Fundraising ideas and proven fundraisers FREE

How To Host A "Coffee" Fundraiser

Not everyone knows how to

or is even comfortable at

asking for contributions

one-on-one. Many people

see this way of fundraising

as threatening,

confrontational, and

inpersonal. By going to

someone's office they may even feel that they are not in control and that they are going in hat-in-hand, begging for money.

But what if you could have several friends around in a warm, relaxed setting where you could share news, stories and chat in a friendly atmosphere. Where you were in control and where you chose the moment to ask for that special gift. Would that make it easier to ask for donations for your favorite charity? Sure it would.

The Concept

Hosting a Coffee is one of the most fun fundraisers around for those that don't like selling candy bars and the like. It can also bring in substantial funds if the right people are invited to your Coffee.

You actually invite no more than 10 people in a formal or informal gathering at your home or favorite setting and have coffee, tea and some treats to snack on. (TIP: the more formal you present yourself the greater the gifts made to you)

Timetable

You should expect to have some people

over just after lunch (dinner in the south)

or just before supper around 3:30 pm.

Ideally, your event should last no more

than 1 1/2 hours. And don't turn this into

a luncheon. It takes too much time an is

too distracting when you want to make

your pitch for a donation.

1. Greet guests as they arrive

2. Serve drinks, snacks, etc.

3. Introductions -- ask each person to tell a little about something that they are involved in at the present. As an ice breaker, ask each one to tell of a particular expericnce that has involved them about your organization. It could be funny or sad as long as it involved them personally.

4. Discuss a little about what you are involved in with your organization and that this coffee has been organized to share information and gather donor support.

5. Show flip chart and discuss as you go through the presentation. Go here to see an actual flip chart. Also, be sute to leave the last page open for all to view as you proceed. This last page is the actual "asking page"..

6. Show a video tape of your organization if you have one.

7. Hand out pledge cards and explain. Mention that you as the host will make a considerable contribution and will include it with the total that they generate at this coffee. If the donor is already donating, ask for a special gift over and above what they normally are contributing. Mention that they may write special requests or notes on the back of the card. Fill out your pledge card in front of your guests. They will begin to follow. Have a pre-stamped envelope ready if they express their desire to discuss this with their spouse. This envelope should have your address on it and will be sent directly back to you so that you can tally the results and turn back in next week at this same time.

8. Ask if there are any questions. Answer them to the best of your ability.

9. Pick up pledge cards and tally. Put the total up on a chart or white board for all to see. Never mention what an individual gave in front of the group present. Mention that they will receive a receipt for tax purposes in the mail or by e-mail.

10. Close. Thank each for coming and restate how important their contributions are appreciated.

11. After the coffee event, turn in the pledges and gifts to your groups administrative offices.

Follow Up

Make sure that your report on the success of your coffee with your campaign leadership.

If there were any guests that took their pledge cards home, mention that it is your desire to turn in all pledges at the same day next week. This will give them a week to talk over their donation with their spouse. After that day passes, give them another couple of days for the mail to clear and then call them. Let them know during the "coffee" that you are planning to follow up with each person until your coffee results are completed.

Send a personal thank you on personal stationary that you appreciate them coming to your coffee and that it was great fun and fellowship.

Make sure that your administrative offices enter the donations properly and that they send out a receipt to each of your guests. This is essential in case you plan on making this an annual appeal.

Continued (Go To Page 2)