The Essentials of Fundraising

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T he Esse n t ia ls o f F u n

d ra is i ng

4 The Essentials of Fundraising e-book

22 lessons for A+ fundraising

Editorial 7

Chapter 1: Getting started 8 Lesson 1: Goal setting the SMART way 8 Lesson 2: Appoint a fundraising coordinator 9 Lesson 3: Use your Fundraising Handover Manual 9

Chapter 2: Setting your fundraising calendar 10Lesson 4: It pays to go for a mix of fundraisers 10

A place for tradition: Should you repeat the same fundraiser? 11When to hold your fund-raiser? 11

Lesson 5: Keep fundraising drives short and snappy 12

Chapter 3: Choosing your fundraiser and supplier 14How quickly do you need to meet your financial goal? 14Are you looking at an event or a sales program? 14

Lesson 6: Fundraising drives offer popular profitable possibilities 15What about online fundraising programs? 19Consider your market 20

If youre selling, who forms your sales team? 22 Lesson 7: Raffles there are legal obligations and then a prize 26How to choose a supplier 26

Lesson 8: A good fundraising supplier will not only answer yourquestions but want to know more about you too 27Questions you need to ask 27Questions you should be asked 28Ask for a reference or two 28

Lesson 9: Keep it simple 28

Contents


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Chapter 4: Fundraising drive essentials 30The lead up 30

Lesson 10: Educate people about why this fundraiser is needed and how they play a part 30

Lesson 11: Databases are invaluable 31Launching your fundraiser 31

Lesson 12: Fundraisers need a launch 31 Lesson 13: Spread the word and get it heard 34 Lesson 14: Incentivise! 35

Maintaining momentum 36Driving it home! 36To stick with the deadline or not? 36

Chapter 5: The fundraisers not finished til thehandover manuals done! 38Handling orders and shipments 38Before dispatch 38

Lesson 15: Share the outcome with your community 39 Lesson 16: Update your Fundraising Handover Manual 40

Chapter 6: Volunteers 42 Lesson 17: Know whos got what to offer 42

Lesson 18: Avoid fundraising fatigue 43Lesson 19: Boosting parent support 43

Create a volunteer sign-up board 43 Lesson 20: Keep those lines of communication open 46 Lesson 21: Feeling valued goes a long way 47

Chapter 7: Building a partnership from the broader community 49 Lesson 22: Dont put grants in the too-hard basket 49

EDITORMandy Stevens1300 653 305

ADVERTISINGENQUIRIES1300 653 305

[email protected]

PUBLISHERDirect Digital Publications Pty LtdABN 98 118 909 069

p: 1300 653 305f: 1300 769 823

www.fundraisingideas.com.au

[email protected]

DISCLAIMERDirect Digital Publications Pty Ltdtakes no responsibility for materialsin this publication or claims made byadvertisers, or errors or omissions.Readers should not act on anyrepresentations made in this book

without independent verification.

COPYRIGHT 2010 Direct Digital Publications Pty Ltd


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In the beginning there was a need, and someone said Well raise some money and fix that!.

So a few folk got together and barbequed some sausages outside a hardware store for weekends on end; found themselves up to their elbows in chocolate icing and coconut aslamington orders came in, and sold box upon box of chocolate frogs and they thought it was good.

Funds were raised and the need was met.

But the next year, and the year after that, and the year after that, more needs arose.The same people found themselves doing the same things, working hard to raise money,asking the same people for their support and soon it was not so good.

They wondered why people turned and walked the other way when they approached.They became lonely and felt unwanted; and they quit and then there weretwo needs

What a sad and sorry story: what a pity they hadnt read The Essentials of Fundraising: 22 lessons to A+ fundraising.

I have been involved with fundraising for my childrens kindy and school for five years. That has coincided with the phenomenal growth of the Fundraising Directory,Australias leading resource on fundraising.

The focus of this e-book is on fundraising drives however the basic principles willtranslate to any fundraiser you choose.

Follow these tips and you will be making those much-needed dollars for your project and it will be good!

Direct Digital

This ebook was inspired by and is dedicated with love to the memory of Helen Creswick.

Ed i t o r ia

PS: Throughout this ebook, I refer a lot toschools. I dont mean to be exclusive. Thesetips will apply to all forms of communitybased organisations with a common goal



So your school or kindy or sports group wants to raise some money. First question:why? The answer is not because we should. It is not because we want to help theschool/kindy/sports group. You need a firm goal!

Lesson 1: Goal setting the SMART way Think:

Specific well-defined and clearMeasurable in terms of progress towards the goalAgreed all key stakeholders agree to the goal and have a stake in itRealistic dont be too ambitiousTimely a time frame is built in.

Now thats SMART!

Applying the SMART principles, youll see that we want to contribute towards theschools new science building is too broad. We want to outfit the canteen in the newscience building is better but not quite there.

These are great goals:All funds raised from the clubs Trivia Night will be used to send players to theinterstate meet during the Easter holidays.We want to raise $5000 by 30 June to install shade sails in the playground.

Such specific outcomes mean you can get actual quotes for whats needed and set realfinancial goals.

BONUS ADVANTAGE!Knowing absolutely how much money is needed and how it will be spent providesmotivation and focus for helpers and supporters. Well talk more about theseimportant people soon.

