6. Network in the community to generate support, enthusiasm, and attendance.
7. Oversee work of subcommittees.
8. Implement event in a timely and successful manner.
9. Celebrate success.
10. Evaluate event results and prepare recommendations for next year.
Qualities and Abilities of a Fundraising Event Chair
1. Motivates: Keeps the focus of the group on the outcome of the event.
2. Plans Strategically: Can see what needs to happen and asks the right people to carry it out.
3. Uses Diplomacy: Fluidly interacts with different people in the community.
4. Communicates: Is clear, easy to understand, and transparent in all interactions.
5. Delegates: Empowers and motivates others to do the work.
6. Oversees: Works within a budget and in a timely manner.
7. Fundraises: Is not afraid to ask for money!
Written job descriptions with enough detail about deadlines and lines of communication will be invaluable to the chair and subchairs. These could include their main tasks, the amount of time they have to accomplish the tasks, the available budget and income goal, who they will work with, what they will need to do the work, and how success will be measured.
Next, each subchair can begin recruiting a team of volunteers. The following paragraphs treat the general responsibilities of each committee and give some ideas about what skills are needed to fill each role.
The volunteer coordinator seeks people to do all the tasks necessary for the fundraiser: selling tickets, setting up the event, hauling trash, serving guests, displaying auction items, tending bar, cleaning up, and returning the many borrowed items used at the event. A good coordinator is highly organized and calm, confident, and comfortable in almost any situation. He or she likes people, knows how to navigate egos and conflict, and has a good understanding of others’ strengths and an ability to match those to the tasks at hand. This individual should be an excellent communicator, with the ability to give clear and precise instructions concerning tasks, dates, times, and locations. A coordinator may train volunteers or assign specific jobs to the subcommittee chairs, such as teaching how to set a proper place setting, how to time a race, or what constitutes an appropriate drink-serving size. People who have these skills are often teachers, coaches, nurses, and other members of “helping and teaching” professions. Above all, a good volunteer coordinator can thank, praise, and encourage easily, making everyone feel appreciated and that the success of the event was due in part to each volunteer’s contribution!
The finance chair or treasurer will oversee expenditures and income. People who enjoy working independently with numbers and Excel spreadsheets are a good fit in this role. When looking for a finance chair, consider individuals who run their own businesses or work in banking or finance. The finance chair will often work in conjunction with a paid staff from, or the chief financial officer or executive director of, the sponsoring organization to design a budget and monitor expenses and income. Unless the fundraiser is independent of a nonprofit, the ultimate accountability falls on that nonprofit sponsor, and its representative may have to authorize expenditures, sign checks, and write thank-you letters to donors and sponsors. (An example of an independent fundraiser would be a club raising money for the Red Cross: the event would not be sponsored by the Red Cross, and the club isn’t a legally incorporated entity.)
Marketing chairs should understand how people hear about events in their community. They develop promotional pieces and decide when and through what outlet these messages will be delivered. The marketing chair will be responsible for ticket sales or registrations, although this task can be assigned to a subcommittee of marketing. Choose someone with good communication skills, the ability to write a clear compelling message, and connections to media. Add an understanding of video, and you’ve got a dynamite chair! Sometimes this person can be found at a local newspaper or television or radio station. If you know someone who understands marketing, social media, and/or sales, ask him or her to chair this committee.
To find a volunteer to seek sponsors for the event, look for people who like to raise money in the community. These folks may have chaired or worked on local campaigns before. They are confident and not afraid to ask for money or goods—in fact, they enjoy talking to people. Sometimes the event chair, CEO, or development director will take on this responsibility. But I have seen highly effective committees raise sponsorships on their own quite effectively.
The logistics chair has a huge and invaluable job: to design where everything goes, including tables, bars, check-in stations, food service areas, tents, service lines, and trash cans. This chair works closely with the volunteer coordinator to find enough people to get the job done, checks in with the finance chair when ordering supplies for the event to align with the budget, and works with city and county officials or property owners to make sure everything complies with fire and health department regulations and provides access to adequate power and water sources. The logistics chair arranges for access to bathroom facilities, finds a place to store ice, and assigns parking for supply trucks. You need someone who is practical and detail oriented, yet able to visualize the big picture. This individual must be able to tackle problems head-on and negotiate solutions. Look for someone who already manages people or situations well, perhaps one holding a leadership role in an organization or running a private business.
The food and beverage coordinator works with the chefs, the caterers, or a restaurant to design a pleasing menu. If your event is a fancy meal, look for someone who knows food, possibly a person already in the industry or someone who likes to plan dinner parties. If food doesn’t play a big role in your event, then this assignment is a simple volunteer job. Working with the food industry requires an ability to express clearly what is needed, negotiate prices, plan menus and determine what quantities of each item are needed, arrange for deliveries, and oversee serving requirements. Look for a creative person who understands the business of food!
Designing the look of the event is left to the decorating committee, often people who prefer hands-on jobs. Look for these folks in more creative parts of your community. Florists, party planners, or natural hosts are good choices. They will know what looks good and how to make your guests comfortable. I have found that one of the challenges of working with the decorating committee (and, sometimes, the food coordinator) is keeping costs within budgets. At one event I dealt with costs by using a local landscaper as a volunteer to create a gardenlike entryway in exchange for recognition. A tasteful card strategically located in the display pointed guests to the company and its contributions.
Good entertainment volunteers know the industry and are comfortable inviting performers, negotiating fees and contracts, and determining staging requirements. Look for performers, presenters, or other artistic folk to chair this committee.
Once the subchairs are in place, they can begin to form their own teams. Some volunteers will come through the nonprofit and be assigned a subcommittee; others will be recruited by the subchairs. The chair will call the subcommittee chairs together to schedule and coordinate most aspects of the event. How often the committee meets as a whole is up to the temperament of the group, but I suggest meeting no more than once or twice a month. Most of the work should
