Managing Your CoChairs

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Managing Your Co-Chairs
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Managing Your Co-Chairs

• Review Launching the Co-Chair Model
• Educate Your Co-Chairs
• Solicitation Process
• Keys to Successful Fundraising
• Information Management
• Communication
• Motivation

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Review Launching the Co-Chair Model
Educate Your Co-Chairs

• Roles and Responsibilities
• Mission and Programs
• The Big Picture
• The Event
• Setting Goals

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Solicitation Process
Review Launching the Co-Chair Model

• Prospect Lists
• Marketing Letters
• Getting the Letters Out
• Follow-Up Calls
• Pledges
• Collecting Revenue

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Pledges

• Pledge 'plej (n.) a binding promise or
  agreement to do or forbear
• A written, signed response form indicating a
  pledge is a binding agreement for the donation
  noted.
• Youth, I.N.C. will track pledge agreements, but
  YOU are responsible with following up with your
  donors to collect outstanding pledges.

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Verbal Pledges

• Verbal pledges will not be considered revenue
  until they are turned into written pledges. It is
  ESSENTIAL to get all pledges in writing.
• Once a verbal pledge is made, the co-chair (or
  other person making the ask) should immediately
  request a written pledge from the donor. They
  can do this by
• Informing the donor that someone from the CBO
  will be following up and thus introducing you
  as the contact person
• Fax/email a copy of a pledge form and ask the
  donor to fill it out and fax it in
• Consider tracking ask dates and verbal pledge
  information in the prospect chart until a pledge
  form is received.

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Collecting Revenue

• Keep your own revenue chart. Make sure it is
  always up to date noting all pledges and
  donations received.
• Youth, I.N.C. will email you a chart once a week
  showing all pledges and donations received.
• Compare your chart with Youth, I.N.C.s to make
  sure all revenue is accounted for.
• If 2 weeks have passed and a promised gift has
  not been received, send an invoice and/or make a
  follow up call.

Revenue Flow, Sample Revenue Chart Invoice
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Information Management Revenue Flow

• Donors should be directed to write and mail
  checks and response forms to Youth, I.N.C.
  designating the appropriate CBO in the memo line
  of the check.
• When contributions are received in the Youth,
  I.N.C. office the following steps take place
• Check/pledge form are entered into revenue chart
• Copy of check/pledge form is filed in Youth,
  I.N.C. CBO revenue binder
• Check is deposited
• On predetermined schedule, checks are cut to CBOs
  less appropriate percentage
• Checks will be mailed with letter indicating
  which contributions are reflected
• Copies of checks/pledge forms will be faxed to
  CBO on a weekly basis
• Copy of revenue chart will be emailed to CBO on a
  weekly basis

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Information Management Revenue Flow

• If a donor sends a check and/or response form
  directly to the CBO, the CBO must forward the
  check and/or form to Youth, I.N.C. as soon as
  possible for processing.
• If the check is made out to the CBO, the CBO
  must deposit the check and write a check to
  Youth, I.N.C. for the FULL amount. When you
  forward this check to Youth, I.N.C., please
  include a copy of the original donors check and
  response form with complete contact information

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Information Management Revenue Flow

• If a donor sends a response form indicating a
  pledge to the CBO, this pledge response form must
  be submitted to Youth, I.N.C.
• UNDER NO CIRCUMSTANCES SHOULD A CBO FILL OUT A
  PLEDGE FORM FOR A DONOR!!!!
• If a donor emails or phones in a pledge, then
  the CBO must get that donor to fill out a pledge
  form in writing. Fax or mail the pledge form to
  the donor and ask that they please fill out the
  form and return it to you.

