Issuu on Google+

how to plan organize Successful

execute

YâÇwÜt|á|Çz

events

offering outstanding travel rewards


how to plan organize Successful

execute

YâÇwÜt|á|Çz

events

offering outstanding travel rewards


Are you ready to start raising some SERIOUS profits for your organization? Are you ready to start earning 60% Profits across the board? Would you like to give a prize to EVERYONE that donates to your Organization? Would you like to offer a product that people really

WANT? You can do this and a lot more with Synergy

Business Results Maximum Profit Fundraisers‌ Send underprivileged kids to Summer Camp ~ Raise funds for your favorite charity ~ Generate funds to assist those in need during Major Disaster ~ Help send your local school band or sports team to competition ~ Whatever the cause, you’ve got the resource to raise maximum funds to help~ Get all the details, and specific instructions on executing a successful fundraiser anywhere, anytime!


You’ve picked a fundraiser that is sure to excite those buying your raffle tickets as well as those selling the tickets. No more selling candy at a profit of $.33 a bar, wrapping paper at $.70 per pack or struggling to pull off a bingo evening for minimal returns. Face it, people love to travel and are happy to contribute to your fundraiser when the prizes are complimentary travel awards. Your customers will be elated and you can realize more profit for your organization than ever before. Imagine selling something people want to buy and being able to earn a significant profit. This fundraiser “How To” package contains everything you need to guide you through preparing for and executing a successful fundraiser. Key items in your “How To” package include: Planning Documents • Goals Sheet • Schedule of Events

We suggest you read through the Schedule of Events first. This provides the overall schedule for the fundraiser and completion times for each event.

Ticket Ordering Instructions

Order your tickets early. Give your team as much time as possible to sell tickets.

Controllers Log

Controller completes when tickets are disbursed

Sales Kit • List of Prizes • Sales Log

If you have them, add additional prizes contributed by organization members. This gets members involved, adds value to your raffle, and increases your profits

List of Winners

The Controller records the name of the winner for each prize as they are drawn.

Describes contents of sales kit and includes a list of prizes in each kit. Each sales person records names and phone numbers for ticket buyers in the sales log.

Remember, the key to your financial goal is selling all of your raffle tickets. The amount you raise is directly tied to the number of tickets that are sold. Every ticket that gets set aside for later use and show how never gets distributed is money you do not earn. Pick your Ticket Controller carefully. Make sure he/she is not only a good motivator, but also someone who is good with details.

Approach it with enthusiasm Tell your organization about it frequently Set a festive mood for your event Sell all your tickets and you will reach your goal


The following Schedule of Events details every step necessary to reach your raffle’s monetary goal. Please read it completely before you begin. The schedule provides for four weeks of activities prior to your raffle. These events can be altered to meet your actual time line. Condense them if you want a raffle sooner or extend them if you have more time.

You must sell all of your tickets to reach your financial goal! Remind your organization about the raffle and its goals frequently! Gain member commitment that they will sell the tickets they are assigned! Timing is everything. Plan your raffle with enough time to successfully conduct all of the preparation but not so long that people tire of it before it happens


WEEK ONE --STEP ONE

Organize your staff: Leader: Oversee fundraiser, designates responsibilities, makes public announcements, sets & maintains schedule, co-signs checks, motivator for group, safeguards prizes. Secretary: Record Notes, assist the leader and staff Trainers: Teaches sales techniques, How to explain prizes, how to close, motivator, assists the leader. Trainers should be good motivators. Treasurer: Collects and maintains money, co-signs checks, responsible for reimbursements. Controller: Appoint a person to manage the raffle ticket distribution (very important) Show the program to your entire team. Make sure everyone understands the raffle goals and is dedicated to making it a success. This can make a difference between an average and highly successful fundraiser. Plan your raffle date this week. Make sure you plan out at 5-8 weeks to give enough time to successfully execute the fundraiser. However, shorter time-frames can be accommodated. Define the event, select and reserve the location, if applicable. Once confirmed, please order the raffle tickets according to the directions on the Raffle Ticket section. Create Raffle Tickets – THIS IS CRUCIAL! See Raffle Ticket Directions to create your tickets.

STEP TWO

Meet with your team leaders to create a strategy and delegate responsibilities. Set your goals! Plan the actual raffle event. Decide how to conduct the raffle drawing. Research local party supply stores for raffle barrels to draw tickets from. Decide who will be responsible for keeping track of the drawing and who will give the prizes as winners are announced? Solicit additional prizes from those in your organization. This will add value to the fundraiser and increase involvement. The more donations you get the better.

STEP THREE

Make public announcements to your organization. Do this every week until the day of the drawing. Train your sales team on what’s in the package, sales tactics, target audience, how to present the fundraiser, where they should sell tickets and how to overcome objections. Let your prospects know they are supporting your organization with their generous donations. Determine your ticket sales goals for the week. This keeps the motivation up and assures people don’t put off selling tickets until the last two weeks. Generate your master sheet assigning tickets and ticket numbers to each sales person. (See Ticket Log Sheet) Make sure your raffle tickets are complete and ready to distribute.

