Fund Raisers

We do a hit-a-thon. In a rural town of about 1450 people, we raised $2600 for a new machine. What we do is take pledges per foot of the kids longest hit. In practice one day we do this. Each kid gets 10 cuts, the others mark where they landed, and we measure the longest drive. So if you get $.10 per foot and hit one 300 ft, thats $30.00!! Our stands were packed that night with donors rooting on their kids! It was great!

If done right a Golf Tournament can be alot of fun and bring in 10-15K.

Please allow me to vent some.

Like the changes in a season, we are always going to have this as a reoccuring discussion. WHY? Personally speaking, I don't have a degree in marketing. I deplore sales in general. I am (or at least I think I am) a baseball coach. Coach2709 welcome to those things they didn't tell you about when you thought you'd just get to coach. By the time you are done coaching, you'll know more about business than the people in business. LOL! Kind of like you also instantly become the only disciplinarian your players will listen to according to the faculty and so, all of your player's misbehaviors will instantly become the topic of discussion when you are trying to eat.

OK, enough on the venting stuff. In the past, we've done the Golf Ball Drop. You will have to make up a sign up sheet where you also issue "golf ball numbers" to the kids, a sheet for participants to fill out their contact information and a letter to the parents explaining what you are doing. An example of the Golf Ball Drop letter issued to parents!


Dear Parents,

For our fund raiser this year, we are going to do the Golf Ball Drop. Details would include:

• This promotion is based on the sales of 1,000 assigned numbers marked on donated golf balls.
• Donations of $5.00 will be requested for each golf ball number.
• Your child will be issued the numbers to 20 golf balls. (At 50 kids in the baseball program.)
• They will gather personal information such as name and contact address and phone number of the individual who purchases each number.
• Upon the completion of the collection of donations, your son’s issued numbers which are marked on donated golf balls will be placed into a trash bin.
• Prior to adding those marked golf balls to the larger bin, your child will put those numbered balls into a bucket and draw out one number. That person with that assigned number will win a Triad Baseball T-Shirt. So every person making a donation has a 1 in 20 chance of winning a T-Shirt.
• When 1,000 golf balls are sold, then these golf balls will be dropped from the high rise platform which the district uses to change the lights in the gym.
• A “pin” will be placed in the ground. The closest golf ball dropped from the platform which ends up closes to this pin will be the winner of $1,000 dollars.
• This will represent our major fundraiser for this year. If you have any questions at all please call me at #########.
• We would like to make you aware that Oakbrook Golf Course donated old range golf balls for this fundraiser.
• We would like to make you aware that Super-T’s has donated half of the cost of these T-Shirts. (50 in number.) These T-Shirts are the same shirts approved by the Seniors for this year that you purchased for $12 each.


Thank you,



Darrell Butler

I started a raffle when I was president of our Jr. Baseball league. We got donated goods and services from the community, and raffled it all off for $10 tickets.

With 75 or so kids in the program we cleared more than $7K. Each kid had a quota of 10 tickets to sell.

When I played in college, we did a 100 inning game. The players had to get pledges for every inning that they played.

Then the team was split into 2 teams and we played. We used a pitching machine and you got only one pitch.

Each player had to get a min. of $200.00.

We might have skipped a few innings here or there!

There are two ways I know of to raise REAL money successfully.

The first one is to ask for decent sized donations with no sales or other stuff involved.

The truth about fund raising is that most of the money you will raise will come from folks who figure they're just throwing away a few dollars to help you out. They are not the least bit interested in what you are selling. They don't want your candy, your magazines, your baked goods, or anything. They just want to help you.

What is more, most of what is sold -- dollar candy bars that cost you 50 cents, for example -- do not max out what a donor would really give you if you didn't give them the ability to feel like they've helped for only a dollar.

The truth is, many many people would willingly just give you money without all the sales stuff, if only you would just ask them for money!

What's more, if you let them just write you a check, they can take it off their taxes, whereas if you sell them something, they can only deduct the amount by which the price they paid exceeds the item's value (too hard for most to bother with). And if you sell raffle tickets, the price is a gambling loss, deductible only to the extent you have offsetting gambling winnings elsewhere (which most of your supporters won't).

So, believe it or not, the best way to raise money is simply to ask for donations. Instead of selling 50-cent M&M's for $1.00, you can get checks for $25 and $100 at a pop. You can even raise money from folks who don't have kids on your team.

If you put a boatload of work into a fund raiser that netted $3,000 and you had to split that with the softball team, you got $1,500 for all your work. But if you had 15 players assigned to ask for donations until they got $100 each, they could get it done going door to door on a weekend afternoon. Heck, kids raised more than that in the old days going trick or treating for UNICEF! It ain't that hard, folks.

