Thanksgiving Fundraiser: Giving Thanks by Giving Back

Thanksgiving Fundraiser: Engaging Your Community for a Cause 

Let's Talk Turkey: An Introduction to Thanksgiving Fundraisers

For many, Thanksgiving is the kickoff to the holiday season and an occasion that brings loved ones together, serving as a reminder to be grateful for all the blessings in life. Health, home, and happiness are just some of the reasons to celebrate the season.

This sense of gratitude also leads people to want to give back, and, typically, they are more likely to do so at this time of year, whether by donating, volunteering, or organizing a fundraiser to benefit those in need. Not only do Thanksgiving fundraisers put smiles on the faces of those who benefit from such events, they also put smiles on the faces of those who organize them.

And while Thanksgiving and the lead-up to Christmas is considered by many to be the most joyous time of year, these holidays can also be the most stressful, particularly for those struggling financially. Organizing a Thanksgiving fundraiser that benefits those in need can make all the difference to individuals or families feeling the extra financial pinch as the fall season winds down and the holiday season gears up.

In this article, we will cover all the bases. We will show you how to plan a Thanksgiving fundraiser, as well as how to budget and market your event accordingly. We've also included a range of Thanksgiving fundraising event ideas to help get you inspired and get you in the festive, charity-driven mood. However, if you'd like to organize an event and don't know where to start, or even just want some extra help, feel free to reach out to us here at Paybee; we've got you covered.

Planning Your Thanksgiving Fundraiser

Choosing the Right Type of Fundraiser 

Fundraisers are about bringing people together for a good cause, and Thanksgiving events are no exception. When choosing the right fundraiser for your charity, it's most important to consider your target participants. Fundraisers suitable for one community may not work in another, so take a good look at your audience and select your fundraising plan accordingly. 

You also need to take into consideration your resources. Take some time to evaluate not only the financial situation of your nonprofit and the scale of the fundraiser you'd like to organize, but also the level of effort you and your volunteers are willing to contribute during this busy time of year. Never bite off more than you can chew, as it's all too easy to feel stretched thin during the holidays. So be ambitious with your fundraising, but also be realistic.  

To help you find the right event for your charity, here are five different Thanksgiving-based fundraising ideas you can use this upcoming holiday season to help raise money for your community and put a smile on the faces of those in need.

Thanksgiving Fundraising Ideas

• Potluck Dinner: While Thanksgiving is all about appreciating family and friends, it's also about food, so what better way to raise money for charity than to bring the community together with a potluck dinner? 

Potluck dinners are fairly easy to organize, and with guests providing the food, there's little overhead. Websites like MealTrain.com make potlucks even easier to coordinate, as they keep track of who is attending and who is bringing what dish so that no item gets overlooked.

Charge a basic price per meal, throw in a side fundraiser like a small raffle or silent auction, and you have all the makings of a great meal and a great, low-cost, high-return fundraiser.

• Pie Sale: Pie is a staple at almost every Thanksgiving dinner, and while everyone may want to add that finishing touch to their meal, not everyone has the time (or baking skills) to do so, leaving many looking to buy their dessert elsewhere. So why not buy a pie for a good cause?

Whether you collaborate with a local bakery, who may be willing to sell their goods at a discount, or enlist the help of some volunteer dessert wizards, start by making the menu. Include the favorites, like apple, pumpkin pie, pecan, etc., just be sure to include both sugar and gluten-free options, as the demand for these kinds of desserts is on the rise.

Once you have your menu, create an event or post on your charity's social media pages informing people of your event and ask them to send you their pre-orders. Platforms like Google Sheets are a great way to keep track of who ordered what, who needs delivery, who has prepaid, and who still owes. 

• Turkey Trot: Turkey Trots are a festive and family-oriented way to get out and raise some money for charity while burning off calories before the Thanksgiving food comas kick in.

Turkey trots are intended for all ages and physical abilities, so decide how long you'd like your run to be (3k, 5k, etc.) and ensure that the route is safe and accessible for runners and walkers of all ages. Also, don't forget to make sure you have clearance from city officials so as not to run into any last-minute permit issues.

Races like Turkey Trots, though they may entail a bit more planning and preparation, can allow for multiple revenue streams. Registration fees, sponsorships, merchandise and add-ons like raffles all add up, but don't forget to account for items like water for hydration stations, medals, certificates of participation, and most importantly... a prize for the most creative turkey-related costume!

