Fundraise for SARA

From birthdays to bake sales, there are many ways to fundraise and support our mission to eliminate sexual violence and its impacts in our communities.

Hosting an Event to Benefit the Sexual Assault Resource Agency

Generous and kind people spend their own time and money to organize fundraisers for SARA. These events include everything from bake sales and dance parties, to tattoo fundraisers, cocktail hours, and more.

We developed this toolkit to help you plan.

About Third-Party Fundraising
Getting Started
Fundraiser Ideas
Publicity Tips
FAQs
Finally, fill out this form to submit your event!

Please note fundraisers which benefit SARA should positively reflect our mission and vision. The agency reserves the right to decline any fundraising proposal that is not in line with our mission.

About Third-Party Fundraising

What is a third-party fundraising event?

A third-party fundraising event is conducted by an individual, group, or organization in the community with proceeds to benefit the Sexual Assault Resource Agency.

Who can host a fundraiser on behalf of SARA?

Individuals and organizations can host an independent fundraising event to support SARA. These can be civic organizations, businesses, or grateful beneficiaries or their loved ones. Anyone in the community can hold an event to support the areas of greatest need or a specific program of your choice.

How will this toolkit help me organize a fundraiser?

The Third-Party Fundraiser Toolkit is designed to make planning your fundraiser as easy as possible. From creating a timeline and a budget, to organizing and publicizing your event, it is a complete planning guide to become a successful fundraiser for SARA.

Where will the donations go?

There are many services and programs at SARA. Donations that are directed to the ‘area of greatest need’ are the most flexible for SARA to use. If you have a passion for a specific area, we will work with you to ensure your donation goes directly to that area.

How can SARA help me?

Ways that SARA can help with your fundraiser:

Provide consultation on fundraisers and events

Provide a letter of authorization to validate the authenticity of the event and its organizers

Provide and approve use of our logo, provided that certain criteria are met*

Prepare materials, branded, and/or banners** giveaways for your event

Develop a custom fundraising page for your event to track progress

Coordinate check presentations

Help you select an area of SARA to support

*Approval of event marketing materials where the SARA name, logo or images are utilized is not optional.  

** Event Banners will be provided depending on availability. Event organizers will need to pick up banners at the SARA office and return the banner within 2 business days.

Ways that we cannot help:

Provide our sales tax exemption number. However, we can provide our Tax ID number within the toolkit.

Insurance or liability coverage

Mailing list of donors and/or vendors

SARA letterhead or stationery

Funding or reimbursement of your event expenses

Paid publicity. However, we may be able to share your event on social media.

Guaranteed attendance of SARA staff, board, or volunteers.

Submit an Event Application

Getting Started

Deciding to host a community fundraiser for SARA is a huge accomplishment in itself – thank you!

Here are 10 easy steps to get you started.

Believe in SARA's Mission to eliminate sexual violence and its impacts. Having a passion for the cause will make planning an event much more fun and successful.
Form a planning committee. Get a group of enthusiastic and dedicated people together who share an interest in raising money for a great cause! Working with a great team will increase the probability of a successful event.
Brainstorm. Gather the planning committee to brainstorm ideas for your fundraiser. Give your imaginations free rein! When more people are involved in planning, the more committed they'll be throughout the process.
Choose the “right” event. The type of event you choose should fit the size, interests, talents, goals and time availability of your planning committee.
Identify your target audience. Who is most likely to attend and support the type of event you have selected? What kinds of events and activities will your target audience enjoy, engage with, and donate to?
Develop a budget. Identify all the expenses involved with your event (invitations, postage, rental space, signage, food and catering, promotional materials, website, advertising, etc.) Think about possible sources of funds, and people and companies you know who may be able to donate products (food, equipment) or services (like design, printing, photography) to reduce your costs. We encourage you to maintain fundraising expenses at 20% of your budget; we want you to use your resources wisely.
Develop an event timeline. A timeline is important in planning and communications strategy for your event.
Schedule the event. Select a time that is convenient for the planners and audience alike. Be sure to check local community calendars for conflicting events (See the list of community calendars in our toolkit.).
Collect all funds. We ask that all event proceeds designated for SARA be forwarded to the Sexual Assault Resource Agency within 30 days following the conclusion of your event.
Say thank you! Sending thank-you letters, notes or e-mails to everyone who participated in or supported your event shows your appreciation and reinforces their goodwill about supporting SARA. If you share names and contact information of participants and organizers with us, we’ll do the rest!

Events Ideas

We suggest thinking of something you enjoy doing and working to add a fundraising component to that. This way your event begins with a foundation of FUN, in addition to giving back to a great cause!

Athletic Event Ideas

You can raise money for SARA from almost any athletic event!

5k Run
Bike Race
Fitness Class
Dodgeball Tournament
Bowling Tournament
Golf Tournament
Arm Wrestling

Birthday or Anniversary Party

Do you have an upcoming birthday, anniversary, or celebration? Consider making a contribution to SARA in lieu of gifts.

Ask your friends and family to do the same.

Cocktail Party

Throw a cocktail party in your home or at a local restaurant. Ask friends to donate $50 and then spend no more than $20 per persn on the food; this will ensure you will have a good amount to donate by the end of the night. Include a raffle to increase revenue.

