The Wishlist Foundation Guide to Organizing a Fundraiser
1. Who is the Wishlist Foundation?
A great question! The Wishlist Foundation is a group of fans who believe that
as a collective group of people, we can do more and make a greater difference
in the world together than as individuals. The Wishlist Foundation is not one
person or group of people; it’s made up of a Board of Directors, volunteers,
organizers, helpers, donors and fundraiser attendees. The Wishlist Foundation
is YOU if you feel the same. For our By-Laws and other Wishlist factoids, please
visit our website at wishlistfoundation.org
2. What is a fundraiser?
At the basic level it’s a party or convergence of like-minded people;
those being Pearl Jam fans. Add in a cause that you want to support, mix in
a raffle and some merchandise available for a small donation and you’ve
now made it a fundraiser.
3. Why organize a fundraiser?
There are so many answers to this question; because you believe in volunteering
your time and services; because you support a certain organization; because
there are charities who serve people who are in need, people who are less fortunate
than us, people who are sick, people who don’t have the freedom or options
that we have. Host a fundraiser to help save our planet and the animals and
beings that live on it.
Host a fundraiser to make new friends and meet new people who love Pearl Jam
as much as you do. To help others find new friends and reconnect with old friends.
To provide a safe environment for people who are traveling to shows. To give
your fellow fans the icing on the cake – the ‘family’ aspect
of being a fan – the phenomenon we try not to call the “Jamily”.
To give fans something even more to look forward to and plan for.
To make a difference.
Because you can.
4. Anyone can be an organizer. Really!
Yes, it’s true, anyone can organize a fundraiser. It doesn’t require
prior experience; just the desire and motivation to take the initiative to set
one of these bad boys up. You should be someone who is fairly organized and
has good communication skills. You should be responsible and accountable. You
should be someone who is social, or wants to be more social. You should be someone
who likes parties and loves to have fun. If this is you, then you can definitely
do it!
- Helpers
Securing helpers is very important. If you are hosting a pre-concert fundraiser,
it gets very busy behind the table. Helpers can not only help you scout locations,
but be on hand to collect money, distribute raffle tickets, merchandise and
more. Make sure you have a solid group of 3-4 people you can rely on. Make
sure to keep them in the loop of all aspects of the party too.
5. Your Responsibilities
As a volunteer of the Wishlist Foundation hosting a fundraiser, you are responsible
for a few things. The list below may seem daunting – and hopefully will
not prevent you from organizing an event – but they really are common
sense matters that we are stating for the record. Responsibilities include:
- Personal Safety
Yes, you need to be aware of the safety of your guests. This is a shared responsibility
of the bar/restaurant. Keep in mind you must report anything illegal or dangerous
to the bar/restaurant owner and the police. Wishlist Foundation carries liability
insurance and we can provide documentation if the fundraiser venue would like
a copy. - Money
You are entirely responsible for the money that is being donated at your fundraiser.
If you lose any money; miscount or falsify record keeping you will be held
financially accountable for the funds. So please, keep good record keeping
and keep the money in a safe place. We will explain what to do with the money
after the fundraiser is over in a later section. - Wishlist merchandise
You are responsible for the inventory we send to you. Please make sure you
take care of it as if it were your own. Accidents do happen, but try preventing
spills and damage to the merchandise. You are also responsible for sending
any remaining merchandise back to us, or ensuring an approved person take
over the responsibility after your fundraiser has concluded. Return shipment
will be explained later in this document. - Responsible to the beneficiary and the bar/restaurant
You are expected to maintain contact with the beneficiary and bar/restaurant
contact people.
6. So where do I begin?
There are a few things to consider:
- When
If there’s a tour, then the answer is obvious. Step up and volunteer
at your city’s concert. That gives you a date and general location (that
being as close as possible to the venue) too. If there isn’t a tour,
chose a time that has some relevance to the “Why?” uestion. - Where
Going back to the “When”, if there’s a tour, find the closest
bar/restaurant possible to the venue. If there isn’t a tour, rally the
people in your city for a meet up at a local and easy to find bar/restaurant.
At this point we recommend a bar that holds no less than 200 person capacity
during a tour. - Why
To support a charitable organization that the band supports or you support.
If one isn’t already slated for a particular concert, chose a local
(or national) organization you believe in and support. Also consider benefiting
a local food depository or homeless shelter with the donation of canned and
dry goods. - How
Once you figure out the “when”, “where” and “why”,
you’re pretty much ready to get started!
7. Beneficiary
There are many great 501(c)(3) organizations that Pearl Jam supports. You can
view a list of them by visiting pearljam.com/activism and selecting a beneficiary
there. If you have a charity or cause that is near and dear to you, take that
into consideration as well.
- Stipulation
The one stipulation that a “Wishlist Foundation” sponsored fundraiser
needs to abide by is that we can not support any political organizations.
