Running head: FUNDRAISING 1

Week 6 Assignment: Annual Operational Fundraising

American Military University

Athletic Programs Administration

SPHE416

James Miller

Dr. Barry Shollenberger

November 16th, 2019

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Introduction

The Grass Grinders Golf Club will be initiating a few new and exciting fundraisers this

year for your community enjoyment. Our club is situated across hundreds of green acres and

specifically designed to challenge and inspire a wide array of players from all levels of

experience. Our course is nestled in the rolling hills of the Pennsylvania backcountry and offers

18 holes with a par 70, and yardages that range from 4,400 to 6650 feet in length. The course

winds through magnificent views that features old oak trees, tall pines, ponds, and the occasional

views of bald eagles and a distant steam train. Detailed below are two fundraising programs that

our club plans to organize and conduct to assist in supplementing the club’s operational funds.

Discussed below are the program specifics that will detail our goals for the program, highlight

timeframes, reference key leaders, staff and volunteers, projected earnings and advantages and

potential disadvantages with each fundraising activity.

Pig Roast

Join the Grass Grinders Golf Club for the First Annual Pig Roast in our Southern lot on

May 2nd and 3rd, 2020. The 2020 event will begin on Saturday at 5 o’clock in the evening until

10 PM (Children Miracle Network Hospitals, n.d.). We will share delicious food of all kinds

donated by local farmers and businesses and cooked by club members and volunteers. This

celebration will resume the following day, Sunday, at noon. Dinner will be served all night as

long as supplies last. Live music will accompany your dinner and see you through the night as

local bands and musical groups offer their talents for your enjoyment. Vendors will be out in

abundance and prize drawings for specific donated items, the longest ball drive competition, and

face painting for children will also happen throughout the event on both days (Gupta, 2019).
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Goals of the Fundraising Campaign

One of the primary goals of the campaign is to raise $8,000 from within the community.

Our goal was carefully decided upon by the members of the fundraising campaign team and

based off of historical data for local event and fair attendances. Our goals are built around the

SMART concept; specific, measureable, attainable, realistic, and time-based (MindTools, 2019).

With a goal set that was unattainable, the club can now focus its efforts in a specific direction.

Several short-term goals have been established to help attain the long-term goal

previously set. With the long term-goal established, the club will use a stair-stepped approach by

using several smaller goals to reach the long-term goal. The short-term goals include securing 35

vendors and pre-payments for vendor space rentals at our upcoming pig roast to completely fill

all available vendor spaces. We will also begin soliciting for donation to be raffled off. Our goal

is 20 donations of products or services valued at 50 dollars or more. This will help use complete

10 raffles each day of the event. Lastly, our final short-term goal is to initiate a public relations

campaign that were we can advertise “no-wait” line by pre-selling at least 500, 2 dollar tickets.

These funds will offer early relief for fiscal commitments of the club.

Time Frame of Fundraising Program

The target time frame to implement the fundraising program begins immediately. The

efforts to enroll vendors, pre-sell tickets, and collect donations will start as soon as possible. We

will use the holidays to our advantage and the giving spirit that is associated with Christmas,

New Year’s, and Valentine’s Day to encourage local businesses and vendors to donate gifts. All

donations are to be organized and deliberately planned to be raffled in a specific order no later

than April 1st. We will aimed to have all organizing and plans completed by April 20th.
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Responsibilities and Duties

We expect to employ a large staff consisting of member and non-member affiliates that

volunteer their services for this event. We will need 10 volunteers to cook each of the pigs over

the 2 day period. Experience if required and previously identified during campaign planning

meetings which led to the initiation of the pig roast. One contact will be used for vendor rental

space assignments and payment collection. Two associates will be utilized for ticket sales before

and during the event with one of the same identified as the primary collections officer which will

be depositing all the funds into the general club fund. One contact for food and beverage services

whose specific duties will include coordination of cooking and serving, seating for guests, and

traffic management; ensuring that foot traffic and vehicle traffic never cross or do so at the bare

minimum acceptable and coordinate efforts to reduce congestion. One contact for emergency

response and safety personnel whose duties include ease of access, staging and emergency action

plan rehearsal, and implementation with all services. Lastly, I will employ one representative for

hygiene and sanitation services who will primarily focus on portal chemical toilets and trash

removal services.

