Tools to Simplify the Process — Checklists,
Sample Letters and Forms
“The MI dinner model has proven successful in raising funds and securing new donors for India Partners. As a result, we are increasing the number and the geographical reach of our dinners each year: in 2003, one dinner, in Oregon; in 2004, two dinners, in OR and WA; in 2005; four dinners, in OR, WA and CA.”
Brent Hample, Executive Director—India Partners
Use these to keep accurate records and to stay organized.
A. Dinner Calendar Checklist B. Dinner Items Checklist C. Sample Floor Plan D. Dinner Report
E. Dinner Evaluation Questionnaire and Expenses F. Sample Letters
1. Sample Initial Meeting
2. Sample Sponsors (potential, previous, confirmed) 3. Sample Response Devise
4. Sample Table Host (previous, confirmed) 5. Host Form
6. Sample Invitation and RSVP 7. Sample Table Confirmation RSVP G. Sample Evening Program Materials
1. Sample Pledge Card 2. Sample Host List, Guest List 3. Sample Program
4. Sample Detail Program
6
TARGET DATE DONE TEAM MEMBER TASK
9 MONTHS – 1 YEAR AHEAD
1. Set banquet date
2. Reserve facility
6 MONTHS AHEAD
3. Recruit your organizing team key people
4. Recruit MC
3 – 4 MONTHS AHEAD
5. Initial meeting
6. Recruit sponsor team, captains and vendors
7. Mail sponsor letters
8. Follow-up sponsor letters, phone call
2 – 3 MONTHS AHEAD
9. Meet with hotel and caterer
10. Order invitations, set up E-invites
11. Print all banquet materials
12. Draft program and video
2 MONTHS AHEAD
13. Recruit volunteer speakers
14. Recruit “Banquet Asker”
15. Invitations for host meeting, email/call
4 – 6 WEEKS AHEAD
16. Table host meeting
17. Obtain all “to be invited lists” and mail
4 WEEKS AHEAD
18. Pre-interview all volunteer speakers
19. Prepare MC program script
20. Set-up banquet database
21. Recruit banquet volunteers
3 WEEKS AHEAD
22. Mail, e-mail script to MC and speakers
23. Follow-up hosts, sponsors
24. Contact the media
2 WEEKS AHEAD
25. Continue follow-ups with hosts, sponsors
26. Prepare final program
27. Confirm printer and caterer
1 WEEK AHEAD
28. Final call to hosts and sponsors
29. Draft guest lists
30. Send final program rundown to MC
3 – 5 DAYS AHEAD
31. Send program to speakers
32. Send final program to printer
33. Confirm all vendors
34. Confirm all banquet volunteers
35. Final count & floor plan to caterer
2 DAYS AHEAD
36. Host call all confirmed guests
37. Confirm plans with MC and Asker
38. Pack banquet supply boxes
1 DAY AHEAD
39. Prepare final guest lists
BANQUET DAY
A. Dinner Calendar Checklist
B. Dinner Items Checklist
Boxes must be packed at least one day prior to the banquet.
REQUIRED OPTIONAL
Pledge Cards Name tags, Sharpie pens
Pens Banners, signs
Guest lists by Table Host Awards
Guest lists alphabetical by guest Decorations
Table diagrams Literature/Videos
Duct tape
Programs
Accounting envelopes (six 10" x 12" or larger) MC script or full-timed program (2 extra copies) Bios on all guest speakers
Phone numbers of all volunteers helping with banquet or in program Contract with hotel (has billing been worked out?)
Program video (bring 2 copies in case one fails) Clipboards (6 to 8)
HOTEL Provides
(Be certain these are confirmed)
Table stanchions and numbers Baskets for pledge cards
Video screen, video projector, video table
Extension cords
C. Sample Table Floor Plan
YOUNGMAN 1 -2
BEATTY 2 -2
GRAHAM 3 BROWN 7
GRIMSHAW 8 -2
DAVIES 9
IMHOLTE 10
MCCUBBINS 11
EDMONDS 12
PHILLIPS 13 HINES 14
TUCKER 15 -4
WELLS 16
DAVIS E. 17
DAVIS T. 18 -3
HANSEN 19
PREWITT 20 -1
MARKEN 21 -2 RANK 22 -1
KNOX 23 -2
MASON 24 -2
TRAINOR 25262728 2930 NOTE: All tables of ten guests unless noted. Tables 3, 12 and 23 have 11 guests. Tables 26 to 30 are for ministry un-hosted guests. VEGETARIAN: Table 4 = 3 plates, Table 10 = 2 plates, Table 22 = 2 plates.