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Information Management Revenue Flow

• When your office receives faxed copies of pledge
  forms and/or checks the following steps should
  take place
• 1. Enter the check/pledge form into a revenue
  chart
• 2. File copies of all checks/pledges in a
  revenue binder
• 3. Send thank you letters and receipts or
  acknowledgement letters and invoices to donors
  using Youth, I.N.C.s
• 501(c)(3) number
• On a weekly basis Youth, I.N.C. will email CBOs
  the revenue chart we are keeping for your
  organization. This should not serve as a
  substitute for your own revenue chart, rather, it
  should serve as a safeguard to make sure that
  each and every contribution is accounted for.
• Youth, I.N.C. will contact your donors to
  collect guest information.

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Information Management

• Keep a detailed communication chart (this can be
  a combination of your revenue and prospect
  charts) with notes on your conversations/emails
  with co-chairs and donors.
• Record
• when marketing letters were sent
• when follow up calls were made and the results of
  each call
• when pledge form was sent/received
• amount of gift received and the date on which it
  was received
• when invoices/thank you letters were sent
• any other pertinent information
• Keeping detailed records can avoid some
  potentially embarrassing situations such as
  asking again too soon after a prospect said no,
  discrepancies over pledges, etc.

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Communication

• Communication facilitates successful fundraising
• Get to know your co-chairs assistants
• Learn which communication method is best
• Meetings
• Phone Calls (what time is best to catch them?)
• Emails
• Through assistant or directly with co-chair
• Communicate clear expectations (and cc
  assistants)
• Set agreed upon timelines and send reminder
  emails
• Prod/motivate to ensure that deadlines are met
• Communicate with each co-chair at least twice a
  month from now until August and at least once a
  week from August until the event

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Motivation

• Think about why your co-chairs agreed to get
  involved
• Did they owe someone a favor?
• Have they been long time supporters?
• Are they invested in your mission?
• Are they looking to improve their companies PR?
• Use their reasons for involvement when thinking
  about how to motivate.

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Motivation

• Co-chair who got involved because of a long term
  program commitment to your organization
• Email some anecdotes about the kids and report
  daily successes
• Send them a photo or a piece of artwork or a poem
  by one of the kids
• Send them stats on the kids improved test
  scores, reading skills, etc.

Example Hi Sam, Once again, thank you for your
efforts in helping to raise 15,000 for X
organization. Youre about half way there with
8,000 left to go. Its quite amazing that that
8,000 will go to provide arts workshops for 100
kids over the course of the summer. Youre
making a tremendous impact on the success of our
organization. Keep up the great
work! Regards, Jane, Executive Director
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Motivation

• Alex,
• Jon and I would like to meet with you in two
  weeks to touch base on how the follow up calls
  and fundraising efforts are going. Does a 800am
  breakfast on 10/12 work for you?
• I hear that you just landed a big deal with
  Goldman Sachs. Im interested to hear how that
  is going.
• Regards,
• Sandy

• Co-chair who got involved because a peer or
  professional colleague asked
• When necessary, use the original contact to help
  motivate
• Conduct an update session over dinner or drinks
  with original contact

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MotivationInspiring Competition

• Utilize the leadership chart and peoples
  individual commitments to show progress and
  inspire competition or pressure for success.
• Highlight individuals successes and progress to
  your group of co-chairs to motivate them to reach
  their own goals.
• Send around a list of co-chair contact
  information. Encourage them to email reports and
  to talk to each other.

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Motivation
Contributions To Date

• Update the entire board and all co-chairs with
  progress reports as necessary. Be sure to
  include new commitments, total funds raised to
  date, etc.

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MotivationInspiring Competition with the
Leadership Chart
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MotivationInspiring Competition
Graphs and charts effectively show competition
and progress among a group of co-chairs.
Katie Ariel
Zoe Rachel Steve
Rob other
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Motivation

• SAMPLE E-MAIL MESSAGES TO CO-CHAIRS
• We are at 275,000 and counting. Our goal is
  500,000. Your list has accounted for 4K thus
  far. Let me know if you want my help with calls,
  and please encourage attendance!!
• Thanks, David
• Steve
• Hey Rob -- it is the final hour -- Sara is
  sending you the list of MUST calls that you are
  in charge of. There are only 15-16 names that you
  have said you will call. We are at 275K at this
  point -- 225K to go! Attendance is critical, as
  well, so please encourage them to come -- it will
  be fun!
• Steve

