Car Wash Fundraising Event

Step-by-Step

1. Find a location

- Make sure that it is in a high traffic area

- Make sure that you have permission to use the lot

- It is really helpful to have a location that has shade or inside place where customers can wait while their car is being washed.

- Auto Zone has been a great place in the past

2. Select a date

- Select a date about a month in advance

3. Find a team of volunteers to run the event

- At least 7 people

- 1 person looking after the money

- 2 people holding signs

- 4 people washing cars

4. Schedule location

- Be sure to contact the owner of the parking lot and schedule your date

- Be sure to get confirmation in writing

5. Create advertising - be sure you know all the avenues provided by your institution

- Create a hashtag for the event

- Be sure to use Letters in Motion logos

- Poster

- Series of Facebook posts

- Make an event on Facebook and invite all of your friends

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- Slide for TV displays (for schools or locations that will let you advertise free of charge)

- Add for student newspaper (if free of charge)

- Other common free advertising venues are - campus bulletin board displays, campus activities newsletters, campus activities calendars, church bulletins, city hall newsletter, chamber of commerce

6. Share advertising - 3 weeks in advance (2 weeks minimum)

7. Gather supplies - get as much donated as possible!

- General supplies

- Signs - use logo

- Folding table

- Around 4 - 6 chairs

- Cooler with waters

- Letters in Motion Car Decals

- Sunscreen

- (Optional) Individually wrapped snacks

- (Optional) Pop-up tent for additional shade

- Pens and paper on hand

- Trash bags

- (Optional) Letter writing station so guests can create a letter while they wait (ideal if you have an inside location)

- (Optional) Sell shirts

- Money supplies

- Donations jar

- Envelopes and change roles - to count money after event

- (Optional) Money box

- (Optional) Credit card reader

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- Car wash supplies

- Sponges

- Car wash soap

- (Optional) Bug brush

- Two hoses (spray heads are really nice!)

- Also, be sure that your location has a hose spicket

- You may need an extension for the spicket to allow you to use two hoses

- LOTS drying towels or shammies

8. Prep for event - one week before

- Make sure that you have all your supplies

- Assign who is bringing what to the event

- Create signs - neon pasteboard signs

- This needs to be a donation car wash - do NOT set a donation amount

9. Set-up event - be there 1 hr. in advance

10. Host event - should be out there at least 4 hrs. to make it worth your time

- Everyone needs to wear Letters in Motion shirts

- Be sure to count how many cars you washed

- Offer water and a car decal to each customer

- Take pictures and post on social media during event using approved hashtag

11. Clean-up post event

- Do NOT leave any trash!!!!

- Hose down parking lot

- Everyone needs to help breakdown and clean-up

- Count money on the spot (weather permitting)

12. Post event evaluation

- If you can, go get lunch or dinner as a group and talk about event

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- Make a list of what went well and what didn’t go well

- Count money

- Reconcile money - subtract any expenses from profits and then divide what is leftover among volunteers so each person knows how much they can expect to receive

- Complete post event evaluation form and give to your district coordinator

- If you haven’t yet, post picture of event on your Facebook page thanking everyone involved and the customers who showed their support.

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