To:
Bay Village Education Foundation Trustees
From:
Dwight Clark, Chair – 2012 Fundraising Event Committee
Date:
February 15, 2012
Subject:
Final Summary for the 2011-2012 BVEF “Creating Opportunities”
Fundraising Dinner Event
This document summarizes the Foundation’s volunteer efforts, planning process and
event results associated with our major 2011-2012 year fund-raiser. The Foundation’s
sixth annual “Creating Opportunities” event was held on Sunday, January 29, 2012, from
5 – 8 p.m., at Arrabiata’s Restaurant in Bay Village, Ohio. This year’s milestone dinner
event was titled and structured around the theme, “A Tribute to Ruth Purdy-Leslie.”
Planning began in November 2011 with assembly of an Event Committee team,
which was comprised of Bev Walborn, Rhonda Schneider, Jacquie Mayer, Jeff
Kalata, Meredith Muccio, Amy Papp, Ann Mowery and Dwight Clark. We made
efforts to meet on an ad-hoc basis, given our later planning start, with a specific agenda
geared to accomplish goals, assign tasks, keep the meetings productive, all geared to
recognize a record financial result. In addition, communications and meetings
accelerated beginning two weeks prior to the event to finalize logistics, silent auction and
door prize items, and program details.
The event date, Sunday, January 29, was selected for several reasons:
1) Sunday dates for the winter 2007, fall 2008 and winter 2010 and 2011 events had
worked well;
2) the date was scheduled on a bye week prior to the Super Bowl; no sports detractions;
3) the late January date was far enough away from the holidays to give people a reason to
get out, spend and socialize; and
4) our event would not overlap with other Bay Village non-profit events (e.g. Bay PTA
Scholarship Dinner (11/18/11); and Bay Rockets fundraiser (2/11/12)).
Arrabiata’s was chosen as our venue, based on a very good experience from the prior five
years, close proximity for attendees, great service, and reasonable cost per person
charged by the restaurant ($25 each, which included tax and tip), coupled with unlimited
food and beverage. BVEF was provided sole use of the entire facility from 3:30 – 8 p.m.
that day.
Once the committee was formed, date determined and venue selected, specific planning
commenced. Our committee was comprised of the core 2011 year leadership group, with
some new and valuable trustee additions. We established specific responsibilities for
each individual, although many volunteers overlapped to assist on multiple fronts.
Successfully incorporated into our 2012 logistics planning was the continuation of a
system implemented in 2011 to improve coat check and expedited attendee sign-in. With
able assistance and insight from Joy and Haley Kalata, coupled with volunteer help from
Max Lamb, Chris McArn, Erin Mohney and _________, we instituted a numbered coat
check-in system for our guests, whereby student-trustees shuttled coats for storage and
retrieval in the building across from Arrabiata’s. This strategy freed up valuable space in
the restaurant and eliminated the coat check and retrieval process from being a
bottleneck. In addition, Rhonda Schneider and Bev Walborn ably arranged printed
nametags for attendees.
General allocation of responsibilities was as follows:
Dwight Clark – Corporate Sponsorships, General Oversight and Emcee
Rhonda Schneider – Assembly and coordination of Silent Auction and Door Prize Items;
Logistics and overall Event Coordination
Ann Mowery – BVEF PowerPoint presentation
Bev Walborn – Event Program
Jeff Kalata – Ticket Summary and Treasurer
Jacquie Mayer Amy Papp, Meredith Muccio – Silent Auction Item and Door Prize
Preparation
Student-Trustees - “50-50” and “Wheelbarrow of Education” Raffles and coat check
Our initial goals, consistent throughout the planning process, were four-fold:
1) Increase the awareness of the BVEF to the community and attendees;
2) Raise event profitability from previous years;
3) Provide a formal tribute to Ruth Purdy-Leslie (20+ year BVEF trustee, who
passed away spring 2011); and
4) Insure persons attending the event would have a great time, spend freely and
enjoy a memorable evening.
As to point #2 above, the 2006, 2007, 2008, 2010 and 2011 events netted approximately
$2,300, $7,100, $12,715, $15,700 and $14,185, respectively, to our organization. There
were approximately 135 attendees at our January 2011 dinner. For the 2012 fundraiser,
we established an initial goal to net over $14,000 in profit, given the general economic
challenges and the community having finished a successful November 2010 school levy
15 months earlier (chaired by BVEF President Scott Best). There was an approximate
two month time period from committee formation to event date, so expectations needed
to be realistic, with the hopes of greater participation from a broader group of volunteers,
sponsors and auction / door prize benefactors.
