PURPOSE:
The main purpose of this document is to provide the volunteers with an overview of the upcoming events at Branding Town Hall. This document gives instructions with the pertinent information regarding the fundraising event for orphans living in and around the community of Branding to be held on March 28, 2016 at the town hall.
GENERAL:
The committee in charge of the fundraising event comes from different communities in Branding as the fundraising event will benefit two different homes for orphans that have been pre-selected by the committee. Each of these homes provides care for those children who are ward of the state and those who have been abandoned by their parents. The Tiny Women’s Volunteers is a headquarters is in Branding and each year the group randomly select different organizations that can benefit from financial assistance. We are pleased to carry out this fundraising this year in the hope of helping the orphanage with money and to purchase a washing machine and a dryer.
EVENTS
We will bring in two recording artistes to perform at the concert. In addition, there will be a barbeque contest and the crowning of this year’s “Mr/Miss Tiny Helper.” I hope that the events will be a success and more persons will make the effort to be nominated for next year’s title. There will be an opening ceremony where the nominees for the “Mr/Miss Tiny Helper” will be presented and their work with their different charity organization throughout the year will be shared with the persons at the event. Then there will be the judging of the “Barb-o-rama” where skilled chefs will be judged based on the variety and creativity of barbequing just about any product. Finally, the winner of the charity pageant will be announced during the concert.
For those participating in the charity pageant, there will be a meeting at mid-day where the judges will interview each participant and the director of the charity they have been working with. The pageant members will then separate and return later for the results.
There will also be a short meeting will the participants in the “Barb-o-rama” and the ethical and moral rules of the competition will be reinforced. The participants will then go back to their respective places to finalized their presentations and await the results during the concert.
SCHEDULE
Below is the tentative schedule of the events for the fundraising event. The times are subject to change as the final date approaches.
Fundraising committee and participants
Persons who were pre-selected to ensure that the judges and recording artistes are comfortable will work throughout the day to ensure that these needs are covered. In addition, persons assigned to ensure the comfort and safety of the recording artiste will work alongside the personal security teams of these artistes to ensure that the supporters remain civilized in their attitude and behaviors towards the artistes. The specially invited guests should be met at the entrance to the premises and taken to Rooms 2 and 3. Please refer any queries that the volunteers cannot answer to Deputy Chairman John Green** or me.
TRANSPORTATION
The designated driver for The Tiny Women’s Volunteers Society of Branding has volunteered to pick up the persons who have no access to transportation to the town hall. The cost of the transportation is also a part of the funds that will be collected for the fundraising. The bus will arrive at Branding’s Mall at 11: 00 am and again at 3:00 pm. The driver will wait for 15 after each arrival to facilitate those who are late. Persons who will need transportation must communicate this with the organizations at least one day before the date of the fundraiser (March 27, 2016). Other persons can carpool and work out their schedule with each other. Carpooling is not a direct plan of the committee. It is expected that the judges and the recording artistes already have their means of transportation and therefore we will not be required to provide transportation for these persons. If there is a need for additional transportation, we will need to have other volunteers the supporters are encouraged to make use of the transportation services as a part of their contribution to the fundraising activity.
ADDITIONAL INFORMATION
Since the event is designed to raise funds for a charitable organization, persons who wish to enter the cooking competition will be required to pay an entry fee of $200. In addition, persons who come out in support of the day’s events will be required to pay a cover cost of $400 for single entrants and families will pay a cover cost or $600 with a limit of four persons per family. Additional members of the family will pay an additional cost of $100 per additional person per family. The cover cost will allow persons to access every facility at the fundraiser. All monies must be collected at the ticket booth and each person will be given an arm band as proof of payment.
Nominees for the charity awards will be expected to pay a reduce entry fee of $300. The judges, despite their voluntary services, will pay similar fees to the nominees. The recording artistes will be asked to use their discretion to make a donation to one of or both of the charities. Persons participating in the auction for the date for the evening will bid according to the auctioneer’s instructions. Each person in this category will volunteer his or her service an hour before the auction. There is no entry fee on the auction.
The supporters will be reminded that “nonprofit fundraising events are a great way to cultivate support and attract new donors” (Stein 1) and therefore, it is important to support this venture as it is beneficial to the well – being of the orphans at Mary Went and George Goat’s orphanages.
Each volunteer will be given a letter outlining the importance of their role as a volunteer and reminded of what constitutes a fundraising event. Additionally, the mandate of the group will be published in the local press and the press will be invited to help to publicize the event and build on the network of future donors.
The Consumer Affairs Victoria defines fundraisers under The Fundraising Act 1998 (the Act) as “any person or organization that collects money for a beneficiary, cause or thing, rather than solely for their own profit or commercial benefit” (What is a Fundraiser 1). Therefore the work of Tiny Women’s Volunteer is allowed to transact such business relating to charitable events for the selected orphanages.
EXECUTIVE
This committee consist a director, a deputy director, transportation personnel, lighting and fixture personnel, judges, nominees for the charity awards, three student volunteers from the school who will promote the event in the schools, sanitation volunteers, chefs and persons interested in the cook off and health care officials.
CONCLUSION
I hope that the given instructions are explicit and provide a clear understanding of the events of the day. Additionally, I would like for persons who are not clear about the instructions or who have queries on the matter of cost to direct their questions to the Deputy Director or me. Please send an email to our organization website: tinywomen’ or . We appreciate you dedication and hard work and hope that we will be able to fulfill the goals at this year’s fundraising event. Thank you for your support and co-operation.
Works Cited
Stein, Caryn, “Planning and Executing a Successful Nonprofit Fundraising Event”
The Nonprofit Marketing Blog 2011, The Network for Good, Web 15 Feb 2016 <http://www.networkforgood.com/nonprofitblog/planning-and-executing-your-next-big-event/>
What is a fundraiser? Consumer Affairs Victoria (n.a), 2016, The Consumer Affairs Victoria,
Web 15 Feb 2016 <https://www.consumer.vic.gov.au/clubs-and-not-for-profits/fundraisers/what-is-a-fundraiser>
