Input And Advice

peggy

peggy

Well-Known Forumite
I'm in the process of (with help from some good friends and family) organising a large charity ball. I want to raise funds for the transplant hospital who saved my life this year and to the charity who supports sufferers of the disease which I have. I also want to.raise some publicity on organ donation in memory of my young donor and her family.
I've never done anything like this before but I'm being supported my friends who have varying degrees of experience.
There's a couple of things I'm hoping you could help me with.
I'm about to send out letters to local companies and organisations asking for auction and raffle prizes. I'm quite settled on the content of my begging letter but I wondered who is it best to address the letters to. I would imagine big companies must get lots of requests like this and I don't want my letter discarded as I haven't addressed it to the right department. So should I write to The manager, or to head of charitable affairs, or someone else?

Secondly, if any of you know companies who may be worth contacting who you think might support with a prize or even sponsor a table. I have a list to.get me started but fresh ideas are most welcome. Feel free to pm me or comment below.
Thanking you in advance.
 
Gramaisc

Gramaisc

Forum O. G.
peggy said:
I'm in the process of (with help from some good friends and family) organising a large charity ball. I want to raise funds for the transplant hospital who saved my life this year and to the charity who supports sufferers of the disease which I have. I also want to.raise some publicity on organ donation in memory of my young donor and her family.
I've never done anything like this before but I'm being supported my friends who have varying degrees of experience.
There's a couple of things I'm hoping you could help me with.
I'm about to send out letters to local companies and organisations asking for auction and raffle prizes. I'm quite settled on the content of my begging letter but I wondered who is it best to address the letters to. I would imagine big companies must get lots of requests like this and I don't want my letter discarded as I haven't addressed it to the right department. So should I write to The manager, or to head of charitable affairs, or someone else?

Secondly, if any of you know companies who may be worth contacting who you think might support with a prize or even sponsor a table. I have a list to.get me started but fresh ideas are most welcome. Feel free to pm me or comment below.
Thanking you in advance.
Click to expand...
This is the kind of thing that @flossietoo is fairly good at....

...I find...
 
peggy

peggy

Well-Known Forumite
It really isn't my strong point, I feel quite uncomfortable and out of my depth but determined all the same. Perhaps some forumities will get together and come along on the night. That would be a great way to meet you all!
 
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John Marwood

John Marwood

I ♥ cryptic crosswords
It may seem an enormous task but

I respond about 35 x better to a letter addressed to me by name

If you are writing on old fashioned paper hand write the envelopes marked personal

It may not appeal but consider having your mug in the local papers. Local papers have next to no staff so provide a 'press' type photo complete with copy and contact details

The most likely vehicle for your appeal will be social media of which I know little - seek youth

PS a ball may not capture the public imagination as widely as you would hope. But then I don't do balls.......
PPS Apparently someone called Danny from the Crypt is hot right now ( no idea )
 
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peggy

peggy

Well-Known Forumite
@John Marwood , Thankyou. Lots of good tips, very much appreciated
To date, I have the venue, date and caterers booked and confirmed. A volunteer has offered to do printing and invites, a friend will do the photography, a couple of separate friends will be doing decorations (table arrangements, baloons and all that jazz,) . I'm working on a band and raffle/ auction prizes. I have a couple of possible routes for local publicity, radio, paper and even potentially a magazine (this bit terrifies me!)
There are quite huge outgoings which my hubby and a friend are helping with, then there will be the hard sell. The magic number is 300. If I reach that figure then the venue is free and we will be looking at a gain rather than a loss! Oh gosh, I can't believe I'm doing this! I'm also hoping to squeeze in the British Transplant Games just prior to this. I'm still under regular monitoring at the hospital and undergoing further investigation for a couple of issues, no pressure then! I think all the dark chocolate, mixed with the drugs has addled my brain!
 
John Marwood

John Marwood

I ♥ cryptic crosswords
Why not get your photographer friend to do all your press/publicity pictures on one day so you only go through it once

Have a range of outfits - glitter ball - heart shaped balloon etc etc plus some window lit portraits . Make sure all the images are in landscape and portrait form - indoors and outdoors. A short video clip for Facebook Instagram etc etc would be useful too.
 
flossietoo

flossietoo

Well-Known Forumite
I'm not sure how often these words have been used but...

...here goes...

John Marwood is right.

Local newspapers do indeed welcome contributed stories and pics as long as both are of good quality and submitted with an eye to their house style and readership. You have a good human interest angle. Use that.

These days, the papers tend to reach businesses and councils (pompously known as 'opinion formers') somewhat better than the general public. So you might have better luck obtaining raffle prizes and sponsorship than selling tickets that way.

Consider getting something in the press then following up, the week afterwards, with your letter to businesses. Use the 'you will have seen in the media' line and enclose a cutting. Everyone wants to be associated with perceived success.

The best way to sell actual tickets is personal contact and a Facebook page. Encourage people to share the page and invite friends. Think about spending a very little on targeted Facebook advertising.

Concentrate on selling tickets before you think about the event details or get into too many costs. Don't confuse 'I will attend' clicks with bums on seats. Get hard ticket sales!

And finally, good luck. It's a great thing you are doing and I hope it's a big success. It can't possibly be as daunting as what you must already have gone through in your treatment. Xx
 
flossietoo

flossietoo

Well-Known Forumite
* One thing I forgot - charity/sponsorship tends to fall into different areas of responsibility in each organisation. It could be with HR, Marketing, or even the chief executive's PA. It is worth a quick call ahead, to send a personal letter or email.

Maybe think exactly what you want from them, too. Tell them whether you want a prize or maybe some free labour/service for the event. What can you offer in return? Could you give them any positive publicity, for example....could you invite their CEO to draw the raffle/open the event/present a prize?
 
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Carole

Carole

Well-Known Forumite
If you want raffle prizes from local businesses, it helps to actually go in to the place in person, ask for the manager. Tell them about you and what you are doing and then ask straight out for what you want...."would you be able to donate a meal voucher/hair voucher/gift voucher/ a hamper/or anything that you feel you can donate would be most appreciated, thank you SO much blah blah"

Take ID and something to prove about your condition etc.

Its easy to ignore a letter but very hard to say no to someone standing in front of you.

Obviously you can't do this with the big companies but small independants are usually quite generous I find.

Where and when are you thinking of having it Peggy?

Well done by the way, marvellous thing that you are doing.
 
peggy

peggy

Well-Known Forumite
It's booked for the county Showground on Saturday 24th September. Tickets will be £40 per head with 10 guests to a table and will include meal and live band and of course me, what more could you want for your money??
 
Glam

Glam

Mad Cat Woman
peggy said:
It's booked for the county Showground on Saturday 24th September. Tickets will be £40 per head with 10 guests to a table and will include meal and live band and of course me, what more could you want for your money??
Click to expand...
David Essex (or Ray Winston) tied naked to me bed. Covered from head to toe in Raspberry yoghurt, with no spoon....................
 
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