISES is only providing basic table-and-chair set up for your registration and/or auction pay area. You must provide your own computers, printers, cash registers, or credit card acceptance devices. • You are allowed to bring your own signage or banners, but you will be required to place or hang them. ISES will provide coordination no later than (7) days prior to the event to determine how and where to present your signs and banners in a place and manner best suited to the event’s design and your event’s success. • If you are presenting any PowerPoint or other computer-hosted display on the ISES provided video screen, you will need to provide your own laptop and presentation design services. • You will be required to provide your own liability insurance for this event, holding harmless ISES and its vendor/sponsors, and naming same as additional insured in the event of damage.
Initial here_____
WHAT YOU MUST PROVIDE (continued)
• You will be asked to provide an appropriate amount of promotion to ISES Portland and all ISES Pimp My Charity sponsor/vendors at no cost to ISES or the vendors themselves. Promotions could include, but are not limited to: -Logo placement on your signage or banners -Logo placement in your pre-event promotional communications -Logo placement on your event’s website with hot links to vendor websites -Live mention by your MC during your event -Inclusion of sponsor names and contact information in all PR and other press materials COMPENSATION TERMS and HOW TO BID:
• You may submit a bid at any time before September 15, 2010, to the ISES Portland Chapter President. Enter your name, organization, contact info, and bid amount in the space provided below. • Initial each page of this RFB and return all pages in the same submission. • Please mail, email, or fax this RFB as indicated below. • The high bidder will be awarded all of the benefits outlined in this RFB. • The high bidder will be notified no later than October 15, 2010. • The high bidder will be required to make a 50% deposit payment of the accepted bid amount no later than November 1, 2010. • The high bidder will be required to pay all balances due no later than May 1, 2011. • There is a minimum bid requirement of $5,000.00 on this offering. All bids must be at least this amount. • By presenting a bid for the consideration of ISES Portland, you hereby agree to all terms outlined in this RFB.
Please submit bid to Maria Corvallis, ISES Portland Chapter President, at maria@petercorvallis.com, or mail to 2204 N. Clark Ave, Portland Oregon 97227, or via fax to 503-222-1047.
ABOUT FUNDING DISTRIBUTION All funds paid by the winning bidder will be distributed as follows: • ISES Portland Educational Scholarship and Programming: 50% after expenses • Major sponsor stipends: 50% split pro-rata. • ISES Portland expenses: approximately $1,500.00.
We often get asked to consult on the wide world of sponsorship.
Sponsorships help generate long-term health and possibility for non-profit organizations. And at its core, sponsorship is about relationships.
People talking to people, which generates people giving to people.
Stories of the work we do and who we help are the hooks that generate the emotional connections that turn into financial support. But how we continue to address these relationships with donors, cultivating them over time, is the most important work we can do.
Donors want to be more involved than just signing a check and receiving a form letter in return.
In the great magazine, Fundraising Success, Katya Andresen touches on this point when making a list of changes to make for online fundraising. However, her point reaches much farther than just online:
“Rethink and restructure your donor relationships. The biggest thing that needs to change this year is how we think about our donors. We are in the midst of an enormous generational shift that has major implications for our work. The greatest generation of older, civic-minded Americans who write checks out of a sense of duty and expect little more than a tax receipt in return is passing the torch to a far more demanding series of successors.
Boomers expect a sense of impact, and younger donors expect engagement and involvement. They are anything but passive. Think of it this way: Just as in marketing we have left the broadcast era where consumers passively take in promotional messages, we have left the low-expectation donor era.
That means it’s not enough to declare a need and send a thank-you. Today’s supporters increasingly expect engagement that makes them feel seen, heard and involved. They are not walking wallets or ATM machines. They are partners who expect relationships with the organizations they support. They want to be talked to as individuals, thanked and updated.
This is especially true online. With most of what we do online—Facebook, Foursquare, gaming, etc.—being highly personal and extremely interactive, we have to provide a more intimate and involved experience for our supporters with our technological tools. Otherwise, we will alienate nearly everyone.”
