1. Setting
the Board Development Training
Course
Part 4 c
Fundraising Planning &
Development:
Fund Raising Techniques

2. IMPORTANT
THE LEVEL OF SUCCESS
OF YOUR EVENT
WILL BE DETERMINED
BY HOW INVOLVED YOUR
BOARD IS IN THE EVENT.

3. I. Banquet
A. Banquet Committee (or Financial Sub-
Committee)
1. This committee should include several board
members and volunteers who are knowledgeable
in putting events together.
2. Ideally, this first meeting should be held at
least six months before the actual event.
3. The board should give this committee a
realistic budget.

4. 4. When meeting, have an agenda planned that
would include the following topics for discussion:
•Date and time of event
•Location
•Theme
•Food
•Speaker
•Program
•Music
•Decorations
Some decisions (i.e., decorations) can be decided
later but begin “brainstorming”

5. B. Banquet Sponsors
Decide what amount of money is needed to
underwrite the fund raising banquet and
approach Christian businessmen, supporters
and churches to help underwrite this event
(example: $12,000 is needed to cover
expenses. I need approximately 25 people
who would sponsor the banquet for $500 or
50 people who would sponsor the banquet
for $250).

6. C. Board Member Responsibilities
1. Determine the number of guests you can facilitate
and ask each board member to secure a certain
number of “table hosts.” (example: we can
accommodate 700 guests (70 tables seating 10
guests per table). I have 10 board members, so
each one needs to secure seven table hosts who
will in turn invite friends to join them for this
event).
2. Give board members clear instructions and a time-
line for accomplishing goals.
D. Table Host Responsibilities
1. Make sure you communicate (in writing) clear
instructions and a time-line for accomplishing
goals.

7. E. Additional Details to Oversee
1. Always double check every detail planned.
2. Plan logistics of room, placing everyone who
will participate in the program near the stage.
3. Number your tables so guests can find easily
4. Mail invitations to guests approximately ten
days before event

8. 5. Assign table numbers and notify table hosts
requesting they notify their guests
6. Plan the materials you want placed at each place
setting (banquet program, response card, ministry report).
7. At banquet, have board members stationed to greet
guests
8. Have a print-out of guests and their table numbers,
in case needed
9. Decide how response cards will be collected at
end of evening

9. II. Key Donor Prospect Dinner
A. A sub-committee should be set up from present
committee members or board members to meet
approximately six month before event.
B. An agenda should be prepared to cover such
topics as:
1. Date and time of event (take into
consideration other local events)
2. Location should be in fine, local restaurant
which will have a private room for a minimum of
50 people
3. Topics are similar to a banquet
4. Smaller group–hard hitting in its
presentation with a specific goal, vision, etc. in
mind

10. 5. Invite 15 to 20 couples to make a major gift to the
ministry in the amount of $5,000, $10,000 or more
C. The Dinner sponsors are your board members
1. Each board member will personally invite two or
three couples to attend the dinner
2. Invited guests will know little about CEF and
should have the capacity to make a large gift
3. Board member will confirm with the guest their
attendance at the dinner
4. Board member’s responsibilities is to confirm
guests attendance so formal invitation can be sent two to
three weeks in advance.

11. 5. Board member will stay in contact with guests to
encourage their attendance
6. After final contact with potential guest by board
member, a reminder card with directions will be mailed
to guests
7. Board members are also your table hosts.
D. Additional Details
1. Planned logistics of the room with equipment,
sound system, podium, etc.
2. Names of Board Members on a place card at each
table, so their guests can easily locate their table
3. CEF folder with minimal information and
challenge card, with return envelope ready to hand out
4. Name tags prepared ahead of time with first and
last name

12. 5. Folder to be given at a convenient point before
the challenge is given at end of dinner
6. After challenge is given, provide opportunity for
guests to complete card or pray over their decision
7. Inform guests that host will contact them in one
week about their decision
8. Personal note should be sent out by the director,
a few days after the event, thanking them and reminding
them of the challenge

13. III. Challenge Grant
Can be used to stimulate new money or raise funds for
specific project. Commonly known as a “matching grant”
which matches dollar for dollar up to a specified amount.
A. Find people who will give the initial matching
grant
1. Board members and Director will seek out
individuals from current donors and from the Board.
2. Once matching grant has been promised, a
prospect list from current donors and new potential
donors should be developed

14. B. Personal letter should be prepared with the
challenge and the specifics of the project
1. Follow-up call by a Board member,
staff, or volunteer to encourage the gift
2. Challenge grant can also be announced
in your publication or newsletter
3. Personal note of thanks to be sent after
gift is received
4. Once time frame has expired for
matching grant, a note or letter should be sent
informing donors of the success of the
matching grant.

15. IV. Auction
A. Auction Committee
1. This committee should include all board
members and volunteers who are willing help.
2. The first meeting should be held
approximately six months before event.
3. You will need a budget to work with and
an agenda

16. B. Address the following issues
1. Date and time of event
2. Location
3. Items to be secured
4. Type of auction (silent, live, bid-off,
bargain hut, etc)
5. Auctioneer
6. Food
7. Advertising
8. T-Shirts for volunteers at auction
9. Various teams (bargain hut team, basket
team, registration team)

17. V. Change for Children
A. Pastor’s Breakfast
1. Plan a breakfast with Pastors from key
churches with whom you have a relationship.
Present your CYIA ministry with a short
program
2. Include testimonies from a former
summer missionary
3. The youth pastor of a church where
summer missionaries have come from
4. A parent of a former summer missionary
5. Emphasis should be on the blessings this
area of ministry has had on a young person’s life.

18. 6 Ask churches to consider making the CYIA
program a “home missions” project through
the Change for Children campaign.
7. Provide a CYIA budget
8. Provide a packet that gives clear instructions
(with masters) to carry out project.
B. Time-line
Tuesday, ________, pastor’s breakfast at local
restaurant
Monday, ________, deliver bottles to churches
Sunday, _________, kick-off, of “Change for
Children” campaign
Sunday, _________, cups returned to churches
Tuesday, ________, collect cups from churches

19. VI. Golf Tournament
Committee - Needs to meet monthly for the purpose of
updating prizes secured and report how event is
progressing.
1. should include all board members and
`volunteers
2. should meet six months before the event
3. need a budget and agenda
4. date and time of event
5. location
6. entry fee
7. sponsorship
8. prizes
9. food
10. advertising

20. IMPORTANT
THE LEVEL OF SUCCESS
OF YOUR EVENT
WILL BE DETERMINED
BY HOW INVOLVED YOUR
BOARD IS IN THE EVENT.