Members’ night
Events, functions and fundraising activities
A members’ night involves your club taking members to a shop for a special night of discounts and spending.
This is extremely appealing for businesses, especially if it is organised after hours, as it brings them in substantial income.
In return businesses offer your club discounts, specials and a percentage of profits donated back to your club.
Popular businesses for this kind of event include stores that sell white goods, hardware, consumer items, sporting goods and fashion.
A great way to make this event more appealing for businesses is to join forces with other local clubs to provide an even larger amount of shoppers.
It is important to communicate the event to your members well in advance and if possible run it at the same time annually.
This allows for your community to plan for large purchases on your members’ night. Not only do they receive great discounts but are also helping to support your club.
Depending on the type of shop you choose, the event may be more suited to families, men or women. Take this into account when organising a store that will appeal to your audience.
Why a Members’ Night?
A members’ night is great because your attendees receive goods for their fundraising dollars and is a win for everyone involved! The business can expect strong sales, the members discounts and specials and the club, fundraising dollars.
While this fundraiser does call on your club community to donate you can invite your members to bring along family and friends.
When should I hold this fundraiser?
A members’ night can be held at anytime during the year but keeping this time consistent year to year is a great idea. This means that your members and supporters can plan big purchases to coincide with the night.
If you are considering a fashion retailer, linking it to a change in season (for fashion) is a great idea as people will often be looking to update or refresh their wardrobe.
Key Activities
These are the tasks you will need to consider assigning to volunteers at your club:
Before the Day
- Decide a date for the members’ night.
- Contact retailers and agree on the date and time.
- Promote the fundraiser.
- You may like to organise a bus to ensure a strong attendance.
- Organise volunteers to help.
- Organise any food and beverages that will be for sale or provided.
- Organise any raffles or auctions that might run at the same time.
On the Day
- Ensure the bus has arrived and your attendees are ready to go (if using a bus).
- Brief Volunteers of their roles.
- Enjoy the shopping!
- Monitor the event.
- Take lots of photos.
After the day
- Publicly thank everyone involved
- Announce the amount of money raised in club newsletters, on social media, website and around the club.
Who can help?
It is important to engage your members to help in the running of your fundraiser.
For a shopping tour you could approach them to help:
- Promote and sell the tickets
- Help organise any additional activities or raffles your club plans to hold on the day.
- Help logistically on the day
- Shop on the day!
You could also approach current club Sponsors for any prizes you plan to use.
Recruiting your people
It is important to create a culture of volunteering at your club to help not only with fundraising but also across the day to day running of your club. For more on how to create this at your club, click here.
Using technology to make it easier
You may like to consider using technology to reduce the work load on your volunteers and increase your fundraising dollars.
You may like to promote your shopping day online using social media, email newsletters and your club website. You might also like to live stream some of the day on social media to encourage people in the area to come down and shop!
Financial Considerations
There are generally no up front costs other than any promotions. Your ability to raise funds will be directly connected to how many members and supporters you can get to come along and shop!
Your club might also like to raise additional sponsorship dollars through other activities, such as a raffle.
Promotion
Be sure to promote the kind of discounts and bargains shoppers can expect and encourage members to invite their friends.
Member’s nights are best promoted using:
- Club website
- Newsletter
- Noticeboard
- Signs around the club (especially the canteen)
- Blackboards
- Club Facebook and Twitter.
It is a great idea to encourage your club community to bring their friends and family along too! The more people that attend the greater the opportunity to raise even more fundraising dollars for your club.
Communication considerations
You can use social media to build excitement and countdown to the day. You can also live stream parts of the event on the day so that those in your community that can’t attend can still be part of the event.
What can go wrong? (Risk Management)
Participant Safety
The health and well-being of those who attend your event should be a focus at all times. It is important that your club takes time to consider all possible risks and how to minimise these.
Licenses and Permits
It is important to contact your insurance company to ensure your public liability insurance policies cover the event.
Additional Factors to consider
Suitability
To ensure your club raises significant money it is important to ensure the shop you choose is appealing to your members and supporters.
Some shops will be more suited to families, while others may be gender specific. The more your members and supporters want to buy from the shop, the more your club will raise.
Additional Revenue Opportunities
A shopping night provides an opportunity to run a raffle or silent auction to help build your club’s fundraising dollars. It is important however not to take away from the day by overdoing it on the extra fundraising activities.
Disclaimer
This procedure should be treated as a guide only. Your club should seek advice specific to the needs of your club and event. Seek further details from authorities and service providers; especially in regards to insurance, licences, permits, spectator and participant safety.