Alcohol Abuse Advice

How to Coordinate a Texas Hold’em Poker Tournament Fundraiser

The very first item on your list when coordinating the details of a Texas Hold’em or Poker Tournament as a fundraiser for non-profit organizations is to take a look at your existing resources such as volunteers, items on hand, potential sponsors, and to establish a projected budget for the event.

Part of keeping the event professional is to order poker tables or poker table tops for the night of the event.  You will have to decide to rent them or purchase them.  That may be an easy answer if this event will be annual or bi-annual and if you have storage space for the poker tables.

To organize the budget, you can start with making a list based on your committee’s decisions.  Income = Charge to play in the tournament; charge for rebuys, amount of people who will attend just for a meal; sponsorships; silent auction, prize donations (in kind); alcohol and soft drinks sold, and any other donations.  Some of these will not contribute actual cash but will need to be considered and logged for non-profit events.   Expenses = Gaming tables (rent or purchase), food, playing cards, poker chips, blackjack options if you wish to include for non poker players, decorations, graphics and printing of marketing materials, paid marketing, mailings, signs, alcohol, sodas, water, supplies, license fees, venue charges, winners’ prizes and any miscellaneous and unexpected.

The next thing to do is select a location that is convenient.  Many cities have a local community center that is available for this type of event.  They are usually reasonably priced, centrally located, and offer complimentary tables.  If you decide to use poker table tops or poker tables these will easily be adapted to the existing tables and space.

Once your contract is signed and your date selected, it’s time to create your theme and your marketing pieces to promote your event.  Most non-profit groups have members who can assist with graphics and printing at a discount for inkind sponsorship acknowledgement.  You will want to look at your organization’s database and look for a sponsor for the marketing materials.

Other sponsorships include the dinner, blackjack tables (if you elect to have alternate games going on), final two or three poker tables sponsors, marketing sponsors, and overall event sponsors.

Most of your members who support your organization will appreciate an opportunity to participate in a big way as a sponsor and have a tax write off as well.  The key to success is to make sure you are constantly following up on your volunteers’ progress on signing up sponsors and getting gifts for the silent auction, the prize drawings, while marketing the event for attendees and exposure.  You will keep a spread sheet of all of the progress.  I find it helpful to also categorize your “to do” list and share it with your most active volunteers and your committee.

Most of your work will be done by the time you get to the event.  Make sure you choose a local celebrity or a poker professional to emcee your event.  That helps promote it and creates more interest from the community to attend.  Also, make sure you have something for all Texas Hold’em players to take home as a fond memory of your event.

You will also want to make sure that you have plenty of volunteers for rebuys (yes, you will want the players to rebuy for at least three rounds – more money for your charity).  Volunteers will also be needed for the drawings, silent auction, taking money, welcoming the players and selling tickets at the door, food and drink handlers and sellers, and security.

Finally, make sure you check with the Secretary of State and your City about local ordinances and any special licenses you may need for the event or for you as the event coordinator.  If the charity is handling the money, you will probably only need your business license.  Also, you will want to check on the limits of the prizes you can give to the players who make the final poker tables.

If your event is smaller (under 50 people), you may want to contact your local cardroom and see if they can coordinate the tournament for you.  They have the poker tables already set up and will charge you a per person fee and will do a good job for you.  Or you can hire a poker tournament event planner who is experienced and can do this for a percentage of the proceeds.  Whichever way you go, enjoy your event!