Planning a "Meet The Candidate" or Fundraising Event in 10 Easy Steps

Status If Done	Step	Activity	Notes
	1.	DATE: Choose a date that gives you enough time to contact guest and allow for follow-up. 4-6 weeks is the usual amount.
	2.	TIME: The time frame for most events are between 2 to 3 hours which can be scheduled as follows: 7:30 -9:00a.m. for breakfast, 9-11a.m. for brunch, 11:30-1:30 for luncheon, 3 -5 for coffees or teas 5:30- 7:30p.m. for happy hour or wine and cheese 7:00p.m. for dinner
	3.	THEME: Although a theme is not required, it may be helpful promotion tool for your event.
	4.	LOGISTICS: Caterer? Or will you prepare or purchase the food? Keep the menu very simple. Think of the food arrangement to help people network, table or counter close to entrance for greeting, signing-in and distribution of campaign materials, contribution bowl or table etc.
	5.	GUEST LIST: Organize your guest list. Decide on a manageable guest list and enter name, address, phone number, email address on the tracking form provided or an excel spreadsheet that can be electronically send to the candidate for follow-up and acknowledgments.
	6.	Contributions, if applicable: Choose a contribution amount (s) that you think your guests will be able to afford, but shoot high. If the event has a monetary goal, keep it in mind when deciding the contribution amount as well as the number of guests you have decided to invite. The candidate usually has pre-printed envelopes or forms for your convenience.
	7.	Solicitations: Begin solicitations for your party early. The earlier your invitation goes out, the more likely you will get a positive response. You are being provided a sample letter and invitation flier as a guide, or feel free to be creative. Special Note: As soon as the invitations/fliers/letter go out, begin making phone call to your guest list. When making calls, use the tracking form to record notes so that as you do follow-up phone calls or emails will be easier.
	8.	Finalize Plans: If you need volunteers to help greet, sign-in guests or need campaign material, contact our campaign office.
	9.	During The Party Have Fun! Introduce the candidate to your guests. About 30-45 minutes into the event, ask for everyone's attention and set the stage for the candidate to speak to your guests as a group by saying a few words why you plan to vote for him and why he is the best candidate.
	10.	After the Party: Provide the candidate the guest list including the contact information. Email is usually preferred, since it helps to expedite the acknowledgement process.

2006 PETER SAKAI FOR JUDGE
Paid for by "Peter Sakai for the 225th District Court" Campaign.
Mary Alice Cisneros, Treasurer, P.O. Box 15395, San Antonio, Texas 78212
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