FUNDRAISINGFRIENDRAISING WORKSHOP

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FUNDRAISINGFRIENDRAISING WORKSHOP

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Title: FUNDRAISINGFRIENDRAISING WORKSHOP

1

FUND-RAISING/FRIEND-RAISING WORKSHOP
Paul J. Sutera, Student Affairs Development
Officer
September 29, 2004

Miner Lounge, Student Center

Goals for this Presentation
Give an overview of fundraising
Let you know how I can be a resource to your
club/organization, college, etc.
Share with you the on-campus funding
opportunities available
Provide you with hands-on resources (ie.
http//giving.rice.edu/studentaffairs,
fundraising manual, class on philanthropy, etc)
Show you some examples of successful
sponsorship letters
Start the philanthropy/development conversation
Questions/Answers

Fundraising Basics
Fundraising IS
A non-profit organization with a vision and a
mission, leadership and volunteers, providing a
much needed service in the community, asking
others to join them in their crusade.
Fundraising IS NOT
Begging
A sales job
Confrontational
A one-way conversation

4
Why is Fundraising Important?
5

New Skills
Acquire value people skills, which will make you
more confident and polished
Fundraising is an art and a science
Motivation
Help your club/organization bring the best
programs to campus
What if your club raised 500 more than last
year? 1,000 more? 10,000 more?
Wayne Gretzky once said, You miss exactly 100
of the shots that you dont take
Be bold, be persistent, be aggressive.
Fundraising is one way that you can really make a
difference, in yourself and at Rice University.

Fundraising for Your Organization
Setting Goals The vital element in any good
fundraising plan is a set of clear, specific, and
articulated goals. A good way to produce these
goals is to meet with all organization members
and your advisor (for historical perspective) and
have a brainstorming session.
Why do you want to/need to raise funds?
Why do you think someone would give to your
organization?
Who would give? Could you utilize the local
community? Student body? Former students?
Would YOU give to your own organization?
What is the goal (in dollars) for contributions
for this year? Next year?
What resources are available to your committee?
How many hours per week is your group willing to
spend towards the fundraising effort?
What fundraising activities were undertaken in
the past? Were they effective?
What are the strengths and talents of the group?
How will you recognize donations?

On-Campus Funding Opportunities
Student Activity Fund
Why was this fund established? Created by Rice
students through blanket tax fees to provide
funding for events of a cultural, educational, or
otherwise valuable nature.
How do I apply? http//www.ruf.rice.edu/stact/Stu
ActFund.html
Total yearly allocation is 30,000. Deadlines are
10/1/04, 11/5/04, 1/28/05, and 3/18/05.
Presidents Programming Fund
Why was this fund established? Created by the
President of Rice to provide funding for student
events of a cultural, educational, or otherwise
valuable nature.
How do I apply? http//www.ruf.rice.edu/stact/Pre
sFund.html
Total yearly allocation is 20,000. Deadlines are
9/17/04, 10/22/04, 2/11/05, and 4/1/05.

On-Campus Funding Opportunities
Dr. Bill Wilson Student Initiative Grant
The grant provides support for an innovative or
entrepreneurial student project to improve
student activities or campus life. BE CREATIVE.
The money can be used for any worthwhile student
project, however salaries and/or travel will not
be supported. Proposals are due on a date to be
determined each fall and the award is
approximately 5500. Any Rice student may submit
a proposal. Proposals can be sent to Dr. Bill
Wilson Grant, c/o Master, Wiess College, MS-738.
Envision Grant
Offers an avenue to fund individual projects.
Awarded proposals promote service, foster
leadership development, incorporate innovation,
plan for sustainability, and/or exhibit
creativity. The President provides funding for
the program. Next deadline is 10/14/04. Projects
are not restricted to efforts on campus and can
benefit a community of the student's choosing
this is an opportunity to be visionary and bold!
www.ruf.rice.edu/leading/leaderpages/envision.htm
l

On-Campus Funding Opportunities
Community Service Grant
The Vice President of Student Affairs allocated
funds to this grant for the exclusive use of
community service organizations and programs.
These funds are separate from the President's
Programming Fund and the Student Activity Fund.
www.rice.edu/service/
Athletic Department
Clubs can seek fund raising opportunities in the
Athletic Department during both
fall and spring semester.

