Section Four
FUNDRAISING STRATEGIES
Developing a successful fundraising strategy allows student organizations to
cover operating expenses, complete projects and programs, and funds for the
future. Many student organizations find that the success of their fundraising may
be attributed to the following six general principles:
1.
THINK POSITIVELY
As you plan for the year, ask yourself, “If money were not an issue, what would the group do?” Use your imagination. It is generally easier to scale down your organization’s plans than to scale up in midyear, you can begin to access the feasibility of these goals in light of resources. A dose of realism is necessary at this stage in your thinking, but be positive.
2.
ESTABLISH A FINANCIAL GOAL
If you don’t know where you’re going, you’ll never know if you’ve arrived. Organizations must establish an annual budget. The development of a budget should follow, not precede, the establishment of your organization’s goals for the year. Making the group’s plan fit the budget rather than making the budget fit the plan is the common error characteristic of stifled organizations. Once a budget of proposed expenses is developed it must be reviewed against existing resources. The specified dollar figure beyond existing resources that will be required to operate and complete the group’s program for the year becomes the group’s fundraising target. If this figure is large, don’t panic, it is time to be creative and realistic.
3.
DEVELOP CREATIVE FUNDRAISING ALTERNATIVES
Once you have established a financial target, identify all potential sources of funds and develop creative ways to tap these sources. Successful organizations utilize multiple approaches to fundraising.
4.
ESTABLISH A FUNDRAISING PLAN
Fundraising is like any other group project; it cannot happen successfully if left to chance. Successful fundraising requires careful planning. Answer the basic planning questions: Who? What? When? Where? & Why? As you creatively explore approaches to fundraising, it is important to balance the costs of the organization (required outlay of time, as well as, human, material, and existing
financial resources) with the risks involved in fundraising (potential liability and the possible loss of resources or good will). If the risks are greater then what the group wishes to assume, it is time to go back and revise the organization’s overall goals for the year to reflect a reduced financial base. Remember to think
positively and creatively. Once a financial plan is developed, write it down.
5.
FOLLOW COLLEGE PROCEDURES
All fundraising activities require prior The Office of Student Life approval, particularly for sales and solicitation, and maybe restricted or prohibited under DCCCD policy or State law. Clubs are allowed to hold as many sale fundraisers earning up to $5,000.00 for the academic year. At that point, clubs must stop sale fundraising. No more then one club can hold a fundraiser per day. You must check with the Club Coordinator to make sure that the date that you want is available. You should be familiar with both the approval procedure and limitations before you undertake a fundraising activity.
6.
EVALUATE FUNDRAISING ACTIVITIES
In order to determine your level of success, maximize learning opportunities, and advise future leaders of the organization, it is necessary to evaluate your
fundraising activities. This evaluation should go beyond a simple comparison of the dollar goal with the amount raised. It should include a qualitative analysis and conclude with recommendations for future fundraising activities.
FUNDRAISING PLANNING
Successful Fundraising Plan:
Hold a planning meeting for the event and discuss the following issues:
What are your organization’s needs? Costs? Results from fundraising?Choose fundraiser(s)
Be creative:
Choose a theme and carry it through - People come to be entertained and to spend money, provide a opportunity to do both.
Make the project as much fun as possible work together, and really get to know each other.
Make sure the fundraiser is respectable to the organization’s purpose.
Appoint an enthusiastic fundraising committee
Publicity, Entertainment, Set-up, Clean up, Hospitality, etc.
Solicit top-notch chair(s)
They must have the ability to organize and manage. They should also have a
flair for dealing with people, as well as, flexibility, patience, imagination, good
judgment, humor, and a cool head to cope with emergencies.
Consider first
Consider the results of the fundraiser and campus/community needs, amount
of time, people, power, and logistics involved vs. possible funds to be raised,
public relations value of fundraiser, interest/commitment of members to the
project, and appropriateness of fundraiser for organization purpose image “will
this fundraiser help future projects?”
FUNDRAISING IDEAS
A-thons:
Bike
Dance
Phone
Run
Horseback riding
Walk
Sing
Haircut
Swim
Other Ideas:
Arts and Crafts Competition
Sell Raffle Tickets
Sell Christmas Trees
Sell balloons
Talent shows
Telegrams
Holiday-gram
Tournaments
Wild Hair Contest
Present Wrapping Service
Window Wash
Winter Beach Party
Wreath Sale
Baby-sitting services
Fashion Shows
Car Wash
Carnival
Concerts
Dog Wash
Dunking Booth
Flea Markets
Haunted House
Bingo
Kidnap faculty/staff, they must call friends to raise ransom money to be donated to
charity (Obtain their permission first!)
