Call us at 770.561.5960 with any questions!
Tips for Organizing a Successful RFTS Fundraising Event
- Come up with your fundraising idea and send it to us.
Brainstorm ideas! Several ideas are better than one. RFTS, Inc. will review your idea and contact you within two weeks of receipt of the completed forms. Please email us at to send us your ideas!
- Think through your goals.
Have realistic and measurable financial goals.
- Form a planning committee of people who can help you.
A group of dedicated individuals who plan and organize an event will increase the probability of success.
- Identify your “target audience”.
Choosing the “right” kind event that will attract the people you want to invite and participate is important to achieving your goals. For example, the kinds of people you might want to invite to participate might be different if you are planning to do a golf tournament vs. a black tie dinner and silent auction.
- Plan the budget and obtain approval from RFTS for expenses if applicable.
Determine needs such as printing, promotion, mailing costs, prizes, etc. Doing this before the event will help keep costs down and may even identify possible sources for donations. A good rule of thumb is that the event budget expenses should be less than 20% of the funds raised at the event.
- Schedule the event date and let people know to “save the date” in advance.
Consider checking the event calendars of other charities and organizations in your area to avoid potential conflicts.
- If applicable, contact appropriate local authorities (city, county, complex management, etc.) for procedural information.
Many times permits are required for erecting canopies, large gatherings, possible road closures or heavy traffic. You may also need to have medical personnel available if you are doing a walk, bike race or run. We can help you figure this out if you need further assistance.
- Contact appropriate media to let them know about it and hopefully talk about it.
Consider inviting them to attend the event themselves.
- Keep a record of all donations and expenses.
You will want to thank these people after the event. RFTS will need a record of all donors/participants and expenses after the conclusion of the event.
- Schedule volunteers to work at your event.
It’s helpful to meet with your volunteers for training and information in advance. A well informed group of volunteers will make your event much less stressful.
- Plan to collect funds!
Please contact Anna Marie Champion at 770.561.5950 and she will help you figure out the best way to handle the collection of funds depending on the size and scope of your event.
- Have fun and thank you for making a difference!
We sincerely appreciate your interest in helping children with cerebral palsy. Remember to acknowledge all who helped you and were involved in your event.
It is our pleasure to help you host a successful RFTS fundraising event.
Please call Anna Marie Champion 770.561.5960 or email her at with questions or assistance.
RFTS Fundraising Guidelines
Please submit a completed “Fundraising Proposal Form” for approval by RFTS, Inc. as soon as you decide you want to do a fundraising event. We will email you with our comments and approval, usually within two weeks after we receive your fundraising proposal.
RFTS, Inc. should be the only designated beneficiary of your event. Additionally, “Reaching For The Stars. A Foundation Of Hope” should be identified as thebeneficiaryof the event, not the sponsor.
Example: You would characterize a golf tournament as “The____ Golf Tournament benefiting RFTS, Inc.”
Please submit all print and video material including t-shirts, flyers, programs, banners, etc. to RFTS, Inc. for approval prior to printing. RFTS requires distribution of our printed materials at any event, and will provide copies of brochures and other RFTS items. We will be happy to provide the RFTS high resolution logo for any of your materials. It is our preference to limit material distributed at the fundraising events to RFTS material only. RFTS, Inc. will work with you to discuss appropriate ways to recognize sponsorships and major contributors in your materials.
Refer all media sources to Cynthia Frisina Gray at RFTS at f they have questions about RFTS, our mission or need information about our foundation. The event should be consistent with “Reaching for the Stars. A Foundation of Hope for Children with Cerebral Palsy” brand image.
All fundraising events must comply with federal, state and local laws governing charitable fundraising.
Please check with local authorities if necessary, to determine unique requirements for each event before submitting your proposal.
Example: Permits for road closures, large gatherings of people, installing canopies. You may also need liability insurance or paramedics.
Due to various state laws, RFTS does not allow raffles at any event.
Your event should follow the standards set by the Better Business Bureau (BBB), which state that any promotional material for fundraising events should clearly disclose what dollar amount or percentage of sales will be given to RFTS.
Example: If you sell tickets for a spaghetti dinner at $5.00 each and you spend $2.00 for the actual dinner and/ or advertising, you could write one of the disclaimers: A. “Three dollars of the purchase price will be donated to RFTS” or B. “Sixty percent of the purchase price will be donated to RFTS.”
All expenses paid by RFTS must have advance, written approval before they can be reimbursed. We will provide you a form that will have to be filled out in advance and approved before RFTS will be able to reimburse you.
Please send all monies raised to RFTS within two weeks following the completion of your event along with the RFTS Event Spreadsheet (will be provided upon request). This will help us in recording your success and help us to send out tax receipts out in a timely manner. Our mailing address is: RFTS, Inc. 3000 Old Alabama Road, Suite 119-300, Alpharetta, GA30022. Checks should be made payable to: RFTS, Inc.
You may NOT open any accounts, banking or commercial, in the name of RFTS, Inc. Also, you may not enter into any contracts on behalf of RFTS without prior written approval. RFTS reserves the right to engagein direct negotiations with any third parties for events, and to reject selected event providers if contract terms are unsatisfactory or vendors are deemed potentially unreliable.
RFTS, Inc. Fundraising Proposal Form and Guidelines
Each fundraiser is different. If something does not apply to your event, please leave it blank or feel free to modify it accordingly.
Event Organizer/Contact Person:
Address:
Evening phone:
Cell:
Fax:
Email:
Fundraising Event Name:
Type of fundraiser and description:
Date and time of event:
Location (venue, city, state):
What type of audience is expected (age group, geographical area, etc.):
How did you learn about RFTS, Inc.?
Is there any other information you’d like us to know about your event?
RFTS Fundraising Event Projected Budget
INCOME GOALS: If none please write zero.
Event ticket price (per person): $ ______X # of tickets ______
= projected ticket totals: $______
Item sales (t-shirts, event programs, mugs etc.) list anticipated prices: ______
= projected item sales total: $______
Auctions (live and silent auction): ______
= projected auction total: $______
Other Income Activities (list with price): ______
= other income Activities total: $______
Potential Sponsors or Donors (individual and corporate): ______
= projected sponsor/donation income: $______
TOTAL EXPECTED REVENUE: ______
ESTIMATED EXPENSES: If none please write zero.
Location fee: $______
Equipment and or Audio Visual Rental: $______
Per person value or cost of food/beverage: ______X # of attendees ______= $ ______
Entertainment fee: $______
Decoration fee: $______
Printing fee: (invitations, programs, t-shirts, pens, banners, auction item description cards, etc.):
= estimated printing total: $______
TOTAL ESTIMATED EXPENSES $______
Projected Income – projected Expenses= FUNDRAISING GOAL: $ ______
RFTS Event Application Date: ______
Please email your completed form to or mail it to the address below. Thank you for your interest and support of RFTS!
RFTS, Inc.
3000 Old Alabama Rd. Suite 119-300
Alpharetta, GA 30022
Please call us with questions: 770.561.5950