WEEK TWO --STEP ONE

Make another announcement about the fundraiser to your organization. Assemble your “sales kits” If you are using numbered tickets, have a team make sure they are in numerical order as they may shift in shipping. Then rubber-band them together in sequence in groups of 20 each. Each sales kit consists of a large 9 x 13 envelope with the sales person’s name on the outside. The goal of each kit is $100 in sales and it should contain: 20 Tickets = $100 (if selling for $5 each), rubber-banded together A #10 envelope to collect ticket stubs and money A Sales Log for tracking ticket sales Be sure all tickets are distributed. Those left for later often find their way into a drawer and are not sold. This reduces your earning potential on the fundraiser. Review the contents of the sales kit with the sales team, how to use the kit, which part of the tickets to retain, and how to record the sales. (See Creating Your Sales Kit and Sales Log) Before distributing tickets, review the accuracy of your master ticket log. This step could a save many headaches later on.


Step Two

WEEK THREE

WEEK FOUR

Distribute the tickets to participating members in the presence of the treasurer. Make sure everyone understands that the tickets are logged and that they are accountable for their 20 tickets and the revenue. Sell! Sell! Sell! Get everyone going on their sales goals. Strive to have no leftover tickets. Planning for the actual raffle drawing event begins in earnest. Confirm any reservations, plan your menu and food source (if applicable). Select a Master of Ceremonies (MC) who will lend success to your raffle (if applicable). Make a list of what needs to be purchased or acquired (Raffle Barrels, Party Supplies, etc.) Make public announcements weekly about the fundraiser to your organization and attendees. Review ticket sales to date and encourage the sales team. Are you on track with your fundraising goals? If not, bring your team together and brainstorm ways to spur enthusiasm and sales activities Identify the type of volunteers needed for the raffle drawing event, select the volunteers and get their commitment to work the event. (Hosts, waiters, kitchen staff, decorators, set-up/clean-up committee, etc.) Make arrangements with your representative about when you want your prizes delivered. Last chance to sell all of your tickets. Put pressure on your organization to sell remaining tickets. Make the FINAL FUNDRAISER ANNOUNCEMENT to your organization to finish strong! Review all last minute preparations for food and other event-related items (if applicable). A. B. C. D.

DAY OF THE RAFFLE

Food provider / Host / Waiters / Waitresses / Main Speaker / MC / set-up & clean up crews Setup / decorations / tables / chairs / utensils / table cloth Prizes – wrapped or in an envelop (Put in a safe area until the drawing begins). Audio system / PA system

The big day finally arrived! So create a festive atmosphere before guest arrive. Set up your audio system, set up the meal (if you are serving one) and decorations. Make sure you have: Volunteers to serve the meal or set up your event. Raffle Barrel for the ticket drawing (unpaid tickets are void). All ticket revenue must be turned in one hour prior to the raffle. The Controller, treasurer and their staff must receive all raffle tickets. Remove unsold tickets, verify that the amount of the money matches the tickets sold and put the viable tickets in the raffle barrel. During dinner (if applicable): Raffle off prizes throughout dinner, saving the top 5 until the end. Be sure to keep a list of prize winners and check off their names on the sheet to indicate the prize was picked up (Winners Tracking Sheet) Thank the Staff, leaders, volunteers and anyone else who contributed to the success of the fundraiser. This would be a great time to reward the people who sold the most tickets. Consider rewarding key volunteers with a travel certificate to say Thank You for a great job. Most of all, find a way to make this fun and festive. As dessert is served, wrap your drawing.


There are several sources of raffle tickets. You can go online to one of the sources listed below and select the tickets you prefer. Simply insert your organization’s information and the list of prizes and print them on your computer. Use medium or heavy weight paper and cut them with a paper cutter. You can also select the labels you want and take the file to Kinko’s or an office supply and printing business of your choice to have them print your tickets. Another option is online printing stores like:

Printrunner.com Printingforless.com 48hourprint.com Overnightprints.com Check prices between the local print companies and the online companies to determine who offers the best pricing. If you don’t have access to a computer, use the full-sheet label template provided on the next page and take it to a quick-print business like Kinko’s or Copy Max and have them scan the paper into the computer, enter your information and then print your tickets.

Office.microsoft.com Online doing a Google search for “raffle tickets” Microsoft Publisher

Home Printer: You can purchase perforated raffle ticket paper from office supply stores. Also check out Avery Supplies If you have questions about printing your tickets, please ask your SBR Director for assistance and/or suggestions on the best way to have your tickets printed. The following page is a sample layout you may use to show your local printer.


