El Hogar Events Toolkit

Transcription

1 El Hogar Events Toolkit Updated May 2013

2 El Hogar Events Toolkit This toolkit is designed to share fund-raising and awareness raising ideas and events and to assist in their implementation. It is not a how-to manual but should be considered a reference and starting point for any event. Please advise either the EHMI or EHPC offices when you are planning an event so that it can be registered on the Master Calendar. Either of the offices will be pleased to assist where possible and offer advice should it be required. Advise one or the other office following the event of the success of the event as a fund-raiser and any potential sponsorship contributors. Please share your ideas for other events with one of the offices. We will continually add to this toolkit for use by other groups. In addition to event-specific follow up, event organizers must: Notify EHMI (or EHPC if the event is held in Canada) of the success of each event and net funds remitted to either EHMI or EHPC as instructed. Post a thank you notice in the church bulletin or office newsletter reporting the success of the event. Thank you letters should be forwarded to all notable participants (i.e., musicians or any expense sponsors.) For further questions or assistance, please contact in U.S., El Hogar Ministries Inc. (EHMI): lkinchen@elhogar.org or in Canada, El Hogar Projects (Canada) (EHPC): elhogarcanada@bell.net or

3 El Hogar Events Work Sheet - Adopt-A-Child This event is a program of inviting supporters to donate in the name of a chosen child. It involves posting a photo of each child and including their name by the photo and on an envelope provided. Donors are invited to pick a particular child, donate any amount using the envelope included in the display. The event should run for 6 weeks in each premises, and allow for the adoption of any child or group of children through a donation with a specific child s or children s name(s) cited. Posters should be created with the photo and name of each child residing at El Hogar Projects attached along with an envelope with that child s name on it (one school or all four schools can be used). Some creativity should be employed in preparing the posters in an attractive manner. A separate poster should be produced explaining the event and including information about what amounts of money could be used to buy products or pay for services needed. (See the El Hogar brochure or website for that information.) Posters should be displayed over the 6- week period. An advertisement and explanation must be included in the church bulletin or organization newsletter and updated each week with fresh wording and information about the number of children adopted each week. Regular verbal announcements during church services or at staff meetings about the program could be made leading up to and during the event to encourage participation. Effort; Preparation requires approximately 8 hours of prep time, including preparation of the information poster, having it enlarged and laminated, preparation of the posters with the children s photos and names, and envelopes. Set-up can be managed by one person. Additional time of approx. 8 hours will be needed for follow-up with thank you letters and handling of funds. Records of the monies received attributed to the particular child should be kept, along with the contact information for each donor. Both EHMI and EHPC offices can provide photos of each child. Costs: Costs included enlargement, printing, and lamination of information posters approx. $60.00; Stationery Bristol board posters and printing of photos on plain paper - approx. $

4 Kingsway-Lambton United Church, Toronto, Ontario; Net $6,400.00, Advent Season, 2011 St. Luke s Anglican Church, Burlington, Ontario; Net $8,600.00, Lenten Season, 2012 Church of the Redeemer, Cincinatti, OH Net $ Follow-up: Thank you letters must be sent to all participants. The photo of the child adopted could be included with the thank you letter. As the Kingsway-Lambton event was held during the Christmas season, the event organizer had taken Christmas cards to El Hogar the previous summer and had each child sign one. As each child was adopted a thank you letter was sent to the donor along with the personally signed Christmas card. Follow-up notices, with photos, in church bulletins and newsletters or office newsletters to inform participants of the success of the event. If considered appropriate, contact information for significant donors should be shared with EHMI or EHPC offices for use in future mailings. EHMI (or EHPC if the event is held in Canada) must be notified of the success of each campaign and net funds remitted to either EHMI or EHPC as instructed. Past organizers of this event would definitely repeat it with only some minor changes in style or format to be employed in making repeat events feel fresh and interesting. 4