Donation Drives - Click here for SARA's wishlist.

Host an event and make a donated item the price of entry.
Partner with a store to collect donations from people coming to shop.
Collect donated items at your office, school, or any other location!

Create Your Own Event

Get creative and fundraise your way with your own special event!

Bake Sales
Car Washes
Garage/Yard Sales
Lemonade Stands
Raffles
Donation Drives

Submit an Event Application

Publicity Tips

These tips and tools will help maximize publicity of your event through the media at very little cost.

Create a Timeline to Maximize Publicity

A timeline is important in planning a communications strategy for your event. Keep this timeline in mind as you put together a publicity plan:

3-4 months before the event:

Identify your target audience based on demographics, interests and location, and develop a targeted media list.

4-6 weeks before the event:

Distribute media materials (i.e. community calendars, press release, social media posts, etc.).

2 weeks before the event:

Make follow-up calls and send e-mails to media who received the information.

1-2 days before the event:

Email a press release with the basic information about your event (who, what, when, where and why) to the TV news assignment desks and photo desks at the daily newspapers. If your event is approved, SARA can provide a press release template for your use.

Take Photos

Photos are a great way to document your event, whether for publicity or simply to share with family and friends. Here are some tips on capturing special moments at your fundraiser:

Write out a targeted shot list in advance to make sure you get photos of everything and everyone you want

Please, make sure your audience and attendees consent to being photographed.

Take candid and close-up shots that capture the different aspects of your fundraiser

Capture images of your sponsors, host venue, etc.

Include three to four people in a photo for the best publicity shot

After Your Event

Send in Your Donation/Proceeds

Mail a check to:

Sexual Assault Resource Agency

335 Greenbrier Drive, Suite 102,

Charlottesville, VA 22901

Checks should be made payable to the Sexual Assault Resource Agency.

Include a short note explaining your fundraiser. If you share contact information of attendees and donors, we would love to thank every individual involved!

Once we receive your donation, an acknowledgement letter will be sent to you for tax purposes.

Send Us Photos

E-mail the best 3-5 photos from your event to: donors@saracville.org

Logo Use

As stated in the guidelines, use of the SARA logo is allowed for up to 30 days after your event. Please, remove logos from any materials after this time unless express permission is granted by SARA’s Executive Director.

Start Thinking of your Next Fundraiser!

The best time to think of a new idea is right after an event or fundraiser. Gather the planning committee for one last meeting, think of what went well and what could be changed to make the next event even more successful.

Frequently Asked Questions

How long does it take to get my Fundraiser Proposal approved?

Proposals are reviewed and decisions are communicated within 10 business days of receipt.

Do I need to create a 501c3 (non-profit) organization to host a fundraiser for SARA?

No, anyone can host a fundraiser for SARA with our approval. Staff can provide an authorization letter confirming the organizer’s intent to raise funds for SARA.

Can someone from SARA help me plan my event, and attend and/or speak at my event?

We are happy to provide guidance for your event, but we do not have the staff to handle the organizational and administrative tasks associated with third-party events. We do our best to attend events supporting SARA, but we cannot guarantee attendance.

Can I use SARA’s name and logo?

Once your fundraiser is approved, we will provide you with SARA’s logo for your marketing materials. We must review everything with our name and logo before it’s printed or distributed. This includes the use of the SARA logo on your website or your company’s website.

Can SARA provide insurance for my event?

Because SARA is the beneficiary and has no direct involvement with running the fundraiser, we cannot provide insurance for third-party events. The event organizer is responsible for obtaining insurance for the event.

Can SARA help me get a permit for my event?

The organization and execution of the event is the responsibility of the event organizer. The event organizer must obtain any necessary permits or licenses.

Can I use the SARA’s Tax Exemption number?

Because SARA is not hosting the event, it is considered a third-party event. For this reason, you will not be able to use SARA’s IRS 501(c)(3) charitable classification, federal tax ID number, or tax-exempt certificate.

Will each of my donors get a receipt?

SARA cannot issue charitable tax receipts for donors or sponsors who make payments directly to your third-party event. If your donor wants a receipt, please be sure the check is made payable to the Sexual Assault Resource Agency and leave the check in its original form before sending it to SARA.

There are complex regulations around the distribution of charitable tax receipts. This includes donations of money, in-kind items and services. Issuing an inappropriate receipt can put our charitable tax status in jeopardy so please do not promise any kind of receipt. For more information about charitable tax receipts please contact the donors@saracville.org.

Can I pay myself back for expenses I’ve incurred?

We recognize that some coordinators need funds to run an event and pay expenses. However, SARA cannot fund or financially support community fundraisers. Coordinators are responsible for covering all expenses and cannot be reimbursed by SARA. For these reasons, as you start to collect money you may want to keep some funds on hand to help pay your expenses. This amount should not exceed 30% of your gross revenue. In your planning process, make sure to develop a budget reflecting the type of event you are having and the many costs related to the event.

Can we have a check presentation at SARA?

Yes, we can arrange for a check presentation to be held at the SARA Office. Please contact the -- to schedule a time.

Should I send a personal thank you letter or card to my donors?

Definitely! It is important to thank everyone who was involved with your fundraiser! If you have contact information, we can also send thank you notes!