How-to Guide for Your Fundraising Event

Thank you so much supporting RESULTS and RESULTS Educational Fund (REF) by holding a fundraising event. Your fundraising is critical! Much of RESULTS’ and REF’s work is financed by individual donors and much of this success comes from our own grassroots fundraising. As a group, our volunteers annually raise over $300,000 from their friends, relatives, and colleagues.

The fundraising efforts of our activists have made a difference from the organization’s very beginnings, allowing us to navigate economic turbulence and take advantage of in-the-moment opportunities, while also raising our profile in the community. These financial resources are also critical in giving us the independent voice we need to call on Congress to act powerfully, effectively, and strategically. Your willingness to spread the word about RESULTS to your inner circle and invite them to participate financially in our work can be a game-changer that moves us closer to our goals.

Fundraising is also an opportunity to share the powerful work of RESULTS with people we know. We offer them the opportunity to be part of our world-changing movement, telling to them about our passion and how it has empowered us. We invite them, be they friends, coworkers, allies or our loved ones, to invest in our work of saving lives and ending poverty. This toolkit provides step-by-step instructions to make this easy to accomplish.

Inside this kit you will find:

  • Key Fundraising Roles fora Successful Event
  • Inviting Guests
  • Elements of an Event
  • Sending Donations to RESULTS
  • Follow Up for Greater Leverage
  • Support from Staff
  • Sample Program for a Small Event
  • Frequently Asked Questions
  • Quotes to Inspire

In partnership,

Your grateful fundraising staff

P.S. You can also find tips for holding a raffle or silent auction, detailed instructions for reporting contributions and expenses, and fundraising forms on the website on the Fundraising Event Toolkit page.

Key Fundraising Roles for a Successful Event

Event Coordinator: This person(s) works closely with staff and takes the lead on holding the vision for the team and working to ensure that all the separate pieces of the event are managed. The event coordinator:

  • Holds the vision
  • Helps to create goals
  • How much do you want to raise?
  • How many people do you want in the room?
  • What individual and group goals do you want to attain?
  • Number of new partners?
  • Personal funding and inviting goals
  • Coordinates the team and the process

Inviting Team Lead: This person, working with a grassroots staff member, supports and coaches the inviting team to fill the room and ensure a successful event.

  • Tracks the guests that are coming.
  • Oversees publicity, invitations, and event website.

Inviting Team: Activists in your groups or other community members who help invite people to your event.

Program Lead: Organizes the program for the nightand makes sure the program goes smoothly (sample programbelow):

  • Creates a timeline for the event and keeps the event on track.
  • Makes sure speaker has been given talking points and any information they may need.
  • Ensures that all RESULTS speakers have practiced and gotten feedback on their speaking.

Logistics:This detail-oriented person:

  • Requests materials from the RESULTS office such as donor envelopes and brochures.
  • Organizes the event site, food and beverages, and volunteer coordination.

Administrative Lead: Critical to the success of the event, this person:

  • Reads over and learns the instructions for processing expenses and contributions.
  • Submits contributions and expenses with proper forms to RESULTS within two days of the event (forms can be found in the Fundraising Event Toolkit at
  • Ensures all donor data goes into a local database for group reference.
  • May work with inviting team to track the guests that are coming.

Follow-Up Coordinator: Key to ensuring the success of future events, this person:

  • Supports volunteers to thank guests.
  • Invites interested folks to your next meeting or passes those names on to the person who will invite them.

Inviting Guests

The key to success for any fundraising event is inviting. Many a volunteer has fallen into the trap of believing that sending out a few emails and posting a few flyers will get people to their event, only then to be sadly disappointed when they produce a fabulous event for just a few people.But if you are willing to consider a few tried-and-true solutions, we think you will be pleasantly surprised with the outcome.

Make Goals for yourself (and ask your group to do the same):

  • How many do you want in the room? Pick a number that really stretches you.
  • How much money do you want to raise from your individual invitees?

