How to organise a trivia fundraiser (on a budget)

Remember those Cadbury choccie fundraising boxes you had when you were a kid? For weeks you'd lug the box around everywhere, only to sell a few measly Caramello Koalas. Then inevitably, mum would end up fishing a fifty from her wallet to buy the lot.

Planning a fundraising trivia event without a plan is like that. But this time, it won’t be mum’s purse paying the difference, it’ll be your fundraising profits.

The good news is, with a touch of creativity and a splash of bravery, it’s possible to plan a fundraising trivia night on a shoestring budget. Here's how.

How do I approach businesses for freebies?

It’s important that you approach local businesses with a partnership and collaboration mindset.

Explain to them that supporting your cause is mutually beneficial. Putting their brand in front of 150 fresh faces is an incredible opportunity for them, so make sure you tell them this!

Offer them the chance to include signage, flyers and special offers to your guests, both on the night and during the lead-up via an email campaign.

Get on Instagram or Google and find local businesses first, rather than approaching chain stores. You will have much more success, I promise!

 

Download our template letter for requests to businesses

 

What types of businesses should I approach for freebies or discounts?

There are two main categories you can consider:

1. Physical items and in-kind services that will help you run your event
2. Physical items and service vouchers for silent auctions and prizes

Physical items and in-kind services that will help you run your event
 

• Supermarkets like Coles and Woolworths often support community and fundraising events with food and drink donations. The best chance of success is to approach the store manager in person.

 

• Local liquor stores are often able to donate wine and spirits for your event in return for publicity.

 

• Local audiovisual hire companies will often offer a discount for use of their equipment such as speakers, microphones, projects and so on. In addition, schools and churches often have this gear and are happy to lend for a good cause.

 

• Printing companies may be able to provide a discount on printing and paper.

 

• Your workplace could be a great place to ask for in-kind donations, such as printing and paper, or something that is directly related to the products or services they provide.

 

• Local bands and local community radio stations can be a great place to source bands and DJs.

Try to utilise your personal networks to fill in the gaps for things like plates and cutlery, fairy lights and other decorations, table cloths, and so on.


Physical items and service vouchers for silent auctions and prizes
 

• Alcohol such as bottles of champagne and single malt whiskey

 

• Kitchen and homewares such as Le Creuset pot sets, pure french linen sets or a new top-of-the-range toaster and kettle combo

 

• Gardening equipment like potting mix, a new hose or a few new pot plants

 

• Children’s toys such as a new train set or an educational Meccano build-it-yourself robot

 

• Product gift vouchers for local stores like nurseries, gift stores, florists, restaurants, cafes, butchers, grocery stores, cinemas, camera and book shops.

 

• Wellness and fitness studios and salons like hairdresser and beauty salons, yoga studios, gyms, and personal training studios.

 

• Health services like dentists, chiropractors, osteotherapists, physiotherapists, and remedial massage therapists.

 

• Business and digital services like website build and updates, digital marketing and social media services, financial and accounting consulting, graphic design packages and so much more.

 

Step Two: Find a venue… for free

Here’s another opportunity to flex those freebie-asking skills.

Repeat after me: “I will not pay for a venue for my trivia fundraising event.”

This is important. It can be really tempting, when faced with a sea of "no’s" to cave in and pay a “small fee” for a venue.

My friend, these “small fees” can eat into your fundraising profit if you’re not vigilant.
 

Keep in mind while searching for a free venue...

• Utilise your networks – You will have greater chance of success at free hire if you go through your current networks, or tap into your friends’ or family members’ networks. It never hurts to ask.

 

• Pull up your sleeves and give it some elbow grease! – You'll be amazed with what you can do to a shabby, old venue with a broom, a team of helpers, some fairy lights, and a lot of heart.

 

• Invite your ‘thirstiest’ friends – If you can guarantee a large and thirsty crowd of guests, some licensed venues are happy to provide their space for free.

 

To get your ideas flowing, here are some great ideas for venues:

• local bowling clubs (bowlos)
• pubs/bars/taverns and restaurants (HOT TIP: try The Old Fitzroy in Woolloomooloo and don't forget to mention you're fundraising for The Fred Hollows Foundation!)
• returned services leagues (RSLs)
• sports organisation venues like your local footy club or surf lifesaving clubs
• dance schools
• yoga studios
• school schools (those things where kids hang out)
• community centres
• community halls
• community-run collectives (like the Red Rattler in Sydney)
• your workplace
• your friends’ workplaces

… there is no end to options, start brainstorming!

Step Three: Two words - ‘Reverse. Budgeting.’

Believe me when I tell you, events can be expensive if you’re not wary of the accumulated costs.

While your ticket price for the event should be able to cover costs and make a profit, it will take some careful planning to ensure you 're not forking out for a whole range of miscellaneous event items.

Here are two fundraiser event budgeting tips that'll ensure your success:

1. Become the aforementioned freebie-gathering expert
2. Employ the ‘reverse budgeting’ technique and thank me later

 

Reverse budgeting is generally used for personal saving, but you can apply the principle to fundraising events as well. Flipping the traditional approach on its head, reverse budgeting prioritises your desired profit amount, instead of fixed and variable expenses.

This way, you won’t chew up your profits without realising!
 

Reverse budgeting 101: Follow these steps

1. Ask yourself, ‘how much do I want this event to raise in profits?’
2. Identify all possible expenses
3. Add a buffer for those ‘unexpected expenses’
4. And finally, determine your ticket prices for your event accordingly

 

Need help budgeting for your trivia fundraising event?

