Global Community

• Increase your Women’s Ministries World Services above last year by a reasonable  amount
• Plan an additional event solely for raising fund for World Services

See below a how-to in planning a market. It doesn’t have to be vintage, see overview for possibilities.  Guide prepared by Nicki Hudgens of the Royal Oak corps.

Vintage Market Fundraiser

Overview–
A vintage market is an upscale vintage-inspired indoor/outdoor market  featuring original art, antiques, clothing, jewelry, handmade treasures, home décor, outdoor furnishings, consumable yummies, and everything in between. Market events are so much more than a flea market. A vintage market event is a unique opportunity for community artisans to showcase their unique gifts.  This is a juried event accepting vendors based on variety, originality, and quality of goods sold. Vendor selection is designed to provide customers with not only the highest quality of vendors but a collection of vendors who compliment one another in such a way to create The Vintage Experience.
Event TimeLine-
6:00am Team set-up registration table/break room etc
6:30-8:00 Vendor check-in, hand out vendor thank you bag at check in
6:30am  Furniture Vendors arrive to unload
7:00am  Other vendors arrive to unload
7-9am   Shuttle Vendors to offsite parking
9:00am  Shopping opens (first 50 customers receive promotional swagbag –donated canvas tote filled with coupons and cards)
9-4pm  Check on vendors, answer shopper questions, take pictures.
3:00pm  Walk exit survey around to every vendor
4- 4:30 shuttle vendors to offsite parking and begin teardown
4:30-6pm Site clean up/ vendor goodbyes
Raising $-
Funds can be raised in various ways with a vintage market
One way to raise funds is by charging vendors for a space in your market.  Size of space can vary however; a typical size would be 10×10.  Your committee would then set a price for this size space – ie $100.
You can then also charge for additional usage- $20 for a table, $50 for electricity, $20 for Wifi etc.
You can also choose whether to allow free access to the event or to charge shoppers an entry fee -$1-$10 per shopper is typical price range.
Another idea for fundraising is a silent auction- you can require each of your vendors to donate something from their booth that you can then set up as a silent auction item.
Selling lunch/snack type foods can also bring in additional funds.
 