Create your guest list:

  • Start with your comfort zone folks
  • Family
  • Friends
  • Move to folks who are out of your comfort zone
  • Colleagues
  • Acquaintances from other networks

Separate the list into categories:

  • Low hanging fruit:These are the easy folks, the ones who know you and support you. Most likely they already know about your work in RESULTS, and if they don’t, they will listen to you willingly. These are great folks to practice your first few pitches on and to get feedback from. They are also the most likely to come to your event. So get a few “yeses” under your belt, and then move on to the folks outside of your comfort zone.
  • Middle of tree:These are folks who you know, but feel uncomfortable about asking to a fundraiser. They may or may not know anything about RESULTS. All of the practice you do with the first group will help you to fine-tune your invitation and make these calls easier.
  • Top of the tree:These are the folks that scare the heck out of you and most likely don’t know about RESULTS (yet). Again, all of the practice you do on earlier calls will really help with these people. Be prepared for a few more questions from them, but don’t fall into the trap of feeling like you have to articulate every single thing RESULTS does. Speak from the heart about your own passion for RESULTS, what you get from participating in RESULTS, and how your work with RESULTS expresses your own values.

Write out your talking points:

  • Many a volunteer has slid down the slippery slope of RESULTS’ acronyms, political jargon, and lists of campaigns only to be met by glassy-eyes stares or silence.To avoid this pitfall, take the time to prepare for your calls. You want to give people a clearer idea of what RESULTS is and why you support this incredible organization not only with your money, but with your time.

Pick up the phone and start inviting!

The goal here is to invite everybody on your list no matter where they fall on your RESULTS family tree. We never know where we are going to find our next partner or donor, but we know for certain that the only way people will participate, whether financially or as a volunteer, is if they are asked.

Make a personal call to each person to invite them to your event. The vast majority of people will come based on your personal invitation. Don’t worry about being an “expert” about RESULTS — many of your friends, family, and colleagues will come because you believe in RESULTS and they believe in you. It’s also critical to the success of your event that you call them a day or two before to reconfirm that they are coming.

Tips

  • People will say no — don’t sweat it.
  • Make sure your guests know that they are being invited to a fundraiser.
  • Start early and follow up with people. If it’s a good event people will thank you.
  • If people can’t come, ask them to make a donation to help with this event and keep them on your list for next year.
  • Remember to take a breath and let people ask questions.
  • Ask people to invite other people who may be interested — “Do you know anyone else who might like to come?”
  • Remember to call people a day or two before to remind them about your event. Let them know you need a headcount for food and ask if they need directions.

Elements of an Event

Having food and music and a festive atmosphere can be very fun and effective. Do a dessert or wine and cheese sampler, a potluck, whatever you like. Your guests will respond to the care you put into the gathering. The most important thing is to have fun and create an event you would like to attend. Be creative and think outside of the box.

Set aside a half hour to an hour for the program so your guests can get an introduction to RESULTS and you can ask them for a contribution (see sample program).Although the issues we work on may be heartbreaking, the message we want our guests to leave with is one of hope, health, and the brilliance of the human spirit to overcome extreme adversity and flourish in thriving, healthy communities.It’s ok to have a blast even when you’re talking about hunger and poverty!

The Program

The people who are speaking in the program should get together to practice their speaking parts, like a dress rehearsal. This will make the program much more effective.

When you are preparing your remarks, put yourself in the shoes of a guest who doesn’t know anything about RESULTS/REF or the issues we support. Make sure everything makes sense and is explained simply. Don’t use any jargon or acronyms, or if you do,explain them clearly.

Guest speakers from your community can be very effective if they can give testimony to the value of RESULTS. If you are using someone unfamiliar with RESULTS, get together with them ahead of time and show them the “Everyday Heroes” video and go over RESULTS’ successes so that they can say something relevant about the value of RESULTS to them or their organization. You can find RESULTS’ most recent successes on the website at

Ask for Donations!

This is something that is inherently uncomfortable for most people. It is important to remember that people like to spend money on things that they value. That is the bottom line. If you do a good job of explaining RESULTS/REF and why you value it and spend your money to fund it, then your guests will decide for themselves if it has value to them. If so, they will be more than happy to spend their money to support it. If it is not their cup of tea, that’s fine. There are lots of causes that probably don’t resonate with you either — we all have our unique preferences.

Your only job is to create a welcoming environment for people to hear about RESULTS/REF and offer them the opportunity to get involved and support our mission. The rest is up to your guests.

