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Delegating Jobs for your Volunteers

Delegating Jobs for your Volunteers

You definitely cannot do this alone so you need to recruit lots of help!  Delegate as much as you can.  We find that people want to help, they just don’t know how.  So if you can assign certain jobs for people, they will feel helpful and confident that they know what to do. Or if you don’t feel comfortable dictating what you need people to do, instead give them a list of 3 or 4 things and ask which one they can help with.

These volunteers should be people you can trust (probably family, coworkers, or close friends), as they will be handling a lot of cash. You might want to consider giving them free entrance to the event and maybe 1 or 2 free drinks. Ask them not to indulge in alcohol until they are off the clock especially if they are handling money. We offer Dealers to run the games for you – just ask us for a quote.

Most importantly, you need to create a schedule!  It will state when your helpers will arrive, when certain games are going to begin and finish, who is running them, who is the backup, when the food will be served, when last call is, who is taking the games home, who is packing up the food, etc.

You may want to post this schedule the night of the event for the volunteers so that everyone can stick to it. Keep in mind that these volunteers will want to have fun as well so give them some free time to enjoy the party.

You will need helpers to:

  • Get donations
  • Wrap prizes
  • Make signs
  • Sell tickets
  • Organize FB Event page
  • Pick up the games from us
  • Set up the games
  • Organize seating & tables
  • Get munchies on all the tables and replenish during the night
  • Run the games + relief workers for the games
  • Sell the drinks (if needed)
  • Sell raffle tickets & jello shooters (walking around the room selling)
  • Collect admission tickets and money for draws
  • Do some food prep
  • Serve the food on the buffet table
  • Clear the plates
  • Someone to keep everyone on task
  • People to set up your music and take care of that (if you did not hire a DJ)
  • Run the raffle table
  • Look after the cash that will begin to pile up!
  • Load all the empties and extra food and drink into a vehicle
  • Pack up the games, load them into a vehicle
  • Bring back the games

How do I Choose the Right Games?

How do I Choose the Right Games?

Obviously we are a bit biased when we suggest that you have games, but the games serve a dual purpose as it provides entertainment but it also generates money for you too.  We put together a few packages for you that are fantastic for Fundraisers, and there are great savings here!

When you are choosing your games, keep in mind that you may want to introduce different games throughout the night to keep it interesting, rather than doing them all at the same time all night. As an example, when guests arrive they may do one round of each game and then sit at a table for the night. But if you keep bringing out new games and get people excited about new tournaments or prizes to win, they will be more likely to keep getting back off their comfortable chair!

Want to know how many games to rent? CLICK HERE to find out. You should pick enough games that will keep your guests entertained all night, not just for half an hour. This is hard to remember because the idea of making lots of money may keep getting in the way, but the real purpose of the night is to entertain your guests and celebrate the whole reason you are throwing a Fundraiser. If you remember this and provide your guests with great entertainment all night long, the profits will just come.

When it comes to deciding WHICH games will work, just ask yourself what you would enjoy playing if at a Fundraiser.  You know your crowd best, so pick games that you think they will enjoy – pick some that are more popular with the ladies, and a few for the men.  Have a good mix so that you appeal to everyone, so that means some that are super challenging, and some that are no brainers.  Have a good variety and you will be set.  Ask us for help if you don’t know where to start.

What Should I do for Music?

DJ playing musicWhat Should I do for Music?

Music relaxes people and it encourages them to stay longer and spend more money. A home stereo, renting speaker equipment, using an iPod to play downloaded music, or using Spotify playlists will work if you are under a tight budget. But that can be a lot of work to prepare the songs in advance or have a buddy look after the music selection throughout the night. If you hire a professional DJ, they can help keep your guests happy as well as keep them at the hall longer, which is key. DJ’s are trained to entertain their guests, and they can actually help you earn more money by making announcements throughout the night informing your guests of a new raffle or game that is about to start. Give them a schedule of when things are happening, such as Raffle Draws or a competition for one of the games or when the bar is shutting down.  They can hustle and take the pressure off of you to help sell things.  They can also get people to participate in games, or they can announce the Door Prize winner’s name.

But… they do come with a price.

