NEW
Non-Profit Management Articles
Special Events Division
(click on any link to access more information):
 | Special Event Fundraising Activities |
| Coordination of Event |
| Event Administration |
| Journal/Scroll of Honor |
| Fee Schedule |
| PowerPoint Presentation DOWNLOAD - COMING SOON!!!!! |
SPECIAL EVENT FUNDRAISING ACTIVITIES
Success of any special event is gauged primarily by the amount
of funds raised and good will established. A carefully guided approach will make
the difference in the accomplishment of this undertaking. The RDM Group offers
an array of services that will make the event both professional and profitable:
Create timeline, task chart, and working budget for the event.
Consult on selection of honorees and chair people.
Assist in capitalizing on contacts of honorees and event chairs (direct
discussions and background research).
Organize and attend all committee meetings.
Oversee and manage a working dinner committee.
Draft and mail letters to potential tribute committee members.
Work with client and board members to update contact lists.
Consult with honorees to develop and expand guest lists.
Coordinate and conduct solicitation meetings with major donors.
Draft and mail Save the Date letters and/or save the date cards.
Add personal notes to invitations as necessary.
Draft script for telephone solicitation and conduct solicitation training.
Advise on ticket and table fee levels and ad journal prices.
Compile journal and work with printer on final production.
Oversee solicitation of journal ads.
Coordinate with client text pages about the organization for the journal.
Develop strategy for VIP treatment of current and potential major donors at
the event.
Plan follow-up donor cultivation.
Keep all expenses in line with budget.
Prepare evaluation form and conduct follow-up committee meetings.
No matter how much one plans for an event, it will simply not come to fruition without detailed synchronization and management. With years of experience in coordinating all types of events, The RDM Group brings together all details to ensure a seamless event:
Create a look for the event.
Coordinate selection of location and caterer.
Work with venue management.
Develop program elements and timing.
Select printer and graphic designer for invitation.
Oversee design, printing and mailing of invitation.
Proofread all materials.
Arrange for database and invitation delivery to mail house.
Mail all invitations that are not sent by mail house.
Keep everyone aware of all deadlines.
Liaise with caterer for menu selection and guest guarantee.
Organize decor selection and other accoutrements.
Arrange for entertainment or background music.
Coordinate on site photography and audio visual presentations.
Finalize seating arrangements and seating cards.
Assist in selection of awards to honorees.
Draft speeches and script for event program.
Staff the event (welcoming, registration, trouble-shooting, etc.)
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EVENT ADMINISTRATION
When a client has the office staff and desire to do its own administrative work, the fee charged can be discounted. However, experience tells us that danger waits in the wings when a clients support staff does its own administrative work for the event - especially without the benefit of a lead staff person overseeing the entire event plan on a day to day basis.. Centralized control can be lost and the possibility of losing reservations, ads, etc. becomes all too real. Thats why the following tasks are included in the package as they are a basic necessity to the success of any event.
Create/upgrade all existing and new names in a
proprietary database.
Data entry and reporting.
Process and retain all RSVP data.
Receive/enter all reservations and payments into database.
Send payments to client while keeping copies for all transactions.
Send thank you letters and initial invoices.
Prepare final financial report.
An ad journal/scroll of
honor is an important part of any fundraising event. It provides incentives for
larger donations while serving as a vehicle for highlighting the organizations
work and leadership. The RDM Group works hand in hand with the client in the
production of a professional, income generating journal including:
Processing all ads.
Obtaining all ad text.
Sending ad copy to designer/printer.
Coordinating text pages about the organization.
Work with designer on look and layout for the journal/scroll.
Discuss with printer paper and binding options.
Advise client on all costs and quotes.
Track all ads as they arrive and are sent to designer/printer.
Proofread first draft and make necessary changes.
Review final approved copy.
Plan supplement pages, if necessary, and produce supplement.
Insert supplement into journal.
Answer all questions regarding ad specs and format.
The RDM Group offers the option of coordinating the
solicitation of journal ads for an additional fee. See Fee Schedule.
Event up to 400
guests
.....................................
............ $35,000
For events that have an attendance greater than 400 guests, an added
administrative fee will be charged as follows:
401-550
. $1,000
551-750
. $2,500
7511000
.. $4,000
Over 1000
. $5,000 plus $1,000 per every additional 250 guests
Event Journal/Scroll of Honor
The journal/scroll production is included in the event fee. The RDM Group offers
the option of coordinating the solicitation of journal ads for a preset 20%
commission on all funds raised via the journal. This service also allows The RDM
Group to offer additional prospects based on team research. The RDM Group
provides the client with the opportunity to exclude names at the outset that
will be solicited directly by the client, and exclude all free ads that come
with seat reservations. All ads (names) that are not explicitly excluded in
advance will be subject to the above commission regardless of who solicited the
ad.
Office Expenses
Telephone, faxes, basic photocopying, and office supplies are included in the
event fee. Additional postage, FEDEX, messenger service, mass photocopying, and
the like will be billed to the client.
Database/Reservations
Fee includes all database work for the event. If the client chooses to do all
database work in-house the fee will be reduced. This means the client solely
will be responsible for:
Cleaning up the
in-house list
Adding the new names
that we get from honorees, chairs, etc.
Coding and formatting
all databases according to our specifications
Updating the database
continually (as mail comes back with names to delete or edit)
Preparing database for
delivery to mail house
Suppressing names of
guests to receive invitations with personal notes
Receiving and
processing all RSVPs
Keeping track of all
RSVPs in a financial statement.
Providing the RDM Group
the names of the attendees on a daily basis.
Sending all thank you
letters and invoices.
Public Relations
PR work is not included in the event fee. If the client wants a PR campaign for
the event, an additional fee will be determined based on the scale and scope of
the work.
Event Staffing
Depending its size and complexity, an event staff of 4 to 8 people will be
hired. Contract fee includes 4 staff people above and beyond The RDM Groups
professional staff. The hiring of additional staff people will be approved by
the client in advance.
Expenses Paid by Client Directly to Vendors
Printing and design
of save the date cards, stationery, invitations
Design, typesetting,
and printing journal/scroll of honor
Mail house costs
Postage, delivery,
messenger services, etc.
Catering and venue
Centerpieces and
decorations
Music and Entertainment
Audio/Visual
arrangements
Photography and
Videography
Awards and Gifts
Special arrangements
for honorees or speakers (i.e. hotels, transportation)
PR (press releases,
ads, articles, etc)
We invite you to review this material and contact us to discuss plans for your next Special Event. For more information, please contact Cynthia Lieb, Special Events Division Coordinator: cynthia@therdmgroup.com; 212.706.0014