Fall1) Clean up after football events (20-25
students) 500.00 -about a 4 hour duty.2)
Volleyball Games -- need rotators -- people to
throw ball back to the server. About 15.00 per
match. SpringBaseball Games - clean up
afterwards (10 students) 100.00 -about a 2 hour
duty.For more information contact Michael
Shockley in the
Athletic Department at x8785 or
mshock_at_.

On-Campus Funding Opportunities
Academic and Research Support Fund
Why was this fund established? Created by the
Division of Student Affairs, to support
individual or group academic research projects.
There are two deadlines for fund allocation (one
each semester) which are 9/24/04 and 3/4/05. Who
can apply for this money? This fund may be used
for all academic or research projects by
individuals or groups of students. This includes,
but is not limited to, academic publications,
research symposia, conference travel, etc.
Student organizations are not eligible for this
fund. How do I apply? Fill out the form on the
website at http//www.ruf.rice.edu/stact/Acadres.
html
Staffing Alumni Events
Staffing alumni events (Homecoming, Families
Weekend, Beer Bike Tent, etc) is
something that clubs/organizations have done in
the past for Jennifer Harding, Director of
University Events. Her contact information is
harding_at_ or x6094.

On-Campus Funding Opportunities
Outdoor Activities Trips
The Recreation Center has funds available for
students to help finance outdoor trips and
activities during the fall semester. If you are
leading an outdoor trip or just planning to do an
outdoor excursion during the semester, submit a
proposal to swray_at_rice.edu for available funds.
Please include the following information
Your name, a detailed trip plan (the type of trip
you are taking, where you are going, estimated
cost for the entire trip, number of other Rice
students involved in the event)and how this
funding will benefit your trip.
Proposals are due no later than October 5, 2004.

Why Do People Give?

Why People Give
Personal vested interest
Passion believe in the cause
It is a worthy project
Want to give back because someone helped them
(ie. Scholarships _at_ Rice)
Return on Investment (ROI)
Make a difference, giving is healthy wellness
activity of sorts!
What to be part of something
Financial/Tax benefit

14
Why Dont People Give?
15

Why People Dont Give
1 Reason They are not Asked!
Asked too much
Turned off by person in the club/organization
Fundraising Costs (paying too much for overhead)

SOURCES OF CONTRIBUTIONS
(In billions)
Individuals 183.73 76.3
Corporations 12.19 5.1
Foundations (must pay at least 5) 26.90 11.2
Bequests 18.10 7.5

The Paul Rule for Fundraising
Students may contact companies for donations
in-kind or cash of less than 500. For requests
over 500 approval is needed from my office.
Requests for approval to solicit companies can be
submitted in person or via email to
sutera_at_rice.edu. Information needed includes
The purpose of the event
The dollar amount to be raised
Recognition to be offered to donor(s)
List of corporations to be approached
A draft solicitation letter should also be
included
Please allow one week for review and approval.

Before you start your sponsorship solicitation
What does your organization do?
Who does it help?
What difference does it make to a persons life
or difference to the world?
How long have you been going?
What are your plans for the future?
What happens if you cant provide the service
(eg. If you dont get the donations, put into
personal terms, notour service would stop, but
it would mean that we couldnt offer xxx a chance
to take part in the xxx.)
What makes your organization so different to all
the otherswhat makes you special?
How are you funded?

19
Achieving Success in Fundraising The
Sales/Development Kit
20

The Sales/Development Kit
The CASE
A statement of all the reasons why someone should
and could support the cause.
WE NEED TO TELL OUR STORY!
A compelling case that is exciting and shows
results is the foundation for asking.

The Sales/Development Kit an example
The GOALS
Why do we Student Affairs exist?
Provide high quality services, programs, and
facilities
Provide meaningful opportunities for student
development
Create a sense of community

The Sales/Development Kit an example
Historical Achievements
Statistics about programs
Statistics about development opportunities
Descriptions of facilities and services
Testimonials from current students, alumni,
faculty, community members, etc.