• Recipe Book Fundraiser: While many people may look to the internet for recipes, there's no substitution for books filled with recipes that come from the heart. Recipe book fundraisers are a creative and fun way to raise money, especially during the holidays when the celebration of food, family and friends go hand in hand.

Via social media or newsletter, ask community members or local chefs to submit their favorite holiday recipes, and ask them to include a small write-up or memory to accompany their submission. Incorporating storytelling into the cookbook not only adds character and charm but also makes the recipe collection a keepsake that will be cherished for years to come, not to mention provide residual income, as once the e-book is created it can be kept on file and printed or e-mailed at any time. 

• Community Craft Fair: As mentioned earlier, Thanksgiving is considered by many to be the kick-off to the holiday season. That also means it's the kick-off to the holiday shopping season, and with so many returning to a "buy local" mentality rather than shopping at big box stores, organizing a community craft fair is a great way to raise money for charity while promoting local artisans.

Craft fairs bring communities together and give local artisans an opportunity to showcase their goods and promote their small businesses. In addition to the table fee, throw in an admission price, a refreshment table, and maybe even a 50/50 raffle, and you've got a variety of ways to make money for your charity, promote small business, and get people in the festive spirit.

Setting Goals and Budget 

As with any fundraiser, it's important to set clear objectives, particularly when it comes to financial goals and budget planning. The first thing you need to do is set a donation target. Ask yourself: What am I trying to achieve and how much money is it going to take to get me there? 

If your organization has run similar fundraisers in the past, go back and take a look at the results. This can help you set reasonable, achievable goals. If this is the first time your team is organizing this particular kind of fundraiser, reach out to other nonprofits who have run comparable events and see if they're willing to share any information regarding their results. 

The next step is to break that goal down into smaller, more achievable milestones; that way you always feel like you're making progress. By creating manageable targets, you can keep your volunteers and donors motivated and feeling good about the time and money they've invested. Creating unrealistic goals can leave people feeling discouraged.

Make a list of every expense you may incur, depending on your fundraiser. We're talking venue rentals, supplies, marketing, decorations, food costs, etc. Every fundraiser has a different set of expenses; just be sure to cover your bases, and, if anything, overbudget by about 10%–15% and set that money aside as an emergency fund. When it comes to managing your budget, the key is to constantly review your numbers and be willing to make changes accordingly.

Get organized and utilize accounting programs, spreadsheets and expense-tracking apps to your advantage. If accounting is not your forte, check with your volunteers to see if anyone is knowledgeable in that area, or if your event is on a larger scale, hire a professional accountant to give you a hand. Remember, you can't do everything, and it never hurts to ask for help when it comes to areas like accounting where things can go wrong if not tended to properly. To familiarize yourself with nonprofit accounting, check out our comprehensive guide here.

Engaging Your Community 

You may have settled on a fundraiser, and done all your pre-planning and budgeting, but let's not forget about one of the most important elements of any fundraiser: the marketing. After all, how are you going to collect donations if nobody knows about your event? Here are some key strategies to get the word out and get people interested in your Thanksgiving fundraiser:

• Social Media Marketing: 

With over 70% of the American population actively using social media, it's no wonder that it's a powerhouse when it comes to marketing. While Facebook, Instagram, X, and TikTok are by far the most popular social media apps, each one caters differently to different audiences, so be sure to tailor your posts accordingly. 

With Facebook being the most commonly used platform, it only makes sense to use this social media giant to your advantage to create events and peer-to-peer fundraisers. Facebook is also just one of many social media platforms owned by Meta, which means that you can cross-promote your event seamlessly through their other subsidiaries, including Instagram, Threads, and WhatsApp with the click of a button. Should you wish to go the extra mile, Facebook also has a paid advertising option that will give your event an extra boost and expand your reach to include a broader audience.

When it comes to marketing, social media can be your biggest and most influential form of promotion. Keep your social media pages fresh by regularly posting new content, reels, and photos, and incorporate relevant and consistent hashtags in all posts leading up to your event. A strong social media marketing strategy is the best way to reach out to current supporters and find new ones, meanwhile building excitement and keeping your fundraiser front and center in people's minds.