Committee Jobs-
Event Manager–
Primary point person for event- checks in with other leaders to be sure everyone is on point and moving to the timeline.
Treasurer –
Tracks spending and targets the goal.  Communicates with vendors on their fees and contracts and also is responsible for receiving the public admission fees and any money from the day of the event.
Vendor Recruiter–
Team or 2 or 3 people whose job is to search and contact vendors and artisans in the area.  Their job is to sell the event to prospective vendors and convince them to join the event through application.  These people need to have open communication about who they are reaching out to (we searched etsy for local listings, other market events, facebook, and local stores)
Secretary-
This person communicates to the team all group news and sets up/maintains group email (we used gmail google driven so that everyone had access to forms and information) This person creates the necessary forms and applications, sets up email listings, and communicates with vendors once they have been approved. After initial approval of vendors- all communication happens through the secretary.
Marketing–
This person(s) creates and maintains the “look/brand” of the event (art)- they set up the online presence for the event- website/FB/Instagram etc.  This person also maintains the media presence for the event. (posting as needed) (this may be a team of people- art designer/ web tech/ writer)
Promotions–
This person is responsible to determine/solicit giveaways and promotions to be used in promotion of the event- they will work with the Marketing crew to make public awareness of these giveaways.
Planning Timeline
10-12 month before event
ID team leaders/area of focus
Choose date/schedule- put it on the calendar highlighting important aspects of event- determining ABSOLUTE deadlines and planning accordingly to achieve them.
Choose a location/time/date- book venue make deposits/sign contracts as necessary.
Establish the BUDGET: expenses and revenue
Be sure to consider these costs:
Venue & service
Labor
Publishing costs
Special equipment
Entertainment
Decorations
Acknowledgment
9 months before event
Begin creation of vendor application (paper and online)
Set up Google docs share system for admin team
Determine size/cost of vendor spaces (keep in mind, most tents are 10×10 and if outside- you should encourage tent usage)
ID map of location to know how many spaces/vendors you can have
ID amount of vendor types (ie-4 jewelry vendors, 6 furniture vendors, 5 clothing vendors, etc. you want a variation of vendors- this ensures a variety of products for shoppers to look through and also ensures that vendors are having to outsell another vendor selling the same thing- you want your vendors to go home happy as well as your shoppers) (will you have food vendors/food trucks or will your establishment solely provide food?)
Determine branding/look/logo/art of event
Determine schedule of day of event
Determine volunteers needed
Brainstorm ideas for new and unique experiences
Clean up address list for mailing
Determine any decorations
Determine if any entertainment will be present for event- live bands help to draw a crowd (music through a sound system is nice)
Check city ordinances on noise/parking/large events etc
6 months before event
Begin monthly update meetings from committee leaders to report progress and express needs
Create online presence for event- possibly a save the date- online event page for shoppers to respond if attending
Begin researching artisans and vendors in the area and sending email/ making phone calls to sign them up.
Set up a private FB page for vendors to communicate/share/discuss etc.
Determine promotions and giveaways and put them on the calendar
Begin soliciting giveaways for promotions
Write press release
Book entertainment – if using live band
Advertise vendors online via “vendor spotlights”- brief description of vendor and products, a few pictures, and a link to their website. (Require your vendors to share your FB page/website- this helps with promotion- and they want your event to be a success as well)
Send event information to chamber of commerce or other neighborhood/city event publications
Solicit giveaways for vendor thank you bag/vendor break room
5 months before event
Send out press releases to newspapers, radios stations /TV
Begin design/creation of printed mail invitation (if mailing)
Create flashy event reminder online
Determine logistics for day of the event:
check-in/check-out system of vendors
schedule of the day
Morning drop off system for vendors (furniture and large trailers first with more time to setup)
Any signs needed on location (“parking”, “Bathrooms”, “loading area” etc)
Sound system
Walkie/talkies for team communication
Transporting heavy objects/ hold area for larger sold items (and system for picking up held items)
Off site parking/shuttling of vendors and volunteers
Trashcans/bathrooms/ etc
4 months before event
Finalize decor details/Order necessary decorations
Start collecting solicited giveaway items
Keep an excel page of collected items and donor information
Create a vendor exit survey
3 months before event
Send out 2^nd round of press releases
Recruit volunteers for day of the event- determine volunteer needs
Finalize invitation designs- send to print and allow for proofing- begin printing labels for mailing
Collect silent auction items from vendors as contracted
Determine bidding procedure/winner announcement/timeline for auction-Generate bid sheets and determine min. bids for all items
Determine food that will be offered for sale- determine cost and volunteers to cook/sell.
Continue to promote vendors as they are approved
Send out another event reminder online
Determine volunteer/ worker identification – apron/shirt etc (and art)
2 months before event
Confirm entertainment
Set volunteers to assemble invitations
Begin placing vendors on the map
Promote giveaways for event
Post flyers around town to promote event
Solicit area business for business cards/coupons/flyers etc for swag bags (promo- fill # bags with area business promos and a select few have gift cards or giveaways. These are promoted as special giveaways for the 1^st # of shoppers the day of)
Order volunteer/worker identification – apron/shirt etc
1 month to 2 weeks before event
Final arrangements for decorations made
Reconcile budget
Send another round of press releases
Get local reporters to cover the event
Print necessary bid sheets for auction
Promote auction items online
Give a last call online for any vendor spots still open
Promote vendors every day (3-5 vendors each day is not too much)
Determine needs for vendor/volunteer break room – snacks, water, bathroom
Send invitations
Create vendor map (giving space for check-in table/tent)
Assemble swag/vendor thank you bags
Email vendor maps and last details (setup/drop off/ parking/ any promos that
involve the vendor –ie market cash/)
Push online presence
Week of event
Push event promotion
Confirm volunteers and communicate details
Purchase food/ create signage for food
Purchase food for vendor/volunteer break room
Confirm Entertainment- arrival times- needs- volunteers
Print Market Maps to have available for shoppers
Day before event
Hand out volunteer/worker identification shirts/aprons etc
Print vendor sign in sheet – map location #,
Mark vendor spaces and # according to map
Have any signage needed ready to go
Have sound system ready to setup
Table and tent for check-in area
 
Day of event
Everyone arrive for set up
Work in shifts
Keep break room stocked
Check on Vendors once every 1-2 hours (especially those that are solo…bathroom breaks will be needed)
Hand out exit survey and exchange for vendor thank you bag
Collect any outstanding vendor fees
 
