Bright Horizons: Building Program Sustainability

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Bright Horizons Building Program Sustainability

• Fundraising 101
• March 31, 2008

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Fundraising
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Isnt fundraising just grant writing?

• Grant writing is one type of fundraising but
  there are many more for this discussion. We will
  focus on three types.
• SALES
• EVENTS
• DIRECT APPEALS
• These types of fundraising activities will help
  pay for things that funders typically wont pay
  for such as supplies, rent, other specific costs.

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How and when will you use this money?

• Before you begin to plan your fundraiser, you
  should know how much money you need to raise and
  in what time frame
• needing 500 to buy office supplies over the
  next year is very different than needing 500 to
  pay rent on the 1st of the month.

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Fundraising Considerations

• Three things to consider when planning a
  fundraiser
• Effort Involved How much time do you want to
  spend on the fundraiser? Do you have the manpower
  needed to get the job done?
• Resources Needed Do you have the space,
  volunteers, staff and/or money needed to get the
  fundraiser off the ground? Remember you dont
  want to spend more than you make!
• Duration of Fundraiser How long will the
  fundraiser last? What is your time frame?

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Finding the Right Fundraising Strategy for your
Organization

• What were the specific conditions that made that
  idea work for that organization and do those
  conditions exist for your organization?
• Do we have the capacity to implement that
  strategy?
• What are the real costs?
• What can we realistically expect to receive?

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Selling Things -Specialty Sale of a Seasonal
Item

• Where
• A high traffic location (with permission to sell
  there).
• When
• It is important to have firm dates with seasonal
  sales, because the season will determine the
  product (e.g., flowers in the Spring, pumpkins in
  the fall, Christmas trees in December).
• It can be helpful to avoid stretching the sale
  over more than one weekend- setup on a Friday,
  sell on Saturday and Sunday, and wrap up by
  Sunday.
• How
• For these events you need plenty of advance
  publicity. Be sure to price competitively and
  offer great customer service (e.g., help load
  Christmas trees into cars, give away ornaments
  produced by some of the children your
  organization supports)
• Cost
• You will probably need money to pre-order items
  so make sure the mark-up is enough to make a
  profit and that your estimate on how many you can
  sell is accurate.

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Selling Things A Fundraising Cookbook

• Where
• A great way to sell cookbooks is to host an event
  and provide samples of the recipes included in
  the book.
• When
• Any time of year but great if you can tie it into
  a gift-giving day such as Mothers Day or
  Christmas. Cookbooks can be sold over a longer
  period of time than some other types of sales.
• How
• The most common way to do produce a cookbook is
  to collect all the favorite recipes from members
  of your group and/or supporters.
• There are various ways to sell the cookbook a
  formally printed bound book or an informal copy
  bound with ribbons (price all your options ahead
  of time). See Handout for information on
  companies that specialize in the typing, layout,
  and binding of fundraising cookbooks.
• An added source of revenue in doing a cookbook
  would be to solicit advertising pages from local
  supporters (at a cost) to be included in the
  cookbook
• Costs
• Costs vary depending on how the book is produced
  (see Handout).

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Selling Things Mega Tag Sale

• Where
• Choose a nice high visibility location like a
  school or church parking lot where you can get
  permission to sell.
• When
• Spring and fall are the most popular time of
  year. Make sure to have a rain date if you are
  holding it outside.
• How
• Advertise in the local paper and put up signs
  around town.
• Group items together by category kids clothes,
  tools, toys, books, music, etc.
• Place general price signs around items instead of
  pricing everything individually (saving lots of
  time). For example, Tools 5- 10.
• Think about who will help sell at the event
  (outgoing types are best)
• Make it fun have helium balloons for small kids
  and coffee for adults.
• You could add a raffle event and sell cookbooks
  or other products, too!
• Costs
• This is a very low cost fundraiser because almost
  all of the items are donated. You will incur
  small amounts of cost if you include balloons and
  coffee (although you might be able to get these
  donated).

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Selling Things- Direct Sales (Candy, Cookie
Dough)

• Where
• Advanced sales to supporters including friends,
  family, close neighbors usually sold
  door-to-door.
• When
• Anytime of year but avoid Halloween, Valentines
  Day and Easter.
• How (see Handout for additional information on
  companies that offer this type of fundraiser)
• Your group orders an inventory of products these
  products are distributed to your group members
  who sell the products directly to their
  supporters.
• Funds are collected at the point of sale.
• Cost
• Products are purchased up-front so key is to
  order the right amount.
• Usually a very low retail price per item which
  results in an easy sale.