When you get to the part of your program when you are ready to ask for a donation, pass out the Donor Forms and walk people through the options. Be familiar with the form ahead of time and ask for staff support if you have any questions on how to use it. It’s helpful to give people an envelope so their check doesn’t get separated from the form. Make sure people designate on the form if their gift is for RESULTS (not tax-deductible) or RESULTS Educational Fund (tax-deductible.)

Sending Donations to RESULTS

It is very important that all money collected be sent to RESULTS right after your event. Make sure each donation is placed into a completely filled out Donor Envelope or Donor Form — this will ensure that the donor is entered into our national database correctly, their donation is processed quickly and professionally, and they are thanked in a timely manner. Make sure to fill in your group name and the date of your event.If you collect further donations as you follow up with guests and no-shows after your party, you can send a second batch.

Package your donations together and mail to:

RESULTS / RESULTS Educational Fund
P.O. Box 10413

Uniondale, NY 11555-10413

Also,please send a Contributions and Expense Report to the RESULTS office at:

RESULTS / RESULTS Educational Fund

750 First St., NE, Suite 1040

Washington, DC 20002

Detailed instructions and the contributions and expense form are on the Fundraising Event Toolkit page at:

You are encouraged to spend as little as possible on your party or have things donated. However, if you incur minor expenses that you would like reimbursed, include receipts and other pertinent information with your Contributions and Expense Report.

Follow Up for Greater Leverage

You can certainly just host your party, ask for contributions, thank your guests, and leave it at that. But if you are looking to leverage your efforts, expand participation in your group, and grow your local network of supporters, followup!

Some guests may not give at your party, but may make a donation if you call to thank them for coming and offer to answer any questions they may have. Sometimes people are shy to ask something in front of others, but will engage with you one on one. If they are able to get their concern addressed often they will be happy to give a donation. If not, at least you clarified something they were unsure about. They may give in the future — “no” now is not necessarily “no” forever.

Send a brief handwritten thank you note to all your guests. You can include a sheet that lists your regular and upcoming meetings, contact information for your group leader, and some of the activities that your group is involved in. This is a great way to engage people who may be on the fence about getting involved or who may want to participate once in awhile.

If anyone expressed interest in getting involved, call them very soon after your party to talk with them about opportunities. You can start by going over the ways to participate and answer any questions they may have about RESULTS/REF. If you run into questions you can’t answer, call or email a staff member for support.

Support from Staff

Staff support and additional materials are available for your fundraising event.It’s a good idea to get in touch with support staff as soon as you decide to host a fundraising event to make your process easier and your event more effective. Here are some resources available from staff:

  • Lists of RESULTS donors in your local area.
  • Help following up with the donors you generate (i.e., formal thank yous and ongoing cultivation).
  • Help locating speakers — we may know coalition colleagues in your area or at least be able to suggest options.
  • Regular coaching calls to help you manage your project.

You are also encouraged to contact your Regional Coordinator. These people have a wealth of knowledge and resources.

For more information visit contact Donna Howard at . You may also reach the development office at (202) 7783-7400 ext. 124.

Sample Program Outline for a Small Fundraising Event

(20 to 45 minutes is optimal)

Welcome and Thanks (2 min)

  • Thank all people who invited and helped in any way.

Emotional Introduction (3 min)

  • One person shares his or her experience with RESULTS:
  • How does s/he feel differently as a citizen since becoming involved with RESULTS?
  • What has s/he accomplished with the support of RESULTS?
  • How did RESULTS’ education and training make that possible?
  • Another RESULTS volunteer shares an inspiring story or article.

Video (10 min) “Everyday Heroes” or a video that relates to the theme of your event

RESULTS Successes (3 min)

  • Go over some of RESULTS’ successes (request brochures form the RESULTS office for your event or download current successes from and share any action that your group took to support any of them (e.g., wrote a letter, made a call to a member of Congress, shared about the issue with friends, etc.).

Testimonial (5 min or more) Optional

  • Ask a local staff of a member of Congress, colleague from other organization, volunteer, local person who has benefited from a program we support, etc. to speak about the importance of our work. This puts a face on our issues and illustrates how advocacy makes concrete changes in peoples’ lives and how RESULTS is particularly effective at it.

The Ask (3 min)

  • Partner who is a donor shares about why s/he gives to RESULTS and what s/he values about RESULTS.
  • Pass out Donor Forms and envelopes and walk the guests through the Donor Form.

Wrap-Up (2 min)