There are federal rules regarding varying degrees of political activity that
a 501(c)(3) can engage in, and rather than deal with them and potentially
risk or damage our nonprofit status, we chose to support organizations that
focus on the realm of environmental, humanitarian, animal rights and the like.
All beneficiaries must also be federally recognized 501(c)(3) nonprofit organizations. - Contacting the organization
Once you’ve selected the organization you would like your fundraiser
to support, find the local chapter and give them a call. Ask them for permission
to raise money on their behalf and ask if they are interested in being involved
in the fundraiser, and on what level their interest is (i.e. actively attending
and participating with a table, merchandise, etc. through just allowing you
to raise money for them). They may also have ideas on how to help you raise
money for them and have resources and contacts for your disposal. - Keep them in the loop
Make sure you keep the beneficiary updated with the fundraiser details!
8. Location, location, location!
Location really is key when planning a fundraiser. You don’t want to chose
a place that is too far from the venue – the traveling fans won’t
find it and the other half of the fans won’t come because it’s a
pain in the neck. Location is key. You’ll want to find a place that is
within about 5-10 minutes walking distance. We are adamant about keeping fans
safe and preventing drinking and driving. If there’s nothing available
within that range, you will want to arrange transportation.
- Finding a fundraiser location
Ask on the forums for recommendations from locals. You might even get lucky
and have people help you get the place setup. If no one has any usable info,
get the address of the concert venue, then Google map search “bars &
restaurants” within the range of the venue. Get a list of three or four
and start by checking out their web site, if they have one. - Cold calling a restaurant/bar
Make sure you always ask to speak with a manager. This expedites the entire
process because you’re talking to a decision-maker. Explain who you
are and that you are a volunteer/Event Coordinator calling on behalf of the
Wishlist Foundation. Explain what the Wishlist Foundation is and how the fundraisers
work. Sell them on the fact that they will double, triple or even quadruple
their sales on the day of the event by comparison to a regular day (if you
think you’ll have the volume of people to support the claim for a pre-concert
party). Explain how you and the bar can collectively promote the fundraiser
to bring even more people in, which again will bring them additional revenue.You can also request a copy of our Venue Solicitation Letter template for
your use.Make sure the bar/restaurant can provide you with the following items and
information before you make a location decision:- They are agreeable to fundraising
- Capacity to hold at least 200 people or more (250 minimum during tour)
- One or two six foot tables for merchandise & raffle items within
visual recognition of the front door - Access to their PA system or microphone
- Will play Pearl Jam on their sound system in between raffle times
- Parking availability
- Age requirements (don’t forget there are fans who are under 21!)
- What time they open/close
- That they can provide additional wait-staff (for pre-concert parties)
- Stage and sound person if you are bringing in a tribute band
- Are they willing to donate a portion (typically 10%) of the profits
from the fundraiser to our cause?
- Finalizing the restaurant/bar
If everything sounds good and they are on board with the fundraiser, you might
want to do a walk-through at the actual location if you are able – if
you can’t, no big deal. Always be sure to get the name of the manager
and when/what you spoke about. Make sure to follow up with them while leading
up to the fundraiser and the day or two before to remind them of what has
been agreed upon. This helps divert any last minute problems and/or forgetfulness
that may arise.
9. Promotion!
If you haven’t already done so, now would be the time to start promoting
your event. Create threads on the Message Pit, Red Mosquito, BRY, MySpace, Facebook
and whatever else you belong to. Get people excited about the event and make
sure to collect RSVPs so you know approximately how many people you’ll
be dealing with (and let the bar/restaurant know too). Always make sure to clearly
state that your fundraiser is a Pearl Jam FAN fundraiser.
- Beneficiary Participation
Typically if you are raising money for an organization they like to be involved.
Beneficiary participation also helps make the cause more ‘real’
to the fans, because they can see/learn first hand about the organization
from someone who lives it day in and out. The beneficiary also may have media
and networking contacts that you or they can use for promotion or donation
of raffle/auction items. - Media
You can contact the media regarding your fundraiser if you choose, but remember;
you can not use the name “Pearl Jam” or trademark name and art
without their express permission. Please review the legal content located
at pearljam.com/etc/legal.php.
10. Securing Raffle & Auction Items
The best place to secure raffle and auction items are from your fellow fans.
Pearl Jam fans are very giving group of people and often will dig through their
memorabilia to donate to the fundraisers. Once you have a fundraiser set up,
we will provide you with a form for the donors to fill out (when they donate
the item) so that we can provide them with a tax receipt via email. You can
remind donors that we will provide them with a tax receipt for their records
if they chose.