I would suggest that you ask your team families to simply approach people asking for donations. Or, get a phone list (like your school directory) and hold a phone-a-thon one night. Or, have players walk through the local malls asking stores for sponsorship donations. (Those really work if you pair them with something like a program ad or a sign on the outfield fence.)

You might even consider asking a local business -- something like a car dealership -- to make an annual commitment in the thousands in exchange for naming the field in their honor or some such.

Just find a way to get multiple people each asking multiple people for donations. People shy away from this simple act, but once they get over it they find out it's easy and folks don't mind at all. The key is, be ballsy. Don't start out asking for $1.00. Ask for $25 or $50. That way you can suffer lots of turn downs and still come out OK based on the folks who do respond favorably. I'd rather have 10 checks for $25 than 100 donations of $1.00 each.

The only other thing that really works to bring in substantial funding is Bingo. If you have a way to do Bingo and you can staff it, go for it. Our school's boosters group is making six figures annually off Bingo and funding all the sports programs off of it. We do just one session per week, all year long, at a local Bingo hall run by a private businessman. Don't kid yourself, it's a lot of work. And some people don't like profiting off of gambling for moral reasons. But it works and it is a dependable money stream.

Thanks for the responses guys and I hope more keep coming in.

I totally forgot but we do a hit a thon as well and it does pretty well.

I have been here for 9 years and it seems the fundraising gets harder and harder every year.

We like to do crab feeds. That's a fast way to make $10,000-15,000.00, depending on the size of the event. They're very easy to sell tickets to, as many people love dungeness crab.

We're planning one right now for our summer travel team and expect to clear about $12,000.00 from a 250 person event.

06catcherdad:
how does that work out? you clear almost $50 bucks per person?

Hey Rob, yes, we clear about that much. We charge $40.00 per person. On top of that, we run a bar which usually clears more than $3,000.00 and have a sports memorabilia auction that will give us another $1,500.00 or so. We also have a small raffle that clears about $1,500.00 or more and a separate cash box raffle. The cash box itself clears $1,000.00. The cash box is a large plexiglas box in which we've stuffed $1,000.00 in various denomination bills. We raffle off 100 lock combinations at $20.00 per chance. The winner gets $1,000.00 and we clear $1,000.00.

All told, in a slow year we'll make $10,000.00 and in a good year we've made over $13,000.00. It helped to have Barry Bonds memorabilia to raffle off when he was more acceptable to society.

For some reason that totally escapes me, our HS boosters club decided to discontinue the crab feed this year. I am continuing on with one for our summer club, though. It'll be a bit smaller, about 250 people.

06catcherdad (please don't be offended by this) but do you live in a very high class area? I can't see my neighborhood pulling off something like that. Most of the people who live around me probably think penicillan when you mention crabs.

It sounds great but I don't think my area could afford that.

When you have a school field you definitely have more control over things. I would ask if you could hang removable signs on the outfield fence and backstop. Then get some parents to knock on the doors of local businesses, restaurants, doctors, lawyers and parents who have businesses. You can usually get between $250 and 500 a sign. But, instead of paying a sign company big bucks to make them, you employ your art department to make you signs and have them involved in the program as well. In my 1st year in a local highschool, we had a town field, and we were able to get 14 donators at an average of 300 per sign. Art classes made the signs at a cost of $35 each. That was $3700 + to the program. Then, because we couldn't charge and all of our competition could, we would have the players pass the hat in support of the program. We would average 100-125 a game doing that. Always remind the other schools supporters that you pay a set fee at their games and they are likely to contribute. By the way, in order for the businesses to have their signs up every year, they must renew at $250.
Worked for us.

Coachric I hate to be negative person (actually I am in a pretty bad mood right now over football - I am asst. coach and its a long story) but I tried the signs.

First problem was the park board does not let us keep them up all summer - the businesses want them up all summer. So at the end of our season I have to take them down and businesses get mad.

Second problem is when I started selling signs I tried to sell them at $225 start up and renew yearly at $125. We have a computer class which makes them for about $60 each so I was figuring that would be great profit. So when I pitched it to businesses they said it was too much and would not pay it. I did not sell a single sign. So I lowered it down to $125 every two years and I only sold about 7 signs.

I could tell you stories about football and baseball that would make you not believe me.

Of course I am in a bad mood right now and that is probably explaining why I am negative.

Sometimes I hate this place.

Some great ideas.

We run a coaching clinic every November. We bring in 4-5 college, minor, or major league coaches, scouts, etc., to speak.

We open it up to pretty much anyone who wants to attend which includes players and coaches of all levels.

We feel it is a win-win situation. We raise money for our program plus we promote and educate others on the game.