1-2 weeks after event
Reconcile budget
Send thank you to committee members
Send follow up communication to vendors encouraging them to contract with you for the next event.
Collect all articles and press clippings
Save all notes and compile (budget/receipts/planning from each team/press releases/sample letters sent to vendors/invite/ mail list)
Meet with committee team members
Discuss success and challenges of event (discuss remedies/explanations)
Evaluate whether the even served its purpose
Decide whether to repeat the event and when
More Fundraiser ideas from the Women’s Ministries Southern Territory:
GARAGE SALE
With your corps officer’s approval, plan a garage sale at church! Ask members of your corps to donate old/unused items and then arrange helpers to assist in pricing, setting up, and the actual sale of said items. Make sure to make the most of your advertising opportunities: post on Craigslist and Facebook, place an ad in the newspaper, hang up flyers, and get signs out on the roads.
Tips:
Ask your local Family Store if they would consider donating items for your fundraiser
Ask any gifted crafters/DIY-ers to donate a few of their handmade items for sale
Set up a table to sell baked goods (See: Bake Sale)
THEMED DINNER
If you like the idea of a fundraiser meal, but think you’ll struggle getting enough volunteers to bring food, consider hosting a dinner night (food provided by you) at the corps. Pick a theme such as Mexican Fiesta, Spud Night, Pancake or Omelet breakfast, Spaghetti, etc. Determine the best date and time for the event, as well as ticket price and then start advertising! Encourage people to buy their tickets beforehand so you have an idea of how many people to expect. Also, cooking for a large crowd is a lot of work so ensure that you have enough hands to help you with set up, decorating, cooking, serving, cleaning up, taking money at the door, etc.
Tips:
Consider making this an ‘adult’ dinner! Arrange caretakers, activities and dinner for the kids in another part of the building.
KARAOKE! To liven up the evening, get a karaoke machine and allow people to perform. Fun option: have people pay $0.50 to ‘nominate’ a specific person to sing, and if that person refuses, they then have to pay $1.00 to get out of it.
COFFEE HOUR
Whether you have a handful of kids or just yourself to get ready in the morning, making it to church on Sundays can be a hectic experience! Half the people may show up grouchy from lack of caffeine, the other half grumbling about a missed breakfast — so here’s your chance to step in with a solution — I mean, fundraiser!
(With your Corps Officer’s approval) Set up a small table somewhere in the corps (foyer, hallway) and sell coffee and donuts each Sunday before church. Create set prices for each or accept donations, and don’t forget to advertise what you’re fundraising for. Also, make sure the donuts (and coffee!) are fresh each week, and that you’re providing napkins, spoons, creamer, stirrers, and all the little necessities.
Tips:
Pull up some available chairs for people to sit in and create a little area for fellowship
OUTDOOR MOVIE NIGHT
Don’t have the time or help to pull off some of these fundraiser ideas?  Here’s a low key, low cost option: host an outdoor movie night at your corps!
Decide on a family friendly movie, then pick a date and time for the event. Advertise it in your Sunday bulletins, on Facebook, and throughout the community should you choose. Determine where you want to set up the movie at and (if you’re outside) make sure the noise isn’t an issue with any neighbors. If you don’t have a movie screen, there are plenty of cheap DIY options online!
NOTE: Due to copyright law, you can’t charge for tickets, but you can take donations!
Tips:
Sell concessions for a little bit of extra money! (See: Bake Sale)
Plan some activities for the early birds (silent auction, kids games, dunk tank)!
Provide the kids with glow sticks
PICNIC BASKET AUCTION
Okay, you caught me. I stole this idea from Season 2 of Gilmore Girls. But why is no one doing this? Why isn’t it a thing? I think it’s awesome.
A picnic basket auction is similar to the Trunk Wars fundraiser, in that someone provides something, and you bid on it not knowing what’s inside. In the show Gilmore Girls, the winner of the basket gets to take their prize and immediately go off to enjoy the meal inside with the person who created it (not always knowing who beforehand).
Decide a date and time (perhaps in tandem with another corps event) and create a sign up sheet. Set parameters, such as what to include, what not to include, amount of food, etc. Encourage participants to have fun decorating the outside of their baskets (or not, if they so wish) and to keep who did what basket a secret!
Preside over the auction and sell off one basket at a time. Once the winners have surrendered their money, they can then take the basket and will head off for a ‘picnic’ with the basket’s chef. This is a great way for different people to interact and spend time with someone they may not have otherwise!
Tips:
Create identifying labels for the baskets that will help people with dietary restrictions decide which they want to vote for (such as: vegetarian, contains peanuts, etc).
 
Decide if you want to have an even amount of bidders vs chefs, so that no one is left without a meal at the end of the auction
 
Head to your local family store to hunt down some baskets!
 
Create a space for people to picnic, setting up tables or providing blankets if they want to go outside.
PICK A NUMBER
Level of Difficulty: 1/10
Collect envelopes and number them from 1 to 30 (or any other number). Place the envelopes on a table in a central location or tape them to a wall (with permission!). Encourage corps members to take one and return it with the corresponding money inside (ie, envelope #3 would come back with $3, envelope #20 would have $20). This technique allows people to donate what they feel comfortable donating, and in a way that doesn’t inconvenience them.
Tips:
Consider spending time decorating the envelopes, to make the whole fundraiser more visually appealing
Put little preemptive ‘Thank You” notes in the envelopes, or informational cards about We Will, so the person can read more about what they’re donating to. You could even place a request inside the envelopes thanking them not only for their donation, but also asking them to pray for something specific in regards to We Will (safe travel, come back encouraged, make friends, etc)
BAKE SALE
I don’t care what anyone says – a good bake sale will never get old and it makes for a great fundraiser!
Spend a day with your ladies baking cookies, cakes, etc. Focus on making the ‘classics’ or take suggestions from corps members as to what to make, including vegan or gluten free treats! Set up a table (get permission first) at a time and place where there will be tons of people around (youth night, corps dinner, etc) and sell the items you baked. Make sure you advertise the prices clearly, as well as what the fundraiser is for.
Tips:
Consider taking orders in addition to selling the treats from a table
 
