sample fundraiser project

8/12/2019 Sample Fundraiser Project

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Masquerade all of Capulet

Freewill Shakespeare Festival


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Masquerade Ball of Capulet is a fundraising event that will invite patrons to the enchanted

world of Shakespeare. It will be 16th

century evening in Verona where one can enjoy live music

and dancing. The event is inspired by the ball where Romeo and Juliet fell in love.

Ask students in local performing arts programs to volunteer as actors during the eveningto perform Act I, Scene 5 (the meeting between Romeo and Juliet).

Give patrons the chance to learn waltz before the ball begins. They will be offered tojoin a class one hour prior to the event to help them to get into character.

A photo booth will be available so that patrons can have memorable pictures taken oftheir magical evening.

Snacks will be provided. There will be a bar where guests can purchase cocktails and non-alcoholic beverages. A Best Dressed contest will take place and the winners will receive a summer pass to the

upcoming festival season.

Old Timers Cabin will be used as venue. A partnership should be established with Theatre Garage so that guests can receive a

discount if they buy a ticket to the ball.

Shakespeare-Gram: People can pay to have Shakespeare-themed love letters sent orvolunteers to read sonnets to friends, family and/or loved ones.

A sponsorship will be established with a catering company.


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INCOME 2014 Actuals 2014 Project

Donations $ 500.00

Sponsorships $ 1,500.00

Sonnet Sales $ 250.00

Ticket Sales ($45x150) $ 6,750.00

Liquor Sales (4/person) $ 4,200.00

Festival Pass Sales $ 200.00

TOTAL INCOME $ - $ 13,400.00

EXPENSES

Copying costs/labels/envelopes $ 100.00

BOL Ticket printing $ -

Printing Invitations $ -

Old Timers Cabin Deposit (inc in fee) $ -

Live Quartet/Entertainment $ 1,000.00

Old Timers Cabin $ 300.00

Room and Table Design $ 150.00

Catering Company (Food&Liquor) $ 3,000.00

Marketing $ 200.00

Flowers $ 100.00

Mail out $ -

Projector $ 50.00

2 Waltz Teachers $ 400.00

PayPal Fees $ 200.00

Other $ 50.00

TOTAL EXPENSES $ - $ 5,550.00

NET PROFIT $ - $ 7,850.00


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There will be fifty-eight volunteers, two staff members, and twelve board members

working alongside each other to help organize and run Freewill Shakespearesnew fundraiser

The Masquerade Ball of Capulet. The fundraiser will be held this coming year (date yet to be

determined) at the Old Timers Cabin in Edmonton, AB. Tickets for the event will be: $45.00 per

person. One hundred and fifty patrons are expected to attend the gala.

Serverssupplied by catering company

Waltz teacherhired from outside company (Arthur Murray)

Coat check (8) Set up (10) Front of house (4) Volunteer actors (10) Bartenders (8) Photographer (1) Tear down (10)

Staff members (2) Board Members (12)


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Coat check: Hanging, organizing, and retrieving patrons coats and personal goods.

Set up: Purchasing and arranging decorations, unpacking supplies and organizing dining tables.

Front of house: Greeting patrons, taking tickets, dealing with cash, credit and debit

transactions.

Volunteer actors: Preforming skits and interacting with patrons while in character.

Bartenders: Pouring champagne and other assorted beverages.

Photographer: Taking interesting and unique photos during all stages of the event, editing

photos, and uploading photos to website and different social media sites.

Tear down: Washing, packing, and general clean up.

Staff and Board members: Acting as shift supervisors, overseeing event, and being available

for questions and concerns.


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Position Number of Volunteers/staff

members

Shift time

Set up 10 volunteers 2:00pm-4:45pm

Coat Check 4 volunteers

4 volunteers

6:30pm - 9:30pm

9:15pm- 12:30am

Front of house 4 volunteers 6:30pm-9:30pm

Actors (volunteer) 5 volunteers

5 volunteers

6:45pm-9:30pm

9:30pm-12:00am

Bartender 4 volunteers 6:30pm - 9:30pm

Photographer 1 volunteer 7:00pm-11:00pm

Tear down 10 volunteers 12:00am1:30am

Staff/board members 8 staff members

8 staff members

2:00pm10pm

6:00pm1:30am

*All volunteer actors must attend dress rehearsal from 5:45pm-6:45pm

Below you will find two sample job descriptions. Potential volunteers must be sociable,

well put together, organized, passionate and flexible. Ideally all volunteers would have some

type of experience within the arts sector but this is not a requirement.


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Successful applicants will work at the coat check at Freewill Shakespearesnew fundraiser The

Masquerade Ball of Capulet.

Responsible for checking in, storing, securing, and retrieving outerwear andassorted personal belongings for guests in fast paced environment.