Current and Future Needs

The Sales/Development Kit an example

Club Sports/Recreation
Club Sports Budget
Cultural Programming
ADVANCE
Student Activities/President Programming Funds

Leadership Training
Impact Rice Retreat
Community Involvement Center
Career Exploration/ Graduate Programs
Capital Improvements
Recreation Center
Renovated Student Center

The Fundraising Letter

25
SAMPLE FUNDRAISING LETTERS SUBJECT Sponsorship
of Rice Universitys South Asian Society Dear
____________ Never use To whom it may
concern We are writing on behalf of the South
Asian Society (SAS), a student organization at
Rice University in Houston, Texas. This summer,
SAS is seeking corporate sponsors for its various
activities and events. As a large student
organization whose basic goal is to promote,
share, and celebrate South Asian culture across
the Rice University campus and in the greater
Houston community (our performances draw crowds
of over 1350 people), sponsorship of SAS can
offer your corporation the opportunity to visibly
promote cultural diversity, education, and
enrichment. Enclosed with this letter you will
find the following supporting documents PAGE 1
- Details of our organization and its current
events, activities, and budget PAGE 2 - Details
of proposed new events with the aid of corporate
sponsorship PAGE 3 - Sponsorship benefits and
packages PAGE 4 - Instructions on how to sponsor
SAS PAGE 5 - An advertisement that can be
distributed amongst employees PAGE 6 - Copy of
IRS Tax-exemption Form 501(c)(3) Thank you very
much for your time and consideration. Please feel
free to contact us at
any time if you have questions or concerns.
26

SAS INFORMATION, ACTIVITIES, AND EVENTS
- 150 members
- Largest cultural organization on the
Rice University campus
- Membership open to South Asians and
non-South Asians alike
- Maintain an up-to-date website
www.ruf.rice.edu/sasiasoc/
- Host 3 large-scale theatrical
productions of song, dance, and drama educating
people about South Asian culture wi/ 1350
attendance
- Hold an end-of-the-year formal banquet
- Produce SAS T-shirts for members
- Publish an annual newsletter SAS
Slate
- Participate in community service
o Clean-up projects at Hermann Park
o Project Pumpkin and Spring Fling
(campus-wide volunteer events that cater to
disadvantaged inner-city kids)
o Habitat for Humanity
- Send representatives to national and
state conventions
o National conferences run by the national
South Asian Student Association
o Participation in statewide dance
competition, Festival of India 2003
- Organize community discussions/conferen
ces
o Upcoming Conference on South Asian
American Sexuality involves invited authors and
speakers from across the world
- Reach out to the non-South Asian
community.

PROPOSED NEW ACTIVITIES AND EVENTS WITH CORPORATE
SPONSORSHIP
(1) Cultural Networking Proposed Cost 3000
Our lack of sufficient funds in the past has
stopped us from participating in national South
Asian conventions/competitions which are not held
in Texas. An example of one of the largest of
these is the South Asian Students Association
national conference. Perhaps this year, if the
South Asian Student Association national
conference is held outside of Texas, SAS can send
a group to represent Rice University.
(2) Cultural Enrichment Proposed Cost 1000
We are currently organizing a groundbreaking
conference, entitled Conference on South Asian
American Sexuality, that will boldly address the
topic of sexuality among South Asian Americans
using the format of a round-table discussion with
a panel of academic experts in the field. This
ambitious undertaking will require many resources
to help fund our invited speakers travel
expenses, accommodations, and speaking fees, as
well as refreshments and gifts.
(3) Community Service Proposed Cost 1000
In coordination with other groups at Rice, SAS
hosts an afternoon of activities and games for
inner city school kids twice a year. SAS runs a
booth that teaches these kids about South Asian
culture. The positive reception our booth
receives suggests that this activity could be
expanded to include school children from all over
Houston. In the future, as a way of increasing
South Asian awareness, SAS members could
voluntarily tour surrounding schools to teach
various South Asian traditions. Other initiatives
we are considering include offering to cook a
South Asian meal for a homeless shelter and
volunteering at the citys International
Festival.
(4) Increased Social Activity Proposed Cost
2000
Additional funds could also vastly improve our
social activities. Each spring, one of our
largest activities is our annual weekend retreat.
These weekend retreats were originally started to
increase SAS member interaction. In the past, we
have had to ask members attending the retreat to
help pay for the weekends expenses, which has
discouraged many people from attending. This year
however, with additional funds, we would like to
subsidize this weekend and hopefully increase the
number of people who attend.
(5) Improved Annual Banquet Proposed Cost 2000
Currently, our end-of-the-year banquet is held
on the Rice University campus in a dining hall of
one of our residential colleges with a self-made
stage and improvised lighting and music systems.
All of this tends to detract from the formality
and celebration of the night. In the future, we
would like to hold this banquet at an off-campus
venue and expand and improve upon our current
entertainment.

