Organizing a Fundraising Crop--was table space at a crop

[LindaBabe]

I think if you're doing it for a fundraiser for a team then the team members should help with the set up and clean up - and be assigned to and commit to a time in advance. Certainly if the kids don't do it, then the parents should since the money you raise will be money THEY don't have to.

 

[BCV2003]

I am a CM consultant and do two different types of crops:

Fundraiser crop for a local church - Charge $20 per person
Space is usually half of a 6ft table, sometimes more depending on the number attending
Usually runs from 10 am to 5pm
They provide lunch and snacks
I give back a set percentage of sales to the church and usually give a small gift to participants.

My own For Profit Crop (if you can call it a profi) - Charge $20 per person
Cropping space is 1/2 of an 8ft table or a full table depending on attendance
Mine run from 10 am to 10 pm
I provide lunch, dinner, snacks & drinks (Decent food like chicken, cheesy potatoes, etc) The attendees comment that I always have good food.
I also provide a slightly better gift and sometimes do giveaways throughout the day
I just like to make sure I cover my hall rental costs, food and giveaways.

They also get to use my tools, cricut and cartridges.

I am thinking about putting together a two day crop (Saturday and Sunday) but they would sleep at home. I would charge $20 for Saturday and $20 for Sunday or $35 for both days. I figured it would be nice that people could crop for two full days if they wanted to and leave there things in place overnight as it is a secure building.

I typically plan 2-3 weekends away a year and since I am only doing 2 this year this could fill that gap since people were asking for a 3rd.

 

[pjlla]

Reviving this thread as I have committed myself to running a fundraising crop for robotics! Any new ideas??!....................P

 

[BernardandMissBianca]

Just say no????

Sorry, my only idea! LOL

Let me know when, I might be able to come up and help support you.

 

[lovetoscrap]

I guess I never even posted an update on how this went. I ended up not being involved in the crop I was originally posting about, and had a conflict they day they held it anyway so didn't attend. I heard it was not well attended but they didn't lose money so that was good.

I did end up planning my own crop for the Middle School PTA that I was on and we had a lot of interest. Ultimately though it was disappointing but we didn't lose money-- made about $100 or so IIRC. It was just a bad time of year and a busy weekend. The SGK Walk was that weekend so a lot of people were committed to that. I think we had about 6 people in addition to myself and the other organizer. It was fun and I would do it again but the space at our school really stinks, we would have to have a different location.

But we did get 2 new scrappers and I enjoyed teaching them. Last I heard they are still scrapping. There is actually a huge deficit of newbie classes in my area. The LSS was just bought by someone new and I think she is planning to hold more classes and crops.

We have talked about trying to organize one for our Swim Team in the clubhouse there. It isn't huge so we could only have probably 10-12 people comfortably but that could still get us some money.

I still think the biggest factor is TABLE SPACE! When I pay to drag my stuff somewhere I want SPACE!! Went to a crop a few months ago and was really unhappy when I found out that not only were there 2 to a table (should have only been one) but the table we were put at was not a regular size-- it was narrower, I think one that you would have drinks or food served from. We did complain and they moved the other 2 people to a round table. They also had 4 to a round table and I would have also been unhappy to get that, just no space. Probably won't be attending again next year!

If have the ability then I would look into making the meal(s). With bulk buying at Sams or Costco you can get salad and sandwich fixins and have a buffet of that, maybe make some baked potatos and have some toppings for those, soup in a crock pot or two, or a taco bar. Unless you can get a great deal on a box lunch it may be cheaper to do it yourself. And try to get donations for some food.

 

[calanniebu]

Reviving this thread as I have committed myself to running a fundraising crop for robotics! Any new ideas??!....................P

email me (if you still have my email) ... I can give you some pointers I've learned after running my crop space for almost a year.

 

[pjlla]

Thanks ladies! I knew I could count on some new feedback.

I'm up to my NECK right now with Relay for Life for DD's swim team and this.

Do you all think that people would attend a mid-summer crop?? Or is everyone in full "vacation" mode?

I can't get an available Saturday at the Town Hall until mid-July. My options are to wait until then, wait until the Fall, or do a Friday afternoon/night crop. What do you think???..............P

 

[LindaBabe]

Thanks ladies! I knew I could count on some new feedback.

I'm up to my NECK right now with Relay for Life for DD's swim team and this.

Do you all think that people would attend a mid-summer crop?? Or is everyone in full "vacation" mode?

I can't get an available Saturday at the Town Hall until mid-July. My options are to wait until then, wait until the Fall, or do a Friday afternoon/night crop. What do you think???..............P

I personally would go to any crop any time anywhere within 25 miles of my home.