To start, we agreed that the event would likely sell out (Arrabiata’s has a maximum 150
person capacity), and with a $50 per person ticket charge, (of which $25 was the
associated cost and $25 was tax-deductible), projected ticket revenue (assuming 140
tickets sold, 10 complementary tickets) would net approximately $3,500. The $50 ticket
price was held constant from previous year’s levels, which provided us significant cost
benefits. Each Foundation Trustee and Emeritus Trustee was asked to sell a minimum of
four tickets. Ticket printing was arranged by Rhonda Schneider (Bush Printing) and
services were donated free of charge.
To insure event sell-out and provide maximum value to our attendees and benefactors,
the committee arranged for approximately 24 door prizes. Throughout the evening, at 15
minute intervals, beginning around 5:30 p.m., two-three tickets were pulled and door
prize winners announced. Ellie Bricmont capably assisted emcee Clark as the bell rang
and people waited to hear the call of their name. For fairness purposes, all trustee ticket
stubs were pulled prior to the event, to insure donors and attendees would be provided
maximum chance to win. A listing of door prizes was assembled and will accompany the
final report…..this turned out to be a great success and value proposition for everyone, as
games of chance always increase the event’s fun factor. We used the ticket stubs for each
ticket stub as the basis for the drawing, so attendees did not need to fill out a specific
form at the entrance, expediting entry to Arrabiata’s.
Three (3) additional revenue generators were implemented, consistent with prior year’s
tradition, each to increase projected event income to the Foundation:
1) Solicit and arrange Corporate Sponsorships;
2) Prepare attractive Silent Auction packages; and
3) Stage “50-50” and “Wheelbarrow of Education” Raffles.
Note: These three components would be the keys to increasing this year’s profit over
levels achieved for the 2006, 2007, 2008, 2010 and 2011 events. The raffles were once
again included this year to increase cash by allowing attendees to participate in more than
just the Silent Auctions, and to provide our student-trustees with a volunteer role and
purpose. Each trustee contributed their favorite adult beverage for the “Wheelbarrow”,
allowing two different raffles for attendees to buy tickets. Tickets were $1.00 each or 6
for $5.00.
Corporate Sponsorship – Each committee member was asked to solicit at least one
event sponsorship. We continued three sponsorship levels (up from two levels for 2008,
and consistent to the past 3-4 years……$250 (Silver), $500 (Gold), and $1,000
(Diamond). Depending on the specific sponsorship amount, sponsors received verbal
(Diamond and Gold only) and written program and table tent recognition, and either 1
($250 level), 2 ($500 level) or 4 ($1,000) tickets to the event. A total of 23 event /
corporate sponsorships were obtained, generating $9,000 in revenue for the fundraiser
(versus $7,550 in 2011). We received a generous new $1,250 Diamond (plus)
sponsorship contributor, highlighted as Highland Consulting Associates / Rich and Beth
Veres. The number of sponsors decreased slightly from the previous year (yet, with an
increase in Gold sponsors, we increased overall sponsorship income). Logos were
received from each sponsor and incorporated into the Event Program (Schneider and
Walborn) and PowerPoint presentation (Mowery).
Silent Auction – We agreed that a more expanded auction effort would yield additional
profit for the event. The Committee estimated that, with a robust volunteer effort, $3,235
was a realistic income projection for our efforts. When planning was complete, a total of
35 various and unique silent auction items, ranging from a one-week condo stay in
Florida (Maynard Bauer), to sports memorabilia and cultural / sporting event tickets, to a
Champagne Breakfast (Clark, Schneider and Walborn), to art work and multiple gift
packages, and restaurant gift certificates, and boat / food excursion (Eric Eakin), for
which each was packaged, promoted and successfully sold. With widespread trustee
assistance, the layout and display of silent auction items was a total success. At the
completion of the auction component, a record sum total of $4,695 was raised for
this component of the event, with this year’s success a function of higher ticket items
and packages uniquely comprised of multiple items. The silent auction items were
identified, arranged and packaged by a energetic team led by Rhonda Schneider,
complemented by Jacquie Mayer, Meredith Puccio and Amy Papp, and advertised in
prominent fashion in the main part of the restaurant. The event program was
enthusiastically and professionally assembled by Bev Walborn. In total, 200 programs
were printed by Office Max, enough for our attendees and for general distribution, with
the remaining to be mailed to sponsors with thank-you letters.