Doing a bake sale at your Cook Off dinner, Theme Dinner, or Garage Sale ‘kills two birds with one stone’
COOK OFF
If you’re a part of the Army, you know we all love to eat. We don’t often need an excuse, but a Cook Off fundraiser is a really, really good one. So should you choose this fundraiser, start off by picking the theme. Is it a chili cook off? A soup cook off? A crock off? What about a casserole, salad, or dessert cook off? So many delicious options…
Next, decide which day you’ll have it on and then start looking for chefs! Create a sign up sheet and give yourself plenty of time for people to hear about the event and get their name down. Set a goal for participants based on how many people you think will come (such as 10 participants for 60 people), so you’re ensured you won’t run out of food.
This is a competition, so you’ll need to prepare for a ‘tasting’ round where everyone tries small samples of each dish; you will then need to create a system for voting, and then allow time for the final round, where everyone gets to go back up to the food tables to “dig in.” Don’t forget you’ll be awarding prizes to the 1^st, 2^nd, and 3^rd place winners (so come up with something)! You’ll also want to create signs for each chili dish to help in the voting round.
Start a shopping list. If corps members are providing the main dish, you’ll need to cover things like salad, drinks, toppings cups, plates, bowls, silverware, dessert, etc. Then determine if you’ll sell tickets or charge people at the door to make money.
Tips:
 
Ask people to name their dish, put it on the dish’s sign, and then award the one ‘Most Creatively Named!’ Makes for a fun addition!
PHOTO SHOOT
In the age of Instagram and selfie sticks, it’s safe to say most everyone loves having their picture taken! Consider organizing a special photo day for members of your corps and community. Hire a professional photographer or ask a friend of a friend who has a nice camera – and then a pick a theme and collect costume items! Next, decide how much you want to charge, when you want to schedule it, and if you want to offer sessions (appointments) or walk-ins only.
Tips:
Theme ideas: Wild West, Victorian, Clowns, Famous People, Superheroes, Disney, Movies, etc. etc. Even simple outdoor portraits would be popular!
 
Consider editing the photos before giving them to the participants (the extra touch goes a long way)!
 
Do you have a corps directory? If not, consider doing one as your fundraiser! Scrap the theme ideas and instead take nice pictures of your corps members and accept donations in lieu of mandatory payment. That way, you won’t be alienating anyone from the directory who couldn’t afford to pay.
 
If you don’t want to make a traditional directory, print the photos individually and tack them on a bulletin board in the corps and make that your ‘Corps Family’ board!
 
It’s easy for the photo shoot to fall on one person’s shoulders; if several women from your corps wish to attend We Will and hope to benefit from the fundraiser, find a way that they can all participate. Assign someone to ‘staging’ (helping families pose, moving hair out of faces, etc), someone to make kids smile for the camera, someone to manage the families waiting and direct them when it’s their turn for photos; ask another woman to help in getting the photos to the families after the shoot, and a few more to help set up and tear down costumes and backdrops/decorations.
TRUNK WARS
Based off the TV show Storage Wars, the basic premise of this fundraiser is to auction off items out of the trunks of cars! Anyone who wants to participate will fill their trunk with items, placing them in bags, containers, and/or in plain sight. The participating cars will line up with their trunks open; everyone who is “shopping” will then walk around and survey the goods – but they can only look, not touch (preserving the mystery of items enclosed in bags/boxes). Your live auctioneer will go car to car, auctioning off each until they’ve been sold (100% of the money going to the fundraiser). The highest bidders will then collect the items they won, open them, and see what they got!
Tips:
 
 
 
 
 
 
You may consider creating clear parameters/guidelines to what fills each trunk, such as, ‘contents must be worth at least $20/be something you yourself wouldn’t mind winning.’ Ensuring that the winners are not gifted with junk/useless items will only help your event, and your corps members will have had so much fun, this fundraiser will be in demand in the future.
 
 
 
 
 
 
 
Be creative! You don’t have to completely fill a trunk; a car or two with one solitary item, hidden in a bag, sitting on the floor of the trunk will intrigue people. Mystery = good.
 
 
 
 
 
 
 
Consider allowing people to work in pairs/groups to fill a trunk. Doing it alone can be intimidating and a lot of work. Maybe your youth group would like to ‘sponsor’ a trunk, or maybe there’s someone who wants to participate but doesn’t have a car – yay teamwork!

• • • • • • • • Make sure you not only have trunks to sell, but shoppers to buy them!
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