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Portrait Day Fundraising Event

A portrait day fundraising event offers excellent value to customers and nice profits for your school or organization. The concept is simple: Hire a photographer to take family or group pictures. After paying the photographer, the remaining money goes to your organization.

Pick a Date
Schedule the photo shoot for a Saturday at least four to six weeks in advance. The more advance time you have, the more time you have for selling. Check your local calendar. Make sure there are no other big events going on that day.

Pick a Location
Your location should be spacious and indoors. Think school gym, auditorium, or recreation center. Consult your photographer for an ideal space. The photographer may want to inspect the place before the shoot to insure it's adequate.

Also, consider a place that has facilities so your customers can dress and undress. More on that under "planning."

For greater sales opportunities, pick a place and date you can piggyback off another event. For example, coordinate with a county fair or festival. This will allow you to take walk-ins and passersby.

The Photographer
You have several options here: use someone within your school, church, or organization who is a skilled portrait photography. Hire a local portrait photography studio.

Some studios are specifically equipped to handle fundraisers. They will provide the photographer(s), promotional flyers, and a photo "session" on the event day.

Planning
Consider individual, family, group with friends and even special themes like "the 80s" or "vintage" photos. For these themes, you'll want a place for your customers to dress/undress. A photography studio can give you tips on making this work.

 You'll need all of your team to pre-sell picture packages to parents, relatives and friends. You'll also need someone in charge of the booking system (more on this in a minute). And you'll need someone to coordinate with the photography studio.

Advertise
Some photography studios may provide a sales flyer for your event. If not, design and print your own. Design and print a flyer that can be distributed. List the Who? What? When? Why? Where? and How? of your event. Have your sales team post these around town in community centers, schools, malls, libraries, and other high-traffic areas.

Use the web—Facebook, Twitter, MySpace, and email to get the word out.

Booking System
Because you're working within a limited time frame, you'll want an appointment book to let customers know when they are scheduled. You don't want everyone showing up at the same time.

Each selling volunteer should have an appointment sheet with a specific window of time. For example, Sara's customers should be scheduled between 10:00 and 11:00 am; Steve's for between 11:00 and 12:00 and so on. Allow exceptions to this, but stick to it as much as possible. It will keep the process smooth for everyone.

Another way to schedule is to just have the customer pick a time that works for them. This will involve closer coordination to ensure that the day's appointments are spread evenly across the day.

Collecting the Money
Get parents, relatives and friends to purchase photo packages in advance. Give them several different options to choose from. Provide buyers with a receipt that shows what they bought, when they are scheduled and where to go. Allow them the option of upgrading their purchase on the day of the shoot.

Keep a record of all transactions. Ideally, you want all of this info on your booking sheets. Collect name, email, phone, and package bought. For this, design and print a ticket where you can write in all of this info and list the different portrait packages. 

Sell Add-Ons
Don't forget to offer additional items that can be added with a portrait. These include coffee mugs, key chains, buttons, mouse pads, and the like. Have your photography studio or independent company provide these services. These items make great gifts for the holidays.

Communicate
Send reminder emails and make phone calls to all customers a week before the event. And be sure to call the photography studio with a reminder.

Summary
A portrait day fundraising event provides a lasting image for your supporters while giving your school or organization a chance to raise funds. Pick a theme or let your customers come as they want. Whatever you do, have fun.