Determine what is best for raffle vs. what is good for auction. Obviously autographed
or more rare items would be great for auction, but keep in mind that you want
a few big-ticket items in the raffle to keep people interested in buying raffle
tickets. As you receive notification of donation items, update them to your
various threads and notices – this also helps people get motivated to
attend an event.
***NOTE***
Ten Club has specifically asked that ALL requests for autographed items for
fundraisers come through our info@wishlistfoundation.org address. While we appreciate
your own motivation and initiative in wanting to secure autographed items for
auction at your fundraiser, please DO NOT contact the Ten Club directly. Doing
so will only cause more of a nuisance to them than any benefit to you. Please
send all requests for items to info@wishlistfoundation.org.
11. What Wishlist will provide you with (and what you need to supply
on your own!)
We try really hard to make sure everyone has everything they need to successfully
host these events. Here are a list of items that we will provide for you:
- A default thread post you can modify and use for your fundraiser, if requested
- T-shirts, wristbands, mouse pads, posters and other items, as available
- Signage, as available
- Guest book, as available
- Answers to any and all of your questions!
- Documents for you to print:
i. About Wishlist Foundation
ii. Wishlist membership info & sign up forms
iii. Donation price lists
iv. Have/Need Ticket sheet
v. Donor list / tax receipt forms
vi. Silent to Live auction forms
vii. Raffle ticket price lists
viii. Venue and donor solicitation emails templates
ix. Supporting documentation if a bar/restaurant requires it
x. Insurance documentation if a bar/restaurant requires it
Below is a list of items you provide yourself:
- Raffle tickets (these are relatively inexpensive and can be found at your
local office supply store) - Cash box or other receptacle to organize and contain the money (unless we
bring it to you) - Raffle stub box
- Pens, Sharpees, markers, glue, tape
- Sign holders, if none are provided for you
- “Hello, My Name Is” stickers, if none are provided for you
- Poster board if desired
- Helpers!
12. What to expect the “day of” the event
Expect to be nervous. We all are, regardless of how many times we host the fundraisers.
Turn out, money raised, location issues are all things you will be concerned
with. No worries though; everything ends up working itself out in the end! There
will be minor problems, but if you deal with them swiftly and logically everything
will be just fine.
Allow yourself time for a good full lunch. You will be very busy once you get
to the venue and will probably only find time to pick at snacks. Give your bar/restaurant
contact and your helpers a call to confirm your arrival time. If you’re
driving, pull up by the front door to unload, then park in the designated area
after you complete unloading. Once you’ve got your location and tables
set up, start unloading.
As the organizer, you are often pulled away from the table with questions and
networking. This is where it it’s very valuable to have good helpers on
hand, as they will end up running the table while you’re running around
and doing the raffle/auction.
- Table Setup
The best method we’ve had so far is to segment the table into three
or four parts to clearly identify what is for sale/donation versus what is
for raffle versus what is for auction versus any merchandise/marketing material
the beneficiary may bring. This prevents any confusion over what is what. - Accepting donations
Though you’ll be busy, remember to be appreciative of the donations
you receive. It’s a simple, stupid concept to even mention here, but
thanking someone is truly one of the most important aspects of the fundraisers.
Without their donations, you’d just have a party with a bunch of people
behind a table. Simple concept, easy to forget during the height of busyness.
Also, remember to ask the donor if they would like to fill out the form to
receive a tax receipt by email! - Raffle tickets
To save some time, have the raffle ticket purchaser split their own raffle
tickets and drop them in the stub box themselves. - Organizing shirts
We’re still working on the best method for this. To sort by size? To
sort by band member? You can determine what works best for you – but
either way is better than a big mish-mosh all over the table! Remind people
that if there isn’t a size or color available that they are looking
for, they can visit our website to donate online. - Highlight Auction Items
Make sure your auction items get the attention they deserve. Highlight them
in whatever manner you can, and make sure to verbally remind people that they
can place bids on them. Be sure to place the Silent/Live auction form right
near the item. - Posters
If you have a lot of posters you may want try a few things. Typically people
bring them in a tube or rubber band and it’s hard to display them without
damaging them – and we all know how poster collectors get about poster
damage! Eek!First, if you know what posters you are getting in advance, you can create
little color print-outs of them and display those. Second, you can also create
a list with a Sharpee and blank paper. If you forget or don’t have time
to do either, make sure you verbally promote them as part of the raffle. - Handling the mic
This is where your inner social butterfly has to come out and shine! The more
excited and enthusiastic you are – the more excited and enthusiastic
you can help the crowd to be. Speak loudly and clearly through the mic. If
you don’t think people can hear you in the back – ask! If the
mic needs adjustment, make sure the bar/restaurant helps you with that. It’s
very annoying to not be able to hear someone talking or calling out raffle
numbers.Make sure to thank everyone for coming, and be sure to explain the beneficiary’s
organization and let them have a few moments on the microphone as well. Update
people of how much time is left to get raffle tickets and be sure to promote
the auction items as well. - Calling the raffle
- Begin the raffle with at least an hour before doors open. If you do
it too late, people will start leaving to get in early for posters and
merchandise. - Make sure the raffle tickets are mixed up really well.
