The key to a successful car wash fundraiser event is to eliminate chaos before it starts. Having done more than 100 car wash fundraisers myself, I can safely say that there is a right way and a wrong way to do a car wash fundraiser. Here are some tips in organizing your next successful car wash fundraiser.
ORGANIZING
Bringing the troops together isn’t easy. First they need to be motivated. Chances are you already have synergy in your group. You need to harvest this synergy to make an effective team. There are a number of assignments to do to have a successful fundraiser. If this is a sports team or other well-organized group, you will already have a support structure, which will help tremendously. You will first need to set up a car wash fundraiser committee. Here are the assignments:
Person in charge
Publicity coordinator
Location and site locator
Supplies needed person
Ticket sales captain
Shift scheduler
Post car wash follow up person
Environmental coordinator
Since you are probably in charge, seeing as you are reading this book, your job description is as follows:
Person In Charge:
Pitch the idea to a group and get them to approve it. Find volunteers. Make a time line starting six weeks before and up to one week after the event. Look over the descriptions of other assignments. Make sure you feel confident that each volunteer is capable and willing to do his or her assignments. Regularly check to make sure assignments are being met. Check often. Team follow up is essential. Also, get or make the tickets. Make sure you feel confident that you can do all this. If not, either get the confidence or explain briefly the car wash fundraiser idea and give this book to a person who you know can do anything. The other job descriptions are as follows:
Publicity Coordinator:
Call all local publications that are applicable and submit information to the Community Calendar sections. Call the radio stations. Make sure they put the event on the Public Service Announcements (PSA’s) schedule. Call local reporters and let them know of your event. Make signs. Make wrapped coffee cans for extra donations. Write a letter to the editor of your local newspaper two weeks before the event.
Location And Site Locator:
Find a visible high traffic location. Contact property owners. Get insurance for the event if property owners desire such. Discuss traffic flow with the property owner. One week before the event write a confirmation and thank you letter.
Supplies Needed Person:
Round up buckets, hoses, soap, sponges, towels, etc. Collect signs from the publicity person before the event.
Ticket Sales Captain (Coach):
Give out tickets to your group’s sales force. Keep a log of tickets given out and money collected. Schedule meetings two times per week with your sales staff. Make sure your log matches with the number of tickets and amount of money they collected.
Shift Scheduler:
Make sure you have enough volunteers to come and wash the cars the day of the event. Have exact names and times and make sure the volunteers know when they are working. Have phone numbers for all your volunteers. Call and confirm with each person the week of the event.
Post Car Wash Person:
Make certificates for the other assigned jobs on the committee. Make a certificate for the gas station owner or the property owner. Send a letter to the editor of your local newspaper publicly thanking everyone for their support. Make sure the car wash site is spotless when the car wash fundraiser is done. Sample standard thank you letters are in the Appendix Section of this book.
Environmental Coordinator (If Needed):
Make sure no car wash water goes into storm drains, ditches or waterways. Get vacuums to remove excess water, block off storms drains, etc.
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