NIELSON 4
PLASKERUD 5
FOLKESTAD 6
D. Banquet Report
Banquet Date Staff Banquet Coordinator
Location
Volunteer Banquet Coordinator
Volunteer Sponsor Coordinator
BANQUET GOALS Attendance:
Income:
Pledges $ Cash $
Sub Total $ Giving Per Person $
Sponsors:
Table $ Banquet $
Sub Total $ Total Banquet Income $
ACTUAL BANQUET
Current Year Last Year Table Sponsors:
Table Cost $ @ Tables: $ $
Banquet Sponsors:
$
Attendance: Total: $ $
Banquet Pledges $ $
Banquet Cash $ $
Pre-banquet gifts $ $
Total Current Banquet Income $ Total Banquet Expenses $
Net Income from Banquet $
Notes:
E. Dinner Evaluation Questionnaire
Banquet Location Banquet Date Staff Coordinator Banquet Coordinator
What did you like best about the banquet?
How can our banquet be improved?
Are there ways we can improve the job you did?
Who should be asked to help with next year’s banquet?
How might you help with the banquet next year?
Comments:
Name Phone
(Optional Information)
E. Dinner Expenses
Notes:
1. Were income and attendance goals met? (Describe Why or Why not...)
2. Did the volunteer team and staff stay on schedule? (Explain...)
3. Were there any issues that impacted the banquet outcome?
4. Who should be contacted to help with next year’s banquet?
Number of Invitations Printed Cost $
Number Mailed Cost $
Meal Price Cost $
Meals Guaranteed Cost $
Total Meals Price Cost $
Additional Costs Cost $
Video and other AV Cost $
Literature Cost $
Decorations Cost $
Awards Cost $
Room charges Cost $
Misc expenses (List Below):
Cost $ Cost $ Cost $
TOTAL EXPENSES Cost $
F1. Sample – Initial Meeting
Initial Meeting Bethany House 7:00 p.m. to 8:15 p.m.
Have coffee, tea and cookies or goodies to help break the ice.
1. Intro: Beth Rhinehart ...7:10 – 7:20 2. Thank all for coming, explain what we plan to do tonight
Let them see Bethany House -
Tell them about the longer term vision -
Offer a chance to help raise $70,000 to pay off mortgage -
3. About Bethany House: A Brief history ...7:20 – 7:30 4. Your Vision: Share stories, photos, be warm, make-em cry!
PHASE 1
Care for Girls -
Provide a home, as well as life skills -
Provide all in the name of Christ -
PHASE 2
Get a Long Term Home -
Help the girls transition -
Education -
Low rent, day care -
Make a large investment in lives and see greater impact -
5. A Testimony: Carrie Ann’s Story
6. Beth Intro Dave/Dave: Why this dinner is important ...7:30 – 7:40 7. How to get the funds to payoff the mortgage
8. What does it mean to pay off the mortgage
9. Mission Increase: Offering free consultation on a Master Funding Plan 10. A matching grant to help raise funds
11. A Special Fundraising dinner (Give date and location)
12. To introduce Bethany House, hear from the girls, see the change 13. Low Pressure ask
14. We can raise the funds needed 15. How you can help
16. Volunteer a few hours to help raise $70,000
17. Pass out How Dinners Work ...7:40 – 8:00 18. Recruit helpers: Ask for commitments
19. Be sure to get all names phone, addresses and e-mail addresses 20. Time for questions
21. Ask someone to close in prayer Notes:
1. Were income and attendance goals met? (Describe Why or Why not...)
2. Did the volunteer team and staff stay on schedule? (Explain...)
3. Were there any issues that impacted the banquet outcome?
4. Who should be contacted to help with next year’s banquet?
F2. Sample Letter – Potential Sponsor
F2. Sample Form – Potential Sponsor
F2. Sample Letter – Previous Sponsor
F2. Sample Letter – Confirmed Sponsor
F3. Sample – Sponsor Response Device
Print the format below on your letterhead and mail with the confirmed sponsor letter.
