Fundraising for a Volunteer Trip - a Step by Step Guide by Volunteer Africa 32 Degrees South
Working for an international volunteer organisation, I often receive inquiries from young people who would like to join a volunteer project but do not have the capital behind them to pay out a large chunk for the project fees which are often a part of volunteerism. Alumni volunteers also often like to forge an on-going link with the project and support our initiatives through donations but it can be intimidating to get started so here are a few pointers and tips from ourselves and some of our experienced fundraisers, which should help you to get the ball rolling.
Step 1 "The most important thing to decide when organising a fundraiser is what you are hoping to achieve" says Jacs, one of the organisers of the Wild Walk 2011. Not many people are going to be willing to give their cash to support the "Sally's Bar Bab" Cause, they're much more likely to give a little towards your volunteer experience where you are going to teach or coach sports in a structured project, or to give a little towards improving the facilities and opportunities for young learners in countries with less governmental support. So step one is to decide on a cause to support or an aim for what you would like to raise money for specifically. Set a target or amount of money that you would like to raise - don't aim too high and make your aim unachievable, but don't set it so low that you could achieve it with one single donation. Be realistic and set yourself a challenge!
Step 2 Decide how you will physically raise the money - whether you choose a one off event or to stage a series of events, every little helps! Alison, a VA32 volunteer who raised the majority of the capital to build a new classroom in one of our Wild Coast Schools, chose a number of different events to try & get as many people as possible involved, "I used my network of friends to see who would be able to help and I got topical (I had a bond night as the latest Bond movie came out, a ceilidh on Burns Night)". Hannah, a returning Wild Coast Schools volunteer, agrees with this sentiment "I didn't so much do one event as commit myself to trying to raise money consistently for a period of time…"
Need a few ideas for types of events? Alison organised a wine tasting event "I linked in with a local supplier & built relations with them. They got publicity and new customers from the event & I got a cut of the sales on the night!" Ed, a Wild Coast Conservation Volunteer, decided on a loooong cycle from John O'Groats to Lands' End in the UK "I have been into cycling for a long time and so the idea actually came about over a few pints; it's normally when I've had a few that I set myself challenges and then I totally cannot back down!" Hannah started by approaching local schools "Most schools are willing to help on a one-off basis, and with some more effort and time, others may well be keen to form longer links. Countesthorpe School, Leicester [long term supporters of the VA32 Big Green e-Machine] were keen to do a whole week of fundraising, and I didn't really have much input into exactly which events were put on; rather it was left to the Student Council to decide what they wanted to do! Events ranged from face-painting, raffles, and cake sales, to sponsored walks and talent concerts. It really could be anything at all if people are keen to get involved!"
On a smaller scale try a theme party, a casino night, a quiz evening, a cook-off, a cocktail party or a sponsored sporting event - during events like these you can run small games throughout: Roll the £1 to the bottle "Always worked well as for a £10 bottle of alcohol people are dying to win after they've had a few drinks!" Alison made £100 profit with this game! Guessing Games like how many pennies/ sweets in the jar, cake sales and vodka jelly shots are always a hit! You can even auction off your friends to the highest bidder (with their permission of course!). Raffles are also a popular & easy way to raise interest in your event Jacs found - "Local businesses are usually happy to get involved; guest houses, restaurants, cinemas, theme parks etc. are all places that would be more than happy to donate a small prize in return for a small mention in any marketing material." The key to a successful event seems to be to get as many people as possible involved - talk to your friends, colleagues and local schools and businesses to help you with your event!
Step 3 Set a date! Decide when you will stage your event & set a date for when you would like to reach your goal- once it's decided there's much less chance of backing out!
