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Getting Started
First you will need to DECIDE THAT YOU ARE GOING TO HAVE A FUNDRAISING BANQUET. This sounds simple, but many people put it off thinking that they wont be successful. We thought about holding a banquet here in Maryland for years before we finally held our first one last September. When the event was over we wondered why we had waited so long! Two obstacles stood in the way. First, we didnt know what to do (now that you are reading this that excuse wont work for you any more!). Second, we had some fear that the event would be a flop. Well heres the secret...the only way for a banquet to completely fail is if you dont have one at all! Next you MUST FORM A BANQUET TEAM TO HELP YOU. YOU CANT DO IT ALL YOURSELF! A team can be as small as two people or as large as twenty. All that matters is that you find some people who share your interest in feeding the hungry and are willing to give you some time and effort. Finally, you and your new team NEED TO SET A DATE FOR YOUR BANQUET. Its easy to put something off numerous times until you finally sit down together with a calendar and find the date that will work for you. Be sure to take into account other local events and schedulesyou dont want to schedule your banquet the same night as the annual harvest parade or your sons homecoming football game!
Door Prizes
Door prizes are a fun way to involve more people. You can use the numbered ticket stubs (from the tickets provided by FHFH) to draw for the prizes throughout the evening. Door prizes are generally donated items such as hats, t-shirts, music CDs, discount cards, etc. that are provided by local businesses and/or FHFH. Table centerpieces are also nice door prizes. Announce that the person at each table with the birthday closest to the banquet date (or something else that you come up with) gets to keep the centerpiece.
tries and organizations. These groups could also be invited to set up displays in the banquet hall. This is a valuable opportunity to help these other groups learn more about the FHFH ministry and to show the attendees that FHFH works with a wide variety of other organizations to feed the needy of the community.
Guest Speaker
You may choose to have a guest speaker in addition to the FHFH presentation. The guest speaker could be a local or regional celebrity, the director of a food bank or feeding ministry that uses meat from FHFH, or a local pastor. Their message should focus on the importance of helping our needy brothers and sisters through programs like FHFH. Maybe the director of the local rescue mission or other ministry that uses FHFH meat would be willing to attend along with some of the people who benefit from that ministry. They could have their own table and provide their testimony about how valuable the meat from FHFH is to them! Youll have to decide if you want to include a guest speaker based on whether or not you have contact with someone who can deliver this sort of message to your audience. If not you can skip this part. Your banquet will be a little shorter in length but trust me...few people will complain!
Banquet Follow-Up
After the banquet youll need someone to help you count and organize the checks, credit slips, and cash from the ticket sales, silent auction and response cards. These will be forwarded to the FHFH main office to be deposited into your program fund. Be sure to separate and label donations, ticket sales, and auction item payments. Followup letters will be sent to collect the gifts and pledges made on the response cards. Thank you letters need to be sent to any guest speakers, supporting organizations, silent auction item and door prize donors, table sponsors, etc. You might consider doing something special for the members of your banquet team. The FHFH main office can help with these thank-yous and can also supply certificates of appreciation.
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Attachments...
Some attachments and sample items are included with this guide to show you what the FHFH main office can supply. These include sample posters, tickets, programs, response cards, silent auction bid sheets & item cards. There is also a sample banquet preparation checklist and a photo summary sheet from a banquet that was held in Maryland.
SAMPLEa checklist can help you make sure all the details are covered.
Banquet Checklist
1. Welcome Table Cash box Table assignments (if seating is pre-arranged) Table layout posters Reminder to keep their ticket stub for silent auction & door prizes 2. Silent Auction Finalize item list Finalize auction procedure Participant instructions Sign-in cards (auction sign-in table) Auction item display cards 3. Door Prizes Finalize item list Tentative drawing times in program Ticket stub container for drawings 4. Food & Drinks Coffee/sweetener/creamer Cold drink jugs Ice coolers and ice (Continued)
Cups for hot and cold drinks Plates, napkins, flatware Condiments, salt, pepper
5. Tables & Decoration Balloons (road entrance sign) Centerpiecesif used as door prizes decide how to select winner at each table (closest birthday to banquet date, etc.) 6. FHFH Display Table (optional) Literaturebrochures, newsletters, magazines, CFC flyers Merchandisehats, t-shirts, patches, etc. 7. Printed Materials Programs FHFH Brochures Table sponsor table name cards Extra tickets (for walk-ins) Response cards (for contact information and pledges) Response card envelopescards and pens inside on each table 8. Program Finalize agendatype an emcee script/outline Background music (FHFH office can supply Gospel CD by Matt McPherson of Mathews) PowerPoint background slides to run during meal FHFH PowerPoint presentation 9. Follow-Up Payment to caterer, sound and tech support persons Pledge collection letters to those who made gift pledges Thank you letters to merchandise and food donors Thank you letters to speakers Thank you letters to supporting organizations that sponsored tables, presented, etc.
SAMPLEthe FHFH office provides customized posters to help you promote your banquet.
Ticket Information:
$25 indiv./$40 pair/$175 table (8)
(Age 12 and Under: $10)
SAMPLEthe FHFH national office provides consecutively numbered tickets that can be used for door prize drawings
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Table Sponsors:
Catoctin Fish & Game Club Christ Lutheran Church Citibank Rick & Joyce Ellis Faith Christian Fellowship Family Recreation, Inc. J.L. Koontz Heating & AC
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4-Star Athletic Complex Adidas The Baltimore Orioles Black and Decker Cabelas Dicks Sporting Goods The Frederick Keys Grease Monkey Hagerstown Furniture Outlet Hagerstown Trust Hawgs Limited Knight Rifles Matt McPherson Middletown Cleaners Murrays Sporting Goods Natures Essence OConnell Jewelers Rapid Lube Red Barron Furniture & Bedding Reliable Home Furnishings Linda Showalter Spichers Appliances
Banquet Program
6:30 pm ~ Welcome & Invocation 6:40 pm ~ Buffet & Silent Auction Open 7:40 pm ~ FHFH Presentation
Josh Wilson ~ FHFH Maryland Coordinator Rick Wilson ~ FHFH National Executive Director RuthAnne Callahan ~ Exec. Director of Food Resources, Inc. Jackie Cavell ~ Director of the Middletown Food Bank Rev. Lynn Singleton ~ Exec. Dir. of Mt. Hope Prison Ministry
One out of five children goes to bed hungry. One deer will feed 200 hungry people.
2,400 deer ~ 60 TONS of meat Provided 480,000 meals Meat processing costs: $ 121,000
Process and distribute over 3,000 Deer (need to raise $40,000 more than last year)
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SAMPLEspecial response cards provided by the FHFH office give those attending your banquet the opportunity to provide you with their contact information, make a financial gift or pledge, and offer to help you develop your program as a volunteer.
Response Card
CONTACT INFORMATION
I/we would like to make a contribution of: $_________. I/we would like to make a monthly pledge of: $_________.
Please make checks payable to FHFH OPTIONAL: Use your credit card!
Circle One: VISA MasterCard #_____________________Exp. _______ Signature _________________________ PERSONAL INVOLVEMENT I/we would like more information about: Hosting a table at the banquet next year Sharing FHFH with my church, business, or club Organizing a fundraiser at my church, business, or club Other ________________________
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Table #5
Sponsored by:
Baseball Tickets
Donated by:
Banquet Results
September 24th, 2004 Hagerstown, MD
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Banquet Results
April 23rd, 2005 Havre de Grace, MD
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