Will report directly to your team leader. Will need to commit to a 5hr shift.

A criminal record background check may be required.

As a Front of House Volunteer you will provide first point of contact with patrons at Freewill

Shakespearesnew fundraiser The Masquerade Ball of Capulet.

Responsible for greeting patrons Taking tickets Dealing with cash, credit and debit transactions. Will report directly to your team leader. Will need to commit to a 5 hour shift. A criminal record background check may be required.


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Extrinsic

Free admittance to event (shifts will be scheduled so each volunteer can enjoy theevent, not just work it)

Free drink ticket (cocktails, beer, pop, juice etc.) Several free appetizers (provided by catering company) Volunteer hours will be logged and accessible for references

Intrinsic

Supporting Edmontons arts community Being an integral part of the success of this important fundraiser

To measure the success of the evening, staff and volunteers will be given a

questionnaire to fill out. It will be completely anonymous so that they can feel comfortable

with being honest. After completion the questionnaires will be analysed by the board and the

executive director. The questionnaire will assist them in making any necessary adjustments for

future fundraisers. Survey questions will range from topics of:

Organization for the event Success of the event If volunteers would want to volunteer again Quality of leadership from staff


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The marketing for this fundraiser will rely heavily on both social media and the Freewill

Shakespeare Festivals e-newsletter subscription list. A press release will also be sent to the

Freewill Shakespeare Festivals publicist that will then be sent out to various media locations

two weeks prior.

Pinterest will be used to create a Masquerade Ball inspiration board so that patrons can follow

us and get a feel for the event and the type of costumes they might want to wear.

The Freewill Shakespeare Festival will be relying on both YouTube and Instagram for the

purpose of displaying information regarding:

Location/Venue Schedules, dates & times Food & Drinks Venue Amenities Event Activities

o Entertainmento Contestso Shakespeare-gramso Performing Acts

The Festival The Fundraiser


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Facebook and Twitter will be used to inform both those who already follow/subscribe and

those who do not about information regarding:

Schedules, dates & times Ticketswhere and how to buy Location/Venue Venue Amenities Food & Drinks Event Activities


Information posted on the festivals YouTube, Pinterest and Instagram will be linked on the

festivals Facebook and Twitter pages.

Facebook and Twitter will be opened up to people interested in the festival and fundraiser to

ask questions and voice concerns.

A consistent level of posts varying from 34 per week will be made through Facebook and

Twitter, as well as Instagram.


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The Freewill Shakespeare Festival e-newsletter will be used to advertise the event to e-

newsletter subscribers, detailing things such as:

Schedules, dates & times Ticketswhere and how to buy Location/Venue Amenities Food & Drinks Event Activities


Any additional information regarding the fundraiser and the festival


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A publicity release will be developed and sent to gain the attention of those whom do not

follow or subscribe to Freewill Shakespeare Festivalsvarious social media and/or e-newsletter

subscriptions.

The publicity release will include information such as:

Location/Venue Ticketswhere and how to buy Schedules, dates & times Events and Activities


Any additional information regarding the fundraiser and the festival

Once completed, the publicity release will be submitted to the Freewill Shakespeare Festivals

publicist from Gypsy Church, and then sent out to the various media stations.


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Masquerade all of CapuletUndecided

7:00PM12:00AM

Old Timers Cabin

$45 per person

Maximum of 150

2:00 p m Arrive at venue with volunteers that will help organizing and decorating the room.

12:05 4:45 p m Set up chairs, serving tables, and booths. (1 hour) Decorate venue. Set up booth for Shakespeare-grams. Set up table for ticket takers/ donation forms.

4:45 5: 45 p m Bring in bar and set it up, and caterers arrive. (1 hour) Decorate photo booth. Set up table for ticket takers/ donation forms.


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5:45 6:25 p m Get the band set up and do a sound check. Do dress-rehearsal of Act I, Scene V, from Romeo and Juliet.

6:00 p m Volunteer meeting where volunteers will learn more about the event and their

responsibilities.

6:30 p m Open doors.

7:00 7:10 p m Welcoming speech.

7:10 8:10 p m Waltz Class.

8:15 p m Bring in appetizers, open photo booth, and Shakespeare-gram booth.

9:30 9:50 p m Students from Performing Arts program perform Scene V, Act I in Romeo and Juliet.

11:50 p m 12:00 a m Midnight Announcement: Winner of the Best Dressed contest.


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12:00 a m 1:30 a m Clean up venue:

o Put away tables and chairs.o Take down bar.o Take down decorations.o Tear down booths.o Vacuum and mop up the floor.

Record revenue earned at the event. Do a follow up evaluation of the event.

sample fundraiser project

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