SPONSORSHIP PACKAGES
(1) FRIEND 100
- Your companys name on our show
programs
- Your companys name and logo
o Printed on our website
http//www.ruf.rice.edu/sasiasoc/
o Printed in our annual newsletter SAS
Slate
(2) BRONZE SPONSOR 500
- Your companys name on our show
programs
- Your companys name and logo
o Displayed periodically on a large video
screen during our shows
o Printed on our website
http//www.ruf.rice.edu/sasiasoc/
o Printed in our annual newsletter SAS
Slate
(3) SILVER SPONSOR 1000
- Your companys name on our show
programs
- Your companys name and logo
o Displayed constantly on a large banner
at our shows
o Displayed periodically on a large video
screen during our shows

(5) PLATINUM SPONSOR 5000
- A representative from your company and
an information booth at our shows
- Your companys name and logo
o Printed on our T-shirts
o Printed on our show programs
o Displayed constantly on a large banner
at our shows
o Displayed periodically on a large video
screen during our shows
o Printed on our website
http//www.ruf.rice.edu/sasiasoc/
o Printed in our annual newsletter SAS
Slate
INSTRUCTIONS ON HOW TO SPONSOR SAS
If your corporation would like to sponsor SAS,
all you have to do is send a check in the amount
that corresponds to the particular sponsorship
package that you want. Checks should be sent to
the following address
South Asian SocietyRice UniversityClubs
Office, MS - 526P.O. Box 1892
Houston, TX 77251-1892
Checks can be made payable to Rice University,
with the words SAS Donation G82125-GR03 in the
Memo line of the check.
Upon processing your check, Rice University will
send you an official thank-you letter and the
appropriate paperwork so that you can claim your
donation as a tax deduction to the extent allowed
by the law.
SAS will also send you a letter saying that we
have received your donation and that we are
taking the proper steps to give you your total
advertising space.
Official Rice University Contact

30
Rice Mens Lacrosse Club
31
Rice Mens Lacrosse Club Dear Rice Lacrosse
Parents, My name is Sam Symonds and I was
recently elected to be a captain for the
2004-2005 Rice Lacrosse season. As you probably
know by now, your son is an active member in our
club organization and most likely when you ask
him about his experiences at Rice, a lot of his
fondest memories are due to being a member of our
team. Our club team is an outlet for many Rice
students to escape the stresses of our rigorous
curriculum. Rice Lacrosse has helped many Rice
students become the men that you know today by
fostering social connections through the team,
enabling competitive students to continue to
compete in sports, and by providing our team with
methods to continue to remain in shape to help
offset the ravages of college. We have a diverse
team that has pre-med students, engineers,
architects, and a huge variety of social science
and humanities majors coming to play lacrosse
from all over the world. This lacrosse team is
so much more than a simple club sport. Our
players take pride in our team, work hard to
achieve our goals, and simply love the game
itself. We play because we need the release of
working together to achieve a mutual goal. As a
team we are dedicated to our goals and though we
havent always come out on top, we always strive
and work our hardest to achieve them. The
essence of this letter is to ask you parents to
help us out. Because we are a club team playing
an expensive sport, we are severely under funded.
Our typical budget can barely cover the costs of
referees fees, equipment, and travel expenses.
Currently, we only have one set of jerseys that
we have to use for both home and away games. We
are even unable to afford a coach. Presently, we
take in dues of 100 dollars per player and we
have sold T-shirts in the past, but with as
little time as we have during the year, it is
difficult for us to make much money to cover our
costs. I am asking you to please help us out in
any way possible. Any donation will be more help
than you can imagine. If we can achieve our goal
of 4000 dollars, we will be able to fund two sets
of jerseys and shorts as well as cover the costs
of all of our referees fees for the entire
season. Please assist us in becoming the team
that we know we are capable of becoming and
please know that your donation will allow us
continue our tradition as a club sport dedicated
to the students who play it. Thank you all for
your support and thank you for taking the time to
read this letter. Samuel C.
Symonds Captain 2004-2005 Team Hanszen
College 06
32