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Motivation

• MESSAGE TO ALL CHAIRS, HIGHLIGHTING ONE CHAIRS
  SUCCESS
• Here is an update from Alex's list. We would
  greatly appreciate updates from your lists in
  order to accommodate attendees and, of course,
  successfully raise the funds. We are on a role,
  but we need a big last minute effort to reach
  500,000. We will be sending out updated charts
  tonight. Please let me know how I can help! Thank
  you!!!
• Steve
• -----Original Message-----
• From Erika Stadtlander
• To Katie VivaloSubject Alex's Donation
  Commitments
• Dear Katie,
• John Doe's check of x is being processed.
• John Doe of KKR will donate x Jane Doe of KKR
  will donate x.
• John Doe will send x from Deloitte (letter was
  sent to John Doe) this will come in a few weeks.
  
• John Doe of Simpson Thacher committed to x.
• A few people have yet to get back to me. No one
  has declined yet.
• John Doe of CSFB has requested that we re-fax his
  letter which version was this?
• Katie, please call me.
• Erika

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Motivation

• MESSAGE TO ALL CO-CHAIRS
• The good news this morning is that the funding is
  rising -- currently at 317,000 for Youth I.N.C.
  and still several viable prospects, and the
  attendance is really looking healthy. 
•  
• I know we can meet the 500,000 gross revenue
  target.  We need to stretch, and I see everyone
  doing that.   If we can reach the goal, it will
  enable us to move to the next level of
  programming in 2003.   That is, take on 15-17
  groups in the Celebration and move to 4-5 in the
  board development, and take on another IT
  enhancement.   WE CAN DO THIS!!!
•  
• You guys are terrific to work with, and thanks
  for your hard work at a very busy time for us
  all.
• Steve

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Motivation

• MESSAGE TO ENTIRE BOARD
• We have an incredible group of chairs and
  honorary chairs this year for the Celebration to
  Benefit NY Kids, not to mention a terrific show.
  I am hopeful that we will enjoy 100 turnout from
  the board, and it looks very good thus far.
• I would ask a few things of you make every
  effort to show up on time -- you are the hosts
  quickly visit the other partnering non-profit
  rooms to get a full sense of the diversity of the
  program and of the event, and then make your way
  to the VIP reception bring friends and people
  whom we would wish to involve in the Youth I.N.C.
  program -- you will be proud of this event and
  our organization make a contribution -- many of
  you have and I will be asking every board member
  to be making a gift this year -- we urgently need
  100 board financial support, regardless of the
  amount to prepare us for the foundation asks, why
  not choose to support the Celebration??!!
• Have fun -- bring your spouse -- meet everyone
  in the other programs.
• This is your organization because you helped
  build it, so let's take pride in celebrating our
  success.
• Thanks for all you do, and we will see you next
  week!
• Steve

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Motivation

• Having Trouble Getting what You Need?
• Email anecdotes, photos, or statistics focusing
  on the kids
• Have the original contact person call or conduct
  an update session
• Inspire competition by updating entire group on a
  regular basis

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Motivation
Dont forget that the Youth, I.N.C. team is here
to help!

• We can
• Send reminder emails that you can forward to
  your board and co-chairs
• Fill the bad-guy role
• Meet with you and or your co-chairs
• Provide timelines, deadlines, etc.

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Upcoming Dates

• JUNE FUNDRAISE!
• June 15th Submit vellum text and logo to Katy
• June 30th Request of invitations from Katy
• June 30th MAIL MARKETING LETTERS
• Week of July 19th Receive Save the Dates
• July 30th Mail Save the Dates
• August 2nd Submit program journal text to Katy
• September 1st Program Journal Ad Deadline

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Good Luck!