Cost Saving Tips for Fundraisers, Benefits, or Cause Events

Oops, I apologize for my 3 week hiatus. Been busy attending many networking functions and bridal shows!

As promised, I am now going to divulge cost saving tips for fundraisers, benefits, or cause related events!

I am such a penny pincher when it comes to these types of events, since the ultimate goal is to raise awareness and $$, it would defeat the purpose if excessive spending were involved.

I pride in my efforts on putting on quality events on a budget so I will still spend the money when necessary, but if I can do it for less or FREE, I will! In this economy, saving money is always good for you and your organization right?

Some key areas to cut costs:

1) Marketing
2) Decor
3) Entertainment
4) Staff
5) Food & Drinks


1) Marketing

• Unless you are living under a rock, you must have heard of social networking. Social networking sites such as Facebook, Twitter, and Myspace are all great ones to market your event for zero cost. The medium depends on who your target audience are: Facebook for your close networks, Twitter for cause/topic related followers, and Myspace for a wider (and younger) audience. You can even create invites to distribute widely to your networks or fan pages for people to join. Best of all, things that are posted on social networking sites spread like wildfire - make sure your event or cause stands out and other people will do the marketing for you!
• If you need to get an accurate count of who and how many people will be attending your event, you can use Evite or the event invites on the networking sites mentioned above.
• Be green and forego the event flyers and rave cards. Create an eye-catching softcopy flyer or postcard and send out via the networking sites and email. Post on your blog or website and ask friends to too. Who really holds on to paper flyers anyways? They just get tossed out immediately. You will save money and trees!

e-flyer from last year's OneHeart event at UCI

2) Decor

• I'm not afraid to admit - I heart Dollar Tree! Out of all the various 99 cent or dollar stores you can choose from, I've found the Dollar Tree to have the best selection and least tacky items. You can find table cloths, catering serveware, balloons, and thousands of decor items. I have decorated several Christmas trees using ONLY Dollar Tree items around the holidays.
  
• Check out the LA Flower District (in Downtown) or the OC Flower Mart in Santa Ana. You can get cheap flowers for $1 or less each, depending on what flowers you are looking for. Buy a bunch, cut, arrange nicely in a glass vase and VOILA! - you have an affordable and easy decor piece. You can also use loose petals to decorate tables.
  
• Your house is a hidden treasure chest! I'm sure you can find so many things laying around your house that you can use for event decor - baskets, vases, teapots (also great to display flowers in), doilies, lanterns/lamps, art pieces, random trinkets. Don't be afraid to be creative!

basket filled with tulips

3) Entertaiment

• Hiring entertainment can get costly - do you really have hundreds of dollars to spend on a DJ or live band? If not, try approaching local college and high school art and music programs. There are talented students out there waiting for any opportunity to showcase their skills.
• Through several years of planning events and networking, I've met many accomplished professionals and even people who just do their hobbies on the side - such as painting or photography. A lot of them belong to community clubs and organizations who share the same interests as them. A great way to recruit talent is to contact a local jazz organization, photo club, or artist community. Many of the fundraising and awareness events I've helped coordinate have involved local pro-bono talent! Most people would love to contribute to a good cause.

los angeles photo club (taken from the facebook group)

4) Staff

• Churches and religious organizations are almost always the first to jump at volunteer opportunities and supporting a good cause. My church has always been super supportive of events I've coordinated.
  
• College and high school students are the voice of this generation. Get one person between the age of 16-22 on fire for something and you'll get dozens more. Refer back to point #1 on Marketing.
  
• This is a no brainer - friends and family are your biggest allies!
  

newsong church - a third culture community

5) Food & Drinks

• For the most part, a big chunk of your event budget will go towards food and drinks. However, some or all of your food and drinks may be donated by local businesses if you just ask. Be prepared with a sponsorship letter explaining the purpose of your event, kind of audience, how many reached, and why supporting your event would benefit their business. Some businesses may also require a tax ID for sponsorship. I've had businesses like Whole Foods, Fresh & Easy, Lollicup Coffee & Tea, and Starbucks donate food and drink items for my events in the past. The idea of corporate responsibility to the surrounding community is a BIG issue these days. *NOTE: Sponsorships and donations are on a case by case basis. The businesses listed here are NOT guaranteed to donate to your event.
  
• In lieu of admission, you could ask guests to bring a dish or dessert and have a festive potluck for the event! If your event is theme based - for example: a sustainable "green" event - suggest that attendees bring all green or organic foods. Have fun with it!
  

potluck time!