This device can be adapted to fit your needs.
Be sure to include a return, stamped envelope—and keep track of each name the letter and form are sent to.
Follow up on those who delay or forget.
YES, I would like to sponsor this important banquet.
We will sponsor table(s) at $ each Total $
We will attend the banquet
We will attend and invite guests (tables seat 10) We are unable to attend
Name:
Address:
Phone:
E-mail:
Please print your name exactly as you would like it to appear in our program:
Please mail your donation today to: (list your address if not on your letterhead)
All gifts are tax-deductible so far as the law allows.
F4. Sample Letter – Potential Table Host
F4. Sample Letter – Table Host Confirmed
F5. Host Form
Ministry Host
Date of Banquet Banquet Location H-Phone
Banquet Coordinator O-Phone
Table Captain E-Mail
GUEST LIST ATTEND
Name Address Phone Yes No
F6. Sample – Invitation
F6. Sample – Invitation and RSVP
F7. Sample – Table Confirmation RSVP
G1. Sample – Pledge Card
G2. Sample – Seating List
LAST NAME FIRST NAME HOST LAST NAME HOST FIRST NAME ATTENDING TABLE
Bowe Andy & Mary Adventist Adoption Table 1 2 26
Crosby Mr. & Mrs. Adventist Adoption Table 1 2 26
Patchin Dan & Marilyn Adventist Adoption 1 Table 1 2 26
Westermeyer Rick & Ann Adventist Adoption Table 1 2 26
Marcoff (sp?) Alan & Giselle Adventist Adoption Table 2 2 27
Cook Dr. & Mrs. Adventist Adoption Table 2 2 27
Tyree Cindy Adventist Adoption 2 Table 2 1 27
Vestizo Jim & Nancy Adventist Adoption 2 Table 2 2 27
Young Lynn Adventist Adoption 2 Table 2 1 27
16
Brady Michele Bethany House 1 23
Clark Jonalyn Bethany House 1
Coleman Becky & Jim Bethany House 2
Davis Rhonda Bethany House 1
Dixon Jennifer Bethany House 1 23
Dobbs Denise Bethany House 1
Marchand Nicole Bethany House 1
Kluethe Arman & Donna Bethany House 2
10
Cline Mr. & Mrs. Robert Cline Robert 2 24
Godbaugh Larry & Diane Cline 2 24
Greer Richard & Angie Cline 2 24
Leslie Jeff & Donna Cline 2 24
8
Erickson Don & Barb Ernst Greg & Sharon 2 15
Ernst Mr & Mrs. Ernst 2 15
Foster David & Peggy Ernst 2 15
Goodin Greg & Kathy Ernst 2 15
8
Farquhar Mr. & Mrs. David Farquhar 2 23
Miller Don & Michelle Farquhar Dave 2 23
Pryor Marshall & Peggy Farquhar Dave 2 23
6
Galer Mil & Alice Galer Mill & Alice 2 17
Gonnerman Mr. & Mrs. Galer Mil & Alice 2 17
Lindquist Mr. & Mrs. Galer Mil & Alice 2 17
G2. Sample – Seating List
SPONSOR TABLE # LAST NAME FIRST NAME # NOTES
SLOAT 18 Adams Raymond & Millie 2
POST 12 Ahumda Abel 1 possible speaker
NWMT - 4 7 Alexander Joanne & Guests 4
GESS 14 Amick Darryl & Arlene & Guests 4 sit with Carrie
TUCKER 1 20 Anderson Mike & Kathy 2
MEYERS/CHAPTER 16 Monger Kelly & Jill 2
SAUCY - NWMT 26 Munger Eunice 1 w/ Betty Johnson
HAFNER - NWMT 23 Neff Jerry & Linda 2
TUCKER 1 20 Noble Dick & Nancy Ayotte 2
TUCKER 2 21 Norris Kent 1
HAFNER - NWMT 23 Ohren Gary & Nancy 2
LEBLANC 15 Patton Bruce 1 STAFF
SAUCY - NWMT 26 Pearson Elenor 1 sit w/ Carol Harris
HAFNER - NWMT 23 Peterson Sharon 2
PORTER 25 Porter Brenda 1 STAFF
POST 12 Post Bill and Colleen 2 STAFF
PORTER 25 Rada Gary 1 w/ Brenda
NWMT - 2 28 Rasmusen Dick & Doris 2 Volunteer
MILLER 27 Roth David 1 w/ Beverly Bear
MILLER 27 Roth Gerald & Carolyn 4
NWMT - 3 6 Shelton Edna Ann & Guests 4
SEIS 11 Sies Dale & Julie 2 STAFF
TRUEB 5 Simila Pat & Ken 2 Sit with Marc Trueb
NWMT - 3 6 Simonson Meryl & Guests 4
SLOAT 18 Sloat Dale 1 STAFF
TRUEB 5 Taylor Ray 1 Bruce’s donor
TAYLOR 29 Taylor Doug 1 STAFF
KITCH 22 Thompson Roy & Anne 2
TRUEB 5 Trueb Marc & Cathy 2 STAFF
SLOAT 18 Trygstad Roger & Carolyn 2