If you have chosen a DJ, he/she should have a very large selection of music that will work for all age groups. Look at the possibility of hiring the DJ for the wedding as well, as there may be a combo discount. Decide whether you want dancing at this event or if you want your guests to concentrate on games only. If the hall is small and congested with a lot of games and activities going on, there is a good chance that less dancing will take place. However, a good selection of background music to please the guests creates an exciting ambiance. Hire the D.J. from 7pm to 1am, but keep in mind that the majority of guests tend to show up between 9pm and 10pm.  Kids today huh?! For a good D.J. you should pay between $400 and $500 however you can definitely pay up to $1000 if you get their special effects. We highly recommend checking out Spirit of Sound.

What Drinks should I offer & how much should I sell them for?

1000 beer tickets

You should sell Drink Tickets for around the $4 or $5 mark, but it really does depend on which city you are in.  You see, in the Niagara region, they tend to price things cheaper and you might even see $3.50 drinks.  The closer to Burlington, the prices will be around $5 or even $6.  Head over to Toronto and you can expect prices closer to $7 or $8.  If you run your own bar or if the hall runs the bar might also dictate your prices so that you are still making a profit.

Also, remember that you cannot discount drinks – so you cannot offer $5 per drink or two drinks for $8 as an example.  It is illegal!  So if they are part of a package, you can discount the package if offering raffle tickets or game tickets, but you cannot discount the drink ticket part.

Beer

Choose 2-4 types of beer – that is it!  People will always find a beer they like based on the choices you offer.  Nobody is going to listen to the beer choices, and say “no thank you – you don’t have my brand”.  They will be fine!  Make all beers the same price, and don’t have premium beers if this is a fundraiser. Keep it simple!  So we suggest around $4 if you are in the Niagara area, or $5 if in the Grimsby/Stoney Creek/Hamilton areas.  Burlington you might want to go up to $5 or $6.  Use the Beer Ticket for this one – and if you decide to have premium beers despite our recommendation, then choose 2 colours of Beer Tickets to distinguish them.

Liquor

Some people might want to do shots, but again keep it simple!  Have 3-4 hard liquor options available (vodka, rye, rum) and don’t worry about tequila or speciality shots.  Keep this price the same as the Beer price to again keep things simple.  Use the Liquor Ticket for this one if you are selling it for a different price than Beer.

Coolers

Don’t sell coolers or ciders at your Fundraiser!  Sorry, were we too blunt there?!  These are fantastic for people attending a Fundraiser, as people like options.  But Coolers are pricey, and then you have to charge more for these plus have a different type of ticket to sell for them. This causes a tiny bit more work for the people selling the tickets, and a tiny more brain power for the bartenders when distinguishing the different coloured liquor tickets.  If you charge the same price for a Cooler as you do for a Beer, then you will be out profit wise.  They are a fun option, but your profit margin is drastically decreased.  We recommend you to just stay away from these altogether at Fundraisers.

Jello Shooters / Pudding Shots / Drunken Gummy Bears

You can sell these at the bar, but probably what is most profitable for you, would be to have some pretty girls walking from table to table selling these.  I know that is totally sexist to say… but you know we are right.  Have 2 flavours to choose from, there is no need to offer more than that. Just like our Beer comment, people won’t turn them down because you don’t have their favourite flavour. They will choose between one of the two options, we assure you! Most people charge $1 but some charge $2 especially if they are a bit bigger of a cup.  These you usually just sell with money rather than getting a special ticket for them, but if you have set up to use tickets, then use a Refreshment Ticket. We recommend that you find the cups that have lids on them so that they can be stacked and kept fresher.

Pop / Juice / Water Bottle

We suggest that you have 2 types of pop and 2 types of juices – something like gingerale, coke, cranberry juice, and orange juice.  These make for great mixers!  You would use a Refreshment Ticket for these, and we recommend only selling them for $2 each can/glass.  Water bottles can also use the same Refreshment Ticket.  If you need to charge different prices for these, then use different colours of the Refreshment Tickets, but as always we encourage you to keep things simple and of the same price.

What is a Special Occasions Permit (SOP)?

What is a Special Occasions Permit

You need one of these before you can even consider holding an event that sells alcohol!  Be sure to visit the AGCO Website as well as check with the hall to make sure you are following all of their rules too, as you don’t want to have any future issues due to a misunderstanding.  Special Occasions Permit or SOP seems complicated at first, but we assure you they are not! Also know that the advice we give in this article, is based on what we knew at the time of writing this. The AGCO can at any time review and rewrite their policies so this is just a guideline.

