Holding a celebrity waiter fundraising event
Abstract
An annual fundraiser can be a boon for any nonprofit. Soroptimist International of Santa Cruz has held a celebrity waiter fundraising dinner since 1991. Each year the event has generated increased funds and greater community support, with less planning and labor required. This effective practice outlines steps any organization can take to host a successful celebrity waiter dinner, and was submitted by Merry Bilgere in January 2005.Issue
Raising funds is an ongoing issue for nonprofits. An annual fundraising event can seem daunting initially, but as each year's program builds on its previous success, the planning and logistics become easier, the dollars increase, as does the goodwill and excitement generated in the community.Action
A celebrity waiter dinner always incorporates certain key elements — high-profile members of the community serving as waiters, a silent or live auction, and a night of healthy competitiveness culminating in financial reward for the hosts. For help with planning and execution of this type of event, Soroptimist International of Santa Cruz (SISC) consulted the book, How to Produce Fabulous Fundraising Events: Reap Remarkable Returns with Minimal Effort, by Betty Stallings and Donna McMillion. This resource has a large section (pages 87–125) devoted to instructions for replicating a celebrity waiter dinner that can be adapted to fit the needs of any nonprofit organization. The following represents the effective practices used by the Soroptimist International of Santa Cruz club:
Planning the Event
- Determine the purpose for the event. In the case of Soroptimist International of Santa Cruz, the purpose was threefold: to raise funds for the club; increase public visibility of the organization; and to recruit new members.
- Assess resources. The president of the club brought up the idea for a vote at a weekly meeting, realizing that buy-in of all members was critical.
- Gain approval from all club or board members. Everyone on the fundraising committee has to be committed to the event for it to be a success. (The fundraising committee is a subcommittee of the leadership committee. For this particular event several committees are set up, including decorations, food, sponsorships, auctions, and celebrity waiters. The president of the club appoints the head of the leadership committee, who in turn, appoint subcommittee chairmen.)
- Appoint a treasurer.The club appoints a treasurer specifically for the event who prepares a preliminary budget. (Sponsorships are sought for seed money to get started.) The treasurer is also responsible for obtaining insurance and permits, counting money, and supervising volunteers who run money the evening of the event.
- Write job descriptions for committee chairs. Job description samples are available on the CD-ROM provided in the book, How to Produce Fabulous Fundraising Events: Reap Remarkable Returns with Minimal Effort. After the first year, the job descriptions were altered to reflect the experience of the club members.
- Create a timeline for the event. Begin at least one year in advance. According to the current president, keeping on track with this timeline is like having event insurance.
- Identify potential celebrity waiters. The first year of the event, the entire club worked to identify potential celebrity waiters. In 2004 two of the most high profile women in the organization asked potential waiters personally to join in the event. For Soroptimist International, the ideal celebrity waiters would be successful professional women in the community or other community leaders.
- Identify a head celebrity waiter. The club drew on the pool of people they had already worked with. Each year the club awards the Violet Richardson Award, a scholarship for high school girls involved in community service. In 2004 the club picked a past recipient of the award who is presently serving as Deputy Chief of Police in Santa Cruz, California. A Woman of Distinction award is also made each year, and this is another potential pool from which to pick a head celebrity waiter.
- Create and distribute guest list forms to celebrity waiters. Community leaders who are chosen as celebrity waiters usually have a network of generous family members, friends, and associates. The goal is to get each celebrity waiter to invite ten guests who will be willing to contribute freely to the fundraising event. After two years, the club had built up a substantial ready-made guest list.
- Send final informational letter to the celebrity waiters. Each celebrity waiter is paired with a waiter liaison. The liaisons make certain that a waiter knows what they are supposed to know, are assigned tasks they need to be assigned, and are where they are supposed to be! The jobs of a liaison include making sure that each waiter is up to date on event happenings; helping their waiter decorate their table; and assisting their waiter with calling guests to confirm their reservations.
- Establish method for collecting tips. The first year an underwriter provided aprons with their company's logo for the celebrity waiters. However, the club no longer uses aprons, as this was one of the more costly aspects of the fundraising dinner. Instead there is a tip vase at every table where people can put their money. Competitions include: "Top Tip Collection: Celebrity Waiter," "Best Decorated Table," and "Best Costume."
Identify the venue for the event.
The first few years the event was held at a local church and was catered. In 2004 the club held the event at a prominent upscale conference center/restaurant. A task force was assigned to make the decision regarding venue and got bids for three of the most prestigious event facilities/restaurants in the area. Although it is somewhat more costly to have the event at a restaurant than to have it catered, it also proves easier in terms of planning and logistics. Also, because the club is nonprofit, the restaurant was willing to offer affordable options. For example, the room was rented at half price and the club didn't have to pay one flat rate for all the various types of meals that were offered, but rather the actual price of the meals.
