Did you know that the first capital campaign is found in Exodus 26:1-3? "The Lord said to Moses, "Tell the Israelites to bring Me an offering. You are to receive the offering for Me from each man whose heart prompts him to give. These are the offerings you are to receive from them: gold, silver and bronze."
Made Strong in Weakness
Our natural desire not to pester or bother people makes fundraising difficult. Instead of calling potential donors or banquet underwriters, we would rather believe that God would bring what we need. However, we are told in God's word that "We have not because we ask not" (James 4:2)!
Just like Moses, we are the mouthpieces God uses to get His message out. God wants us to speak up, thereby opening the door for Him to pour out His blessings.
We are also told in the same passage that we should ask with the right motive. For pregnancy center banquets, it is especially important that you focus on the purpose of your banquet.
Stay Focused
There are three important reasons for events like this:
- to share the vision of your ministry
- to educate your community about your services and
- to raise funds.
All your planning should ultimately support these goals. For the best results, you should begin planning your banquet one year in advance. First focus on three critical components:
- Date: Check your community calendars and plan strategically. Make sure you are not overlapping any significant events that could conflict with your banquet.
- Facility: This should be a neutral place that is warm, inviting and large enough to handle the number of people you expect to attend.
- Speaker: The speaker should have a passion for your ministry, be poised and communicate well in front of an audience. Your speaker draws an audience of like minds. Sports figures draw people interested in sports, etc. Make certain your speaker addresses your ministry so you will draw people who will be interested in future ministry involvement.
Raise up Workers
Ask God to raise up workers. In Luke 9:37, Jesus said "The harvest is plentiful but the workers are few. Ask the Lord of the harvest, therefore, to send out workers into His harvest field.” If you ask, He will faithfully provide. Pray specifically for the following members that make up a healthy gala/banquet committee:
- Committee Chair
- Intercessory Prayer Committee Chair
- Underwriting Committee Co- Chairs
- Corporate Sponsor Committee Chair
- Church Committee Chair
- Communications Committee Chair
- Volunteer Coordinator Committee Chair
- Decoration Committee Chair
- Audio-Visual Committee Chair
- Follow-up Committee Chair
After your committees are formed, set timelines to guide each committee. The underwriting committee, for example, should begin assembling packets of information for potential major donors six months prior to the event.
Packets for underwriters should include a "fact sheet", a wish list for your pregnancy center, a cover letter, a flyer of information regarding your event and a return envelope. Complete a list of potential donors or underwriters and start contacting!
As donors make a commitment, send a packet containing a "thank you" letter for sponsorship or underwriting, an invoice for the amount committed, a table list form and a return envelope.
Practice Good Stewardship
As we ask God's people to support our cause, we must recognize our obligation to practice good stewardship with the funds. What this ultimately means is developing an accurate budget and following it.
When you develop your event budget to determine your table cost, include all expenses pertaining to the event, including:
General Expenses:
Dinner
Speaker and travel
Music and equipment (if not donated)
Printing Costs:
"Mark your Calendars" postcard
Invitations
Posters
Programs
Commitment Cards
Communications
Radio
Newspapers, etc
Audio/Visual
Miscellaneous
When compiling your budget, figure how many table sales will cover expenses. If your facility can seat 500 guests at 50 tables with 10 seats, selling 25 tables at $1,000 would provide $25,000. If your event costs are $10,000, you are $15,000 ahead before your event starts!
As part of your budget planning process, you should establish a goal for the event. Aim high! You may only see these supporters once a year, so share the annual budget (You still need a fundraising plan to provide a balanced, consistent income to your ministry.).
Let your Joy be made Full
The big day has arrived! How do you conduct an event that supports your ministry goals? Relax! This is God's work! Now, have some fun!
To create a relaxing, inviting atmosphere, guests should be served their meal. If cost is a concern, select a less expensive meal and a more expensive dessert! People remember dessert. In order to save precious time, preset the tables with salad, dessert and drink.
Watch how many taste that luscious dessert before time!
Many mistakes are made in last-minute haste. Your evening should be carefully scripted with a time line. Room set-up should begin at noon. This will allow plenty of time to pay attention to the details.
One often-overlooked detail is signage. You are not promoting the hotel. Cover the hotel name over the podium with your ministry's name. Have your name prominently displayed in the hotel lobby, at your registration tables and any other available area.
Allow at least an hour or more for a sound check. Make certain your guests can see and hear the stage clearly. Screens are available for large events like this, so make the most of available resources.
The evening should last no more than two hours. Respect your guests and their time. Most have children and other responsibilities. Babysitters are often scheduled to leave at 9:00 or 9:30 P.M. Plan to end your evening at 8:45 to 9:00 P.M. at the latest. You lose money for every minute after 9:00 P.M. your program continues!
Take care of your speaker. The speaker needs a comfortable hotel room with plenty of time to rest. Have a fruit basket with bottled water in the room. Having a well-rested, happy speaker will pay off in the end.
"Tell the Israelites"
Planning for the "commitment time" is one of the most vital segments of the evening! By securing underwriting for your event, all your expenses should be more than covered. By the time of the event, only your table sponsors have written a check.
Table sponsors should invite guests with the potential to donate as guests, informing them this is a fundraising event for a ministry they personally support and encourage the guests to consider a financial gift that evening. (Offer your underwriters a script of invitation.)
Prepare a commitment card with a return envelope and pen at each table setting. The commitment card should have options for giving that night, one time, in 90 days and monthly, with options to pay through credit cards, auto-debit and "other giving".
The card should have an area where the person/family can request to be added to the prayer list, volunteer services and other opportunities at your Center. Allow adequate space for name, full address, best contact phone number, e-mail address and the church they attend (to establish ambassadors in churches).
"That my Joy may be in You….."
Follow-up is vital! Fundraising schools teach the check should not be deposited until the "Thank you" letter is in the mail. A personal "thank you" call should be made for every gift of $100 or more. If proper preparations have been made, your follow-up committee is in place and set to go to work! Scripture shows the one Jesus highlighted was the one who returned to say, "thank you" (Luke 17:11-17).
In striving to ever improve and prepare for next year, hold an event evaluation with the board and banquet committees no more than two weeks after the event. Event planning should be started one year in advance, so the outcome of this session can be to start planning next year's event.
"That we might bear Fruit"
The Heidi Group has seen this process produce hundred-fold growth in fundraising for Pregnancy Centers who follow the guidelines. The Heidi Group's mission is to help you make your Center more successful in reaching women with the choice of life, both eternally and physically.
An intricate part of ministry is effective fundraising. Obviously complete banquet training cannot be conveyed in this article, so we offer a fundraising trainer to meet with your board or banquet committee to ensure you have the best event possible.
If you are interested in other fundraising training, or wish to visit our interactive Web site for more banquet information and to print the forms, please contact our office for free access information at 512-255-2088. With the exception of our interactive training Internet site, all of the services of The Heidi Group are offered free of charge.
Copyright © 2005 Focus on the Family All rights reserved. International copyright secured.
This area is for Pregnancy Resource Centers wanting to get started in the
OUP program or needing information pertinent to the program.
Did you know that the first capital campaign is found in Exodus 26:1-3? "The Lord said to Moses, "Tell the Israelites to bring Me an offering. You are to receive the offering for Me from each man whose heart prompts him to give. These are the offerings you are to receive from them: gold, silver and bronze." 