Have regular, engaging contact with donors—using the tools they do—and everyone can feel the benefit.
Auctions are just one of the ways to raise money at your event, join us Friday June 25th for a how-to on how to incorporate several money-making ventures into your evening successfully: June 25th 1pm–4pm - $35 Auctions, Raffles & Gaming / Rules, Tips & Strategies
Take a closer look at your fundraising during the event. Evaluate your current fundraising strategies and get new ideas to increase your revenue. • Silent Auctions: what sells, how to procure, what to avoid • Live Auctions: get more money for your effort • Raffles: rules, fun, what to avoid, how to raise more with your next raffle • Theme: How can you theme add to your ability to raise more money • Gaming: casinos and poker tournaments • Avoid the nickel and dime game… how to be sure your guests feel the love and don’t feel beat up with your fundraising efforts.
Team Casino will be joining us to discuss gaming and casino laws.
If you are planning to attend this workshop we would love to hear from you about some of your concerns, questions, needs… feel free to ask questions on this blog so we can answer them online and get more ideas out to folks.
Fundraising Event Training Series June 21 – 25 @ Q Center 4115 N Mississippi Ave
If you would like more information on event planning and fundraising, sign up for the entire series for $175, or participate on individual class days.
The relationships you build with sponsors will long outlive your event if done well, join us Tuesday June 22nd for a discussion about how to get ‘em and how to keep ‘em: June 22nd 1pm–4pm —$35
Sponsors are the key to any non-profits success. Do you struggle with how to reach new sponsors and to grow the relationship? We will discuss how to engage your sponsors and invest the resources to develop lasting partnerships. • Learn how to value your event and sponsorship offerings • Designing a sponsorship proposal that speaks to your sponsors • Prospecting / mapping potential sponsors • Identify benefits to offer sponsors • Learning to be a good partner • Managing sponsor relations
We will look at practical tools and resources to make your sponsorship efforts more effective . If you have specific questions you would like us to answer please feel free to comment to this blog so we can share the resources with others.
Fundraising Event Training Series June 21 – 25 @ Q Center 4115 N Mississippi Ave Register at: www.samanthaswaim.com
Sign up for the entire series for $175, or participate on individual class days. For More information on this class and the entire series please go to:
The program of your event can be one of the most important—and overlooked—pieces of the evening. Join us Thursday for a great afternoon discussion about how to tell your organization’s story in a way that will reach all levels of your audience:
June 24th 1pm–4pm The Program—$35 How do you tell your story to get people invested?
So you have all the tickets sold and you’ve planned for a great event… now how do you design your program to engage your audience and motivate fundraising?
• Teach people about your organization without being boring • Emotionally connect to your donors • Celebrate the work of the organization • Avoid the “kitchen sink syndrome” • Get the right people on stage • Capture their attention • Watch the time
How are you telling your stories? Are you using video, do you use personal testimonial? What have you found most effective?
Fundraising Event Training Series June 21 – 25 @ Q Center 4115 N Mississippi Ave
Sign up for the entire series for $175, or participate on individual class days.
Event budgets can make anyone’s head swim, join us on Wednesday June 23rd to get ideas about where to cut and where to spend:
June 23rd 1pm–4pm—$35 Cutting Costs and Increasing Profit Working with Consultants, Vendors, Venues
How much should we spend when we are trying to raise money? This workshop will take a look at those important areas where support can increase your fundraising and will navigate all of those questions about income vs. expenses. • Identifying your potential for revenue • Resources to save you money and cut costs • Important areas & tools to invest in • How to navigate benefits vs. costs with venues • Who are the vendors working with non-profit benefit auctions? • How do we work with a consultant?
Do you have a budget nightmare to share? Give us your thoughts and input about budget questions. We would love to answer them here.
Looking for more about event planning… Sign up for the entire series for $175, or participate on individual class days.
Planning is ramping up for a busy fall fundraising season and we want to see your event be as successful as it can be. Are you including all of the important elements to be sure your fundraising event is a success or are you doing the same thing you have always done?