• Local Media and Word of Mouth

While social media may reign supreme, it's not the only way to advertise your event. Send out press releases to local media operations, including newspapers, radio, and television outlets. While most people check their social media several times a day, with so many events and so much info constantly being uploaded, it's easy for some things to get lost in the shuffle. Keep in mind that many people still turn to these other outlets for information regarding events happening in their communities. 

Lastly, don't forget good old-fashioned word of mouth. Putting up posters in local businesses or having your event announced at a local gathering can get people talking. Word of mouth is the original form of marketing, especially in small communities, and can be a powerful tool in drawing attention to your fundraiser.

Collaborating with Local Businesses 

When it comes to collaborations, creating partnerships with local merchants can be an invaluable asset that should never be ignored. By partnering with retailers in your community, you have the opportunity to tap into their already-established customer base, and, as mentioned before, by simply putting a poster in their storefront or by the cash register, your event can gain traction with customers who may not have known about it otherwise.

In addition to being a form of free advertising, partnering with local businesses for your fundraiser can mean financial support that can come in any number of forms, including straight-up monetary donations or free goods or services, otherwise known as "in-kind donations." In-kind contributions can prove particularly valuable, as donated goods can offset expenses and/or be used as part of a raffle or silent auction; either way, you're adding value to your event and boosting revenue. 

Most importantly, partnering with local businesses promotes a sense of community. Having a respected business support your fundraising initiative can help lend a sense of legitimacy to your cause. Be sure to promote any donors and/or sponsors in marketing materials as well as on your social media pages to show thanks and to let people know that these businesses are rallying behind your cause.

Hosting the Thanksgiving Fundraiser 

 Logistics and Planning

When it comes to logistics and planning, you should have most of the legwork done as early as possible in order for your event to be successful and organized. To make sure you have all your bases covered, here are some things to keep in mind:

Venue (if applicable)

• Have you chosen an appropriate venue in the right location with the appropriate capacity, amenities, and accessibility? A venue that is too large can make your event look under-attended. A venue that is too small can leave people feeling cramped and uncomfortable. It's all about finding the right balance.
• Keep in mind that certain fundraising activities may require permits, i.e. if you plan on serving food and beverages, or holding your fundraiser in a public space. Take a trip to city hall well in advance in order to speak with an administrator or a local official to see what permits may be required in order for your event to be compliant.

Volunteer Management

• It's never too early to start recruiting volunteers. Start with those who may have volunteered in the past and branch out from there. It's important to have a rough idea of how many volunteers you will need, and what their availability will be. It's better to have too many volunteers than to be stretched thin, especially during this busy time of year.
• Host a get-together or luncheon before the event so that volunteers have a chance to get to know each other. Not only does this create a sense of camaraderie that carries through to the event, it also gives you, as host, the opportunity to let volunteers know what's expected of them and what their schedules will be. 
• If you are expecting a large turnout or if your event has a lot of logistics to handle, it can be useful to assign team leaders. By designating someone to be in charge of each volunteer team, not only are you taking some weight off your shoulders, you're also streamlining communication by creating a single point of contact for each team should any problems arise. 
• Be sure to check in on all your volunteers throughout the course of the event. Make sure they're happy and ask if they have any feedback they'd like to share on how things are going. 

Event Day Coordination

• Rise and shine!  Do yourself a favor and make a checklist in advance to make sure you stay on track and that nothing gets forgotten.
• Give yourself plenty of time to clean-up, set-up, and organize your venue. The same goes with the tear-down. You want to leave the venue clean, organized and just the way you found it. 
• Make sure that if there are tables and seating areas, that they are configured to encourage traffic flow and are arranged for comfort. If you're running a side fundraiser in conjunction, like a silent auction or raffle, make sure these tables are in high-traffic areas. 
• Double and triple check any kind of technology equipment you may be using, like audiovisual equipment, sound systems, etc., and be sure to check that the Wi-Fi is working. If the Wi-Fi network is closed, it can be helpful to have QR codes printed off and placed around the venue so attendees can simply scan the code instead of volunteers constantly being asked for the password, which can take their focus off the task at hand. 
• Communication is key during fundraisers. If you haven't done so already, create a message group via WhatsApp or Facebook Messenger so that volunteers can communicate with each other, and with you as well, if there are any questions or concerns.
• Depending on the size of your event, set up various donation stations throughout the venue that are easily identifiable. Considering people rarely carry much cash with them these days, be sure to have a system set up that is able to process donations and payments in a variety of ways, including debit and credit cards and digital wallet payments. If you'd like help in this area, the staff here at Paybee are fundraising experts and can help you with all your Thanksgiving fundraiser needs, including processing all types of payments in a safe and secure manner.