Step 4 Decide who you will approach for support & how to approach them - Ed looked locally and "raised funds through my school (he's a teacher!), family and friends, through the Cintsa community, on the ride itself and through a local newspaper. I posted through the VA32 facebook page as well as my own, on our racing website and on GivenGain." Alison also used local advertisement by putting up posters at work, with friends and at the locations where events were being held as well as sending e-mails to a mailing list of people who had been to previous events. Hannah, who fundraised mainly through local schools, went in to the schools and did an initial week of assemblies to drum up some interest then, liaised with a staff member and the Student Council so that together they could publicise the whole fundraising week through staff bulletins, posters, videos and word of mouth. "I made a short film of my experiences which I showed as part of a longer assembly I did to all the different year groups. I spoke to them about what I'd done and showing them the movie really helped to make it real, so I think it was definitely a great thing to do."
For larger scale events Jacs & Ed both found that the support offered by VA32 was a big help - "VA32's mailing list proved invaluable for getting support from like-minded individuals who are passionate about the same cause. There are lots of knowledgeable people that can provide advice....just ask!!" "VA32 …were all fantastic and sent out a message to everyone who had been to Cintsa - past volunteers up and down the country [to help raise awareness of the cycle]."
Methods of approaching your supporters will differ dependent on what kind of event you are staging & who is involved but whoever you have decided to support with your initiative will more than likely be willing to help in as many ways as they can!
Step 5 Let people know how they can donate/ sponsor you! - People need to know exactly how to donate and support you. Set up a fundraising page for your cause or use GivenGain to make secure online donations. Give your supporters clear insrtuctions on how to do this whether it is via e-mail, facebook or even a poster or leaflet.
Step 6 Let your supporters know how the event went & where their cash has gone!
It is great to show your supporters what they have contributed towards and you never know they may be at your next fundraising event if you let them see how much they are helping!
Alison set up a blog where she put updates, up & coming events and a target thermometer to do this. She also sent regular updates via email to those who had agreed to be on the mailing list. Hannah did some follow-up assemblies in the schools she is involved with to show where the fundraising money has gone, the benefits that the Wild Coast schools have seen, and what more could be done - "Regular communication really helps schools and particularly students who are giving the money and putting the effort in, to understand how worthwhile their efforts are, and to keep interest levels high."
In our, combined, experience a lot of people would like to give to and support a worthy cause but have not found a cause that they relate to or been given the opportunity to do so. When an opportunity presents itself - with enthusiasm from someone that they know! - and a valid cause is given, the majority of people in your life will happily chip in! The most important thing to remember is to have fun with it - you don't have to raise a million to be a successful fundraiser!
Step 1 "The most important thing to decide when organising a fundraiser is what you are hoping to achieve" says Jacs, one of the organisers of the Wild Walk 2011. Not many people are going to be willing to give their cash to support the "Sally's Bar Bab" Cause, they're much more likely to give a little towards your volunteer experience where you are going to teach or coach sports in a structured project, or to give a little towards improving the facilities and opportunities for young learners in countries with less governmental support. So step one is to decide on a cause to support or an aim for what you would like to raise money for specifically. Set a target or amount of money that you would like to raise - don't aim too high and make your aim unachievable, but don't set it so low that you could achieve it with one single donation. Be realistic and set yourself a challenge!
Step 2 Decide how you will physically raise the money - whether you choose a one off event or to stage a series of events, every little helps! Alison, a VA32 volunteer who raised the majority of the capital to build a new classroom in one of our Wild Coast Schools, chose a number of different events to try & get as many people as possible involved, "I used my network of friends to see who would be able to help and I got topical (I had a bond night as the latest Bond movie came out, a ceilidh on Burns Night)". Hannah, a returning Wild Coast Schools volunteer, agrees with this sentiment "I didn't so much do one event as commit myself to trying to raise money consistently for a period of time…"
Need a few ideas for types of events? Alison organised a wine tasting event "I linked in with a local supplier & built relations with them. They got publicity and new customers from the event & I got a cut of the sales on the night!" Ed, a Wild Coast Conservation Volunteer, decided on a loooong cycle from John O'Groats to Lands' End in the UK "I have been into cycling for a long time and so the idea actually came about over a few pints; it's normally when I've had a few that I set myself challenges and then I totally cannot back down!" Hannah started by approaching local schools "Most schools are willing to help on a one-off basis, and with some more effort and time, others may well be keen to form longer links. Countesthorpe School, Leicester [long term supporters of the VA32 Big Green e-Machine] were keen to do a whole week of fundraising, and I didn't really have much input into exactly which events were put on; rather it was left to the Student Council to decide what they wanted to do! Events ranged from face-painting, raffles, and cake sales, to sponsored walks and talent concerts. It really could be anything at all if people are keen to get involved!"