DO’S AND DON’TS OF FUNDRAISING!
Do meet with the Club Coordinator to get all paperwork and regulations. Do double work - sell T-shirts at a dance marathon.
Do get donated supplies/services as much as possible. Do keep records of everything you do.
Do make the most of every opportunity Do have a goal.
Do get groups together before and after every event to applaud successes and to plan your strategy.
Do use thoughtful planning - too many events are the product of impulse. Do think positively.
Do utilize multiple approaches to fundraising.
Do make successful fundraisers traditional.
Don’t allow fundraising to disrupt regular business or programs of the organization.
Don’t solicit people; you can not approach people, they must come to you. Don’t expect too much from members - you should have fun and raise money. Don’t have a fundraiser based on impulse - plan carefully.
Don’t let the treasurer handle the responsibility - spread it around. Don’t wait until the last minute for anything - be prepared.
Don’t let one person completely control all the finances - have at least one more person verify transactions.
Don’t forget to be creative, enthusiastic and have fun!
Begin Planning
Money:
If club funds are needed you must submit a Check Request Formand Club
Advance Form in the club advisor’s name for the amount needed. After the sale,
all receipts and any leftover money must be turned in with the Fundraising Form
for deposit.
If the club is purchasing items from a vendor, it may be necessary to use a
Purchase Order Form. (If this is the case, please refer to the Finance section of
this handbook.)
If a student or staff member pays for items out of pocket it may take up to three weeks for total reimbursement. All out of pocket money MUST have a receipt to verify for reimbursement. No raised cash can reimburse that person, all raised funds must be deposited and the reimbursement will follow after the transactions are complete. This process is necessary to keep good paper trails of total money spent and raised.
Paperwork:
In order to raise funds, a Fundraising Application Form must be completely
processed
two weeks prior to the event.
THIS MEANS YOU MUST BEGIN THE
PAPERWORK PROCESS THREE WEEKS PRIOR TO THE EVENT!
The paperwork must acquire several signatures, which may take a while. NO
fundraising event will be allowed if the paperwork is not approved! This means even if a club has purchased food and supplies the event will not take place.
A Work Order Form for room set up must accompany the Fundraising Form if any
chairs, tables, or equipment is needed. Verbal requests or emails are not accepted.
The Fundraising Form is your deposit slip. Therefore, after the sale you must pick
up Fundraising Form from the Club Coordinator and deliver it and the profits to the
cashier’s office. The cashier will give you a receipt and a copy of the Fundraising Form, which should be returned to the Club Coordinator and filed for future reference.
An Activity Report should be filled out, turned into the Club Coordinator and put into
the club file within 24 hours (or next business day) of the sale or event.
If any of these steps are violated, it could lead to the club being placed on probation or suspension from fundraising, the consequence being that following fundraisers may not be approved. As a general rule, recognized student organizations will be allowed fundraising permission if the goods/merchandise are not in direct competition with the food services or bookstore contracts and if all funds are sufficiently
accounted for and deposited with 24 hours (or next business day) in the club’s account.
**
Please review the finance section of this book for further policies and procedures.FUNDRAISER CHECKLIST
1. Hold planning meeting for event ________ 2. Confer with advisors on plan ________ 3. Determine cost ________
4. Select date(s) and alternatives ________ 5. Fill out/turn in fundraising application ________ 6. Fill out/turn in room/location request form ________ 7. Room reservation and setup confirmed ________ 8. Publicity planned ________
9. Publicity implemented ________
10. Check on delegated responsibilities ________
11. Begin list of necessary equipment and supplies ________ 12. Decide who will purchase supplies and how____________ 13. Money for supplies requested ___________
14. Final briefing of committees and members ________ 15. Gather all equipment and supplies—check off list ________
16. Request a cash box from The Office of Student Life _______________ 17. Event held ________
18. Activity clean up ________ 19. Deposit all funds ________
20. Secure receipts and attach to Check Request Form after the event ________ 21. Evaluation of event with committees ________
22. Complete Activity Report _________
