Set Up Guide

New Pavilion + Picnic Area Fundraiser

Program Overview: Every community deserves gathering spaces where families can share meals, celebrate, and connect. A New Pavilion & Picnic Area Fundraiser makes this possible by uniting individuals, families, and local businesses to invest in a shared future. From covered pavilions that host reunions and celebrations to picnic tables that encourage families to gather, this project enhances parks, creates inclusive gathering spaces, and builds lasting community pride.

Set Up Guide for a New Pavilion + Picnic Area Fundraiser

1. Outline Simple Giving Options for Supporters

The first step in any successful fundraiser is giving people clear, meaningful ways to contribute. With a pavilion and picnic area project, it’s important to show donors how their support turns into visible improvements they can enjoy for years to come.

Set Donation Levels: Establish giving tiers that match realistic project costs. For example, $250 could provide landscaping, $1,000 might fund a picnic table, $5,000 could cover pavilion roofing materials, and $25,000+ could sponsor the pavilion structure itself. Linking donation amounts to features people will use creates motivation and pride in giving.
Allow Custom Amounts: Not every donor fits into a tier. Providing flexibility ensures that everyone, from families who frequent the park to local businesses, can contribute in a way that feels meaningful.
Set a Fundraising Goal and Show Progress: Share a clear campaign goal, such as $150,000 for the full pavilion and picnic space, and track progress with a visual bar. Milestone celebrations keep energy high throughout the campaign.
Share Impact Examples: Use design renderings, photos of similar projects, or community testimonials to show how the new space will bring people together. Storytelling connects donations to outcomes.

Tips for

Successful Fundraisers

Celebrate Progress Together: Share updates like “Halfway to funding the pavilion roof!” to energize supporters.
Recognize Every Gift: Thank donors through plaques on tables, social media shout-outs, or announcements at community gatherings.
Show the Impact: Share photos and updates on construction phases so donors can see how their support shapes the space.

2. Make Giving Simple & Accessible

Donors are more likely to give when the process is quick, convenient, and trustworthy. Offering multiple giving methods ensures wider community participation.

Easy-to-Use Donation Pages: Build a donation page that is simple, mobile-friendly, and accessible so anyone can contribute from home or at the park.
Multiple Payment Options: Offer credit/debit cards, ACH transfers, or cash/check payments. This flexibility ensures participation from both digital givers and those who prefer traditional methods.
Instant Digital Receipts: Provide immediate receipts so donors know their gift was received and can save records for tax purposes.
Collect Donor Details: Record names, affiliations, and contact information to personalize thank-yous and build stronger donor relationships.
Secure and Convenient: Guarantee that every gift is processed safely, reinforcing trust in the fundraiser.

Did You Know?

Offering donors naming opportunities — like sponsoring a picnic table — can lead to larger gifts and long-term support.

3. Keep Your Fundraiser Organized

Strong organization ensures the project stays on track and that donors feel valued. Thoughtful communication and transparent reporting turn one-time gifts into long-term support.

Track Contributions Clearly: Record each donation by donor, amount, and type while ensuring all payments are processed correctly and securely.
Coordinate Donor Communication: Share thank-you notes, progress updates, and celebrate milestones like “tables installed” or “roof completed.” Consistent updates maintain excitement.
Report and Stay Transparent: Clearly show how contributions are used, such as purchasing tables, roofing materials, or landscaping. Transparency builds donor confidence.
Recognize All Donors: Publicly thank all contributors with plaques, signage at the pavilion, or personalized acknowledgments. Recognition encourages repeat giving.