Choose a graphic artist and printer. Have a logo and special stationery designed specifically for the event. Since the current president is a graphic artist, the club was able to save quite a bit of money by having her design the materials. The club also has a printer as a member, so the cost of printing was minimal.
Print up "funny money" for the event. The graphic designer created "funny money" with the head waiter's image on it, and the banker in the club secured the use of a credit card machine. Funny money is used at the night of the event to encourage more generous tipping and bidding. As guests arrive, they are given the option to turn their cash or a specified credit card amount into funny money.
Additional recruitment:
Master of ceremonies. In 2004 the club hired a professional master of ceremonies/auctioneer for the silent and live auction portion of the fundraising. This professional was hired at a greatly reduced rate, due to the nonprofit status of the club.
Hold a pre-event or pre-dinner.The club held a pre-event about two weeks before the actual fundraising dinner. All waiters got together at a local bank's boardroom and were served wine and appetizers. After an initial social hour, waiters were given an overview of the upcoming event. The purpose of the pre-event social hour is to get the waiters excited about the fundraiser and give them an idea of what will transpire the night of the event — everything from serving the entree to how to make tips.
Write press release and contact press.The Public Awareness Chairman contacted the press and submitted a group photo of the Soroptimists to the local newspaper. This person also took photos the night of the fundraiser.
Compose opening remarks for the event.
- The evening of the event the president was responsible for an introduction before dinner, collectively welcoming all guests, and thanking them for participating. She outlined the goals of the group, services they perform in the community, awards and scholarships presented, and reiterated to guests why their help is invaluable.
- The first year the guests were treated to a slide presentation with pictures of different projects the club was involved with. In 2004, pictures were mounted on boards throughout the dining area so as not to interrupt the flow of the evening.
Follow-up after the event.
Thank you notes are sent to auction item donors and waiters. Also included is a survey/evaluation that is sent to the waiters which asks questions such as "Did you have a good time?" and "Would you be a celebrity waiter again?" Most of the responses indicated that waiters had a good time, but it was harder than they thought it would be.
Debrief after the event for event organizers. Soroptimists fill out their own survey. Afterwards, all the results are compiled to determine whether they will have a fundraising dinner the following year, and if so, what could be changed, or executed better. Suggestions and criticisms are reviewed.
Compile a list of potential new members or donors.The Growth and Development Chairman compiles a list of potential new members or donors as a result of the event.
Context
The word Soroptimist means "best for women." Soroptimist International is an international women's service organization with more than 100,000 members in 114 countries, dedicated to improving the lives of women and girls. The Santa Cruz club was chartered on June 29, 1929. Soroptimist International of Santa Cruz are professional women committed to service in their community, country, and internationally.
From the very beginning, the club has worked together to help improve the community and to enhance human rights and the status of women throughout the world. Soroptimist International of Santa Cruz gives scholarship and citizenship awards to outstanding young people, training awards to re-entry women, and monetary awards to other organizations in the community.
Citation
Stallings, Betty B. and McMillion, Donna. How to Produce Fabulous Fundraising Events: Reap Remarkable Returns with Minimal Effort. Pleasanton, CA: Quality Books, Inc., 1999.See especially Section One, "Choosing the Right Event" (pages 33–47), and Section Two, "The Complete How-to Guide for Staging a Dynamite Dinner" (pages 87–125).
Note: In this resource, Ms. Stallings uses the term "dynamite dinner" to describe what has been referred to in this effective practice as the "celebrity waiter dinner."
Also included in the book are appendices and a CD-ROM that contains event forms, sample letters, lists, budget, and criteria selection.
Outcome
As a result of the overwhelming success of the 2004 celebrity waiter fundraising dinner ("Spirit of Santa Cruz"), the club substantially increased the size of all their awards, and established a $10,000 endowment at the University of California Santa Cruz and a $5,000 endowment at Cabrillo College. The fundraiser's Celebrity Waiters and guests contributed to the club and community in very significant ways: particularly through raising funds for scholarships and community project awards, and raising awareness of the club's commitment to the community. Additionally, the club gained several prospective new members.Evidence
In 2004, the Club sold 300 tickets and made approximately $30,000 with this event; in 2003 the club made $25,000; and in 2002 the financial gain was $18,000.Posted On
March 23, 2005For More Information
Resources
How to Produce Fabulous Fundraising Events: Reap Remarkable Returns with Minimal Effort can be ordered online: http://www.bettystallings.com/books/fundraising.htm
From The Resource Center library:
How to Produce Fabulous Fundraising Events: Reap Remarkable Returns with Minimal Effort
Item number: R1216