This document provides guidance and timelines for small public libraries to plan successful fundraising events featuring wine, champagne, or cocktail tastings. It recommends deciding the purpose and price point, then scheduling the guest, musicians, wineries, and volunteers 6 months in advance. The timeline details tasks from 3-4 months out like ordering books and applying for liquor licenses to 1 month out like floor planning and assembling raffle baskets. Budget details from an example event show net profit of $2,482 from ticket and book sales, raffles, and donations versus expenses like food, supplies, and the guest speaker. It also recommends event liquor liability insurance. Suggested themes then provide details on how to theme similar events around

1. Signature Library Fundraisers for Small Public Libraries Kimberly Litland, Brookfield Public Library Lynn Elam, Hinsdale Public Library Nicki Seidl, Evergreen Park Public Library

2. Tastings at the Library Alpana Pours book signing and wine tasting with sommelier Alpana Singh A Bubbly Evening with Winediva, Christine Blumer Fiesta at the Library margarita tasting Luau at the Library frozen tropical drink tasting

3. Before you begin Decide the purpose of the event: raising money or visibility? Is one more important than the other? What is the price point for your audience?

4. Alpana Pours

5. True Fundraising Me, smiling, 2 big checks totaling $14,000 from Wal-Mart Me, smiling through exhaustion for $2,482

6. Timeline Library Staff, Foundation, or Friends Six months before: Schedule guest speaker Schedule musicians Engage Wineries 3-4 months before: Order books on consignment Request Certificate of Insurance from insurance agent Submit application for State of Illinois Special Event Retailer’s Liquor License (Not for Profit) $25 state.il.us/lcc/DOCS/SpEvent.pdf to Liquor CommissionerI Order complimentary glasses Schedule outside volunteers (First American Bank) Send out Save the Date pdf invite Mail donor or sponsorship request letters

7. Timeline Continued 2 months before: Donation requests to beer distributors Determine decoration scheme Reserve rental tables and linens Create wine tasting card and send to printer Resend pdf invite, send out press releases 1month before: Map out floor plan Create banners and signage Assemble raffle baskets (included dining certificates, winery tour, subscription to Wine Spectator magazine, and hand painted wine glasses)

8. Budget Net Profit $2,482 REVENUE Ticket Sales (205 @$20) $4,100 Book Sales $1,627 Raffle $591 Cash Donations $252 Total $6,570 EXPENSES Books $1,816 Wineglasses $576 Alpana Singh $500 Food $374 Table/Linen Rental $358 Decorations/Paper Products $174 1/3 Liquor Insurance & License $192 Publicity/Printing $98 Total $4,088

9. Additional Considerations Liquor Liability Insurance Most commercial liability insurance policies carry host liquor liability for alcoholic beverages given at no charge. A special events liquor policy is recommended because in the event of a claim, the loss history with the library’s primary insurance carrier will not be affected. A specialty insurance carrier, like Lloyd’s of London, does not share their loss experience with primary insurance carriers. Cost : $500/year for 3 events

10. Variations on a Theme A Bubbly Evening Champagne & Sparkling Wine Tasting $20 per person Winediva, Christine Blumer Commemorative wine flute Smooth jazz music Decadent chocolate fountain Raffle baskets

11. More Variations on a Theme Fiesta at the Library $22 per person Commemorative margarita glass 4 frozen margarita stations Latin jazz quartet Tapas-type appetizers Salsa/latin dance lessons Raffle baskets Luau at the Library $22 per person Commemorative glass Hawaiian lei greeting 4 frozen tropical drink stations “ Jimmy Buffet” island music Light Polynesian appetizers Hula & Hukilau dance lessons Raffle baskets