Planning a Successful Planning a Successful BanquetBanquet

NABC Summit, Chatfield, MNNABC Summit, Chatfield, MN

April 19 & 20, 2008April 19 & 20, 2008

Lou ComptonLou Compton

Maryland Bowhunters SocietyMaryland Bowhunters Society

What Kind of Banquet Do What Kind of Banquet Do You Want?You Want?

Camaraderie building social eventCamaraderie building social event Fundraising focused onlyFundraising focused only Combination of bothCombination of both

Pro’s and Con’sPro’s and Con’s SocialSocial

– Fun focusFun focus– CamaradarieCamaradarie– Family feelingFamily feeling

– Labor intensiveLabor intensive– Still need Still need

fundraiserfundraiser– Financial Financial

liability if low liability if low attendanceattendance

FundraiserFundraiser– Can be profitableCan be profitable– Develop Develop

benefactorsbenefactors– Build Build

membership rolls membership rolls if ticket includes if ticket includes membershipmembership

– Labor intensiveLabor intensive– Cost of items for Cost of items for

raffle & auctionraffle & auction– $$$ vs. members$$$ vs. members– Need the right Need the right

venuevenue

CombinationCombination– Can be Can be

profitableprofitable– People will want People will want

to attendto attend– Member rolls Member rolls

increase with increase with non-members/gnon-members/guests joininguests joining

– Labor intensiveLabor intensive– Cost of items for Cost of items for

raffle & auctionraffle & auction– Need the right Need the right

venuevenue

Banquet vs. ConventionBanquet vs. Convention

BanquetBanquet more economicalmore economical smaller organizations better smaller organizations better

served by a 4-6 hour served by a 4-6 hour banquetbanquet

still requires fair amount of still requires fair amount of planning and volunteersplanning and volunteers

adaptable to a wide array of adaptable to a wide array of halls (fire hall, community halls (fire hall, community center)center)

Compressed schedule; Good Compressed schedule; Good MC becomes criticalMC becomes critical

avoid a broken floor plan avoid a broken floor plan where communication is where communication is difficultdifficult

ConventionConvention more expensive to stagemore expensive to stage may be best venue for a large may be best venue for a large

club with 500+ attendeesclub with 500+ attendees labor intensive and requires labor intensive and requires

many volunteersmany volunteers usually requires hotel/conference usually requires hotel/conference

center/civic centercenter/civic center multiple rooms can offer a wide multiple rooms can offer a wide

variety of entertainment, variety of entertainment, auctions, dinners, etc.auctions, dinners, etc.

usually offers lodging package usually offers lodging package for attendees who have to travel for attendees who have to travel

A Successful BanquetA Successful Banquet

+ A Good + A Good LocationLocation+ Some Good + Some Good PlanningPlanning + A Mix of + A Mix of DonationsDonations + A Variety of + A Variety of FundraisersFundraisers+ Effective + Effective CoordinationCoordination __________________________________________

= A Successful Banquet= A Successful Banquet

Location: Your First Key Location: Your First Key DecisionDecision

Your venue shouldYour venue should– Be centrally located Be centrally located – Near the majority of your membersNear the majority of your members– Provide a quality caterer with an Provide a quality caterer with an

attractive menu and affordable pricesattractive menu and affordable prices– Have the capability to grow as your Have the capability to grow as your

attendance growsattendance grows Don’t just look at hotels or conference Don’t just look at hotels or conference

facilities; check out caterers & hallsfacilities; check out caterers & halls

Planning: Getting StartedPlanning: Getting Started

Start small if this is your first eventStart small if this is your first event Learn what works from successful Learn what works from successful

organizationsorganizations– NABCNABC– RMEFRMEF– NWTFNWTF– DUDU

Name a Banquet Chairperson and a Name a Banquet Chairperson and a CommitteeCommittee

Planning: BudgetingPlanning: Budgeting

Establish a Working BudgetEstablish a Working Budget– Cost of hall/catererCost of hall/caterer– AdvertisingAdvertising– Prizes/gamesPrizes/games– Cost of speaker/entertainment if usedCost of speaker/entertainment if used– Event insuranceEvent insurance– Supplies (duct tape, raffle tickets, Supplies (duct tape, raffle tickets,

poster board, etc.)poster board, etc.)