Not sure which kind of SOP to get?  See THIS PAGE for a quick summary. If you are having a Stag & Doe, you are having a Private Event and will need a Sale Permit.

The AGCO is full of information, and they put together this 1 minute video if you want to really understand the process!

Click HERE to apply for your Permit

One other thing that the AGCO has done for you, is put together a Tip Sheet from May 2017 that should make things pretty clear for you and answer any legality questions:

AGCO TIP SHEET

Private or Public SOP (Special Occasions Permit)?

What Kind of Special Occasions Permit do I need for my Fundraiser

Do you need a “Private”, “Public” or “Industrial” Special Occasions Permit (also known as a SOP)? Did you need a “Sale Permit” or a “No Sale Permit”? Decisions, decisions! We will break it down for you below.

A “Private Event” with a “Sale Permit” is what most of our customers end up getting for Stag & Doe’s and Fundraisers, which will cost you $150 per day.

The Permit Holder has some responsibilities: They must be present the whole event and be responsible for safety and sobriety of guests, as well as ensure that the event is run properly and in compliance with the Liquor License Act.

We are only going to talk about Private and Public Events on this page, but scroll down to see the AGCO’s tip sheet for more info on the 3 Types of Permits available.

Private Event

  • Meant for Stag & Doe’s and smaller events
  • You can only have invited guests (have a guest list)
  • There can be no intention to profit from the sale of alcohol at the event
  • You CANNOT advertise the event publicly
  • You CAN advertise through social media which is not available for viewing by general public
  • There can be no unlawful gambling
  • If indoor, must submit application at least 10 days prior. If outdoor it is 30 days prior
  • This is a great article to read: CLICK HERE as it explains in more detail what the AGCO recommends for a Private Event

Public Event

  • Meant for a Charitable Organization or Not-for-Profit Organizations
  • Raise funds for charitable purposes (education, religion, relief of poverty, community, etc)
  • You are allowed to publicly advertise
  • You can offer alcohol as a prize if there is a lottery license issued to you
  • Must submit application at least 30 days prior if indoor or outdoor

Sale Permit

  • The cost is $150 per day
  • Required when there is an admission charge for the event
  • Alcohol is a cash bar, or people buy tickets to get drinks

No Sale Permit

  • The cost is $35 per day
  • Alcohol is served but is free
  • No money is collected for alcohol
  • Permit holder absorbs all costs related to alcohol

If you still want more clarification, read the AGCO’s Tip Sheet below. Otherwise, time to get started and fill out their application! CLICK HERE to get started.

AGCO-TIP-SHEET

Which Hall to Rent once you see them in Person?

Which Hall to Rent once you see them in Person?

Once you narrow down a few halls to go check out after making the phone calls and getting your answers, now it is time to see them in person.  Let us help you decide which Hall to Rent, now that you have done all your preliminary research.

Make sure that you get a tour of their kitchen.. You can tell a lot about the place judging by the cleanliness of the hall’s food preparation area. Everything must appear clean and organized, do not be afraid to open a fridge or two. Ask for references from previous events catered by this hall if you are using their catering services.

Also check out their bathrooms, as this speaks volumes. Is there soap and paper towels in both the men’s and women’s washrooms? Do the washrooms look and smell clean? It seems obvious, but many people forget to look for these things. You want your guests to feel welcome, have some good food, and feel like they are in a clean environment so that they will stay alllllll night and spends lottttts of money!

Some halls have different sized rooms to choose from. The hall has to make sure that they obey all fire codes and their hall will accommodate your party size, so be honest with your number of guests you expect to come. You want your guests to feel comfortable in the room, and when a room of 100 people feels like 20, then your room is too big, and people will be less likely to go play games or dance since they will feel too self-conscious. On the other hand, when the room is filled with 20 people but it feels like 100, then the room is too small, and people will feel closed in and will not want to stay and keep spending money.

Take the hall’s advice, as they will know by experience what room may be most suitable for you. Remember, if a hall holds 200, you should be okay if your expected number of guests is 250, as many guests will only stay a couple of hours and some may not come at all.  Go with your gut instinct, and choose a location that is central to where the majority of your guests will travel to.  Don’t choose a remote location just because it was cheap.  You will lose out big time if it is not convenient.