Concise goals are invaluable in helping you reach your monetary goal, so be specific in what you want to achieve. Use the goals you create to motivate your staff and sales people The ______________________ organization will hold a raffle on ____________ at ____ The purpose of the raffle is to:

The income from the raffle will be used to:

Our goal is to raise:

Our Fundraiser Committee includes:

Leader Secretary Trainers Treasurer Controller


If you have only tried selling candy, doing car washes or bingo parties in the past you are in for a delightful surprise with your travel prize certificate fundraiser. This travelbased fundraiser program will outperform any you have tried. The retail value of each item gives it a strong perceived value. Consider adjusting the price of your raffle tickets to reflect your organization, people’s ability to buy at given price points, and the amount of money you’d like to earn. The following table gives you some examples of your earning potential at the various price points. Also consider the number of volunteers you have and how many tickets each person is likely to be able to sell. Take the number of tickets you select and divide by the number of sales volunteers you have. That will tell you how many each person must sell to reach the goal.

TICKETS

SELLING PRICE

REVENUE

PROGRAM COST

PROFIT

500

$10.00

$5,000

$2,000

$3,000

500

$15.00

$7,500

$3,000

$4,500

500

$20.00

$10,000

$4,000

$6,000

500

$25.00

$12,500

$5,000

$7,500

TICKETS

SELLING PRICE

REVENUE

PROGRAM COST

PROFIT

300

$10.00

$3,000

$1,200

$1,800

300

$15.00

$4,500

$1,800

$2,700

300

$20.00

$6,000

$2,400

$3,600

300

$25.00

$7,500

$3,000

$4,500

Just remember: The number of tickets you select and the price you pick must match your target audience’s ability to pay and your volunteer’s ability to sell that number of tickets


Your Controller needs to log all tickets before they are distributed. Each sheet has space for 500 tickets and each line represents 20 tickets. Each sales person should be given a Minimum of 20 tickets. If you are not using numbered tickets, just ignore that column. TICKET #’S

ASSIGNED TO

CONTROLLER’S NAME: TREASURER’S NAME:

PHONE NUMBER

DATE RECEIVED


A sales kit needs to be created for each person who will be selling raffle tickets. It should consist of the following:

One 9 x 13 envelope with clasp closure One Sales log sheet to record sales 20 Raffle Tickets #10 envelope to collect money and ticket stubs List of prize details to show prospective donors Instruction Sheet * Create an instruction sheet that can be duplicated for each person selling tickets. It should contain the following:

The purpose of the fundraiser Who to approach for ticket sales Local business owners, organization supporters, family members, friends, in fact anyone you encounter in your day to day life How to approach prospects Share your goals and objectives, be sure to show your personal support and enthusiasm, tell them about the wonderful prizes in your raffle and ask for the sale. Don’t be afraid to ask them to buy several tickets. Any notes you wish to include on sales etiquette Any other instructions you wish to give them


This sheet is for the sales person to keep track of their individual sales. If you are not using numbered tickets, just indicate the number of tickets sold. TICKET #’S

SOLD TO

PHONE NUMBER

Each person is responsible for 20 tickets, times the value you selected for your tickets.

Your Name


Winner’s Name

Ticket #

PHONE NUMBER

Email


The extraordinary retail value of your raffle package is over $15,000. Set your raffle up knowing you are delivering incredible value to your prize winners.

This certificate is valid for a reservation request form offering 2 adults 21 years of age and older plus up to 2 children under the age of 18 2 nights of hotel accommodations in the city of their choice of over 20 available cities. The cost to redeem this certificate to receive the reservation request form is just a one-time non-refundable $15.95 processing fee. The cost upon requesting reservations is just a tax & fee deposit of $33 per night. Taxes & fees usually range from $4-$33 per night depending on when and where you travel

20+ DISCOUNT CARDS INCLUDED: Cruise Golf Hotel Car Rental Quest

Access Card Roadside Assistance Card Recreation Card RV Rental Card And many more

Adventure Camping Card Ski Access Card Coastal Travel Card Vacation Homes Card Dinning Access Card

5 COMPLIMENTARY CRUISES INCLUDED: Carnival or Royal Caribbean Cruise - 4 day - 2 adults ($1000.00 Value) Vacation for Two - Round-trip aboard the Discovery I or the Seascape from Port Everglades to Freeport, Grand Bahamas Island - Six hour cruise with your meals & entertainment included onboard AND 4 days at the Island Palms Resort. 3, 5 AND 7 Night cruises to Grand Bahamas Island. PLUS 3 nights at a 3-star resort hotel.

25 BONUS VACATIONS INCLUDED: 4 Day Disney World Holiday 3 Day Hawaii or Puerto Rico Getaway 3 Day Caribbean or Mexico Getaway 3 Day Las Vegas Vacation 3 Day South of the Border Vacation E Day Beach Getaway

3 Day Canadian Holiday 4 Day Royal Caribbean Cruise 3 Day Paradise Getaway 4 Day Orlando, Fl Getaway 3 Day California Getaway And many more


VÉÇzÜtàâÄtà|ÉÇá YâÇwÜt|á|Çz

on your

successful

events

Your Fundraising Consultant Kymm Thornton Kymm@SynergyBusinessResults.com 800-898-6816 Toll Free 818-317-8776 Direct Line


Synergy Business Results Fundraiser Tool Kit