Projected Earnings

The projected earnings are quantified in the figures below: Numbers are estimates based

on the available historical data of similar events and fundraising campaigns in the immediate

area. All supplies and materials are expected to be donated and volunteered for the entirety of the

event.

Item Price Sub Comment

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Totals
Town population Average of 1000 attendees at
3200  
approximately: similar events.
$2,000.0 Expect all 1000 attendees to buy at
Price per ticket: $2.00
0 least 1 ticket.
$2,000.0 Expect all 1000 attendees to buy at
Raffle tickets per prize: $2.00
0 least 1 ticket.
Long ball contest per Expect 250 participants or 25
$2.00 $500.00
age group: percent to enter the contest.
New family membership $150.0 $1,500.0 Expect 10 new family additions to
sold per family: 0 0 the club.
New single
$110.0 $1,100.0 Expect 10 new single player
memberships sold per
0 0 additions to the club.
person:
Vendor spaces per $1,050.0
$35.00 Expect 30 spots to sell out.
space: 0
Face paint: Free $0.00 Volunteer
Pigs/wood/food/voluntee Possible through donations from
Free $0.00
r services: local farms.
TOTA $8,150.0
L= 0 Official Goal is $8,000.00

Advantages and Disadvantages

This fundraiser will have pros and cons and a few have been identified which will assist

in the planning and execution efforts. The first benefit is that this is considered a major attraction

in our town. The guests will have plenty of pork to feast upon including sides and refreshments

donated. This technique of cooking is also healthier than most other forms because of the

decreased amount of fat and oils needed to prepared the food for serving. A third point to make

and most important to the principle of fundraising, this event is planned to be entirely free of

overhead costs. A few disadvantages would include failure to plan for an important piece of the

event, absent or a decrease in volunteer workers, and suppliers that might overlook deadlines or

supply shortages.

Battle of the Sexes Golf Tournament

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This tournament is a two player, same sex teams that will compete to win a one year free

membership and bragging rights (Children Miracle Network Hospitals, n.d.). The tournament

will take place on September 5th, 2020 with small opening ceremony at 6:00 am. Tee time will

start at 6:30 am and is open to all member and non-member players. The entry fee, which is all

inclusive, will be 100 dollars for members and non-members alike. The sign-up deadline for all

participants is August 30th, 2020. All teams and holes assignments will be available to the public

no later than noon on 4 September. Your handicaps will be collected and/or computed for you

upon registration and teams assignments made after registration closes. Please try to sign up with

a partner to ensure that two person teams are possible. The Pro Shop can assist you in finding

someone to enter the tournament with, but will not promise actual team assignments with that

individual. In the event of a reschedule the new tournament date is to be September 12th, 2020.

Goals of the Fundraising Campaign

The goal of this fundraising campaign is to raise additional funds to supplement our

club’s annual organizational fund allowance. We hope to attract new members and boost

engagement from current and potential members and sponsors with a centralized approach

(King, Sexton, & Rhatigan, 2010, pg. 68). We expect to increase our social media presence to

influence new subscriber numbers to our accounts and increase traffic on own newly remodeled

webpage (Chung, 2016). The goal for tournament participation is to attract enough athletes to

have all 18 holes assigned two, two-man or woman teams. This will see the tournament filled

with a total number of 72 golfers, at 100 dollars per head, leaving the ultimate goal of raising

event at 7,000 dollars. This figure will also define our sponsor and donations fiscal objective.

The goal is to reach a donation minimum of 7,000 dollars capping the tournament overall goal

off at 14,000 dollars in to supplement the club’s typical operational funding limits.
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Time Frame of Fundraising Program

There are several milestones set throughout the remaining time leading up to the

tournament. We will begin immediately with advertisements. Our social media sites and

webpage have been updated to reflect the tournament information and pre-written posts have

been planned to be released every week from now until tournament time. Current sponsors have

been sent an email that is personalized and thanks them for their enduring contributions to the

club and encourages them to raise donations. Out event will begin and end on September 5th.