TUCKER 1 20 Tucker Jerry & Carolyn 2 StAFF
NWMT - 4 7 Tucker Thomas & Margery & Guests 4
HAFNER - NWMT 23 Turnbaugh Roy & Donna 2
VANDERZALM 19 Vanderzalm Bas & Lynn 2 STAFF
SLOAT 18 VanHuizen John & Marianne 2
KITCH 22 Vaught Steve & Christine 2
KAUFMAN 13 Wilson Gail 1
KOSOVA 1 Wilson Jacob & Maj-Britt 2
KAUFMAN 13 Wolf Bev & Bruce 2
NWMT - 1 30 Wright Rich & Vickie 2 Willamette Council
NEED 3 MORE 29 <---Doug’s table
EMPTY 2
EMPTY 3
EMPTY 31
EMPTY 32
G3. Sample - Evening Program
Celebrating 10 Years
Restoring Hope & Encouragement B e t h a n y H o u s e
PROGRAM RUN-DOWN 6:00 – 6:15 Guests Arrive
6:15 Doors Open Pre dinner Music
6:30 – 6:35 Dave Farquhar – Welcome (2-3 mins.)
Thank you for coming to our 10th Anniversary, Restoring Hope and Encouragement Fundraising Dinner for Bethany House. Tonight, it is our honor to have you as our guests and to share with you the work and vision of Bethany House. We have a wonderful dinner planned for you to enjoy, then, after dinner, we will hear from those whose lives have been directly impacted by this ministry that cares for young, needy women in our community. Now, I would like to ask Les Moore to come and lead us in our invocation.
Les Moore – Invocation and says “Enjoy your dinner.” (1 minute) 6:35 Dinner Served (35-40 mins.)
7:15 – 7:20 Dave Miller – Opening Remarks (5 mins.) Intro MC – See Bio on Georgene
Get audience attention/Thank Sponsors/Intro MC Thank Sponsors and Volunteers (3 mins.)
It is time to begin our program. I hope you enjoyed our dinner prepared by the good folks here at the Sheraton. The staff here has done a great job to make our night a success.
It takes many caring volunteers and donors to make a dinner like this possible. I would like to direct your attention to our Evening Program. Please note on the back side all our sponsors. These individuals, businesses and churches have prepaid the cost of this entire dinner by sponsoring tables. Their generous contributions enable us to hold this dinner and invite you free of charge so you can come and learn about this vital ministry. This means that all donations we raise tonight will go directly to helping needy young women and their babies. Your dinner has been paid for by these caring donors. If you know any of these businesses or individuals, please stop in or send them a note and thank them for sponsoring this worthy community ministry.
Would you also give our sponsors and all the volunteers who made tonight possible a big round of applause?
Intro MC (1 min)
It is my privilege to introduce our MC for our program. We are honored to have Georgene Rice of KPDQ radio. Georgene is a native Oregonian, a former Rose Festival princess, and a graduate of the University of Oregon. Georgene has served as a legislative aid for two of our senators, and has served as a special projects coordinator for Oregon Right to Life.
Georgene has been with KPDQ for 9 years, and you can tune in every weekday afternoon and hear Georgene tackle the many issues that face our community.
G4. Sample - Detailed Evening Program
Georgene is a sought after speaker and singer, and has traveled to Russia, China, Europe, and Canada, in her work and ministry pursuits. Would you please join me in giving a warm welcome to Georgene Rice? (lead applause)
7:20-7:35 Georgene Rice – Master of Ceremonies Set a warm/inspirational tone -
You have 8-10 minutes to connect with the audience -
Introduce yourself and share your heart for Bethany House and the need for this kind of min- -
istry. Talk about your history with the ministry.