Planning: Setting Ticket Planning: Setting Ticket PricesPrices

Keep Prices AffordableKeep Prices Affordable Offer Early Bird Specials that offer Offer Early Bird Specials that offer

raffle tickets and/or membership raffle tickets and/or membership renewalrenewal

Avoid making membership fee a Avoid making membership fee a mandatory part of ticket pricemandatory part of ticket price

Ticket price should cover cost of Ticket price should cover cost of hall/catererhall/caterer

Make purchasing tickets easy (PayPal Make purchasing tickets easy (PayPal on your club’s website)on your club’s website)

Planning: Get SponsorsPlanning: Get Sponsors

Table SponsorshipsTable Sponsorships– Local businesses get a sponsor’s Local businesses get a sponsor’s

poster/centerpiece at tableposter/centerpiece at table Raffle SponsorshipRaffle Sponsorship

– Pro-shop could donate a raffle prize, Pro-shop could donate a raffle prize, etc.etc.

Adult Beverage Sponsor Adult Beverage Sponsor – Local beverage distributorsLocal beverage distributors

Planning: AdvertisingPlanning: Advertising

ADVERTISE-ADVERTISE-ADVERTISEADVERTISE-ADVERTISE-ADVERTISE– Your organizations newsletter at least 2 Your organizations newsletter at least 2

issues prior issues prior – Posters/flyers in pro-shops and storesPosters/flyers in pro-shops and stores– Web sites (Your own as well as other local Web sites (Your own as well as other local

hunting sites with potential attendees)hunting sites with potential attendees)– Calendar of Events boards, newspapers, etc.Calendar of Events boards, newspapers, etc.– Hunter friendly radio showsHunter friendly radio shows– Public access cable ads (usually free)Public access cable ads (usually free)– Mass mailing to membershipMass mailing to membership

Planning: Speaker or No Planning: Speaker or No SpeakerSpeaker

Must be entertaining and interesting!Must be entertaining and interesting! Is cost justified by increased Is cost justified by increased

attendance/profits?attendance/profits? Will your speaker detract from Will your speaker detract from

fundraising efforts?fundraising efforts? Would the time devoted to the speaker Would the time devoted to the speaker

be better spent with fundraising be better spent with fundraising events?events?

It may be better to not have a speaker.It may be better to not have a speaker.

Donations: Soliciting Donations: Soliciting DonationsDonations

Face to face from local sourcesFace to face from local sources National sources such as Cabela’s, National sources such as Cabela’s,

Dick’s Sporting Goods, Gander Mt., Dick’s Sporting Goods, Gander Mt., etc. via solicitation letter on etc. via solicitation letter on organization letterheadorganization letterhead

Phone solicitation to above sourcesPhone solicitation to above sources Solicit membership via your Solicit membership via your

newsletter and websitenewsletter and website

Donations: Making Money Donations: Making Money Sometimes Takes MoneySometimes Takes Money

Don’t be Afraid to Spend Money to Make Don’t be Afraid to Spend Money to Make Money!!!!Money!!!!

Purchase Prizes at greatly reduced pricesPurchase Prizes at greatly reduced prices– End of season salesEnd of season sales– CloseoutsCloseouts– Offers from previously solicited vendorsOffers from previously solicited vendors

Be prepared to spend some money to Be prepared to spend some money to get decent hunt packagesget decent hunt packages

Donations: Build a Donations: Build a DatabaseDatabase

Start early building an extensive Start early building an extensive database of outfitters and guidesdatabase of outfitters and guides– Web sitesWeb sites– Magazine adsMagazine ads– State/Provincial outfitter organizationsState/Provincial outfitter organizations

Send out solicitation letters well in Send out solicitation letters well in advance of eventadvance of event

Don’t forget local guides AND Don’t forget local guides AND members who may have access to members who may have access to great hunting areas. Not all hunts great hunting areas. Not all hunts have to be guidedhave to be guided

Donations: Don’t Refuse Donations: Don’t Refuse AnythingAnything

Remember no donated prize is too Remember no donated prize is too small or insignificant. Small items can small or insignificant. Small items can be combined to make a good be combined to make a good “package”“package”

Don’t forget DVD’s, Books, releases, Don’t forget DVD’s, Books, releases, scents, packs, camo clothing, raingear, scents, packs, camo clothing, raingear, etc. Be creative!!!!etc. Be creative!!!!

Ladies and youth prizes should be Ladies and youth prizes should be obtained for women and children obtained for women and children attendingattending

Donations: Think Outside Donations: Think Outside of the Boxof the Box

Jewelry, artwork, vacation packages, Jewelry, artwork, vacation packages, weekend get-a-ways, Diner gift weekend get-a-ways, Diner gift certificates, spa/resort certificates all certificates, spa/resort certificates all have a broad appeal EVEN to bowhuntershave a broad appeal EVEN to bowhunters

Consider leasing a tract of prime private Consider leasing a tract of prime private property, local or out of state, and then property, local or out of state, and then auction off a series of week long auction off a series of week long packages.packages.– This was recently done in MD and netted a This was recently done in MD and netted a

$6000.00+ profit.$6000.00+ profit.