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Selling Things Advanced Orders (wrapping
paper, chocolates, gourmet food, candles)

• Where
• Advanced sales to supporters including friends,
  family, close neighbors, door-to-door
• When
• Anytime of year but September/October is good
  time of year to receive orders for the December
  holidays
• How (see Handout for additional information on
  companies offering this type of fundraiser)
• Your group shows a brochure to potential
  supporters with a product list the order forms
  are returned to the fundraising company who will
  fulfill orders and ship the products for your
  group for delivery. Some deliver directly to the
  persons home.
• Costs
• No guess work on how much to order, therefore
  there is no risk.
• Most of these companies offer internet ordering,
  so members can solicit out of town relatives,
  colleagues, alums, etc

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Selling Your Organization - Gift bags with a
donation card

• Where
• At your office, anywhere
• When
• Probably best around the holidays such as
  Christmas or Hanukkah, birthdays, graduations,
  confirmations
• How
• In lieu of a material gift, someone would
  purchase a donation to your organization
• A small gift bag would include a card from your
  organization stating that A donation of X amount
  has been made in your honor to the ABC
  Organization. Make sure to include a BIG thank
  you and information on your organization what
  you do and why
• Costs
• Only the cost of purchasing a small gift bag with
  some tissue paper and printing up a card

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Holding An Event Publicity, Raffles, and Auctions

• Publicity The key to holding any successful
  event is good publicity. Newspapers, radio, and
  television stations will give plenty of publicity
  to events that they think their public wants to
  hear about. Provide a press release including
  the most newsworthy aspect of the event. Let the
  public know what the money raised will help
  provide to your organization (and provide
  pictures when possible.) Again, appeal to the
  publics hearts. (See Handout for sample press
  release)
• Raffles Conducting a raffle at any event is
  always a great way to increase your groups
  profits. Get one item or service donated and
  sell raffle tickets before, during, and after the
  event. Dont forget to mention the raffle in
  your press release.
• Silent Auctions Are a great way to raise money
  at any fundraising event. Ask local businesses
  to donate goods or services and then place those
  items on tables where people wait in line. Make
  sure to provide clear, easy-to-read descriptions
  of each item, what the retail value is, and
  remember that presentation and display is
  important. Bundle items and services or create
  baskets to increase revenue.

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Holding an Event- Spaghetti Dinner/Pancake
Breakfast

• Where
• For either, all you need is a large space with
  kitchen facilities, plenty of food, and lots of
  volunteers.
• When
• Anytime of year- people are always hungry
• How
• Very important to have good publicity
• Recruit volunteers for shopping, cooking,
  serving, and clean-up.
• Price tickets correctly so you know you will
  profit and offer discounts for families, small
  children and seniors.
• Donations- place a large bucket right next to the
  cash register and hang a sign above asking for
  donations. Give them information on what the
  money will go to (new computers, classes,
  whatever it is you need).
• Sell raffle tickets, too!
• Costs
• The costs for this type of event will be incurred
  due to food expenses (everything else should be
  free) and should not be too high.

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Holding An Event Rubber Duck Race

• Where
• Local stream or river. Check with town on
  getting any necessary permits.
• When
• Usually a time of year when you will get good
  weather (April to September) and plan a rain
  date.
• How
• You will need to purchase the rubber ducks first
• Each duck is numbered and sold tickets are linked
  to each duck (usually between 5-10)
• Additional prizes can be awarded to increase the
  fun such as last place, right in the middle, etc.
• Prizes should be donated by local community
  supporters and do not have to be large in
  monetary value.
• By selling food and drinks you can increase your
  profit at the event.
• Have a raffle too!
• Costs
• Purchase of rubber ducks as low as 16 cents
  each Oriental Trading on-line.
• Money to buy food and drinks if you are going to
  sell at the event

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Holding An Event Bingo Games

• Where
• You need a large room with lots of tables, bingo
  supplies and a caller.
• When
• Anytime of year
• How
• You will need volunteers to help sell bingo
  cards, call numbers, and write down numbers on a
  large board that people can see. As with any
  event, you can raise more funds by selling food,
  beverages, or holding a silent auction on tables
  around the room.
• Many ways to raise money but one easy way is to
  charge a small amount per game (1) or offer
  unlimited games for more (20). Winners then
  select from a variety of small, non-cash prizes
  (which should be donated by area business).
• Costs
• Bingo supplies are inexpensive and can be found
  in many stores. There should not be any other
  costs incurred for this event.

