Last updated on February 6th, 2023 at 03:44 pm
Some meet hosts seek advertising, sponsors or donors to support their meet. This post provides a general overview of how to involve businesses. It also provides a specific example of the way one meet host handled donations. The post, Boost Swim Meet Income Through Fundraising gives additional ideas for fundraising at swim meets.
Contents for Donors, Ads and Sponsors: Swim Meet Fundraising
Personnel
Fundraising through advertising as well as seeking sponsors or donors is a big job. It is wise to get a person, or people, to focus only on this. Use either an effective individual, or a small, dedicated committee with quality leadership. Depending on the number of meets hosted each year, this person or committee could work year-round, or, just for a specific meet. They may also need to coordinate with the meet director and facilities manager at times. Two examples of the need for coordination include: when a contract need signing or if there are special sponsor needs. For example, the need for free tickets, banners, public address acknowledgments, etc. In these, and other, cases, coordinate before reaching a final agreement with the donor or signing any contracts.
Standardize Benefits
Chances are the meet host is either a long time presence in the community, or would like to be. In order to keep a good reputation, it is vital to treat all donors with fairness. One step is for the meet host to standardize any benefits offered to those purchasing advertising, donors, and sponsors. The following example demonstrates why.
While seeking donations for a swim meet, two different members of the committee approached two different food vendors. One promised the first vendor the hanging of their banners at the meet. The other person did not think to make this offer. When the second business delivered their donation, which was actually greater in value than the that of first, they were resentful about the lost chance to advertise.
This same problem can also happen if one person works with businesses which make different types of contributions. Cash donations are often readily acknowledged. However, it is important to acknowledge the value of in-kind donations too. This is especially true when trying to create a sustainable fundraising environment within the community. It is important to not only standardize the benefits, but also make them clear to all helpers.
Example
Below is one example of a standardized benefits program. It is the fundraising brochure from the 2016 Western Zone Age Group Championships (2016WZAG). Both potential donors and those seeking donations received a copy.
- 2016WZAG Fundraising Brochure (Click to view PDF file)
Tracking Ensures Benefits are Given to Donors
Once benefits are clearly promised, delivery is essential to keep a good reputation. Clearly assign this responsibility to someone. The use of a tracking sheet is also advised.
Example
The spreadsheet used to track the delivery of promised benefits to meet donors of the 2016WZAG meet is below.
- 2016WZAG Supporters Perk Tracker (Click to download EXCEL file)
High-Quality Digital Copy, Ads and Artwork
Use high quality digital copy, ads and/or artwork to advertise or recognize donors. It works best if the business or donor provides it. Once the meet host and business or donor reach an agreement, try to get it quickly. The meet program creator will use it at least one to two weeks before the meet. Others may need it even sooner by others. Warn donors of any copy, logo or photo restrictions when making the request. If unfamiliar with the specific types of files needed, ask the one(s) who will be using it. They can tell you what to ask for.
Example
Below is the partial meet program from the 2016 Western Zone Age Group Championships. For privacy, reports specific to the meet are not included.
- 2016WZAG Souvenir Meet Program-partial (Click to view PDF file–NOTE: Original program also included psych sheet and teams report)
Preparing for a swim meet? Check out The Ultimate Swim Meet To-Do List. Then, get a bird’s eye view of Who does What at Swim Meets. Both include easy-to-follow links to related information. Doing a smaller, simpler meet? Host a High School or Developmental Swim Meet will help.
Need more help? See 20+ Ways to Get Swim Meet Timers and Officials: 20+ Ways to Get them for Swim Meets.
Also, discover a few things you can do to Increase Safety at Swim Meets. Find ideas to implement before your meet as well as last-minute quick and easy tips!