The face of fundraising is changing and your event needs to change with it. Are you having fun? Are you engaging your volunteers in meaningful ways? Are you assuring a quality guest experience? Are folks leaving more committed to your organization?
Attend our upcoming workshop to rethink your next fundraising event and gear up for an exciting season of event planning.
Our goal is to give you tools to reduce your workload and increase your fundraising.
You’re looking to improve your auction, create a new auction, or increase your fundraising and reduce your workload. This is the class for you. An all day session that will be broken into two parts. The morning session will be an introduction to auctions. The afternoon session will look at your strategy.
For those interested in an auction planning overview, day one of our training will give you auctions from A to Z. For those who have previously attended our trainings or would like a more in-depth look at specific components to your fundraising event we have four additional classes that are focused on sponsorship, budgets, program, and day of event fundraising.
Join us for a full day on Monday July 21st to cover auctions from top to bottom: June 21st 9am–4pm—$65 Auctions from Idea to Event Day
We have created a two-part workshop that is perfect for development directors, development coordinators, and volunteer committee chairs. The morning session will focus on the steps of getting an auction started. The afternoon session will take a more advanced look at your strategies and fundraising. Each session will look at case studies and examples of “dos” and “don’ts” of planning.
Morning Session (9am–12pm) Introduction to Auctions & Fundraising Events Are you a small non-profit looking to start your first fundraising event? Are you a staff member planning a fundraising event and looking for some tools for planning? This session will break down the basics and give you the 1-2-3 of planning your next fundraising event. Topics will include: • Recruiting and managing a volunteer planning committee • Basic needs and resources for your event • Basic budgeting – when to purchase and when to use donations • Ideas for auction procurement
Afternoon Session (1-4pm) Advanced Auction Strategies Are you looking for creative ways to raise more money? Do you wonder what trends are occurring in fundraising events? Are you looking for some specific insight about how you can increase your bottom line? This session will look at a couple of event case studies and identify strategies to implement in the planning of your next event that will reduce your workload and increase your profits. Topics will include: • Simplify your logistics to focus on your fundraising • Creating an event program that increases your fundraising • Get strategic about your auction • The Appeal
Fundraising Event Training Series June 21 – 25 @ Q Center 4115 N Mississippi Ave Register at: www.samanthaswaim.com
Sign up for the entire series for $175, or participate on individual class days.
A year ago, Oregon Ballet Theatre reached out to the Portland community and asked for support to fill a $750,000 funding shortfall. The response came with a community outpouring at the 2009 Dance United. Dancers from around the world came to celebrate OBT and community members gave generously to support one of Portland's great art institution.
Now a year later, OBT has moved into the black and looks at closing their season ahead. We were very excited to be a part of the celebration. Dance United 2010 brought together dance troops from around the globe and Portland Dance Patrons.
A performance was had in celebration with VIP pre and post parties with the dancers. The result was tremendous. Not only did OBT get to show their appreciation but the community responded by giving again and helping to fill the final gap. OBT celebrated the close of their 2009/2010 season with a bang and is now off to tour internationally in Korea.
Don't miss what's in store for their 2011 season.
Huge thanks to the team at OBT for making this such a fun event to work on. Congratulations to the volunteers who worked so hard to add all the special touches. VIP guests received deluxe goodie bags with spa treatments from Dragontree Spa, chocolates from Couronne Chocolate, and autographed toe shoes from OBT dancers. Steve Talbot took the lead in a small live auction and beautiful special appeal bringing in the needed support to close the final gap.
Special thanks to New Deal Vodka and Organic National Distillery for special liquor tasting during the pre-reception, to Rex Hill and Widmer for providing the beer at wine for guests and to all of the volunteers that worked hard that night, making it a great event.
Are you planning a fundraising event for your organization? This series will give you the tools and resources you need to be sure you are prepared for the challenge ahead. If you are new to the world of fundraising events, we will give you the basic tools for planning. If you are experienced, we will give you a fresh perspective with new ideas to raise more money.
