Launching a successful fundraiser starts with a strong and well-organized beginning – and that’s where your fundraising kick off comes in. A kick-off meeting sets the tone for your entire event by rallying your team, communicating key details, and encouraging participants to work toward a shared goal. In this post, we’ll walk you through each step of the kick-off process to ensure your meeting is engaging and informative, so you can know you’ve done all you can to set your group up for success. From setting event details to ensuring you have all the materials you need, we’ve got you covered. Let’s get your fundraising campaign started off on the right foot!
Table of Contents
- Setting the Event Details
- Promoting the Kick-Off Meeting
- What to Cover During the Kick Off
- What to Do After Your Kick Off is Over
4 Easy Steps to Prepare for Your Fundraising Kick Off
1. Setting the Event Details
Start your fundraising kick off planning by nailing down the details of your event. Choosing the right time, place, and topics to cover ensures that as many participants as possible can attend and sets a positive tone for the entire campaign. Here’s what you need to do:
- Pick a time that works for your group: Whether parents, students, community members, or coworkers, it’s important to consider the schedule of your participants. Weekday evenings or weekend mornings often work best, but it’s crucial to gauge availability ahead of time. Make sure to avoid scheduling conflicts with local events, holidays, or other major activities that might prevent attendance.
- Select a convenient location: The venue should be accessible, comfortable, and large enough to accommodate your group. School gyms, community centers, or libraries can be great options.
- Create a clear agenda: Having a detailed agenda ensures that you cover everything you need without running over your allotted time. Key topics should include the purpose of the fundraiser, the goals, the timeline, expectations for participants, and any resources or materials they’ll need.
2. Promoting the Kick-Off Meeting
Getting the word out about your fundraising kick off is essential to guaranteeing a strong turnout. The more participants you can engage from the beginning, the more momentum your fundraiser will have. That’s why we recommend using multiple communication channels. Utilize a combination of email, text messages, social media posts, flyers, and word-of-mouth to spread the word. Furthermore, we recommend sending a few timely reminders before the event to ensure it stays on people’s radar.
On each communication channel you use, make sure you include all the relevant details. Clearly state the date, time, location (or virtual link), duration of the meeting, and why it is important. That last one is absolutely essential. Explaining the purpose of your event helps manage your group members’ expectations and even creates excitement which encourages more people to attend.
3. What to Cover During Your Fundraising Kick Off
Here’s a checklist of what topics to go over during your meeting to ensure your fundraiser gets off to a strong start:
- Introduce the purpose: Begin the meeting by explaining why the fundraiser is being held. Whether it’s to raise funds for new equipment, a local cause, or to fund a new school program, make sure the “why” is being clearly communicated. This will give your participants a clear understanding of the mission they’re working towards.
- Communicate the goal: Share what your overall fundraising goal is as well as your individual seller goal (if you set one). Your goal should be specific and realistic while showing how everyone’s efforts contribute to the bigger picture. For more information about individual seller goals, check out our blog post on the topic.
- Set clear expectations: Outline the expectations for participants, including how they can promote the fundraiser, what their individual selling goal is, safety guidelines, and key deadlines. Making sure everyone knows what is expected of them helps to avoid confusion later.
- Communicate the timeline: Provide a detailed timeline for the fundraiser. Include information such as start and end dates, important milestones, and submission deadlines for orders
- Distribute sales materials: Hand out all necessary sales materials during the meeting. These should be items supplied by your fundraising partner and typically include order forms, brochures, posters, etc. If your fundraiser includes an online component, explain how participants can access the platform.
- Provide helpful tips: Take some time to provide your group with tips and tricks on how to approach potential supporters and ask for their help. Make sure to emphasize the importance of being polite, enthusiastic, and clear about the cause. For more detailed tips that you can share with your group, head over to our blog post How to Ask for Donations During a Fundraiser (Tips & Examples).
- Address questions and concerns: Allow time for participants to ask questions or share any concerns they might have to ensure everyone leaves the meeting feeling informed and confident about the fundraiser.
- Build excitement: End the meeting on a high note! Use positive energy to motivate participants. A fun group activity, motivational video, or product sampling can help build momentum and foster a sense of camaraderie amongst group members.
4. What to Do After Your Fundraising Kick Off is Over
The fundraising kick off may be over, but your fundraiser has just begun. Now is the time to focus on maintaining the energy and focus established during the kick-off meeting. A well-executed strategy ensures that your team remains engaged, motivated, and clear on their responsibilities throughout the fundraiser.
Start by promptly sending a recap email to all participants (sellers, parents, guardians, etc.). This email should summarize the meeting’s key points, including the fundraiser’s purpose, goals, timeline, and any other crucial information. Attach digital copies of the materials shared during the meeting or let those who were unable to attend know where they can pick up their physical copies.
As the fundraiser progresses, maintain regular communication with updates on your team’s progress. Be sure to check in individually with participants to address any questions they have or challenges they’ve encountered. Also, don’t forget to recognize and celebrate the hard work of all your sellers along the way. You can show your appreciation through group shoutouts, a spotlight on top performers, or even with small incentives to keep the momentum going.
Finally, as the fundraiser nears its end, send timely reminders about deadlines and ensure participants are on track to meet their goals. This proactive approach minimizes last-minute confusion and helps bring the campaign to a smooth, successful finish.