Several additional, but unanticipated, sources of funds were also recognized. These
included several individual givers, each of which contributed funds to, or paid for tickets,
but did not attend the event. Second, we were required to set aside a number of required
tickets for our corporate sponsors. As it turned out, some of these tickets would go
unused. Many of these were resold in an effort to reach our goals to sell all allotted
tickets to the event. This allowed us the opportunity to provide complimentary tickets to
our student-trustees, to Phil and Stacy Nye (Oma’s), who donated the desserts for our
dinner, to Janet Purdy, and four other tickets to winners of the Early PTA and PTA
Auctions, for which BVEF had donated to those particular fundraising events.
The event also allowed President Scott Best and Event Emcee Dwight Clark to speak to
the group about the BVEF, its mission and purpose, and to pay tribute to Ruth PurdyLeslie. We were pleased to invite and be accompanied by her daughter, Janet Purdy, who
was recognized as part of her contributions to the community, our schools and to the
Education Foundation. This was completed within a five-seven minute period….political
dignitaries, City officials and school administrators were acknowledged. For the 2008,
2010, 2011 and 2012 events, Ann Mowery skillfully created a PowerPoint presentation,
which highlighted previous winning grants and recognized corporate sponsors and
auction donors. This was placed in the main dining room of the restaurant, cast on a
projector screen; the program was a 3-4 minute loop, which attendees could view at their
leisure. We also made a specific acknowledgment of Ruth and to all of our valued
sponsors.
In summary, the 2011-2012 “Creating Opportunties event generated in excess of
$16,600 in record profit for the Foundation. A final summary of attendees, sponsors
and monetary donors was prepared by Jeff Kalata and circulated to our trustees. At the
completion of the event evening, Treasurer Jeff Kalata paid Arrabiata’s for the total of
approximately 145 attendees at $25 per person; we also agreed to pay each of the six
servers an extra gratuity for their great work. In total, a record 148 tickets were sold for
the event (Arrabiata’s has a 150-person capacity limit).
By the end of February 2012, the Committee plans to mail personalized thank-you letters
to all corporate sponsors, silent auction and door prize donors who generously
contributed to, and/or attended, the event. All letters will be sent on Foundation
stationary and we will also provide requisite tax deduction information for our sponsors.
Noted below were the recommended potential improvements from the 2010-2011
Foundation fundraiser (with actual 2011-2012 event results and commentary):
1) Establish a date for the event with enough advance notice to maximize publicity
and corporate fund-raising opportunity (1/29/12 date and venue were set in fall
2011, and reserved in advance with Arrabiata’s, with about 60 days of actual
event preparation time);
2) Consider unique seating arrangements to accommodate a larger group of diners /
attendees (previous year’s successes at Arrabiata’s was replicated in 2012,
with the added bonus of a more efficient seating arrangement, which
accommodated 145 at one time);
3) Arrange for a wireless microphone to announce door prize winners (we were
able, after small technical difficulties, to utilize a portable microphone
system, arranged and capably set up by Clint Keener, which significantly
improved our communication and door prize announcement capabilities
throughout the entire restaurant, via use of speakers in the main and back
dining rooms);
4) Have that same microphone available for the Foundation President and Event
Emcee to deliver their welcome, message and specific thanks to corporate
sponsors. (Speaker’s remarks were limited, and Diamond / Gold corporate
sponsors were verbally recognized, as were School and City officials in
attendance); special Foundation recognition was made to the memory of
Ruth Purdy-Leslie; President Best also acknowledged the five-year event
leadership role of Dwight Clark;
5) Establish a more visible, high traffic area for the next Silent Auction (Auction
remained in the main part of the restaurant, adjacent to the food serving
area – greater traffic and formidable financial results);
6) Utilize a laptop computer and popular Powerpoint presentation, and run a video
which would highlight those products / programs funded with grant funds, and
how they benefit our schools (Ann Mowery ran point on this annual feature
and executed the undertaking as planned);
7) Establish a goal to raise in excess of $14,000 for this year’s fundraising event
(final event profit approximated $16,630, versus $14,187 in 2011. We
increased top-line revenue on all fronts, including ticket sales, raffle ticket
events and silent auction packages); and
8) Increase the number of larger event sponsors from January 2011 (received 23
commitments for sponsorship, down slightly from 2011; however, several
new Gold and Silver sponsors were arranged, leading to achievement of a
$9,000 event record for sponsorships. Arranging for sponsors in the early
part of the year likely increased our fundraising success).
Suggested 2021-2013 Improvements
A) Increase number and dollar size of corporate sponsorships – a primary profit driver
B) Broaden involvement of all trustees in the process of fund-raising and arranging
of silent auction and door prize contributions
C) Early selection of event chair and committee / commencement of event preparation
D) Consider new and unique fundraising ideas for game-day pleasure
Respectfully submitted: Dwight Clark, Trustee - February 15, 2012