For those interested in an auction planning overview, day one of our training will give you auction from A to Z. For those who have previously attended our trainings or would like a more in-depth look at specific components to your fundraising event we have four additional classes that are focused on sponsorship, budgets, program, and day of event fundraising.
Fundraising Event Training Series June 21 – 25 Q Center 4115 N Mississippi Ave Register at: www.samanthaswaim.com
Sign up for the entire series for $175, or participate on individual class days.
June 21st 9am–4pm Auction Planning A to Z—$65 Examine Auctions from Intro to Advanced
We have created a two-part workshop that is perfect for development directors, development coordinators, and volunteer committee chairs.
The morning session will focus on the steps of getting an auction started. The afternoon session will take a more advanced look at your strategies and fundraising. Each session will look at case studies and examples of “dos” and “don’ts” of planning.
Morning Session (9am–12pm) Introduction to Auctions & Fundraising Events Are you a small non-profit looking to start your first fundraising event? Are you a staff member planning a fundraising event and looking for some tools for planning? This session will break down the basics and give you the 1-2-3 of planning your next fundraising event.
Topics will include: · Recruiting and managing a volunteer planning committee · Basic needs and resources for your event · Basic budgeting – when to purchase and when to use donations · Ideas for auction procurement
Afternoon Session (1pm–4pm) Advanced Auction Strategies Are you looking for creative ways to raise more money? Do you wonder what trends are occurring in fundraising events? Are you looking for some specific insight about how you can increase your bottom line? This session will look at a couple of event case studies and identify strategies to implement in the planning of your next event that will reduce your workload and increase your profits. Topics will include: • Simplify your logistics to focus on your fundraising • Creating an event program that increases your fundraising • Get strategic about your auction • The Appeal
June 22nd 1pm–4pm Sponsorship Solicitation—$35 Creating Lasting Partnerships
Sponsors are the key to any non-profits success. Do you struggle with how to reach new sponsors and to grow the relationship? We will discuss how to engage your sponsors and invest the resources to develop lasting partnerships. • Designing a sponsorship proposal • Prospecting / mapping potential sponsors • Identify benefits to offer sponsors • Learning to be a good partner • Managing sponsor relations
June 23rd 1pm–4pm Event Budgeting—$35 Cutting Costs and Increasing Profit Working with Consultants, Vendors, Venues
How much should we spend when we are trying to raise money? This workshop will take a look at those important areas where support can increase your fundraising and will navigate all of those questions about income vs. expenses.
• Identifying your potential for revenue • Resources to save you money and cut costs • Important areas & tools to invest in • How to navigate benefits vs. costs with venues • Who are the vendors working with non-profit benefit auctions? • How do we work with a consultant?
June 24th 1pm–4pm The Program—$35 How do you tell your story to get people invested?
So you have all the tickets sold and you’ve planned for a great event… now how do you design your program to engage your audience and motivate fundraising?
• Teach people about your organization without being boring • Emotionally connect to your donors • Celebrate the work of the organization • Avoid the “kitchen sink syndrome” • Get the right people on stage • Capture their attention • Watch the time
June 25th 1pm–4pm Raising Money at Your Event—$35 Auctions, Raffles & Gaming / Rules, Tips & Strategies
Take a closer look at your fundraising during the event. Evaluate your current fundraising strategies and get new ideas to increase your revenue.
• Silent Auctions: what sells, how to procure, what to avoid • Live Auctions: get more money for your effort • Raffles: rules, fun, what to avoid • Gaming: casinos and poker tournaments
I often get asked by organizations that are in transition... how do we better incorporate a partnership between our staff and volunteers so that we have a really strong team planning our event.
My first response always is... you can't do it without your volunteers. For every new person on the team you open the door to a new social network for possible sponsorship, ticket sales, and auction donations.
But it is important to communicate clearly with your volunteer committee about goals, fundraising needs, and key strategic elements.
In turn they can relieve staff workload and recruit a support team to grow the event.
Step 1 – Identify tasks that are staff driven and those that are volunteer supported.
