External Fundraising Event Toolkit

Check out these tips to help you create your very own external fundraising event to benefit Fred Hutchinson Cancer Research Center.

Choose an event

While there are many types of events to choose from, here are some ideas to help you get started:

• Art benefit show
• Auction
• Bake sale
• Bicycle race
• Book sale
• Car wash
• Chili cook-off
• Concert
• Golf or mini golf tournament
• Lemonade stand
• Pancake breakfast
• Raffle
• Run/Walk event
• Spaghetti dinner
• webTribute page
• Yard sale

Name your event

Make sure that your event name is short, easy to remember and descriptive.

Set the date and time

Choose a date far enough in advance to give you time to prepare. Be aware of conflicting local events and holidays. Typical events take at least six to nine months to plan and execute.

Choose a location

Ask various clubs or organizations if they have space available to rent or would be willing to donate their space. Check out your local town halls, galleries, schools, churches, restaurants and catering halls. Be sure to book the venue early and ask for a discount. You may need to contact local law enforcement if you are planning a large event at a public venue. Also determine if you need security and liability insurance.

Set a budget

Create a budget that will keep costs at a minimum. Estimate income from attendance as well as costs of decorations, refreshments, mailings, and more. Click here for a sample income and expenses worksheet.

Get help from volunteers

Ask your friends, family and other contacts to volunteer at your event. Delegate responsibilities and create committees if your event needs them. Hold periodic meetings to monitor your progress. Click here for a sample volunteer schedule.

Promote your event

Get the word out so lots of people attend your event. You can use any of the following promotional tools:

• Posters
• Write letters and e-mails to friends and family
• Ads in local publications
• Notices in your community newspaper's calendar of events
• Web site or blog
• Tell your friends on Facebook, MySpace, LinkedIn and Twitter
• Contact the local media
• Invitations

Reminder: Make sure all promotional materials and Web pages that include the Hutchinson Center's name and/or logo have been reviewed by the Center's External Fundraising Events team. For more information, e-mail extfundevents@fhcrc.org or call 206.667.4399.

Get extra support

Ask local businesses if they would be willing to provide monetary donations or in-kind gifts such as printing, giveaways, auction items, food and more. Or they might display your event flyers at their stores. In return, you can list their business name and logo in your event program. Be sure to acknowledge the gift with a letter explaining the type of gift, cash value and tax-deductible information. Click here for sample sponsorship opportunities and benefits.

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	External Fundraising Event Toolkit