Fundraising Benefit Concert
|Planning Time||8 Weeks|
|Staff Size||3 or 4|
|Event Time||Can be done every Semester|
This is first and foremost a fundraiser for your group or a charity. If done well, it can bring in several thousand dollars, and can be done every semester. (The first group to put these on, the SSA at UNLV, raised $1,300 and $2,300 in their first two shows.) But it’s also a great social event for your group, and will build cohesion within your group and attract new membership.
The essential concept is that you book some bands to play, charge admission at the door, and put on a show. In addition to live music, you can hold a prize drawing for items, have trivia challenges, and other activities that raise money or are fun. There are a few ideas outlined in this packet, but feel free to add your own ideas. It’s your party.
The ideal location is close to your campus, open to those under 21, sells food and alcohol, regularly hosts bands/ events, will let you keep all of the door money, and will offer your group food and drink specials. It won’t always be possible to get all these things, but keep in mind that your group will be bringing dozens or perhaps hundreds of patrons to a business – don’t be afraid to expect and ask for a lot.
The earlier the better with this event, but if you get started anytime less than eight weeks before the event, you will certainly feel the pinch, and we recommend you start the process at least 12 weeks before the date of your benefit show.
The first element that needs to be secured is the venue. It’s worth taking time to find a place that meets as many as possible of the criteria listed above, so don’t be afraid to ask a dozen or more businesses. If a business isn’t going to work out for hosting your benefit show, while you’re there, go ahead and ask them if they’ll donate anything for you to hold a prize drawing for or auction off at the event.
You will also want to start booking bands early. It’s up to you to decide whether you want to book bands that are locally popular, unknown, or include members of your group. But the key element to remember should be that you want to raise money for your group. There should be no shortage of local bands willing to play for free, so you should heavily base your decision on which bands are likely to bring the most fans to your show. This might be a group member who will be able to get 10 or 15 of their family members to come, or it may be a popular local band.
Book three or four bands, and tell them exactly what time they’ll be going on. You usually want to have about 30 minutes between sets, and this gives you time to make announcements, auction off dates, run secular trivia challenges, etc. Try and space out your activities so that there’s never a long break in the action. You want people to stay as long as possible, since this supports the venue you’re at. Ideally, they will ask you to come back the next semester, and the more money they make, the better deal they’ll be willing to offer you.
Another element to start planning early – and don’t overlook this – is to look for a local business to sponsor the event. Obviously the event can proceed without it, but restaurants, bars, clothing stores, and other businesses right next to campus will likely be willing to pay hundreds of dollars to sponsor the event. (The SSA at UNLV got $500 from a restaurant right next to campus for their latest event). Offer to put “sponsored by _______” in the title of the event, mention their name several times during the show, and print whatever they’d like on the back of your promotional flyers. Even if businesses don’t sponsor the event, they may be willing to donate merchandise or gift cards for you to hold a prize drawing for or auction off.
A month or so before the event, you should be collecting items for auction/prize drawing. Local artists, atheists, and businesses are great places to start. Ask prominent members in your group to prepare dates you can auction off.
A week before the event you should have every detail planned, including which bands will play at what time, what you’ll have planned between each set, whether you’re going to hold an auction, prize drawing, trivia challenge, etc.
You will need at least four people staffing this event. One person should be at the door collecting money and greeting people. Even if the venue provides someone to do this, it’s a good idea to have one of your members greeting people, and perhaps selling prize drawing tickets or giving other information. If you’re doing an auction or selling prize drawing tickets, you will want to have a table set up (either inside or just outside the door, depending on the venue), and will thus need someone to man the table. You can also have information about your group on this table for non-members.
Perhaps the most important staffer is the emcee. Someone to introduce the event and bands, make announcements, run the auction or trivia challenge, etc. And beyond these three, it’s a good idea to have a fourth person available to run errands or coordinate between these three.
You will need a cash box, change, prize drawing tickets, a hand stamp, items to hold a drawing and auction, and a small amount of tabling supplies. Beyond that, the bands and venue should have all the other equipment needed.
Like with most events, promotion is key to a good turnout. Think of every possible way to advertise your concert. Flyers, handouts, chalking, online calendars, reach out to other student groups, pay for Facebook or Twitter ads, asking bands to promote on their own social media, through your group email list, and send out press releases. For even more ideas, see the Group Promotion and Media Relations resource.
All of these promotional aspects are extremely important to making your event a success. Before you start promotion, make a plan to ensure all promotional material is consistent. The information needs to be set and logos and design should be eye catching.
- Assemble an organizing team to get everything done. Many members can help, but having three or four people claiming responsibility for tasks will help prevent tasks being looked over. Make sure everyone is clear about what their duties are.
- Look for venues and bands, more info on that in the Planning Timeframe section.
- Develop a promotional plan and a budget. Make a goal for how much you'd like to make, and figure out how you need to promote and advertise to make it happen.
- The organizing team should be meeting in person regularly to stay on top of the many ongoing tasks.
- Do a run-through of the event so all volunteers and bands involved know what is happening and when.
- On the day of the event, get to the venue an hour or two before you’ve scheduled your show. You’ll want to coordinate with the venue, get everything set up, and have the door manned before people start showing up. Have a small sign that says something like, “SSA Benefit Show, minimum donation $8.” Some people will happily pay more knowing that it’s going to a student group or charity.
- Take lots of photos and video! If you have a group member experienced with photography and video, this will be a great job for them.
- Closing Down: Make sure you’re not leaving your host business with a big mess. Do what you can to help clean up, and ask them for feedback. Did they do as well as they’d hoped? Do they have any suggestions for you for next time? Are they interested in hosting the event again next semester? Also, thank all the bands for playing. If they’re good, let them know you might be interested in having them play again. The amount of work it takes setting up the next benefit show can be greatly reduced if you set a few things in motion on this day.
- Submit a write up to let the SSA know what you did!
For more in depth information on how to work with bands and how to find sponsors click here.
One of the best resources to find out what works and what doesn't is you - our student leaders! If you've employed a strategy that worked well, let us know about it so other groups can also use that idea. If you've learned a lesson of caution about something we suggest, point out the pitfalls! Email us at email@example.com with your stories and experiences!