 

[pjlla]

I'm thinking of calling the hall again to see if I can get a Friday afternoon/evening before mid-July. If so, I will go with that. I will charge less because it will be a shorter time, but it will also mean providing one less meal than an all-day event. And if the event isn't well attended, at least I haven't squandered a full Saturday!

I'm thinking of opening it up at 2pm, but expect most folks wouldn't come until about 4pm (if school is still in session). I will offer a buffet dinner of some sort (depending on what I can get for donations), door prizes, a few "goodies" at the tables, a "sharing" table (for sharing stuff you don't want any more), and maybe a few "contests" for the night (most pages completed, that type of thing). Ending at midnight sound okay to most of you?? I'm not a night owl, so that sounds more than late enough for me!

Low music playing, maybe a fun "theme" and some decorating around the room, maybe a raffle? Soda and water for sale?? (I would provide a drink with the dinner.)

If you had this with ample table space, would you be willing to pay $25??...............P

 

[pjlla]

Okay friends..... I'm biting the bullet and booking the hall today for a late June Friday evening crop (3pm - midnight). I must be NUTS to add this to my schedule, but I really need to raise some funds for robotics. We are already $600 in for next fall and that is without the normal fall expenses of our new kit and t-shirts!!

Calling it "Super Summer Celebration Crop"..... will have a mild summer theme with some flower pots (thanks for the ideas here!) with pencil flowers in them and maybe some beachy things around. But not going nuts with theming.... just don't have the time.

Now to wrap my mind around advertising and tickets. I don't know exactly HOW I will sell tickets ahead of time. I think I will have to make it a "reservations required" and then take the $$ the night of the event. I know in that case I am risking folks making reservations and just not showing up, but I don't know how else to do it. I don't have a lot of time to get folks to mail me money and mail out tickets. Plus I obviously have no ability to take credit cards or anything like that online.

I will sell actual physical TICKETS to anyone I come in personal contact with who is interested, but those who might just see a poster or an ad can just call and make a reservation and pay that night. Sound okay??

Dinner...... baked potato bar.... easy and cheap, right? Will have DH cook up a big batch of baked potatoes at home and dump them in a cooler (to stay warm) when it is dinner time. Will provide chili and cheese sauce (in crockpots), sour cream, butter, bacon bits, broccoli, salsa (anything else??), plus one drink and dessert for the ticket price. Additional treats and drinks will be available for sale.

Table space should be very generous.... probably 4 ft (along a rectangular table) per person (2 to a table), unless I were to get an overwhelming response to this, in which case I would go to 3 people to a table, which would mean a bit under 3 ft per person.

Will have a sharing table, door prizes (hoping to get some gift cards donated by local businesses), hourly drawings for small prizes (extras from my stash probably), and maybe just a contest or two, to make it fun.

Thinking of $25/pp for this. How does that sound to you all?
I'll be back later!...............P

 

[BernardandMissBianca]

Sounds like fun Pamela!!!

Dates? Even if I can't make it, I'll buy "virtual table space" and scrap with you in spirit!!!

 

[BernardandMissBianca]

Oh and make sure you have at least one table set up for digital scrapbooking that is close to an electrical outlet

 

[lovetoscrap]

P-- I posted this on the BL thread but you need to get the Robotics kids helping out with this. The event is to benefit them and they need to be doing some of the work. Don't take it all on yourself. They would make great helpers with set up, clean up, and manning the food and drink tables. They can help make posters and sell tickets. They can also go out and ask for donations for door prizes. It is good experience for them and it helps them be more accountable to the group if they are helping to earn the money.

I would make it pay in advance. The ones I have been to, and did, we didn't have tickets. You just sent in your registration form and money, got an email confirmation and your name was on a list at the door. If you want them to have "proof" then they can print the email and bring it. Less printing costs for you that way also. You can always have walk ups that night if you want but you need a good idea of how many will come. I would set up paypal account that they can make the payments to, and/or let them mail in a check or drop it by to you. Is this team a part of a specific school? If so can they drop off registrations and money to the school office and you can pick it up there (if you are still in school?) Do you have a good relationship with a LSS that might be willing to act as a drop off spot for registrations?

You might also advertise a beginners class if you feel you or someone else can teach it. In my area there isn't much available anymore for newbies and that was a good selling point. Bring the new people in and you have more future scrappers.

 

[Lisa]

Pjilla, I would love to attend however I can't drive at night so an evening crop would be out for me.

Good luck though.

 

[pjlla]

Well.... there is no getting out of it now!! I posted our crop on four different online community calendars today! Plus I posted information at the middle school and elementary school. I'm hanging up information on local community bulletin boards tonight (library, bank, convenience store, etc) and going around to businesses with letters requesting donations.

I also put in a request for a free ad in our local "free" community newspapers. I've reserved the hall and put the information on our community access channel.

