Fundraising Events On a Low Budget

Throwing a fundraising event, for many, is considered time consuming and not a good source of revenue for a non-profit organization. In a Charity Navigator study, it was estimated that 46% of non-profits use events to fundraise, and only 15% of those organizations are actually successful and efficient with their events. The majority of organizations base success on the amount of money they're able to raise through that event, and more often than not, organizations at most break even.

But the point of the event extends far beyond monetary means. Fundraising events can be a good way to raise awareness about your organization, and get face-to-face time with potential donors! If people have a great time, they are more likely to associate positive feelings with your organization and may  engage them to support you in your cause.

I'm aware there are benefits of sponsorship from businesses, but that's another blog post. Today, I'm only trying to convince you of your ability to throw a low-budget high-quality event, without relying on sponsorships! So if your organization is testing events as a cash stream or you'd like to promote your cause, here are some tips to throw a damn good party for a lower buck (although... I can only guarantee the  money saving part. You still need to be a good party host!):

Venue - The place where the magic happens. And also probably where most of the budget is spent on. It tends to be more difficult to host your event at say, a poshier location when you're trying to raise money. Before turning down the idea though, keep in mind that many venues offer nonprofit rates. If not, try speaking to a manager or the owner about a potential partnership opportunity. In return, you could offer a tax receipt for the money they're saving you. If not, then explore city-owned buildings such as community centers where they often have large rooms and rent their space for special events. Check your municipal government's website as they may also offer grants to support the space as an in-kind cost.

Volunteers - Don't have enough staff? This would be an amazing time to use volunteers. Not only can you involve volunteers on the event day, but also in preparation for the event! Especially if your organization doesn't have a volunteerable (yup, I just made that a word) program, events is a great way to engage those who want to help out. On the event day, volunteers can help by setting up, guarding stations, serving food, greeting guests/registration, performing (event entertainment), techy-related stuff, clean up and so on! To prepare for events, volunteers can help by creating displays, printing signages, designing programs, etc. For me, I like to invite volunteers for a few arts and craft projects if I need certain design elements (DIY decorations anyone?). It's really up to you as an organization. Another plus side I've found with engaging volunteers through events, is they often promote your event for you and sometimes even drag their friends out (PS: which means more sales for you!).

Materials - If a volunteer or a staff is able to design your event materials (invitations, programs, signage, etc.), I would suggest printing them in-house. YES, you want enticing material, and YES marketing is a good investment. But that doesn't mean you have to pay a lot for it. I have seen many organizations produce great material in-house for a fraction of the price paid when using a professional company. If you do create your own decorations, first check out your local dollar store. They often carry a huge selection of random items -- walk down the aisles and get some inspiration! Many (and I really mean many) couples actually use the dollar store for their wedding decorations.

Food  - Every event should have food. I'm not just talking out of my obsession for delicious food, but think about the last time you were at an event and there was no food: you were probably scoffing to yourself because you were thinking, how is this charity not going to feed me? If anything, food (or arguably the venue) should be the item you spend most more than the rest on. Sometimes the venue restricts you to a list of caterers, and that may be challenging as most of them are quite pricey. Give the caterer a call and see if they offer a non-profit rate, or perhaps just like the venue, try to develop a partnership with them in exchange for a tax receipt for the discount. Another option would be to support other non-profits in your community who offer catering services. For example in Vancouver, we have the wonderful services of social enterprises like Potluck Cafe & Catering, a non-profit that creates jobs and provides healthy food for people living in the Downtown Eastside. In Toronto, you can also look into similar social enterprises such as Paintbox Bistro or Friends Catering.

Moneymakers - You may choose to charge for your event so you can make a profit off the ticket sales, or make your event free to the community. In any case, you can always include a fundraising element into the event. Some ideas include an auction (live or silent), a 50/50 raffle, a raffle prize draw, a contest, and seriously everything under the sun. People love winning stuff. Here is a great list of 101 Fundraiser Ideas to give you some ideas.

As I mentioned before, your organization still needs to be a good host for people to stay engaged to your organization. At your event, you have a captured audience so teach them about what you're doing in your community to make social change. Show them the positive results you've achieved. And remember, like all parties, make sure your guests have an awesome time. What are other money-saving tips do you have for fundraising events?