What Questions to ask Halls when looking for a Venue

What Questions to ask Halls when looking for a Venue

Now that you have your date and number of guests in mind, it is time to choose a hall. Luckily we have compiled a list of questions to ask Halls, to keep you organized.  Keep in mind that if you have many out-of-town guests that you expect to come, you will want to pick a location that is easily accessible from highways, and possibly close to a hotel. If you have guests scattered from Toronto to Niagara, pick an in-between location so that you can hopefully maximize your turnout.  Don’t pick some that are super remote, because you want to be a convenient location.

Once you know what part of town you are looking at, start Googling for local places! Start making calls or emails, ask for recommendations on Facebook or other social media to get people’s input, and ensure to ask these questions.

How to Estimate the Number of People that will Show up to your Fundraiser

How to Estimate the Number of People that will Show up to your Fundraiser

In order to estimate the number of people that will come to your Fundraiser, start by making a list of family, friends, coworkers, neighbours, your parents friends, etc.  Ask your wedding party to make a list of friends or family that know the couple, and who may like to come or at least buy a ticket.

Get your committee to review the list because chances are, you forgot a ton of people. Keep in mind that some people will just buy a ticket for support but do not intend on going to the event. Once you have your list, expect that 60% to 70% will show up if you are lucky.  Even for people who say they will come, and you know that they will be there no matter what – people cancel last minute all the time, so that is to be expected.

Legally you are not permitted to advertise your event on public webpages or newspapers, but you can promote yourself within your own friends group on Facebook by inviting people personally. Make sure to give permission to others to invite to your FB page, because as long as someone is invited, they are able to come, even if you don’t know them. We just cannot have people walking off the street coming in because they heard there was a party going on.

Be weary of Facebook though because people will confirm they are coming but they may not have bought a ticket from you yet, so don’t count on their “confirmation.”  Other times people say “maybe” as a reply which really doesn’t help you at all.  The sole purpose of the Facebook Event Page is to generate excitement, invite those who you normally would not run into or who you would phone, and keep everyone updated with any important details. So do you want to know how to get an ACTUAL number to work with? Read about our Calculation below.

The Calculation

So as an example, let’s say that you invited 1000 people between you and your committee members and family members and facebook contacts, etc.  Out of that 1000, let’s assume that 400 will buy tickets, because let’s face it, people suck. People are weird we find – they might be totally well off (so money is not the reason) and want to support you (because they really do care for you), yet they just never seem to get around to getting the money to you and don’t make it a priority. Ok might have been a harsh things to read.  But it is hard these days to get people to commit!  

If we went with that 60%-70% statistic, approximately 240 to 280 out of the 400 who bought tickets, will attend in person.   You can also expect people to buy tickets at the door too, so assume that about 5% will do that (about another 50 people in this case).  That is an excellent turnout!  So by using this formula, this is how to estimate the number the people that will show up to your Fundraiser.

Here is the calculation again:
Number of people invited x 0.4 = number of people who might buy a ticket (lets call this "X")
Take "X" x 0.65 = number of people who may show up at your event
Take "X" x 0.05 = number of people who did NOT pre-order ticket and bought at the door

How to Create a Fundraiser Budget

How to Create a Fundraiser Budget

Wow, there are many things to buy for this event, but do not worry as long as enough thinking and planning goes into it. We have created a Fundraiser Budget for you to follow along and fill out as you go. This keeps you on task without overspending.

Also, one thing we should mention is to not depend on your wedding party to pitch in financially if you are holding a Stag & Doe.  They are already being expected to buy dresses, tuxes, get their hair and nails done, buy you an expensive wedding gift, pay for a shower, bachelorette party, stag, devote their time to help, possibly pay for a plane ticket if its a destination wedding, etc etc..  That is asking a lot already!

Plan on spending this money out of pocket, hope for donations, and make your money back and then some after the party is done.  We know that for prizes it is common for the bride and groom to ask the wedding party to buy a bottle of booze for a booze basket, but again – do not take advantage of their generosity and plan to spend out of pocket if you must.  Follow our instructions on Donations to help in that area.  On that page we mentioned that Carrie (owner of Jack of all Spades) had her Stag & Doe in the summer of 2018, and she had 99% off her prizes donated, except for the toonie toss LCBO gift card.  Other than that, everything was donated from local businesses, so it can be done!  Don’t ask your wedding party for more, that is all we are saying 🙂  Have a Fundraiser Budget in place, stick to the plan, and hustle for those donations so that your profit margin is higher.

CLICK HERE to print the following Budget Worksheet off so that you can get to work!

Fundraiser-Budget