After this I guess I just wait for the money, reservations and donations to roll in...right???

Here is what I have so far.....

a few pretty pastel flower pots (something I bought ages ago and never used) to fill with ?? and stick flower pencils in for centerpieces (thanks to LTS for the flower pencil idea).... everyone gets to take home a flower pencil.

Lots of pencils and mini Purell bottles for the goodie bags (thank goodness for the Staples 1 cent back to school sales!)

Fancy chocolates for goodie bags..... Lindt, Dove, Ghiradelli, thanks to Target clearance endcap!


2 12" black file boxes (found on clearance at Staples.... will use for door prize or contest prize probably)

3 pounds of mushrooms sauteed in butter waiting in the freezer to go with the baked potato bar (great sale on mushroom... couldn't pass it up!)

Granola bars to sell for additional snacks (leftover from Relay for Life fundraiser.... I paid for them so I feel free to re-donate them to my next project!! )

1 case of bottled water.... got a coupon for a free case at Shaw's. Originally donated to Relay, but it wasn't needed.

A few assorted scrapping goodies for prizes...... extras from CKC weekend....nice stuff, just not anything I need.

How am I doing so far?

I definitely will NOT buy any more food until much closer to the date so that I know how much I will need..... and I'm hoping to get some gift cards donated to help pay for the dinner.

Thanks for all of your help so far ladies!...................P

 

[BernardandMissBianca]

Ask your local grocer if they would be willing to donate the potatoes or a gift card.

If the kids are doing T-shirts for the robotics challenges you could tell the store you will put there name on the back as a sponsor.


What's the date? I might be able to squeeze it in between camps, swim, and Cross country.

 

[pjlla]

Ask your local grocer if they would be willing to donate the potatoes or a gift card.

If the kids are doing T-shirts for the robotics challenges you could tell the store you will put there name on the back as a sponsor.


What's the date? I might be able to squeeze it in between camps, swim, and Cross country.

You are too sweet.... but honestly, it too long a drive. But I will take your good wishes for a succesful fundraiser!


Well ladies.... no responses yet. If it gets to be 6/23 and I don't have ANY responses, I guess I'll just cancel. Put a note on the door of the building just in case. BUt hopefully I'll start hearing from folks by next weekend. The info is out there and I will be putting up more fliers today. Sadly, we don't have an LSS so no place like that to advertise. And our new Hobby Lobby love: ) isn't opened yet.

Thankfully there isn't much of anything that requires much advanced prep, so even if I start hearing from people early next week, it can still be a "go" even at the last minute. Even if I only get 3-4 folks, I still plan on having this event....is that crazy??

Any other ideas/suggestions/words of advise? I figure if nothing else, it gives me a whole afternoon/evening to myself to scrap!.............P

 

[pjlla]

Well friends..... despite my best efforts it appears that my CROP is going to be a FLOP!

I've got advertising everywhere I can think of..... local papers, online community calendars, local stores, restaurants, banks, library, schools, public access channel.

And how many responses have I gotten?? ZERO!!

I'm hoping that it is just a bad time of year. THe kids are out of school this week and people are probably in vacation mode, not scrapping mode.

I have invited a few of DD's Rainbow friends to attend for free because they are working on their Rainbow scrapbook for Grand Assembly. Other than that I would probably be ALONE!

If I don't get any response by Thursday morning, I will go ahead and cancel. The Rainbow Girls can come to my house to scrap. No sense in lugging all my stuff into town, setting up tables, etc, etc, for nothing.

Thanks for all of the great ideas. I STILL think that this is a great fundraising idea.... just bad timing. I may attempt it again in the fall.

I did get two gift card donations.... one from the local pizza place and one from the local Mom and Pop grocery store. I will save them for the fall and either use them if I attempt this again, or raffle them off.

THanks again....................P

 

[joyah]

Pam I don't think there are as many that go out of the house anymore to scrap at the small crops. My SU rep has totally given up holding them and my CM rep has 2-3 a year and they are like 10 people. 3 of which are mom and I and her! It seems to be a dying thing here. I don't understand why when i first started 4-5 years ago they sold out in hours of space.

Hopefully fall will be a better time. my cm rep did one as a crop for cancer benifit in NOV that was 48 hours for like 40.00 that had a group of like 20. I would have thought she'd have had more that's like $1 an hour! plus food and drinks for the weekend.

Wish I was closer I'd have popped in.

 

[pjlla]

Well.... I officially went ahead and cancelled. DD's friends who were attending to work on their Rainbow Girls book are coming here to the house tomorrow. I will post notices on the doors at the hall, just in case anyone shows up.

I think my idea is a good one, but the timing is bad with the start of school vacation and all. I may try to put the idea away until the Fall.

Thanks for all of the ideas ladies!.........................P