Budgeting & fundraising

Once you have a quick idea of cost by asking around, you might need to go into more depth for larger projects requiring ongoing funding, such as publications (magazine, newsletter, series of fact sheets).

Direct Costs

How much will it cost to print? Look at:

• Format – size and shape, number of pages, paper type, colours, binding, covers (if any).
• Print run – how many copies will you print?
• Distribution – a big question, often overlooked. What method will you use? How much will it cost?
• One-off costs – eg. computer equipment, design of template.

Other Costs

Human resources – What percentage of staff time will be spent on the project? How will this be accounted for? Will any contributors need to be paid (eg. graphic designer, illustrators, cartoonists)?

Travel, expenses, other – Will there be any other costs you need to consider in advance?

Seeking Funds

Publications can serve as fund-raising tools. Space can be set aside for ads from supporters, even your printer. You can ask individuals to donate.

Cutting Costs

• Don’t print, do an e-book instead (but only if it reaches your audience).
• Use more affordable paper.
• Stick to black & white or one-colour printing; replace colour photos with grayscale, or with simple graphics.
• Get other quotes for paper or printing.
• Reduce the frequency.
• Reduce the weight (paper and mail costs) or number for distribution.
• Reduce the size by cutting articles / pages or even reducing fonts (careful to maintain good layout and readability).

Advertising

Small-scale ads are a great way to fund publications and also provide a needed service to the small businesses in your community. Make sure you set an ad-rate sheet and stick to it. One thing people often forget is that maintaining an ad business takes time and labour. When you make a sale, you will have to co-ordinate with the business to get a copy of the graphic they want included and then you will have to bring them a copy of the paper when it is done to show that the ad has run. Do not take on doing layout for advertisers unless they pay you for this service.

More on Budgeting & Fundraising in the Strategy Overview. (internal link to B&F target)