Hunting Lease PrizeHunting Lease Prize Secure annual lease to a Secure annual lease to a QUALITYQUALITY

hunting propertyhunting property– Break the year (season) down into Break the year (season) down into

week to 10-day blocks and allow a rest week to 10-day blocks and allow a rest period between weeksperiod between weeks

– Auction off the hunting blocks to a Auction off the hunting blocks to a group of 3-4 huntersgroup of 3-4 hunters

– Prime periods (rut) should have the Prime periods (rut) should have the highest minimum bidhighest minimum bid

– Name a lease coordinator / hunt masterName a lease coordinator / hunt master

Fundraisers: Bucket Fundraisers: Bucket RafflesRaffles

Consider Having Two LevelsConsider Having Two Levels– Lower Tier ($1 tickets)Lower Tier ($1 tickets)

Mostly small items such as knives, Mostly small items such as knives, broadheads, sights, etc. Do put a few broadheads, sights, etc. Do put a few better prizes in Lower tier to keep interest better prizes in Lower tier to keep interest and ticket sales high.and ticket sales high.

– Upper Tier (5 tickets)Upper Tier (5 tickets) Better items such as GPS’s, Optics, Scent Better items such as GPS’s, Optics, Scent

Loc clothing, youth bow, a 3-D target, Loc clothing, youth bow, a 3-D target, smaller artwork, etc. smaller artwork, etc.

Fundraisers: Silent Fundraisers: Silent AuctionsAuctions

Better quality items such as framed Better quality items such as framed prints, local and/or out of state hunts, prints, local and/or out of state hunts, traditional or custom bows, custom traditional or custom bows, custom arrows, etc.arrows, etc.

Set minimum initial bids and minimum Set minimum initial bids and minimum increments; e.g. - start at $120 with $5 increments; e.g. - start at $120 with $5 increments increments

Avoid duplicate items; if you have two Avoid duplicate items; if you have two bear hunts, make one a silent auction bear hunts, make one a silent auction and one a live auctionand one a live auction

Fundraisers: Live AuctionsFundraisers: Live Auctions Higher value itemsHigher value items Get a professional auctioneer. Some Get a professional auctioneer. Some

donate their services; pay for a good one donate their services; pay for a good one if notif not

Find someone who knows bowhunting and Find someone who knows bowhunting and the members!!! the members!!!

Have him help decide which items gets Have him help decide which items gets auctioned first, second, etc.auctioned first, second, etc.

Collect payment immediately after close Collect payment immediately after close of auction itemof auction item

Fundraisers: Card RaffleFundraisers: Card Raffle

A standard 52 card deck of playing A standard 52 card deck of playing cards used at $10 a card cards used at $10 a card

Raffle off a single prize such as a Raffle off a single prize such as a bow, hunt, or packagebow, hunt, or package

Limited number of “tickets” Limited number of “tickets” improves the odds for those buying improves the odds for those buying cards/ticketscards/tickets

Call these throughout the eventCall these throughout the event

Fundraisers: Dart ThrowFundraisers: Dart Throw

Set up safe backstop in secure areaSet up safe backstop in secure area Participants pay $5 for 5 darts to Participants pay $5 for 5 darts to

throw at a 3-D target. throw at a 3-D target. Score is based on standard 3-D Score is based on standard 3-D

scoring and tickets awarded for scoring and tickets awarded for prizes such as a custom bow, game prizes such as a custom bow, game camera, scent loc, optics etc. camera, scent loc, optics etc.

Fundraisers: Glass or T-Fundraisers: Glass or T-Shirt RaffleShirt Raffle

Raffle off a medium value item selling Raffle off a medium value item selling a club T-shirt or Banquet Glass for $5 a club T-shirt or Banquet Glass for $5 or $10 with a raffle ticket attached.or $10 with a raffle ticket attached.

Banquet Glasses can be obtained for Banquet Glasses can be obtained for as little as $2 ea. Attendees like to buy as little as $2 ea. Attendees like to buy these as they get an instant memento these as they get an instant memento and a shot at winning a prize. and a shot at winning a prize.

