If you want to raise money for a school music group or your church’s youth program, a benefit concert can be a fantastic fundraising idea. But before you get started, it's helpful to understand how to organize a concert fundraiser efficiently and cost-effectively.
Discover our top tips and tricks to ensure your charity concert is as affordable (and successful) as possible.
1. Set goals and a budget
The first step to setting up a benefit concert without emptying your wallet is to decide what you can realistically spend. In other words, you need to set a budget. Think about what you're trying to accomplish with this fundraiser (i.e. your goals) and how much it will cost to get there.
Typical expenses include:
- Venue reservation
- Refreshments
- Fees for artists and performers
- Merchandise
- Electronic equipment
When setting goals, it’s helpful to ensure they’re “SMART”—specific, measurable, achievable, relevant, and time-bound. Having realistic and clear goals makes estimating a budget for your fundraiser easier.
2. Select a venue and date
Once you’ve set your goals and budget, you can select a venue and date for the event. Consider the ideal number of attendees and performers, and ensure your chosen location can accommodate them.
You’ll also want to think about the equipment you’ll need, which may include:
- Instruments
- Microphones
- Speakers
- Projectors
- Seating
Keep in mind that different events will have different needs. For instance, a community-wide battle of the bands fundraiser will likely require a larger space than a small show with one singer. Make sure the venue fits within your budget, too.
3. Book your lineup
Who you ask to perform at your fundraising concert depends on your budget and audience interests. Many people start by looking at local musicians and bands, and you don't necessarily need a big-name performer to host a great event.
Quora user Katie Nguyen suggests, "People often think that a bigger name means you're going to automatically sell out a show, but…local bands actually do quite well because they book more shows in the area and have spent a lot of time developing a fan base and a wider audience."
Larger or more popular bands and musicians may also expect a hefty fee to play at your show. Local artists often have smaller or no booking fees.
4. Recruit volunteers
One easy way to save money when hosting a budget-friendly benefit concert is by recruiting volunteers to help with the event, rather than hiring for roles such as catering or security.
Keep in mind that volunteer recruitment requires advance planning. Krista, a RaiseRight coordinator who fundraises for a high school band and color guard booster club, spearheads a volunteer-run benefit concert annually. "Our band show is the most successful with enough volunteers. It takes a large crew at a specific time to make it happen. We need to be well-organized and start planning and recruiting well before the event."
Here are some other roles you can recruit volunteers for:
- Venue set-up and teardown
- Merchandise sales
- Marketing
- Concession sales
You can even make the experience more enticing by offering perks such as free admission, preferred seating, a food or drink voucher, or free merchandise.
5. Seek sponsors
Between venue costs, concessions, performers, and merchandise, it can take a considerable amount of time to break even on a concert fundraiser. That’s where sponsorships come into play.
Seek local businesses that are willing to support the show. Sponsors may offer anything from financial support toward your expenses to donation matches or food.
In return, you can promote their business through merchandise or tickets, thank them during the show, and even feature them in your marketing materials.
6. Set ticket prices
Ticket sales will likely account for the bulk of the funds raised during your concert fundraiser. This means you’ll need to set prices that accomplish two goals:
- Cover all the expenses associated with the show
- Help you raise money for your cause
To avoid overly expensive tickets, consider how much attendees are willing to pay while accounting for the volunteer help and sponsorships you can secure. One way to resolve this problem is by offering different tier options, like general admission and VIP (with low-cost benefits like preferred seating).
7. Promote your event
Ask one or more volunteers to handle fundraiser event marketing to help spread the word. For example, you can ask volunteers to:
- Create posters to hang at local businesses
- Post about the show on social media
- Design flyers to send home with students or distribute during your next meeting
- Write about the concert in your organization’s newsletter
Note that volunteers can include people in your organization. If your benefit concert event is being held for a school, you can also contact students’ parents and families.
Supplement your benefit concert fundraiser with RaiseRight
Now that you know how to organize a benefit concert that won’t break the bank, you’re ready to rock and roll. Whether the show is a one-time occurrence or an annual event, we know it’s a big undertaking. So, consider adding a RaiseRight fundraiser to your strategy for year-round earnings.
- Enroll your organization for free.
- Add participants to your RaiseRight program.
- Buy gift cards or shop online with brands you know and love, such as Amazon and Walmart. You can also earn by dining at participating restaurants or booking travel. You'll receive up to 20% back (sometimes more) for your organization!
With RaiseRight, your organization can earn money through everyday expenses, such as gas, groceries, or dining out. Even better, you can seamlessly incorporate this flexible fundraiser into your benefit concert or other event—whether it's purchasing supplies through RaiseRight or gifting performers or volunteers with gift cards as a token of appreciation.