Step 2 – Identify key players that can support the various roles and begin recruitment.
Staff Recruit Committee Leadership Manage Budget Major Donor Outreach Speakers / Program Elements Data Management Sponsorship Solicitation Relationship Management Vendor Contracts
Step 2 – Volunteer Leadership Recruitment
The wider you expand your network, the easier fundraising will become. For every new volunteer you have on board, you have new contacts, resources, ideas, and skills. Look to increase your volunteer support and expand as much as you can. Start first with those key contacts who: Volunteer with the organization in other capacities Are long-time supporters Have been trying to get involved but haven’t volunteered yet Have offered some leadership support Board Members (I often recommend 1 board member on a committee)
Cultivate a Core Leadership Team Start by generating a list of potential committee members Set a committee launch / kick-off meeting Call each potential committee-member and ask for their participation Ask your core leadership team to recruit additional committee members
Set expectations for your committee: Identify job descriptions and meeting schedules in advance so your volunteers feel like they understand the commitment.
Chair: (1) Leadership position — Someone who is good with communication, someone who can recruit another committee member or two, someone who is willing to take the lead on meeting minutes, remind folks of meeting times, and keep volunteers looped in. In addition, they’ll lead oversight and tracking of sponsorship outreach and ticket sale outreach. Their main role will be to facilitate committee communications. This is a perfect role for someone who likes to stay connected and has an engaging personality.
Auction Sub-Chair: (1) Leadership position — Someone who is connected to small businesses, who may be able to recruit some committee members, and who might have time to sit at the computer to reach out and do procurement online via email. This should be someone who is outgoing, creative, and can be a committee cheerleader.
Event Committee Members: Project position — Willing to assist in procurement of auction and raffle prizes. Someone who can do some outreach via email and can connect to their circle of influence to sell tickets and solicit donors for various event elements.
Marketing Coordinator: (1) Leadership position — Someone with some marketing experience that would like to take the lead with traditional marketing. This should be someone who can reach out to media to get on event calendars, to promote profiles and personal stories that newspapers may be interested in highlighting, to take the lead on social networking, invitation mailings, and general outreach.
Volunteer Coordinator: (1) Leadership Position — Someone with a large social network that can coordinate a crew to help with the day of the event. Someone with good communication skills who can clearly layout all of the details for the volunteers in advance, and will stay in regular communication with them so that they are prepared when they arrive the day of the event.
Recommended Committee Structure Leadership & Steering Committee – should be your connectors Sub Committees – should be your doers
Last week we hosted an Auction Planning Class at The Melody Ballroom. Thirty people from 18 different organizations around Oregon and Washington gathered to dive into an all-day class about the ins and outs of auction planning. There were fantastic questions asked and conversations about what has worked and not worked at events, creating an open space for people to talk and network. A lot of discussion was had about how to craft the special appeal for ultimate impact at a fundraising event as well as how to work with sponsors in challenging economic times so that both the sponsor and the organization win. We closed the day with drinks and snacks so that people could continue to share ideas and ask questions one-on-one. Keep your eyes out for future class offerings!
Photos by Andie Petkus
Special thanks to our partners: BRAVO! Events The Melody Ballroom Andie Petkus Photography Witham & Dickey Smart Tech AV Greater Giving
Yesterday I had the opportunity to sit down with Doug Zanger of Pdx.am to talk about event planning, fundraising, and what motivates and inspires us. We had a great time and I hope you'll take some time to listen.
Auctions are crucial to bringing in the funds your organization needs to thrive, but they can sometimes seem overwhelming. What specific questions do you have about executing a successful and memorable event? What successes are you having? What roadblocks have you encountered? Bring your questions to our Auction Planning Class on March 31 for us to look at together as a case study, and get to the bottom of the details that might seem daunting! Space in the class is extremely limited, register today!
Volunteers are the lifeblood of any organization and your major fundraising events are no exception. Do you want to know how to engage them in a meaningful way and involve them in the auction-planning process? Bring your questions to our Auction Planning Class on March 31 and get them answered! We have loads of ideas and effective tools to use to make your volunteer relationships a critical element in your auction.