Download our FUNDRAISING EVENT BUDGET TEMPLATE

 

Luckily, trivia fundraising events provide the perfect opportunity to include extra fundraising activities, maximising your profit exponentially (more on that in the next step on ‘upselling’)!

 

Step Four: Upsell, upsell, upsell!

Picture this. You’re standing in a room filled with people who have loved and supported you your entire life, and who believe in the cause you’re fundraising for. ‘Happy chemicals’ like oxytocin and dopamine will be through the roof!

What better time than to add additional donation options!

Not only will this increase your profits, but it will ensure your guests have a great time. You want them to leave buzzing with energetic enthusiasm, and feeling great about their contribution to the cause.

Here’s a list of fundraising ideas you could use during the event:
 

Event 'subsidiaries'

Some of the best extra donation opportunities are the ones that either need no facilitation, or that you can delegate to someone else! These can include:
 

• Low price-point raffles – ask a friend to walk around selling raffle tickets for a few dollars each (try using the ‘cute kids formula’ below for this one)

 

• ‘Cute kids formula’ – if you have kids, or know anyone who does, my advice is… put them to work. Give them a jar each (not glass!) and task them with walking around collecting coins from your guests. Dress them up in a cute fairy outfit for extra impact!

 

• Silent auction – you’ve all seen these. A smorgasbord of purchase-worthy items or services are laid out on a table. Guests can bid for the ownership of anything from a snazzy artwork, to a singing lesson or a full new website build.

 

• Guessing competitions – Put a spin on the standard jellybean competition and create a collection of jars with unconventional items inside them, asking guests to guess the quantity. These items could be related to your theme, cause or could be completely random.

 

Organised activities

These are usually best placed between trivia rounds or during an ‘intermission’, and are usually run by either the host or the Quiz Master.

Charge a small fee for entry - if you have 100 attendees and you charge them 50 cents for entry, that’s $50 per game!

You should procure prizes for these games for free, and they don’t need to be impressive (save those for the lucky door prize!)
 

• Stab the joker – Pin 20 - 30 playing cards (including one Joker) onto a cork board and hang on the wall. Have the participants aim darts at the playing field of cards (give them 3 turns!). If they hit the Joker, they get a prize!

 

• To match the theme – If you’ve picked a theme for your event, a competition related to that theme can be a fun way to raise some cash! For example, the Rubik’s cube theme has a game naturally attached to it. The Rubik's cube clothes swap game requires participants to wear all the colours of the Rubik’s cube, but to finish the night in just one colour, by swapping clothes with other attendees. You could also play games related to the charity you’re donating to.

 

• Icebreaker games – While icebreaker games at networking events are very uncool, those same games at a trivia night just aren’t - that’s a fact. There are a multitudes of ideas available online (google ‘icebreaker games that aren’t boring’ and you won’t be disappointed).

 

• Heads or tails – The Quiz Master needs a coin and the participants need a head and a backside. Participants predict whether a coin will be heads or tails by touching the appropriate part of their body! Those who got it right stay in the game, and those who didn’t are out. Last person standing gets a prize.

 

Penalties agreements

Have your guests agree to a few rules for the night, which will include ‘payment penalties’ if they are broken. Store coins and slips of paper with the amount and broken rule written down in a jar on the table and tally it all up at the end of the night.
 

• Phone usage during trivia rounds – this is a big ‘no-no’. If anyone is caught using their phone to research an answer, penalise them big time!

 

• Saying a certain word – Choose a word people use regularly, like ‘um’ or 'can't', and charge a very small amount for every time they use that word.

 

IMPORTANT – CONSIDER PAYMENT OPTIONS ON OFFER AT THE EVENT!

Remember to let your guests know to bring some extra cash, otherwise they probably won’t! These days, electronic donation options should be available at the event. Ultimately, this will benefit your fundraising efforts in a big way! Please contact us if you’d like to include this option at your event.

Another idea could be a ‘sub-total’ card for each attendee. Guests tally their expenditure throughout the event and complete the payment at the end of the night.

Remember, the easier you make it for your guests to spend their money (in small increments), the better!

Step Five: Track down the perfect Quizmaster… you guessed it, for free.

Sourcing a Quizmaster is like sourcing a guest speaker for a work event, or an emcee for your wedding. They must be entertaining, accomplished and organised.

Someone who has a history of public speaking or comedy, is a notable public figure, or has an impressive personal biography, would be perfect. You might not think you know anyone like this, but try putting some feelers out on Facebook or around work. Someone will know someone impressive!

If you are able to secure a notable public figure like an actor, be sure to advertise this fact enthusiastically!

Ideally, engaging your Quizmaster should be free of charge. Given the importance of this role for the success of the event however, you may choose to hire a professional.

If you do decide to go down that road, shop around and ask for the most competitive rate available for fundraisers.
 

We've compiled a list of our recommendations for paid Quizmaster providers...

DOWNLOAD THE LIST NOW

Ready to get fundraising?

Set up your fundraising page and share the link with all your friends and family. Be sure to share it on social media and encourage people to share with their network as well.

Feel free to contact us with any questions.

• Email: [email protected] 
• Phone: 1800 672 892

One last thing...

Don’t forget to enjoy yourself! Trivia fundraising nights are an extremely effective way to raise money for your cause.

Throw in a quirky trivia master, some sweet tunes, and the opportunity to flex that neglected organ in your head (your brain!), and you have yourself a perfect night out.

To track your fundraising progress, make sure to start your personal fundraising page over at fundraise.hollows.org.

Contact us at [email protected] or call us on 1800 627 892 if you have any questions or need support - we’re happy to help!