Engaging Attendees During the Event 

Once the doors are opened, it's important to make your guests feel welcomed. Have a volunteer greeter ready and willing to welcome people inside and collect any entrance fees that may be involved. There should also be clear signage placed throughout the venue, making it easy for people to find what they're looking for. Whether people are looking for the raffle table, somewhere to grab a cup of coffee, or simply a place to sit back and relax, they should be able to find what they're looking for with ease.
 

Not only do you want attendees to feel comfortable, you want to keep them entertained. If possible, ask a local band or performer to donate their time and provide your guests with some live music. If this isn't an option be sure to have some sort of sound system in place, with a festive playlist that can cut the silence and get people in the holiday spirit. 

Another way to keep your guests engaged is introducing fun social media related elements. A popular, and cost-efficient, way to do so is provide a photo booth type area with festive accessories where guests can take photos, and promote your event at the same time. Encourage selfie-takers to post their photos online and tag your event in exchange for raffle tickets or the opportunity to win door prizes. A bump in social media posts can bring in last minute attendees, and that means last minute dollars.

Most importantly, be sure to use your fundraiser as a way to engage attendees through storytelling and testimonials from those whose lives have directly, or will be directly, affected by collected donations. By playing videos, printing off materials explaining your mission, or having beneficiaries speak directly to the audience, you're helping attendees make a direct connection with your cause. Inspiring empathy makes guests more likely to get involved, be it through donations, volunteerism, or simply by telling their friends and families about your cause and spreading the word.

Thanking Donors and Volunteers 

Once your event is over, it's crucial to show appreciation and recognition to both donors and volunteers. Doing so strengthens relations and encourages long-term support; it also shows that your charity is both professional and transparent, which can lead to others getting involved in the future. 

A simple thank-you message, sent either as a handwritten note or a personalized email, can go a long way in making people feel valued. It's also a great opportunity to share the initial financial results of the fundraiser and explain how the money will be put to good use. When it comes to volunteers, hold a post-event gathering, if possible, so you can thank them face-to-face while also getting direct feedback about your event. Volunteers are the glue that holds an event together, and it's important to show them that you value their time and effort and that their opinions matter. 

Analyzing Fundraiser Outcomes 

Once your event is over, it's time to sit down and look at numbers and evaluate the success of your fundraiser. Some financial metrics to take into consideration include:

• Total revenue
• Total expenses
• Net revenue (total revenue - total expenses)
• How contributions were received (i.e., raffle tickets, donation stations, sponsorships, etc.). 

After net revenue, one of the most helpful numbers to look at when analyzing your financial metrics is your event's ROI (return on investment). This number measures how efficient your fundraiser was in terms of how much money came in (donations) versus how much money went out (expenses). Here's a simple equation that helps you determine what your ROI is:

Total Revenue − Total Expenses   ×100%

Total Expenses

For example, if you raised $1000 at your event and your total expenses were $200, your ROI would be 400$. This means that for every $1 you spent, you made $4. The higher your ROI, the more efficient you were with your spending. The more efficient you are with your spending, the more donations that go directly to your charity.

Other numbers you should be looking at include attendance metrics and donor retention. Look at your numbers and ask yourself:

• How many participants donated, and how many of those were repeat donors from previous fundraisers? You want to make sure you gain new supporters while retaining the ones you've had in the past. 
• What was the actual number of those who attended in comparison to the number you projected in the beginning? Did you overestimate or underestimate?

It can also be helpful to check your social media platforms and have a look at how engaged people were with your content. Look for things such as how many "likes," shares, and comments your different posts received. Knowing what kind of content resonates with your followers and subscribers not only helps you plan for your next event but also helps you with your day-to-day social media planning. 

While this may sound like a lot of work, reviewing metrics and post-event financials can provide valuable insights that can make your next event more successful and much easier to plan. However, should you decide to use an online platform, such as Paybee, all the work is done for you, so feel free to contact us regarding any fundraising initiatives you have planned; our team would love to talk to you!