Space in the class is extremely limited, register today!
So your auction has raised the same amount of money every year for three years and you're looking for ways to grow. How can you shake things up and generate more funds at your next event?
Join us Wednesday March 31st for an Auction Planning Workshop to take a real life review of your event and find simple solutions to increase your fundraising.
REGISTER TODAY!
Are you telling a story with your event? Are you maximizing your human economics? Are you engaging emotionally and critically? Are you talking too much or too little? Are you focused on your mission? Are you leveraging the tools in your own planning toolbox? Morning Session – Introduction to Auctions & Fundraising Events 9AM-12PM — $25 Are you a small non-profit looking to start your first fundraising event? Are you a staff member planning a fundraising event and looking for some tools for planning? This session will break down the basics and give you the 1-2-3 of planning your next fundraising event. Topics will include: • Recruiting and managing a volunteer planning committee • Basic needs and resources for your event • Basic budgeting – when to purchase and when to use donations • Tips for sponsorship solicitation • Ideas for auction procurement Afternoon Session – Advanced Auction Strategies 1 – 4PM — $25 Are you looking for creative ways to raise more money? Do you wonder what trends are occurring in fundraising events? Are you looking for some specific insight about how you can increase your bottom line? This session will look at a couple of event case studies and identify strategies to implement in the planning of your next event that will reduce your workload and increase your profits. Topics will include: • Simplify your logistics to focus on your fundraising (room layout, sound quality, and guest experience) • Creating an event program that increases your fundraising • Get strategic about your auction (What sells? Should you do a silent/live auction? Compelling bidders) • The Appeal (Don’t let this money making opportunity slip through the cracks!)
Both Sessions 9AM – 4PM — $40 (lunch available for an additional $12)
WVDO Regional Fundraising Conference, May 20-21, 2010
Don't miss out! Early bird deadline: April 2, 2010. Register at: www.wvdo2010.org
Two full days of workshops, keynote speakers and the 17th Crystal Awards recognizing excellence in development.
Keynote Speakers: Eric Utne, The Utne Reader Flo Green, IdeaEncore.org and nonprofit sustainability Madeline Stanionis, Watershed Corp., social media guru
Local Speakers: George Thorn, Jim Lewis, Ellen Bussing, Andy Nelson, Jim Lillis, Helen Kennedy
Meet the Funders with Grantmakers of OR and SW Washington: The Autzen Foundation, Bank of America, The Community Foundation for Southwest Washington, Meyer Memorial Trust, The James F. and Marion L. Miller Foundation, M. J. Murdock Charitable Trust, Spirit Mountain Community Fund, THE OREGON COMMUNITY FOUNDATION, The Standard, U.S. Bank, United Way of the Columbia-Willamette, Social Venture Partners Portland, The Jackson Foundation, Wessinger Foundation, The Ford Family Foundation, Pacific Corp, Safeco Insurance Foundation and more reservations coming in daily.
Fantastic exhibitors for nonprofits: eTapestry, Target Analytics, NOZA, DonorSearch, MatchMaker Fundraising, Emma.com, Cricket, WaveOne and Samantha Swaim Fundraising, LLC.
Event Sponsors: Bank of the Cascades, Spirit Mountain Community Fund, Safeco Insurance, The Standard, Blackbaud, Wheeler Foundation, US Bank, Bank of America, Phillips & Co., Kinsman Foundation, University of Portland, Pacific University, University of Oregon, The Collins Group, NW Natural
Register at: www.wvdo2010.org Event hosted by Willamette Valley Development Officers (WVDO). Questions: admin@wvdo-or.org or 503-274-1977.
Do you know about Vocation Vacations? Looking for some career training? Looking to follow your dream job? Looking to make that leap? Vocation Vacations offers you the opportunity of a life time. We are now offering event mentorship. If you would like the opportunity for some on the job training be sure to check us out!