Key Ideas/Talking Points
“Why are we here?” To tell you about a ministry that is transforming young women and helping to bring healthy babies into the world, AND GIVE YOU OPPORTUNITY TO JOIN WITH US TO TOUCH EVEN MORE LIVES.
Bethany House has helped 120 women over ten years.
In an age where abortion is commonplace, Bethany House is working to help the unborn and their mothers.
Nearly all of the women who come to Bethany House are in trouble and have lead horrendous lives. Why should we care to help?
This ministry transforms young women. It’s a tangible demonstration of love to “the unwanted and the unlovable.”
Most single mothers would end up in extreme poverty if it were not for places like Bethany House. A recent report by Oregon State University revealed that 92% of the people in Oregon on welfare are single women.
That same report noted that 30% of single mothers in Oregon live below the federal poverty guidelines. That means they do not earn enough money to cloth, feed, and house their children.
We are here tonight, to learn about a ministry that is changing lives. This ministry is helping these young, frightened, troubled women.
We are here to share this work and vision with you, and give you a chance to partner in changing one life at a time.
We have an anonymous donor making a $35,000 challenge grant tonight. If we can raise $35,000, this donor will match, or double our gifts, bringing $70,000 to Bethany House. That is enough to pay off the mortgage and begin to plan for the expansion of Bethany House.
Feel free to use these key ideas, and speak from your heart.
Statistics about Our Ministry
It only costs $100 rent per girl per month for a safe place, where a life can be changed forever.
-
$80 a month for food for one young mother -
Avg. girl stays five months -
120 girls have come through the program -
Beth Rhinehart is the founder and director of Bethany House. She was raised in Sandy, OR,.
She is married, has two sons and two adoptive daughters from Bethany House and seven grand children. In 1983, Beth began to counsel young pregnant women at a local pregnancy center.
Beth saw firsthand that many of these young women were without hope, afraid, angry, confused and living in very unstable and abusive situations. Beth herself had a similar upbringing. After three years of working with these young women, Beth began to envision a home that could care for these unwed mothers and help transform their lives. The home was to be built on tough love and compassion and was to provide solid structure and accountability so these women could rebuild their lives. Beth established this non-profit ministry back in 1986, but it took four years of public speaking, fundraising and prayer to raise enough funds to purchase Bethany House, until 1990, when Bethany House opened it’s doors and received the first clients. Since then Bethany House has cared for more than 120 unwed mothers. Would you please welcome, Beth Rhinehart.
Beth Speech (Outline of Talking Points) You have 8-10 minutes.
Our First Girl -
About founding. What motivated me?
-
What touches you most about these girls?
-
Tell stories, not documentary, not facts alone.
-
Tell about stretching dollars, efficiency.
-
Tell about your new vision and what this matching grant means.
-
7:45 – 8:00 MC Intro Restoring Hope & Encouragement Video
Audio visual person move to station before MC starts speaking so MC can see you and know -
that you are ready
Light people move to light switches before MC starts speaking -
Video Intro (1 min)
You have heard from the founder of Bethany House, and how God has used this ministry to transform lives. God has used the efforts and donations of people just like you to change the lives of young women. Now, we want to show you a brief video to fill in a fuller picture of what this ministry is doing. This video will let you see and hear from many of the young women who have found hope at Bethany House. Please arrange your chairs so you can view the screen.
Ask for lights, for the signal to roll video. ROLL Video (7 mins.) 8:00 – 8:07 MC & Carrie Ann On Stage Together Immediately After Video
MC Intro Carrie Ann (Interview)
This is Carrie Ann. Carrie Ann was 18 when she came to Bethany House.
Interview questions directed to Carrie Ann (4-6 mins. total) Tell us about your life before you came to Bethany House.
-
Who urged you to contact BH?
-
What was it like moving in?
-
What surprised you the most?
-
How has BH impacted you?
-
Are you working with BH now?
-
What would have happened to you if there were no Bethany House?
-
8:07 – 8:15 MC Intro Denise
I would like to introduce you to another young women who came to Bethany House. Denise, would you please come up and tell your story.