2709, WELL, we did a "donation/giveaway" (out here, we're not supposed to call them raffles) of a Mercedes last year to raise money for a new infield. I don't know if that makes us unusually affluent, or just ambitious and hard working to raise money for the program. 500 donations at $100.00 per ticket. Some guy won a C240 for $100.00.

This year, we're offering a Harley...wanna buy a ticket? $20.00 per chance, or 7 for $100.00.

Thanks catcherdad but I am not much of a motorcyclist. I would have bought a couple of those Mercedes tickets though.

How does a raffle (donation / giveaway) work? Do you buy the car and hope to make the profit or does a dealership give one away and you provide the marketing for them?

If you buy it what happens if you don't see enough to pay for it?

Something like that would SCARE me.

quote:

The first one is to ask for decent sized donations with no sales or other stuff involved.

The truth about fund raising is that most of the money you will raise will come from folks who figure they're just throwing away a few dollars to help you out. They are not the least bit interested in what you are selling. They don't want your candy, your magazines, your baked goods, or anything. They just want to help you.

Amen - As a parent - I would just rather cut a check then do the sales stuff

2709, don't worry, it scared the hell out of us on the Mercedes. We got started on the project when a good buddy who I coach with called and said " I want to do one final fundraiser for the baseball team before my kids graduate. Do you think I'm crazy if we give away a Mercedes?" Of course, I told him he was out of his mind...and then we proceeded to figure out how to do it. We were on the hook for purchasing the care whether we sold enough tickets or not, so you can bet your you know what that we hustled like mad to get them sold. We had to sell three hundred tickets to break even, and we sold 500 which was the limit that we imposed on our sales. We took a big risk, but figured we could get it done and we did.

The post-script to this story is that we cleared a bit over $20K. This would have taken care of putting in a new bermuda infield; but the varsity coach found a way to get his hands on the funds and used all of the money for other purposes with not a single dollar going toward the intended purpose. He didn't have any parent fundraising this year, and I'll bet he still wonders why.

Wow that is awesome. If I do something like this I might have to try more of a smaller car like a Volkswagon Beetle or something like that.

Is there some animosity between the coach and booster club? From what you said it sounds like it.

Just to add to what MidloDad stated...we use the same principle with the "straight donations" and our boosters seem to like it. At the beginning of the year, we require our players to submit to us the names/addresses of 5 people who they think would be interested in making a donation to our program. Using a form letter on the computer, I add the (potential)donor's name, change a few details if neccessary in the letter, then add the player's name and mine at the bottom. The players will then sign all 5 letters and I send them out with self-addressed stamped return envelopes. We have had tremendous success with this fund-raiser.

Ryno23,
I've heard of people who use this as a fundraiser, but I never thought it would have much success. I'm glad to hear it worked for you. Would you be able to show us a sample letter of what you send out to the potential donors?

quote:

Originally posted by Ryno23:
I was amazed at how well it worked, two years ago the SMALLEST donation we received was $25 and we have raised about $3500 in the two years we have used it. We're also located in a small rural area, but that doesn't matter, really. I've had kids give me addresses of relatives from different parts of the U.S. who've sent donations.
As far as a form letter, it basically goes like this:
1. Personalized greeting (Dear Uncle Fred)
2. The body of the letter - this includes the purpose of this letter, the reason we need to raise funds, SPECIFICALLY what we are raising the money for (this is key, to me), and how to return payment (in the stamped, self-addressed env.).
3. A thank you and closing.
4. The signature line (one for player, one for coach).
That's about it. We will also list any successes that our program has had in recent years at the beginning of the letter and state that our success has been directly related to the support and financial backing of the community.

We also have outfield signs and have a hit-a-thon. But the best thing about the letter campaign is that every day at your school mailbox is like Christmas!

Thought you may still be interested in fund raising so I searched the site and found this post.  Our teams (both JV and V) put on an Annual Alumni game (all former players and coaches invited). This was our third Annual event.  It turns into a large baseball fest and a 7 inning game (old timers vs recent graduated) and each year attendance from alumni, other schools, kids, you name it, have increased each year.  This is becoming a big local event. All food and drinks for our concessions stand are donated by team families.  Here is s sample of what we put on during the fest, which lasts from 7:00 AM until around 6:00 PM:  Concessions, Raffles, Silent Auctions (donated items like autographed memorabilia from former standouts or whatever), spirit wear, baked goods table, bounce house, batting cages, dunk booth, baseball toss, home run derby, cake walk, radar gun, boxing, sumo suits.  This takes an enormous about of volunteer hours from parents and the kids and we are getting better at it each year.  We also put on a little league night and sell shirts and concessions. Then we typically do a childhood Cancer night (proceeds donated to the fight against cancer).  Each of the events is manned by one or two of the players and parents through out the day. Since this is such a big fundraiser for our school, the coaches moved up the Saturday AM weight room workout to 7:00 AM and made it optional.  We are finding that the more of the little league and Cancer fundraisers we do, the more draw it brings for the Alumni Baseball Fest.

