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HomeNew 2020 Fundraising Plans

PCWL Fundraising

2019-2020

From Holly Lee

Lee_holly@sbcglobal.net

214.552.3220

 

Background

 

I’m a new PCWL member this year. I was assigned to the Fundraising Committee. We were soon asked if anyone would co-chair, and I agreed. I learned at our fall meeting that there isn’t actually another chair. So, I agreed to lead this effort and enlist the wisdom and support of some of my friends that have been in PCWL longer. Considering we are well into our fiscal year as we kick off our fundraising efforts and embracing some of the feedback I have received about the desire to try new ideas, we will not have a gala this year. Instead, we will focus our efforts on four, fun “Sign-and-Go” events and incorporate raffle items and Heads & Tails into these events.

 

The Current, Work-in-Process Plan

 

Four Sign-and-Go Events

 

  1. Sarah Nichols has agreed to host a Champagne Party in December. Date and details TBD.
  2. Heather Novak has agreed to host a party in January. Date and details TBD. Possibly a white elephant format.
  3. Likely a Music Trivia night with a “love songs” theme at Guitars and Growlers in February. Marilyn Hall has agreed to organize.
  4. I will host a party in March. Format and location TBD.

 

Our bylaws state: [Each member] must purchase a minimum of 2 tickets to the Annual Gala or other such annual primary fundraiser.

 

We will have four Sign-and-Go events. Each one will be $25. Each ticket will cover 2 parties and is $50 each. Each member is required to purchase two tickets at $50 each, so $100 total and will grant access to all four parties. Separate sign-ups for the parties will still be required in order to have an accurate headcount for planning purposes.

 

The spirit of the parties is to be a fun event at which we can socialize. The ticket price is really designed to be more of a donation, with little to none of the ticket price used to cover costs. Hostess will send details as the event nears.

 


 

Raffle Items for Events

 

Our bylaws state:  [Each member] must donate an auction item worth $50.00/ or make a $50.00 cash donation towards the annual primary fundraiser prizes.

 

At past galas, we have had many items for a silent auction. We hope to have several baskets at two of the events. IRS regulations restrict us to no more than two raffles a year. We may bundle items received for each basket and aim to have each basket’s value around $150-$200. Raffle tickets will be sold at each event for $5 each or 5 tickets for $20. To the extent the event is held at a local establishment, we will offer that other, non-PCWL patrons can purchase raffle tickets, too. This provides additional opportunities for revenue and a chance for us to share with others what PCWL does for the community.

 

We will choose one unique item for Heads & Tails with a relatively higher target value. Members can buy a chance to win for $20. We will have a Heads & Tails at each event. To the extent the event is held at a local establishment, we will offer that other, non-PCWL patrons can purchase a chance to win and participate, too. This provides additional opportunities for revenue and a chance for us to share with others what PCWL does for the community.

 

Rationale for A Different Approach

 

Feedback from many long-time members has been that we would like to try smaller, more casual events instead of a formal gala.

 

Last year, we raised just $8,700 net of expenses from the gala. We have about 60 active members, so we will raise about $6,000 from ticket sales. We have 65 sustainers, some of whom also purchase tickets, so any sustainer purchases would add to this total.

 

Typical attendance at Sign-and-Go events has been 20-25. If we assume 20 people attend each event and purchase $20 worth of raffle tickets at the two events and a $20 Heads and Tails chance at every event, that generates revenue of $800 from raffle sales and $1,600 from Heads & Tails for a total of $2,400. Even if we are off on the raffle ticket and Heads and Tails assumptions, we may actually raise more if the event is held in a local establishment and non-PCWL people participate.

 

Expenses will be nominal, and we will strive to get sponsors for any costs such as hiring a trivia leader, etc. With $8,400 in revenue and nominal expenses, we should be in line with what we netted last year from the gala.

 

We also want to embrace the PCWL spirit that we are benevolent and generous group who is happy to donate to an excellent cause and then enjoy the fellowship with our friends. Additionally, I ask that everyone be flexible as we navigate this new system of fundraising for this year.

 


 

Needs / Outstanding Items

 

  1. Someone to lead the raffle item collection. We need to start this ASAP since our first event will be in December.
  2. Someone to explore the possibility of using an online auction site that we could use for larger items in an on-going e-Bay type format that we could use in lieu of a live auction. Shelton uses Auction Source for their on-line auction. I have no idea what the cost is.