Provide a low-pressure way for small businesses to join at their capacity.
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EVENT PLAYBOOK 05 · SMALL BUSINESS
Elwood Gives Back
Business giveback week
A coordinated week of modest, optional shop-local contributions. Give each business a clear, limited ask that fits its operations without requiring campaign spending.
HYPOTHETICAL EVENT NET$2,400Not a prediction. Dependent on revenue and cost assumptions.
Format7 days • participating storefronts
Planning lead time4–6 weeks
Lead rolesBusiness outreach lead + reporting liaison
VenueEach business at its own premises; no central venue
THE EVENT STRATEGY
The plan, not just the pitch.
Elwood shoppers, local business owners and employees.
Keep all customer sales and transactions with the business.
Make it simple for families to patronize local stores while supporting student opportunities.
OPERATING SCHEDULE
From first ask to follow-through.
Weeks 6–5
Confirm campaign rules, accounting, eligible businesses and recognition standards.
Lead: Business + finance leads
DELIVERABLE → Approved one-page business agreementWeeks 5–4
Ask 15–20 local businesses; describe both flat gift and eligible-sales options with no pressure.
Lead: Business outreach team
DELIVERABLE → Outreach tracker; interest listWeeks 4–2
Secure written terms with each business: dates, definition of eligible sales, percentage or flat amount, payment date and brand use.
Lead: Outreach + finance
DELIVERABLE → Signed terms and authorized donation instructionsWeek before
Distribute accurate campaign-ready digital graphics and store signage files; have businesses approve details.
Lead: Communications
DELIVERABLE → Approved business roster and scheduleGiveback week
Share daily participating businesses; do not publish estimates as funds received.
Lead: Communications + volunteers
DELIVERABLE → Daily promotions and check-insFollowing 2 weeks
Confirm contributions actually received; publish outcomes and thank businesses.
Lead: Finance + outreach
DELIVERABLE → Reconciled net and sponsor recognitionWHO HELPS
Give volunteers
a real role.
PeopleResponsibilityNotes
1Business leadOwns agreements and prospect assignments
2Business outreach volunteersCall/visit in approved shifts
1Designer / social coordinatorDigital promo kit
1Finance liaisonReceipts and reconciliation
REAL ELWOOD PROSPECTS
Ask for specific things.
The Tin Plate
Ask about one designated giveback evening or a flat support gift.
Gypsy Soul Salon & Boutique
Ask about an opt-in gift-bundle donation or giveback day.
Uptown Salon / Golden Threads
Ask about a service or retail contribution that suits the business.
Harvest Supermarket / Needler’s Fresh Market
Ask about an optional round-up or store contribution only if allowed by their systems and policies.
Elwood Chamber of Commerce
Ask to circulate an informational invitation to member businesses.
WORKING FINANCIAL MODEL
Make every dollar count.
Gross revenue assumptions
8 participating businesses × $300 average$2,400
Gross $2,400
Direct cash cost assumptions
Central campaign spending$0
Costs $0
ILLUSTRATIVE NET$2,400
Illustrative net before any payment-processing fees not shown.
Pricing and feasibility
Each business chooses a flat contribution or written percentage of clearly defined eligible sales. Avoid unsupported statements about customer tax deductions.
Reality check: Eight businesses each giving $300 is only a hypothetical. Small businesses should not be pressured, and percentages of sales cannot be promised until businesses agree in writing.
Test different costs and revenue ↗COMMUNICATIONS ROLLOUT
Give people a reason to show up.
- Business-approved social tiles, never list a business before written confirmation.
- One concise hub schedule: who, when, qualifying sales and how contributions work.
- Feature individual businesses fairly, regardless of gift amount.
- End with a verified total and thank-you graphic.
DO NOT LAUNCH UNTIL
Approval gates
- Written participating-business terms
- School-approved recipient and accounting
- Customer terms and percentage claims clear
- No unapproved use of logos or brand endorsements
- Plan for post-week reporting and remittance
AN OUTREACH MESSAGE TO ADAPT
Give businesses
a simple yes.
“Would your business be open to one Panthers Play On giveback day or a modest flat contribution during a coordinated Elwood week? You would decide the amount and terms, and we would provide approved digital graphics at no charge.”
FINANCIAL FEASIBILITY · EDITABLE EXAMPLE
Test the numbers.
Change the example revenue and expenses below. Figures update instantly to show whether this fundraiser is likely worth the effort. These are hypothetical inputs, not approved amounts or forecasts.
NEED MORE HELP?
Volunteer positions ↗Ways to give ↗Recruit people by job description, explore noncash donations and track approval decisions before spending.