5 El Hogar Events Work Sheet - Walkathon This event invites participants to walk (run) a prescribed distance in a group, soliciting sponsorship dollars for the walk, and raising awareness of El Hogar Projects through advertisement of the event and visibility of participants. The event should take place on a weekend day allowing as much participation as possible. Advertising in the form of flyers, posters, announcements, newsletter and bulletin submissions, should be liberal leading up to the event to encourage participation. Refreshments following the event allow for increasing the camaraderie of participants as well as allowing an opportunity to share EHP information and upcoming events. Preparation requires approximately 6 hours, including preparation of the information poster, having it enlarged and laminated, preparation of the flyers, newsletter submissions and announcements. Preparation can be managed by one person, although a committee of two to four would better distribute the workload. Sign-up sheets should be prepared to allow for gauging participation. Sponsor sheets should be provided beforehand to each participant encouraging them to approach family, friends, co-workers, etc. to sponsor with dollars per kilometre/mile or a straight donation.. Refreshments following the event would depend on the time of the day and funds available. At the least, cold drinks and a snack, or a sandwich buffet lunch could be organized. Sponsorship of expenses to maximize net profit is desirable. Additional time of approx. 6 hours will be needed for follow-up with thank you letters and handling of funds. Records of the monies received should be kept, along with the contact information for each donor. Costs included enlargement, printing, and lamination of information posters approx. $60.00; Stationery Bristol board posters approx. $35.00 Kingsway-Lambton United Church, Toronto, ON - late spring each year net $5, to $22,000.00, Parish of the Epiphany, Winchester, MA Net $22, to $33,000.00, various events Follow-up: Past organizers of this event would definitely repeat it with only some minor changes in style or format to be employed in making repeat events feel fresh and interesting. 5

6 El Hogar Events Work Sheet Bake Sale Often a Bake Sale is a feature of another event such as a Flea Market or Christmas Bazaar. Contact the event convenors to reserve a space within the larger event and elicit their cooperation and participation. Posters should be prepared and widely distributed in local shops, churches, and other meeting places to promote the event. Ensure that the Bake Sale is featured within the promotional material for the main event should this be the case. Food items need not be limited to baked goods. Variety of items can include candy and soups. Professional bakers in your area could be solicited for a few featured professional looking contributions with appropriate acknowledgement. Two committee members can easily accomplish the preparation and clean-up work with the participation of sufficient bakers. Additional assistance should be solicited for the sale day for ease of effort. Length of time for the sale should be a considered requiring extra helpers divided into work shifts. The event requires about 5 hours of prep time, including preparation of advertising material and announcements in newsletters, bulletins and vocally. Solicitation of contributors of baking and other food items is key to the success and should be started early with frequent reminders through weekly bulletins. It is helpful to use sign up sheets, which will include contact information such as telephone numbers and addresses. Important to note all notices for contributors the location and time of drop off of baked goods, usually the day before the event. Advise your contributors to list the item and its ingredients on a label and encourage nut-free items. Ensure that the name of the contributor is on any containers that need to be returned. Set-up can be done the day before. Squares and cookies can be sold packaged by the dozen, or containers of an assortment could be prepared and sold. Containers can be obtained from wholesaler where available or obtained through your local bakery or supermarket. A visually pleasing display is key to the success of any sale so ensure that the packaging and the display are attractive and clean. Posters, brochures and photos should be displayed at the Bake Sale table to promote EH. Costs: Promotional material such as posters and flyers Plastic containers and boxes for baked items such as brownies, cookies, pies and cakes Kingsway-Lambton United Church, Toronto, ON An annual event yielding approximately $1, per year Past Organizers would definitely do this activity again. 6

7 El Hogar Event Worksheet Pub Night An evening of music and song with volunteer musicians and performers to take place in a local pub or restaurant involving an entry fee or cover charge. Fee should cover all costs associated, provide the participant with a drink and offer a profit on each ticket sold. Contact a local pub to elicit their co-operation and participation. The pub will benefit from the sale of additional beverages and food items, and advertising of the venue by event organizers, free of charge to the pub. Contact any musicians, bands, or performers that might volunteer their talents. A minimum of 3 different performers offers variety for participants to enjoy. Posters should be prepared and widely distributed in local shops, churches, and other meeting places to promote the event. Pre-printed event (drink) tickets could be used or prepare and print tickets containing details. Sell tickets in advance and at the door. This event appeals to the younger crowd, which offers an opportunity for awareness of El Hogar Projects to people who may not have previous knowledge. It also takes place in a somewhat public forum; the opportunity is there for a few people to come in off the street hearing the music, broadening awareness to a larger, new audience. The event requires about 6 hours of prep time, 1 hour attendance at the pub before the event, 5 hours event time, and 2 hours for follow-up and bookkeeping. Costs: Purchase (or printing) of event (drink) tickets Printing of posters for advertising Kingsway-Lambton United Church, Toronto, ON May 2012 Net $ (ticket price $10.00) Follow-up: EHMI (or EHPC if the event is held in Canada) must be notified of the success of each campaign and net funds remitted to either EHMI or EHPC as instructed. A thank you notice should be posted in the church bulletin or office newsletter reporting the success of the event. Organizers would definitely do this activity again. 7

