Tips for Planning a Successful Zumba Fundraiser

FINAL TIPS FOR YOUR EVENT! HAVE FUN AND ENJOY

 

• Make a list of all the various tasks and delegate different responsibilities to individuals or groups
• Be sure to remind people that they don't need to have any previous Zumba experience to have fun at the event
• If children will be attending the event, be sure that the instructors know to play music that I appropriate for young ears.
• If there will be a silent auction, 50/50, raffle tickets or merchandise sold at the event, be sure to advertise this so interested people know to bring extra money
• Try to supply water for participants that don't bring their own
• Plan ahead as far in advance as possible ( at least a couple of months) to allow lots of time to promote the event and obtain any necessary donations of prizes or supplies.

Setting up the timeline of your Zumba Fundraiser Event

Plan ahead as far in advance as possible to allow lots of time to promote the event and obtain your volunteers and instructors.  Having a timeline in place needs to be specific since you are renting the venue for only part of the day.  The instructors as well, need to know the exact time the workout will commence in order to be prepared with the sound and get into the workout. Volunteers need to know what time to arrive in order to set up and break down. Below is an example of  timeline before the event even starts.

Setting up for your Event

Weather the venue is big or small,  having enough dancing space is critical.  The example below will give you an idea where to place your registration table, space for refreshments, sponsors as well as instructors.  Make sure to have this set up plan on paper and distribute it to all volunteers, instructors and anyone who will be setting up.

Ways to Increase the amount of Money Raised

To help bring in additional money at your Zumba Fundraiser, you may want to consider adding some of the following fundraising ideas to your event:

• A silent auction
• Raffles
• 50/50 draw
• Sell Zumba merchandise like rubber bracelets or t-shirts
• Sell branded items from the organization or school such as pins, t-shirts, or water bottles
• Sell snacks
• Have a donation jar at the registration table

Be creative! Prizes can range from many different items

Selecting Sponsors for your Zumba Fundraiser Event

Many companies love to sponsor events like this.  They are always looking for ways to give back to a cause and it is something to take advantage of.  The first step to selecting your sponsors will be to select companies that will facilitate items needed for your event such as water, breakfast items and gifts to raffle.  Local supermarkets requires a letter explaining your event and which cause will it benefit.  The mission and objectives of the event will need to be emphasized in the letter.
The Missions and Objectives of your Zumba Event need to be SPECIFIC!

Advertising your Zumba Event

 

Advertising your Zumba Event needs to be done about three weeks prior.  The invitation or flyer will need to include precise information in order for the attendees to know the exact location, time, date and what to expect at the event.  Below is a example of a flyer that can be posted at many locations such as community centers, post offices, and of course social media.

Delegating duties for your Zumba Fundraiser Event Part 2:

Registration -

Selecting someone friendly and responsible for your registration booth is crucial.  The registration table will be the welcoming station for your guests, this is why making sure the volunteer you select knows exactly what is going on and where things are.  This individual will also be responsible for handing out raffle tickets and answering any questions the guests might have.  The registration table should be organized and colorful for this type of event.

Refreshments -

The refreshments table should be set up with a variety of healthy snacks and plenty of water.  Having different types of flavored water will give your guests different options to choose from.  Fruit and power bars are also a great idea, specially if your event is scheduled in the morning.  This table should also be colorful and well organized.  Incorporating the five senses is critical in any event, and taste is one of the most important ones.