Forgot to tell you that the Alumni game is our end of year fundraiser.  At the beginning of the season, the players get professionally printed discount cards to sell for $20 each.  Each card has discounts from local restaurants that have agreed to accept the square with their name on it.  Figure we have approximately 60 + kids on our JV and V teams combined.  Each kid sold between 25-35 cards. In the beginning of this fundraiser, only one year ago, our Coach was skeptical about the program.  It's now done every year and will continue indefinitely.  I am not sure about the cost to professionally print the tickets, and there are gifts given to the players for hitting selling thresholds (team pull over, batting jacket, Oakley's), but the profit for the team is quite high.

Wouldn't work around here. Every freakin team from the 4 high schools serving our area sells those cards. at best your lucky if you sell 4 cards. 

Same here...plus the football teams sell them too, I'm really beginning to dread my doorbell ringing!

Yep.  We have the football, softball, soccer, golf teams, etc all selling these.  In fact our baseball program has eliminate fundraisers.  They simply ask the kids to supply their own pants and helmet.  They provide specs for what they kids need so everyone is consistent.  I prefer this over fundraisers.

Applebee's has a pancake fundraiser they run on weekends that my sons teams have used. Only costs $5(team gets $4 and Applebee's $1) a plate and 3 hours(7am -10am). Combine with a Chinese auction and 50-50 and you can pull in several thousand for 3 hours of time.

http://www.flapjackfunds.com/program.php?id=1

 

I favor the "just ask" idea above.  The buying/selling stuff is just trading dollars.  I buy from my neighbor for girls soccer.  She buys from me.  Net, Net, all I get are extra calories I don't need. 

I love the "hit-a-thon" idea! im going to draw up something right now to set one of these up for end of season. Thanks folks! hope your seasons are all going well!

 

-CoachZ

For some reason the Hit-A-Thon jogged my memory on one that we kicked around for a LL fundraiser at one point.  Could easily be modified for a HS fundraiser.  Basically a "night at the fields".  Invite the local LL kids to hangout at the fields with the HS players.  Charge $5 to $10 a kid or so.  That includes some instruction time with the HS kids.  Maybe put them at stations or something to work with the kids.  A mini-scrimmage game on the HS field and then to cap the night off, rent a blow up movie screen (or use something attached to the backstop) and show a kid related baseball movie.  You could also setup concessions at the field and movie to raise even more money.  

We are fortunate to have a AAA minor league team which cooperates with area high school teams by allowing them to play a 7 inning regular season game prior to some of their regular season games. Ticket prices are increased by $5 per as a contribution to the selling team (both share). Our baseball booster club and the JV and Varsity players sell the tickets with each player (and family) responsible for 15. That generates anywhere between $2500 to $4000 for the program. The date and time of the game is critical for this to be successful.

 

We ask each player's family to join the Booster Club at $25 per year: $400 - $600

 

We ask each family to pledge to do one of the following: sell 1 banner (they get a free, high quality embroidered hoodie for each sold) OR contribute $200 OR to give us 10 names and addresses of extended family, friends and neighbors to whom we send a personalized request for contributions: $800 - $1100

 

We sell banners for our outfield fence at $375 per season if we produce the banner or $250 per season if they produce the banner or it is renewal of support: $2500 in cash and in-kind contributions (Recycling pick up/field maintenance equipment free rental etc.).

 

We operate concessions during both team's games: $800 - $1000

 

This year we have established a Booster Club Golf Tournament and have projected a net in the area of $5000 for the inaugural tournament.

 

We asked the HC and his staff for a wish list of items the Booster Club can fund: that list included a lawn tractor to drag field and pull trailer(done-contributed); 40 tons minimum of high grade clay/Turface mix (done); new batting cage nets (done for 1 of the cages); replacement of L-screens (done); replacement and additional square screens (done); new pitching machine and flyball machine (done); pre-emergent grass treatment and fertilization professionally (done via in-kind contribution).

 

The needs of a high school baseball program, in today's budget-cutting economy, are not met by our school or the school system and without the active support of a booster club and the school community the players and coaches will constantly have to 'make-do' in order to continue to improve the facility, the tools and other elements necessary to field teams in a manner consistent with the desire to reflect and achieve excellence.

 

Our baseball booster club is independent of the school, is a legitimate 501(c)3 organization and is able to funnel the monies raised directly to the benefit of the baseball program.