8 El Hogar Event Worksheet Coffee House Music Night An evening of music and song with volunteer musicians and performers to take place in a church hall or event venue involving an entry fee or cover charge. Fee should cover all costs associated, could include the cost of the first drink and offer a profit on each ticket sold. A charge can be levied for additional drinks if it is preferential to keep the cover charge to a minimum. Alternately, a lower entry fee to cover expenses and the use of a cash bar/beverage centre could be examined. Contact your church office or event venue office to reserve the date and facility and elicit their co-operation and participation. Contact any musicians, bands, or performers that might volunteer their talents. A minimum of 3 different performers offers variety for participants to enjoy. Posters should be prepared and widely distributed in local shops, churches, and other meeting places to promote the event. Pre-printed event (drink) tickets could be used or prepare and print tickets containing details. Sell tickets in advance and at the door. An event which will appeal to the younger crowd, which offers an opportunity for awareness of El Hogar Projects to people who may not have previous knowledge. The event requires about 10 hours of prep time, including preparation of advertising material, announcements and tickets, assembly of volunteer musicians, servers etc., 2 hours attendance at the hall before the event, 5 hours event time, 1 hour for clean-up and 2 hours for follow-up and bookkeeping. A committee of 5, 6 or more would best manage the workload. If the venue will allow alcoholic beverages to be served, beer and wine could be available and the costs reflected in the cover charge or ticket price. If no alcohol is permitted, then a variety of refreshments should be prepared (i.e.: coffee, tea, soda, water, etc.) Organizers made and contributed food items for snacking during the event. Costs: Purchase of (or printing) event (drink) tickets Printing of posters, flyers for advertising Beverages, table clothes, napkins Leaside United Church, Toronto, ON February 2012 Net $1, Organizers would definitely do this event again. 8

9 El Hogar Event Worksheet Soup Lunch A post church service soup lunch open to the Congregation and based on a free-will offering. This event would take place in the church hall following service. A free-will offering is suggested as experience has shown that participants are more generous and profits greater than an established ticket price. In addition, free will allows participation by church members who may not have money with them but will make it up at a later date. Contact your church office to reserve the facilities and elicit their co-operation and participation. Posters should be prepared and distributed on church bulletin boards and announcements made vocally and in the church bulletin and newsletter to promote the event. This event could be replicated as dinner service for any congregational meetings. Event seeks to raise awareness amongst the congregation and promotes community within the church. This is a wonderful team-building exercise for Service Teams. The event requires about 5 hours of prep time, including preparation of advertising material and announcements, shopping, prepare ingredients, serve, and clean-up. One or two captains per week would select the soup recipe, shop for the necessary ingredients and solicit volunteers for preparation. About 1.5 hours is required, preferably the day before, to chop and prepare ingredients. The captain would arrive at church early on the day of the lunch, begin heating the soup and prepare the hall with tablecloths and the necessary dishes and flatware. Additional volunteers would finish preparation shortly before service ends and serve participants. Allow about 30 minutes for clean up. Costs: Purchase of soup ingredients and bread Parish of the Epiphany, Winchester, MA past five winters, 4-5 week duration Net $ per lunch based on 80 participants Follow-up: EHMI (or EHPC if the event is held in Canada) must be notified of the success of each campaign and net funds remitted to either EHMI or EHPC as instructed. A thank you notice should be posted in the church bulletin and newsletter. 9

