Procedures: Fundraisers & Kickoff Events

Gather Sponsors

• The goal of an event is always to have secured your fundraising target before the event begins.
• Provide a range of contribution levels (ie.: Host Committee, Campaign Sponsor, Event Sponsor, Family, Individual).

You may want to consider an additional “Host” role

• Hosts not only contribute themselves as sponsors, but also have a responsibility to help identify and secure additional sponsors.

Provide an online method for contributions

• Even if you think your contributors aren’t comfortable with online contributions, we urge you to take this step.
• Make sure folks who cannot attend, are most likely to contribute. Each step you ask of a contributor (write a check, put it in an envelope, add a stamp, and mail) reduces the likelihood of success.
• What method for online contributions will you use? There are a range, from ActBlue (which simply receives money), to services like Event Bright (which provides event information to participants and can give you a sign-in sheet for the event based on RSVPs). ActBlue, for instance, does not support certain types of races.

Outreach

• There are many ways to do outreach, and depending on time, volunteers, and budget, you can employ all or any combination:
  • the candidate should always make personal phone calls, at least for a portion of the list.
  • an email blast service and/or a personal email outreach to the candidates email list.
  • an email blast service and/or a personal email outreach from host committee member(s) or a co-host.
  • snail mail letter or postcard — which should always be preceded with, or followed by, a phone call — and should include a remit when possible.
  • Facebook event invite (or other social media format)
  • If the event is looking to attract an audience beyond known supporters, or is billed as a “meet & greet” fund raiser, then using a database service to identify likely supporters with email addresses can also be a productive outreach tool. We can often target likely voters in a radius around the host location.

A Media Presence

• Campaign events, specifically kickoffs, can be opportunities for “earned media.”
  If you are expecting media, make available:

   

  • Print/Online version of the prepared Candidate Remarks
  • Electronic version of the Candidate Headshot

Clearly identify, and agree upon expectations, with the venue.

• This is especially important if there is an “in-kind” contribution element associated with the event.
• Some questions to ask your venue host:
  • what food/drink will they provide (as a contribution/not contribution)?
  • what will the campaign be expected to provide or pay for?
  • is there a specific duration/time-frame the event needs to meet?
  • are their parking issues to be aware of?
  • how can the room be arranged to accommodate the number of expected participants and a short speaking program
  • is an AV set-up recommended, and does the venue have one if needed?
  • Will the venue include staff of their own, and to do what?
• We suggest you put these into writing for clarity.
• IMPORTANT NOTE: If there are “in-kind” contributions, make sure the all campaign contributions remain within legal limits.
• In-kind contributions are recordable contributions nonetheless.

Would the venue appreciate an acknowledgment?

• Make sure, before the campaign publicly appreciates the venue, that it’s okay with the venue host. An simple way to show the venue some appreciation to give them a shout-out on Facebook or Twitter.

Front Door Host (1-2 people)

• The front table should have pens, remits, and campaign volunteer forms—or an iPad to do the check-in online. Guests will expect to contribute if they haven’t already. The front door host should be warm and friendly (but not afraid to ask for money).

Room Circulator (1-2 people) who are graceful and knowledgeable

• Circulate with clipboard, volunteer sign-up forms, remits, and pens. Give guests “the opportunity” to contribute (if they missed it at the door), volunteer, formally become an endorser, sign papers, etc. This person should know people, and be especially warm and engaging.

Candidate Support (1 person) to subtly “staff” the candidate

• This person can:
  • identify (and write a list for the candidate) of elected, community leaders, sponsors, etc. who should be thanked at the beginning of the program.
  • make sure the candidate has water/food (if appropriate) while they’re milling/meeting constituents
  • take business cards or notes for future follow-up
  • watch the room for flow and timing

The program has specific goals:

• give the candidate an opportunity to formally introduce the race, identify priority issues for the community, highlight the candidate as the best person for the job
• raise more money!!!!!
• recruit volunteers, pick-up endorsements, build the campaign team, and generate excitement
• gather filing signatures (when relevant)

The format can (and should) be very simple:

• one or two people to introduce the candidate, discuss the importance of the race for the community, highlight why the candidate is the best person for the job.
• candidate thanks supporters and endorsers, speaks (succinctly) about the community
  • its strengths and the challenges
• close by asking for money again! (ie. “This is an important race, elections take resources, please dig deep for our community!”). This can be one of the first introducers, or someone else entirely.

General observations

• Consider using a quality photographer and a banner in the background. This is a good opportunity for the candidate to take photographs with sponsors/endorsers. (Please refer to “Taking Campaign Photos“)
• The whole event should be about 2 hours long, and the formal program can begin when the room feels full (or about 45-50 minutes into the event). You want to leave a little room for mingling following the formal program, but allow those who need/want, to leave.
• You may want to post a thank you to the Host Committee and/or Sponsors
  in a couple of prominent places. (Printing the list on a home computer is very sufficient.)
• You can never say “thank you” enough.
• The candidate should begin by giving their name and office for which they are running. This may seem silly, as many of the people in the room are likely to know the candidate, but there may be some who don’t — and this helps to invite them into the dialogue.

Thank You’s, Thank You’s, Thank You’s!!

• Host Committee members
• sponsors
• volunteers
• the venue

• NOTE: All checks should turned into the Treasurer within 24-48 hours. (Make sure your Treasurer is clear on all in-kind contributions.)

Follow-up on any outstanding financial commitments.

• You’ve done all of this work, make sure everyone makes good on their financial commitments. This is also a good opportunity to circle back around and thank them for their support, and see if they can recommend additional outreach.

Review the volunteer forms and remits

• Make sure all volunteers have been logged in the database, and endorsers have been added to the endorsement list.
• Follow-up to get volunteers on-board — even if there’s a little “make-work,”
  its smart to get volunteers engaged while the enthusiasm is high.

Post photos to Facebook/website

• IMPORTANT NOTE: DO NOT post photos of anyone who has not explicitly endorsed the campaign, to any page associated with the campaign or the race. Don’t forget to ask as photos are being taken.