Remember if you’re serving adult Remember if you’re serving adult beverages many folks want a souvenir beverages many folks want a souvenir glass anywayglass anyway

Coordination: Make a Coordination: Make a ScheduleSchedule

Six hours goes by in a flashSix hours goes by in a flash Use the schedule toUse the schedule to

– List all activitiesList all activities– Estimate how much time each activity Estimate how much time each activity

will takewill take– Determine how many things you can doDetermine how many things you can do– Determine what you can do Determine what you can do

concurrentlyconcurrently Use an MC to keep things running Use an MC to keep things running

smoothlysmoothly

Coordination: The Value of Coordination: The Value of a Good MCa Good MC

Can serve as your stage manager Can serve as your stage manager and keeps banquet on scheduleand keeps banquet on schedule

Should be personable and a decent Should be personable and a decent public speakerpublic speaker

A MC with a good sense of humor A MC with a good sense of humor could eliminate need and expense could eliminate need and expense of guest speakerof guest speaker

Coordination: Keep Coordination: Keep Records and Gather Records and Gather

InformationInformation

Keep Detailed Records and ReceiptsKeep Detailed Records and Receipts Collect and Maintain Collect and Maintain

Names/Addresses From Each Names/Addresses From Each AttendeeAttendee

Survey Attendees for Suggestions Survey Attendees for Suggestions to Improve the Eventto Improve the Event

Build on Each Year’s SuccessBuild on Each Year’s Success

General Words of WisdomGeneral Words of Wisdom

Remember the “Average Joe” Remember the “Average Joe” member. Be careful to appeal to member. Be careful to appeal to those on a family budget as well as those on a family budget as well as those with deeper pockets. those with deeper pockets.

Avoid a broken floor plan that Avoid a broken floor plan that detracts from ability to communicate detracts from ability to communicate to all attendees at the same time.to all attendees at the same time.

A good MC is a MUST!A good MC is a MUST!

General Words of Wisdom; General Words of Wisdom; cont’cont’

Be very detailed in explaining all the Be very detailed in explaining all the small details about hunts being small details about hunts being offered. Let potential offered. Let potential bidders/winners know about license bidders/winners know about license fees, travel expenses, trophy fees, fees, travel expenses, trophy fees, etc. right up front. Auction items etc. right up front. Auction items should be detailed in your banquet should be detailed in your banquet program with ALL details.program with ALL details.

You want hunt winners returning You want hunt winners returning next year and telling their friends next year and telling their friends what a great hunt they had.what a great hunt they had.

Keep very detailed records.Keep very detailed records.

General Words of Wisdom; General Words of Wisdom; cont’dcont’d

Set ticket price = cost per person Set ticket price = cost per person for lowest expected attendance, for lowest expected attendance, then consider adding a few dollars then consider adding a few dollars profit. If you get more people then profit. If you get more people then your price point goes down and your price point goes down and you make more money on each you make more money on each ticket.ticket.

Consider having packages with Consider having packages with raffle tickets for early purchasers raffle tickets for early purchasers or a discounted membershipor a discounted membership

General Words of Wisdom; General Words of Wisdom; cont’dcont’d

Outfitters fill their books in the first Outfitters fill their books in the first quarter so they know what they quarter so they know what they can donate in the second quartercan donate in the second quarter

Many attendees will already have Many attendees will already have their Fall hunts already booked, so their Fall hunts already booked, so for out of state hunts try to get the for out of state hunts try to get the option to use it the next year option to use it the next year (banquet in Spring of 2008, ask to (banquet in Spring of 2008, ask to use hunt in Fall of 2008 use hunt in Fall of 2008 oror 2009). 2009).

General Words of Wisdom; General Words of Wisdom; cont’dcont’d

Pick a venue that looks nice, has good Pick a venue that looks nice, has good food at a good price, and can handle food at a good price, and can handle your event as it gets bigger each year.your event as it gets bigger each year.

Start working on the next banquet Start working on the next banquet right after this years is over. Don’t’ try right after this years is over. Don’t’ try to cram it all into a few months before to cram it all into a few months before the next banquet. the next banquet. – A full year to get good hunts and merchandise A full year to get good hunts and merchandise

donations,donations,– Enough time to plan well, and Enough time to plan well, and – Enough time to get the volunteers you will need.Enough time to get the volunteers you will need.

General Words of Wisdom; General Words of Wisdom; cont’dcont’d

Track what works well and what Track what works well and what things costthings cost– Where did people hear about the event Where did people hear about the event

(what advertising works and what doesn’t)(what advertising works and what doesn’t)– When did they place their order for tickets When did they place their order for tickets

(when to expect orders and when to panic)(when to expect orders and when to panic)– How many orders did you get each week How many orders did you get each week

(tells you what to expect next year in terms (tells you what to expect next year in terms of ticket sales)of ticket sales)

– How much each kind of raffle or auction How much each kind of raffle or auction item brought in (what things are worth item brought in (what things are worth having and what are not)having and what are not)

– Build a database/list of attendees with Build a database/list of attendees with name, address, email, and phone numbername, address, email, and phone number

Questions????Questions????