2014-11-28
Susan Griffiths-Sussems
Here are a few do's and dont's to help get you started:
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DO: Ask yourself why you are holding the event, and what you want from it.
DON'T hold an event 'just because'. There has to be a reason — and that primary reason should be to make money and — if you plan it well — result in new supporters signing up. -
DO: Make sure you have enough lead time to get your event planned, organised and promoted. Create a timeline that can be easily added to and shared by others. An example is available on the Greenhouse for Greens members to use.
DON'T underestimate how much time and people an event will take to organise… hands up who has been up past midnight setting up trestle tables the night before? -
DO your research and make sure the date you have in mind won't clash with anything your members, supporters or other potential guests may be interested in attending. Nothing worse than holding a quiz night on election day.
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DON'T assume that because your Curry Night has been held for the last 15 years that it won't need promotion and engagement of your group or branch. Actively promote through emails, newsletters, your website, facebook page, Twitter and posters around the community. Try and broaden your range of potential attendees.
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DO think about how much it's going to cost before you think about how much it will make. Plan your budget, and consider the costs of a venue, catering, staffing and promotion.
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DON'T forget to consider the impact on volunteer/paid staff time and Party resources.
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DO consider setting up a committee to share the work load. Make sure you have people on board who are motivated and have complimentary skills to assist.
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DON'T hold meetings without a facilitator, minute taker, your timeline, agenda or without clear action items for discussion. Meetings without structure and outcomes are a waste of everyones time and you will lose those who want to see progress made.
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DO make sure your event complies with:
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Local Council Food and Beverage sales and service law;
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State liquor service rules;
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State gaming laws (eg: if you are running a raffle);
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Public Liability Insurance - know your policy!
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Your state's political receipting and donation laws.
No one wants to be dragged off by the po po halfway through an event or to be saddled with a massive fine.
- DON'T hold an outdoor event without a contingency plan if the weather turns bad.
On the night/day
- DO make sure you have a float. If you are taking event payments at the door or selling anything - the first person through your door will have a $50 note and no change
- DO make sure those who are serving alcohol don't drink too much of it and forget to charge accordingly. (Don't laugh; it's happened.)
- DO cater for those with specific dietary requirements.
Raffles
Make sure you:
- Have one (if appropriate)
- Source prizes people want
- Know your State gaming laws
- Check that there is enough room on the tickets for clear contact details
- Have an 'opt out' checkbox if you're using the raffle for signups (collecting email addresses or phone numbers)
- Enter valid data into the office database as soon as possible after the event
Membership awareness
Don't assume everyone who comes to your event is already a member. Have information available, and have people to answer questions about member benefits.
Donation, regular giving & bequests
The main reason you're running the event is to raise money. Even if your main fundraising idea is the drinks or the ticket price, make sure you have information available about regular donation schemes, forms or iPads with net connections to take one-off donations and information about bequests available if someone asks.
And finally — DON'T be afraid to pull the pin if you think the event won't make money.
Have a great, green holiday season!
Susan Sussems is the Australian Greens National Fundraising Coordinator.