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Holding an Event Benefit Gala

• Where
• A nice place where participants can eat, drink
  and be merry. You might also want room for
  dancing, a band or DJ, and auction tables
• When
• Anytime of year a celebration for your
  organization and its supporters
• How
• Provide an evening of food (does not have to be a
  full-meal), drinks (can be cash-bar), dancing,
  entertainment, and auction for your organizations
  supporters. Make the night fun for all and a
  celebration in honor of all that your
  organization has accomplished. Center the event
  around something that has mass appeal such as a
  popular band.
• Often the big money makers at this type of event
  are silent and live auctions. In addition to
  placing silent auction items on tables that
  people can bid on through the course of the night
  you can have an auctioneer (someone with lots
  of pizzazz) run the live auction portion at the
  end of dinner maybe during the dessert portion.
  
• Sell tickets in advance make sure the ticket
  costs cover any upfront costs you will have
• Costs
• Depends on what you offer guests but can include
  food, drinks, decorations, band or DJ rental,
  location rental, wait staff salary.

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Direct Appeals

• Direct mail request probably the most common
  form of direct appeal (see letter writing tips on
  following page.) Mailings can vary from a simple
  postcard to an elaborate, multi-page letter
  spelling out a groups positions while also
  supplying a donation envelope or postcard. Do not
  confuse this with grant requests.
• Donor List this is the premier tool in direct
  solicitation building your donor list is key to
  effective direct appeal solicitations. Do you
  keep a running list of everyone who attends your
  events/activities?
• Membership Drives this involves building a
  supporter base through signing up new members and
  collecting dues and works best when tied to
  strongly supported group goals. Consider
  collecting small monthly dues with a discount for
  annual payment. Provide visible membership
  recognition such as bumper stickers, T-shirts, or
  member cards.
• Direct appeal can be as simple as asking
  participants at a community event to throw a few
  quarters each into a bucket make it fun and tie
  the activity to your organization (think of the
  fireman collecting money in boots at grocery
  stores or county fairs).

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Direct Mail Request

• Donation request letter writing tips (see
  examples in handout)
• Know your donors- begin with an updated list of
  past donors and a well-targeted updated mailing
  list for new prospects.
• Include a teaser copy on the outside of the
  envelope get them to open the letter by
  including a grab line. It can be as simple as
  We need your help!
• Make your case quickly early in the letter tell
  about your organization or project and get to the
  point right away. What problem will this project
  solve? What need will it fill? What can their
  money do to help? Appeal to their hearts first
  and heads second.
• Tell them how much to give- So they have an idea
  of what is needed, give them some boundaries,
  Our program needs 5 computers, at 1,000 each.
  If you cant afford a whole computer, a donation
  of only 200 will buy a printer.
• Provide a deadline- If you dont get them to act
  right away, they probably wont act at all.
• Include a return envelope and reply card- make it
  easy for people to donate by telling them how.
• Make follow-up phone calls- it is a good idea to
  call one or two weeks after you mail the letters.
  Ask if the letter was received and if you can
  answer any questions.

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Top Ten Fundraising Mistakes

• Spending money to raise money.
• Confusing fundraising events with events trying
  to accomplish other goals (thank volunteers,
  market your program).
• Wearing out your donor base going back to the
  same people or organizations again and again.
• Not expanding your donors/collaborators within
  your community.
• Not branding your event making it fit with your
  program making it unique.
• Not asking for help if you want monetary
  support, be bold and seek it out.
• Not planning effectively not having contingency
  plans.
• Not publicizing events well.
• Not saying thank you and giving feedback on
  results.
• Not making donors feel good for giving and want
  to continue to give.

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Important questions that need answers before you
start

• How will you use this money? (think in specifics
  supplies, rent, incentives)
• How much money do you need?
• When do you need the money?
• What is your time frame?
• Who is available to help you manage the
  fundraiser within your organization, leadership,
  volunteer base?
• How much time do you want to spend on the
  fundraiser?
• Who is out there ready to help you in the
  community?

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Your Presentation Today

• What fundraising strategy have you taken (or do
  you plan to undertake)?
• Did you (Do you) have a goal of what you wanted
  to raise?
• What did it take to implement it (or is it taking
  to implement)?
• Were you able to get donations to help cover the
  up-front costs?
• Did you achieve your goal? (Or do you think you
  will achieve your goal?) Why or why not?
• What recommendations would you make to someone
  else taking this strategy?