- You can either pull the tickets or have ‘guest’ pickers/pullers
getting the tickets for you. - Have one person handing you the items.
- Make sure to specify the ticket color (if you have more than one) and
read the number clearly two or three times. - Once you’ve read the number, hand the item AND the ticket to one
of your helpers. The helper will then check the winning ticket against
the one you called and the item is complete. - Leftover items can be re-raffled at the end. At your discretion, you
can decide to let people leave their name/cell phone/email to receive
their item later – but you will be responsible for getting their
item to them. - Get people excited about the items and go through them swiftly. As a
crowd, we fans tend to have a somewhat shorter attention span!
- Begin the raffle with at least an hour before doors open. If you do
- Silent to Live Auction Items
Pending you have some great auction items, you can use the “Silent to
Live” auction form we will provide you to promote the item. People list
their name along with their bid and after the raffle has completed, you take
the list and make it a live auction. A lot of how much the item will go for
is determined by how motivated you can make the crowd. Keep it moving swiftly
and be sure to keep promoting the item and the current bid. Make sure you
do the ‘going once, going twice, sold’ thing to give people a
final chance to bid. - Payment types
We only accept cash donations with one exception. If there are auction items
$100 or more, we can accept PayPal or check as a form of donation payment.
It is your responsibility to get the winners full name, address, drivers license
number, email address, phone number and PayPal address and a signature stating
they have received the item and they agree to pay the amount that the auction
item has been won for. - Closing up shop
Make sure you leave yourself enough time to clean everything up. Please keep
inventory of what has and hasn’t been sold with the inventory list that
will be provided to you. Tally up the money and make sure you have a safe
and secure place to store it while going in to the show. Once it’s all
done – it’s time to relax and enjoy the show! Be proud of what
you have accomplished!
13. Post Fundraiser Wrap Up
For bookkeeping and tax purposes, all Wishlist merchandise needs to be accounted
for in both inventory and in financial record keeping.
- Merchandise
Please take an inventory of what items you have left over. If there isn’t
a fundraiser after yours, you’ll be sending the merchandise back to
our “warehouse”. We will give you an address and Shipper’s
Billing number (so you don’t have to pay for the shipping yourself).
Please pack up the items properly and neatly, keeping like-items together. - Money
Please triple count the money from your fundraiser and report it in to us
and on the Pit or wherever else you may have promoted the event. Everyone
loves to hear how much money was raised from your event! You have the option
of depositing the money into your own bank account and write a check for the
full amount to Wishlist Foundation (and be sure not to spend it while in transit
to us!). However, we prefer you to get a cashier’s check or money order
for the amount and make it payable to the Wishlist Foundation. Include a letter
to the charity your fundraiser benefited if you would like and send it in
to our mailing address; P.O. Box 3868 Naperville, IL 60567 (this is NOT where
you will ship merchandise!). Once we receive your check, we then cash it and
immediately write out a check on your behalf to the beneficiary. We do this,
again, for bookkeeping and tax purposes. - The list of things to return
- Money (sent to the PO Box)
- Merchandise (sent to the shipping address we will provide you)
- Donor form (the list of people who want tax receipts for their donation)
- Guest book (if you do not have another fundraiser following yours)
- Any notes or particulars we need to address
- Updated inventory list
- List of volunteer helpers
- Letter to beneficiary to go along with your check
14. You did it!
Hosting a fundraiser isn’t as easy as most people think it is, as there’s
a good amount of prep work involved. Sometimes it’s easy-peasy finding
a location and sometimes it’s a pain in the neck. The day of the fundraiser
is pretty draining on the organizer and volunteer helpers, but it is truly a
very rewarding experience.
15. About this “guide”
A lot of what is mentioned in this guide is simple common sense. It’s
not intended to talk down to you, but rather as a guide or reminder. Sometimes
stating the obvious and making a checklist helps to avoid any thing that can
be overlooked and prevent mistakes from being made.
We are not telling you how to do everything, rather passing on advice of what
we’ve found to work the best for us. Yes, there are certain rules that
need to be followed when hosting a fundraiser under the Wishlist Foundation
umbrella, but we realize that everyone is different and has their own method,
system and ways of doing things. There is no one right or wrong way to host
a fundraiser. The simple fact that you are motivated and interested enough to
want to host one already gives you an advantage!
Thank you, seriously and with all our hearts, for reading through this and
for considering organizing a fundraiser. We always try to make ourselves available
for questions via email and phone if you have any!
Thanks again & good luck!