Rice Mens Lacrosse Club
Giving to Rice Lacrosse
If you choose to send a check, the enclosed
envelope will send your donation to Paul J.
Sutera the Assistant Director of
Development-Student Affairs who handles the
donation accounts.
We also have made it possible to send a donation
to our organization over the Internet. Go to
http//www.giving.rice.edu/giving/Clubs.asp Click
on Make a Gift online. On the online form,
under designation click other and at the
bottom Special Instructions section write in
G81443-GK38 Rice Mens Lacrosse this directs
the donation into our personal folder.
Types of Donors
Rookie donor 50 dollars from each family1 full
set of jerseys and shorts
Sophomore donor 100 dollars from each family2
full sets of jerseys and shorts
Junior donor 250 dollars from each
familyachieves goal of 2 sets of jerseys and
referee fees
Senior donor 500 dollars from each family2
sets of jerseys, referees fees, and money for a
coach
Captain donor 750 dollars from each familyall
of the above as well as travel expenses
Once again, thank you for all your help and
support. We couldnt do it without you.

33
Engineers Without Borders
34
ENGINEERS WITHOUT BORDERS Engineers Without
Borders USA (EWB) is a nonprofit organization
dedicated to helping communities in the
developing world improve their quality of life
through the implementation of environmentally and
economically sustainable engineering projects
that address basic needs for water, sanitation,
shelter, and energy systems. By bridging the gap
between those looking for help and those eager to
help, EWB facilitates the completion of service
projects that profoundly affect a community and
the development of internationally responsible
engineering students. In March of 2003, thirty
Rice University students inaugurated the Rice
University Chapter of EWB. Growing since its
inception, Rice EWB is currently pursuing several
service projects around the globe. We ask for
your financial support to aid in the success of
the organization. Background EWB, composed of
more than twenty five active chapters, has
ongoing projects in Africa, Asia, and Latin
America that address production and distribution
of potable water, processing of gray water,
installation of micro, solar, wind and hydropower
systems, and a variety of other engineering
issues. In the summer of 2003, the Rice Civil and
Environmental Engineering Department supported
three Rice students to join students and faculty
from the University of Colorado in completing a
project in the West African village of Foutaka
Zambougou, Mali. Prior to this implementation,
the community relied on only one working deep
well pump for its water supply, when the Malian
government recommends at least four for a
community its size. The community was forced to
draw water from shallow, contaminated wells. As a
result, roughly 90 percent of the community was
sick, most from water born illnesses. Working in
an arid environment with daily temperatures
exceeding 110 degrees, these Rice students helped
residents of this small village coordinate the
drilling of two new deep wells, repair a
non-functional deep well pump, construct a
rainwater collection basin, and begin a drip
irrigation system for their village farm.
Building on the success of the Mali project,
Rice EWB is becoming a truly autonomous chapter,
developing and implementing its own projects.
Additional funding is now needed to support the
further growth and continued success of Rice
EWB.
35

ENGINEERS WITHOUT BORDERS
Need
We envision the greatest benefit to come from
Rice students initiating their own, stand-alone,
projects. These would be conceived and executed
solely within the Rice Chapter of EWB, allowing
students to receive course credit, if desired,
upon completion of each project. To develop such
a program, Rice EWB would require funding in the
range of 2030,000 per year.
Rice EWB, consisting of approximately forty-five
actively participating students, is currently
pursuing projects in Mexico, El Salvador,
Nicaragua, and Mali. A water purification and
distribution project in Piedritas, Mexico has
been approved by EWB-USA. Implementation will
occur in May, 2004. In El Salvador, both a water
purification, storage, and distribution project
and a bridge project have been approved by
EWB-USA. Other students traveled in March, 2004
to Nicaragua to meet with several communities. An
application for a bridge project is currently
being prepared. A group of Rice students will
also return to Mali in December, 2004 to
implement a drip irrigation project in the same
community. Summaries of the activities of these
four teams are included in this mailing. Students
will head groups to design the projects and they
will organize and participate in workshops
designed to teach real-world engineering. Upon
completion of the design and site survey,
students will return to the communities once
again to implement the projects. We hope to
establish long-lasting relationships with the
communities we work with, returning for several
years to pursue additional projects, as we are
currently doing in Mali. Sufficient funding is
essential for all of these activities.
Importance
A number of tangible and important impacts can be
realized through your support of Rice Engineers
Without Borders. These include
the completion of service projects that
profoundly affect entire communities
providing new and challenging out of the
classroom educational experiences for students
from freshman through senior year
the inclusion of humanitarian concepts in Rice
Universitys engineering education
opportunities to work with other cultures and
levels of technical development
the development of strong team building skills
that transcend cultural barriers