On a smaller scale try a theme party, a casino night, a quiz evening, a cook-off, a cocktail party or a sponsored sporting event - during events like these you can run small games throughout: Roll the £1 to the bottle "Always worked well as for a £10 bottle of alcohol people are dying to win after they've had a few drinks!" Alison made £100 profit with this game! Guessing Games like how many pennies/ sweets in the jar, cake sales and vodka jelly shots are always a hit! You can even auction off your friends to the highest bidder (with their permission of course!). Raffles are also a popular & easy way to raise interest in your event Jacs found - "Local businesses are usually happy to get involved; guest houses, restaurants, cinemas, theme parks etc. are all places that would be more than happy to donate a small prize in return for a small mention in any marketing material." The key to a successful event seems to be to get as many people as possible involved - talk to your friends, colleagues and local schools and businesses to help you with your event!
Step 3 Set a date! Decide when you will stage your event & set a date for when you would like to reach your goal- once it's decided there's much less chance of backing out!
Step 4 Decide who you will approach for support & how to approach them - Ed looked locally and "raised funds through my school (he's a teacher!), family and friends, through the Cintsa community, on the ride itself and through a local newspaper. I posted through the VA32 facebook page as well as my own, on our racing website and on GivenGain." Alison also used local advertisement by putting up posters at work, with friends and at the locations where events were being held as well as sending e-mails to a mailing list of people who had been to previous events. Hannah, who fundraised mainly through local schools, went in to the schools and did an initial week of assemblies to drum up some interest then, liaised with a staff member and the Student Council so that together they could publicise the whole fundraising week through staff bulletins, posters, videos and word of mouth. "I made a short film of my experiences which I showed as part of a longer assembly I did to all the different year groups. I spoke to them about what I'd done and showing them the movie really helped to make it real, so I think it was definitely a great thing to do."
For larger scale events Jacs & Ed both found that the support offered by VA32 was a big help - "VA32's mailing list proved invaluable for getting support from like-minded individuals who are passionate about the same cause. There are lots of knowledgeable people that can provide advice....just ask!!" "VA32 …were all fantastic and sent out a message to everyone who had been to Cintsa - past volunteers up and down the country [to help raise awareness of the cycle]."
Methods of approaching your supporters will differ dependent on what kind of event you are staging & who is involved but whoever you have decided to support with your initiative will more than likely be willing to help in as many ways as they can!
Step 5 Let people know how they can donate/ sponsor you! - People need to know exactly how to donate and support you. Set up a fundraising page for your cause or use GivenGain to make secure online donations. Give your supporters clear insrtuctions on how to do this whether it is via e-mail, facebook or even a poster or leaflet.
Step 6 Let your supporters know how the event went & where their cash has gone!
It is great to show your supporters what they have contributed towards and you never know they may be at your next fundraising event if you let them see how much they are helping!
Alison set up a blog where she put updates, up & coming events and a target thermometer to do this. She also sent regular updates via email to those who had agreed to be on the mailing list. Hannah did some follow-up assemblies in the schools she is involved with to show where the fundraising money has gone, the benefits that the Wild Coast schools have seen, and what more could be done - "Regular communication really helps schools and particularly students who are giving the money and putting the effort in, to understand how worthwhile their efforts are, and to keep interest levels high."
In our, combined, experience a lot of people would like to give to and support a worthy cause but have not found a cause that they relate to or been given the opportunity to do so. When an opportunity presents itself - with enthusiasm from someone that they know! - and a valid cause is given, the majority of people in your life will happily chip in! The most important thing to remember is to have fun with it - you don't have to raise a million to be a successful fundraiser!
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