10 El Hogar Event Worksheet Fiesta An evening of music, food, and dance, this event can be set up in many formats. Past events have included a backyard pig roast, a tented backyard with food stations and wine tent, a golf course clubhouse venue with food stations, a more formal sit-down dinner followed by dancing, an interactive dinner having guests participate in the dinner preparation. Creative minds can conceive of any number of ideas and themes although any event should include food, music, wine/beer, and participation games in order to engage the guests. In addition, a speaker should be involved to promote awareness of El Hogar Projects. Slide shows or videos can be incorporated to offer a visual presentation of the schools and the children. Décor is important to promote a festive atmosphere and theme. A Silent or Live Auction significantly improves fundraising potential. Ticket price should cover all costs associated, provide the participant with their evening meal and potentially offer a profit on each ticket sold. A cash bar could be utilized for beer and wine, and soft drinks if it is felt that the ticket price should be kept to a minimum. The event requires a committee of approximately people for preparation and distribution of promotional material, ticket sales, bookkeeping, solicitation of donors for a variety of aspects of the event, organization of food and beverages, set up and clean up, and to ensure appropriate thank-you notes are distributed after the event. This event will require many hours of preparation well in advance and at the time of the event. In order to maximize profit on the evening acquisition of donors or sponsors for items such as the beer, wine, and music could be obtained. It is important that the venue chosen allow alcoholic beverages to be served, A Silent or Live Auction set-up at this event offers a greater financial return. A portion of the committee could be devoted to acquiring donations for the Auction, creating an attractive display and managing the bookkeeping/financial side. The most well received Auctions include items not readily available by retail. (i.e., use of a vacation home or condominium; tours of facilities not open to the public). Smaller donations of like goods could be packaged together into gift baskets. Care should be taken to offer a variety of price points within an Auction to allow full participation by guests. A professional auctioneer, while adding to the expenses, can increase the monies raised in a live auction considerably. There are many games or raffles that could be incorporated into the event such as; 50/50 raffles, wheel of fortune gift table, participant eliminations game, dance contests. A direct request for donations also incorporated into the evening can prove to be lucrative. (i.e., Fund the Future used successfully by Parish of the Epiphany) 10

11 Costs: Venue rental Dance Band or Disc Jockey Auctioneer Printing of posters, flyers for advertising, tickets Beverages, food, décor items Kingsway-Lambton United Church, Toronto, ON four occasions Net <$30, (ticket price $ $135.00) Parish of the Epiphany, Winchester, MA June 2012 Net $50, Cincinnati, OH March, 2010 Net $29, Follow-up: EHMI (or EHPC if the event is held in Canada) must be notified of the success of each campaign and net funds remitted to either EHMI or EHPC as instructed. A thank you notice should be posted in the church bulletin, office newsletter or any other widerange communication tool reporting the success of the event. Thank you letters should be forwarded to all notable participants; i.e. musicians or any expense sponsors, Auction donors Enquiries concerning tax laws should be made to consider an allowance for a portion of the ticket price that is considered over and above the costs associated per ticket to be tax deductible. 11

12 El Hogar Event Worksheet Celtic Dance An evening of music and dance with volunteer musicians and performers to take place in a church hall or event venue. Ticket price should cover all costs associated, provide the participant with their evening meal and potentially offer a profit on each ticket sold. A cash bar should be available for beer and wine, soft drinks and water. Contact your church office or event venue office to reserve the date and facility and elicit their co-operation and participation. Contact a band, and any additional performers that might volunteer their talents. Posters should be prepared and widely distributed in local shops, churches, and other meeting places to promote the event. Advance ticket sales only as numbers of participants is important for preparation of food and purchase of beverages. The event requires a committee of approximately 20 people for preparation and distribution of promotional material, ticket sales, bookkeeping, food preparation, purchase of beverages, set up and clean up, and to ensure appropriate thank-yous afterwards. Costs can be kept down if the committee agrees to prepare as much of the meal as is feasible. Rentals, such as dishes and cutlery, could be explored as that will considerably limit clean-up time but must also be considered when establishing the ticket price. This event will require many hours of preparation well in advance and at the time of the event. It is important that the venue allow alcoholic beverages to be served, Costs: Dance Band Printing of posters, flyers for advertising, tickets Beverages, food items, tablecloths, napkins Leaside United Church, Toronto, ON February 2012 Net $7, (ticket price $25.00) Organizers would hold this event again. 12