36
ENGINEERS WITHOUT BORDERS Ways to
Contribute Rice EWB would greatly appreciate
your support. Donations need not be large, and
they are tax deductible. Many employers also
match donations given by their employees. If you
are interested in supporting the efforts of the
Rice EWB Chapter, donations can be given by
completing the included form or the online form,
which can be found at https//online.alumni.rice
.edu/giving/giving.asp Please write checks to
Rice University and under the gift designation
section, please list Rice Engineers Without
Borders. We value your donation immensely and
will use it to finance travel and project
material expenses as well as educational
workshops and opportunities on campus. We will
keep you informed of our activities as the year
progresses. If you have any questions or would
like more information, please email ewb_at_rice.edu
or visit our website at www.ruf.rice.edu/ewb
Tamar Losleben Abigail Watrous
Mike Higuera Alexander Gordon Sarah
Burkhart Co-Presidents
Intl Projects Chair Co-
Vice Presidents
37
Fundraising Ideas
38

Fundraising
Car wash
Entertainment books
Bake Sale
Outside the Box Thinking Arresting your
favorite administrator www.hartfordinformer.com/
global_user_elements/printpage.cfm?storyid656239
Rent-A-Rower (October 16, 17, 23, 24 of 2004)
Water Polo Pancake Sale.after hours
Corporate Matching Program a gift that is made
on condition it be matched within a certain
period, either on a one-to-one basis or in
accordance with some other formula such as a gift
by a corporation matching a gift by one of its
employees.

Fundraising
Dues personal commitment
www.campusfundraiser.com (ie. magazines, credit
cards, etc)
DO NOT do a raffle! They are controlled by the
state gaming industry only two allowed per year
by a non-profit. Unauthorized raffles are a Class
A misdemeanor, and participating in unauthorized
raffles is a Class C misdemeanor by the
Charitable Raffle Enabling Act. INSTEAD have a
sweepstakes/drawing were you have an equal chance
of winning.
For events, conferences If a high quality
invitation is produced with sufficient time
before the event, the Development office may be
able to provide a data download of alumni to
receive the invitation. While the primary focus
should be inviting the person, a line on the
reply form could be added I cannot attend the
event but would like to support the __________.
My _____ donation, made out to Rice University
club name in memo is enclosed.

Fundraising
Students are encouraged to give donors
visibility for their donations, ie. Signage at
the event, listings in the program, etc. It is
also extremely important to write individual
thank you letters to each donor after the vent,
highlighting the successes of the event. Please
provide me (MS-81) copies of such correspondence
for our files. I also encourage students to keep
accurate records of contacts made and any
donations received for future reference.
Still in development.Fundraising Awards
- Best Student Club/Organization Website (for
fundraising)
- Best Student Club/Organization Newsletter
- Best Most Creative Student Club/Organization
Fundraiser
- Best Most Profitable Student
Club/Organization Fundraiser
What else?

Procedural Information G-account v. D-accounts
MONETARY DONATIONSGift Account (G-fund) use
anytime an individual an individual makes a
donation to the department, organization,or
project. When that occurs, Development Services
will accept the gift and issue a receipt (for IRS
gift purposes) to the individual/company. Since
they will be mailing a receipt of acknowledgement
for the donation, full name/mailing address/etc
is needed.
When groups are having bake sales, car wash
events, etc this is not considered a donation
since the customer is actually receiving goods
and/or services for their monies (Quid Pro Quo).
These monies should not be deposited into your
G-fund, but rather another in-house account (eg.
D-account, A1, Chase account, etc).