Hosting your own fundraiser is a great way to raise awareness about epilepsy and to support the mission of the EAWCP, which is “to improve the quality of life for persons with epilepsy/seizure disorders and to dispel the myths, stigmas, and misunderstandings associated with epilepsy.” We call this a third-party event, which is an activity hosted by an outside party to raise money on behalf of the Epilepsy Association of Western and Central PA.
To assist you in your event planning, the EAWCP has developed the following guidelines to help make your event successful.
Six months before the fundraiser is scheduled, the host must complete and submit the Third Party Fundraising Event Proposal Form. The host will then be contacted by EAWCP staff to discuss the details of the event, and what assistance might be needed prior to the event. Once this conversation takes place, an acceptance letter and agreement will be sent from the EAWCP.
Set your goals for the event. Organize your team/committee so you can address these questions:
These points will help frame the next concrete steps you will take to make your event a success!
Two months before the event, you should be mailing or emailing publicity for your event. If you wish to use the EAWCP logo and/or promotional materials in your publicity material, please call the office for specific instructions on logo usage. All materials must be approved prior to distribution. Remember to add a registration deadline so you can have a better idea of how many people will be attending your event.
Marketing ideas include
Two weeks before the event, confirm your raffle/auction items, catering, and any giveaways you might be offering (t-shirts, etc.).
Day of event — Make sure your committee knows what their responsibilities are during the event. It is good to arrive two hours prior to the start of the event to set up registration tables and organize your raffle/auction items. Any catering expenses are the responsibility of the Third Party Coordinator.
After the event — You must submit all monies raised and provide a post event report to the EAWCP within 30 days of the completion of the event.
Photography — The EAWCP would love to have your photos to use on its website/printed materials. Please post the Photo Notification sign at your event, and send a completed Photo Release Form with any photos you submit.
Share your success with us! The EAWCP has had great success with third party fundraisers. We have had families host softball tournaments, golf outings, basketball tournaments and Wiffleball tournaments. In the summer, several individuals have held events such as purple lemonade stands, and garage sales. Other ideas include dinner parties, car washes, yard sales, dress-down days, and bake sales. Some of these events have become annual events, and continually raise funds and awareness for people with epilepsy.
Thank you, thank you, thank you — Always remember to thank everyone who helped or participated in your Third Party Fundraiser. Provide the EAWCP with an excel spreadsheet of your donors and we can send thank you letters on our letterhead to your donors.