Staff, Athletes, and Responsibilities

The goal is to have every employee used in a meaningful way throughout the duration of

the planning and execution phases of the fundraising event. In additional to the regular staff

employed with the maintenance and functions of daily operations around the club, there would

be one appointed staff member to monitor overall progress of the fundraising golf tournament

event. One staff member would be in charge of social media and website account management.

This individual will be responsible for the development, distribution, and requests for

information and other inquiries submitted via online applications and platforms. Another staff

member would be charged with accepting major gifts and maintaining a list of contacts currently

donating to the club specifically for the fundraiser and a new list of potential recruits for contact.

Career Planner, 2018). This person would also be responsible for the coordination of recruiting

these new contacts to donate or sponsor the event, tracking and hiring all volunteers willing to

donate their time which will free up paid staff to focus on other duties (Svensson, Huml, &

Hancock, 2014, pg. 99), and inviting and securing a guest speaker for the opening ceremony at

the club auditorium. The last team member will be needed to track sign-ups and develop

organized teams in accordance with club rules and regulations based off of current handicaps.
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Projected Earnings

The projected earning for this tournament are again not without risk, but little of it.

Overhead is projected to remain relatively small to none with current employees assuming the

roles and responsibilities as event planners and coordinators. Each member will enter the

tournament with a 100 dollar fee that covers everything needed to play. With the expectation that

most athletes will bring customized clubs and gear, carts and any damages incurred during play

are expected to be the only out of pocket expense at the moment. If all team slots are filled we

can expect to see 7,200 dollars in tournament fees alone. This number doesn’t factor in

additional money spent in the Pro Shop on the day of the tournament or in adjoining facilities

like restaurant and driving range.

Advantages and Disadvantages

This particular event has distinct advantages that other proposed events typically lack.

Here the chances of attracting new customers and members is extremely high. Our visibility on

and offline will be exponentially increased as we move into the advertising sub-phase leading

into the tournament. This tournament will involve a large amount of people not typically

associated with the club and potentially increasing the diversity of the club and uniting the

community. The option to play without carts will increase the benefits of the physical activity

associated with play. Not executed without risk, this tournament has weaknesses including

planning efforts which have the potential to take attention away from club needs that otherwise

would be attended to, weather could postpone or ruin the day, and a failure to raise insufficient

funds could cost the club more money than expected (Society for Nonprofits, 2019).
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References

Career Planner. (2018). Fundraiser job description. Retrieved from https://job-

descriptions.careerplanner.com/Fundraiser.cfm

Children Miracle Network Hospitals. (n.d.). Think outside the fundraising box: 101

brainstorming ideas to raise funds for children’s miracle network hospitals. Retrieved

from https://www.pennstatehershey.org/c/document_library/get_file?uuid=a1aec447-

8db7-471b-94a3-4ecaf636f04c&groupId=271095

Chung, E. (2016, June 6). Fundraising goals your nonprofit shouldn't ignore. Retrieved from

https://www.classy.org/blog/6-fundraising-goals-that-your-nonprofit-shouldnt-ignore/

Gupta, P. (2019, May 30). 44th Pig Roast – Danny Woo Community Garden. Retrieved from

http://interimicda.org/44th-pig-roast-danny-woo-community-garden/

King, E. H., Sexton, E. L., & Rhatigan, J. J. (2010). Balancing fundraising in academic programs

and intercollegiate athletics. New Directions for Higher Education, 2010(149), 65–71.

https://doi-org.ezproxy2.apus.edu/10.1002/he.382

MindTools. (2019). SMART Goals: – How to make your goals achievable. Retrieved from

https://www.mindtools.com/pages/article/smart-goals.htm

Society for Nonprofits. (2019). Special events-pros and cons. Retrieved from

https://www.snpo.org/funding/specialevents.php

Svensson, P. G., Huml, M. R., & Hancock, M. G. (2014). Exploring intercollegiate athletic

department-community partnerships through the lens of community service

organizations. Journal of Higher Education Outreach & Engagement, 18(4), 97–127.

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