Interview questions (4-6 mins) Why did you come to BH?
-
How did you feel being single and pregnant?
-
What did you plan to do with your baby?
-
Tell us about the blanket you crocheted.
-
How was life different at BH?
-
How did BH impact you the most?
-
8:15 – 8:35 MC Intro Ron Post (1 min)
Biography: Dr. Ron Post (Use what you like)
One night in 1979, Ron Post sat in his easy chair watching the evening news. He saw thousands of people fleeing the “killing fields” of Cambodia only to suffer disease and death in refugee camps in Thailand. Ron thought, “How could anyone just watch this and do nothing?” Within two weeks Ron had enlisted 28 medical volunteers to care for refugees in Cambodia.
From that day, Northwest Medical Teams was born. Since then, Northwest Medical Teams has sent hundreds of teams to assist disaster victims and to aid the ill and poor in developing nations. The team has now provided more than $350 million dollars in assistance around the world.
Ron has been a featured guest on many local and national radio and television programs, including ABC’s Good Morning America. Newsweek magazine declared him one of America’s unsung heroes. In 1992, Ron was awarded the National Jefferson Award, and in 1994, Kiwanis International presented him with the prestigious World Service Medal. Former President George Bush presented Ron with the “1000 Points of Light Award.” Ron was awarded an Honorary Doctorate Of Humanities from Northwest Christian College and from Lewis & Clark College.
In 1999, Ron authored Created For Purpose. This gripping book describes the encounters Ron had over a twenty-year period in some of the worst tragedies known to man. The book also challenges all of us to greater service to others.
In 2000, after 20 years of service, Ron stepped away from leading Northwest Medical Teams.
He now helps Christian non-profit organizations that cannot afford a consultant to learn better methods of increasing financial development while lowering overhead. He continues to challenge each of us to serve in our own communities.
Would you please welcome Ron Post (lead applause).
Ron Speech – New Beginning (6-8 min.) Appeal (5 min.)
-
Collection (2 min.) -
Talk about matching grant $35K means $70K and a paid off mortgage.
-
Speaking Topics
It only costs $100 rent per girl per month for a safe place, where a life can be changed forever.
-
$80 a month for food for one young mother -
Avg. girl stays five months -
Thank the donors, speakers, volunteers and sponsors (1 min.) Any Final words (1 min.)
Benediction Song???
MC to give final thanks and farewell PROGRAM END
Dinner Notes Summary
Dinners are Volunteer Driven
1. Volunteers need guidance and direction.
2. Don’t assume all volunteers will complete their tasks. Make the call and check-up. Encourage and help them succeed.
3. Make note of any people who seemed to really enjoy the evening and those who were most helpful. Ask them to help next year within one month.
4. Most dinner volunteers will only actually work an hour or two.
5. The seating coordinator has the most stressful job of all volunteers.
6. Don’t underestimate the power of volunteers.
Dinners will Expand your Donor Base
1. Dinners are effective tools to acquire new donors and expand your donor base.
2. Many dinner donors will become long-term donors.
3. People invite guests from their sphere of influence or peers. College aged kids invite their friends and they are usually broke. Lawyers invite their friends. Choose the right age and income groups to host your tables.
4. Do not just ask your mailing list to attend. Ask people on your mailing list to attend and bring their friends.
5. The last sponsors are the hardest to obtain. Keep working!
6. The best time to recruit sponsors and hosts is within 30 days of the last dinner.
7. Receipt all gifts as rapidly as possible.
Dinners are about Casting the Vision
1. An experienced MC and volunteer speakers set the tone of the evening.
2. A quality video about your ministry can be the most effective tool for communicating to your audience.
3. Bring enough literature to inform your guests, but don’t overwhelm.
4. Work with your volunteer speakers to hone their speech. You may even have the MC interview the volunteer speakers to maintain control.
5. You keep control of your evening program through good planning and prior communication.
6. Speakers are not to share facts, but are to tell stories about real life.
7. Long-winded speakers decrease fundraising success.
8. Insist that speakers stay within time limits.
9. It is difficult to maintain a high level of vision and emotion with a crowd of 500 or more.
Dinners Run on Prayer and Organization
1. Build an annual file for dinners. Note all sponsors, hosts and key helpers.
2. Pray, pray and pray again. This is God’s dinner.