CNN talks all about how Vocation Vacations can assist you in your career transition... Watch Video Here
If you would like to Vacation with us... we'll put you to work:
While on your Event Planner VocationVacations® career mentorship with Samantha Swaim, activities will include some or all of the following:
* Develop a logistics plan that includes traffic flows, timelines, and run of show * Identify staffing needs for day of event execution * Create theme concepts in design and program execution * Act as a lead to manage guest check-in * Write script notes and provide AV with staffing needs * Develop a room layout * Run through dress rehearsal * Spot auction sales in partnership with auctioneer * Manage food and beverage service needs * Participate in AV prep meeting, auctioneer prep meeting, and catering meeting * Decorate displays for silent auction * Pull bid sheets and oversee silent auction wrap up
The Event Planner VocationVacations® career mentorship with Samantha Swaim includes:
* Two days of one-on-one mentorship in your dream job as an Event Planner * The opportunity to participate in a total of one hour of pre- and post- VocationVacations career coaching from an accredited, affiliated VocationVacations career coach * A pocket-size VocationVacations journal so you can document your dream job coming to reality * Light lunches with your mentor
Available: Based on mentor’s availability – NOTE: Ideally the two days would consist of the day before the event and the day of the event.
Auction Planning Class In December we hosted an auction planning class in partnership with auction support providers. The response was overwhelming and participants asked for more. So we have created a two-part workshop that is perfect for development directors, development coordinators, and volunteer committee chairs.
The morning session will focus on the steps of getting an auction started. The afternoon session will take a more advanced look at your strategies and fundraising. Space in limited in each group so that we can have specific discussions around your organization’s needs and questions. Each session will look at case studies and examples of “dos” and “don’ts” of planning.
Wednesday, March 31 at The Melody Ballroom
9AM – 12PM Introduction to Auctions: $25 12 – 1PM Planners Lunch (share ideas in a casual setting): $12 with conference attendance only 1 – 4PM Advanced Auction Strategies: $25 4 – 5PM Auction Planners Networking Hour: free to all attendees Attend both workshops for only $40
Lunch Menu - $12 with conference attendance only Grilled Chicken Breast on top of Caesar Salad with Dressing on Side Lunch Roll and Butter Cookie Assorted Juice and Soda Register today HERE
Morning Session – Introduction to Auctions & Fundraising Events 9AM-12PM — $25 Are you a small non-profit looking to start your first fundraising event? Are you a staff member planning a fundraising event and looking for some tools for planning? This session will break down the basics and give you the 1-2-3 of planning your next fundraising event. Topics will include: • Recruiting and managing a volunteer planning committee • Basic needs and resources for your event • Basic budgeting – when to purchase and when to use donations • Tips for sponsorship solicitation • Ideas for auction procurement Afternoon Session – Advanced Auction Strategies 1 – 4PM — $25 Are you looking for creative ways to raise more money? Do you wonder what trends are occurring in fundraising events? Are you looking for some specific insight about how you can increase your bottom line? This session will look at a couple of event case studies and identify strategies to implement in the planning of your next event that will reduce your workload and increase your profits. Topics will include: • Simplify your logistics to focus on your fundraising (room layout, sound quality, and guest experience) • Creating an event program that increases your fundraising • Get strategic about your auction (What sells? Should you do a silent/live auction? Compelling bidders) • The Appeal (Don’t let this money making opportunity slip through the cracks!)
Both Sessions 9AM – 4PM — $40 (lunch available for an additional $12) Are you looking to immerse yourself in auction planning? This full day will provide you both the building blocks and the advanced strategies. Join both sessions for a reduced rate. You can also purchase lunch for an additional $12 and stay for an auction planner networking session from 4 – 5PM. Share a glass of wine, share ideas, and share resources with fellow development professionals.
“I didn't know what to expect, but I was so glad I went. It was eye-opening and I appreciated the opportunity to learn.” —December Workshop Participant
“I loved it! What a great way to help fundraisers in the area.” —December Workshop Participant
Thank you to our sponsors: The Melody Ballroom Witham & Dickey
Reserve your spot... buy your tickets today! Click Here