TIP Financial success does not equate with the percentage of gross sales a fundraisingsupplier provides. Theres much more to it . Chapter 3: Choosing a fundraiser and

supplier explains.

Getting started

C h a p t e r



Getting started

Lesson 2: Appoint a fundraising coordinator.Behind every successful fundraising drive sits a well-organised designated fundraisingcoordinator.

Most committees have a president, secretary and treasurer. A fundraising coordinator isas central to the committee as these three positions.

This person is not just well-organised but a great communicator and imaginative too.But dont make the mistake of thinking the fundraising coordinator is responsible for allthe hard work. Shes commander-in-chief, breaking down a big job into smaller tasksthat others can handle.

Consider also having a volunteer coordinator to take the job of manning the money-makers off the shoulders of the fundraising coordinator.

Lesson 3: Use your Fundraising Handover Manual.

What? Your committee doesnt have one! Stop reinventing the wheel. This is your nextMUST DO.

Companies recognise the cost of losing intellectual property when staff move on. Sowhy is the knowledge gained from volunteers on a P&C committee or a music supportgroup or soccer squad any less valuable? Its not!

If you havent got a Fundraising Handover Manual, set one up now. It doesnt need to becomplicated. This binder holds records of past activities, contacts of helpers andsuppliers, and outcomes. It will also include a report that rates the fundraiser itself andthe suppliers used. At a glance you can see what worked, what didnt and why.

A Fundraising Handover Manual will save you stress, anxiety and time.Keep an eye out in 2010 as The Fundraising Directory publishes the definitiveFundraising Handover Manual. To receive further updates, subscribe to our freee-newsletter by clicking here.



C h a p t e r Setting your fundraising calendarYou now have a goal. You know how much money you need to meet that goal.

Great fundraising takes planning.

You need to organise your calendar at least six months in advance. Better still; makecommitments at your Annual General Meeting for the year ahead.

If your school publishes a calendar of events, make sure your fundraising events are

on it.

TIP Find out whats happening in your locality before committing to dates. Are there likely to be important clashes?

Its really important to know what others are doing too. Our daughters Open Day always coincides with the local boys school walkathon and were not the only parentswith children at both schools. Trying to support both means were frazzled and clockwatching on a Sunday and the kids are being rushed from one place to another.No one really enjoys their event.

Sandra, parent, Brisbane

Lesson 4: It pays to go for a mix of fundraisers.A big bang or multiple fundraisers?

From my experience, one fundraiser a term works well thats four opportunitiesthroughout the year to raise money.

Your fundraising calendar might look like this:product drivespell-a-thonMothers Day or Fathers Day stallfamily day or fete

In this way you have a mix of direct sales, a childrens activity, a community builder anda fundraiser piggybacking on a popular calendar event.

Your Fundraising Report Card will tell you what has worked in the past. Youll also see if a golden oldie has become a little tired and needs either some revitalisation or a rest.



WARNING: Do not get too ambitious or greedy. Too many fundraisers will turn yoursupporters right off.

TIP Keep clear of school holidays. Families need time off! The last thing they want to think about is fundraising.

A place for tradition: Should you repeat the same fundraiser? Two old sayings come to mind: variety is the spice of life and if it aint broke, dontfix it.

Its often easier for a committee to run the same schedule of fundraisers over and overagain. Theres a place for tradition - but thats not in fundraising! If youre serious aboutfundraising for your group, put sentimentality and tradition aside and look at thebottom line. If the fundraiser still achieves results, by all means continue with it, butconsider giving it a facelift.

If support has dwindled and theres a noticeable loss of interest and enthusiasm evenamong your core supporters, youve already left it too late and its definitely time tospice up life. Dont wait to hear Oh no not that again!

The only way to grow your range of tried and tested fundraisers is to try and test them!Each year, make certain you have at least one new product drive or event in yourfundraising mix.

When to hold your fund-raiser?

Take a lesson from retailers and think about calendar events. Can you cash in on afundraising drive leading up to Easter? Is there are way of tying Mothers Day or FathersDay into your fundraiser? Harness the Christmas spirit with end-of-year festivities.

TIP One Brisbane state primary schools P&C hold a fete as its main fundraiser on theSaturday immediately before Mothers Day. Quality craft items, cakes, bunches of flowers and home-cooked casseroles perfect presents for mums are available for sale. The P&C makes about $80 000 profit annually. Bonus: the clean-up is the next day

and a dads only event!

Setting your fundraising calendar



Lesson 5: Keep fundraising drives short and snappy. Think election campaign. Fundraising campaigns that drag on can lose focus andbecome ho-hum. Dont let that happen to yours!

I recommend short and sweet two to three weeks is ideal for a fundraising drive.

Events on the other hand need a date claimer well in advance. Then theres no excuse

for not having reserved the date. Theres more detail on this in Chapter 3, Choosing your fundraiser and supplier.

Setting your fundraising calendar

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Choosing your fundraiser and supplier

C h a p t e r

First you need to decide on the type of fundraiser that will work best for you.

Consider:how quickly you need to meet your financial goalwhether you want an event or a sales programwhen to fundraiseyour market who you can target to support your causeif youre selling, who forms your sales team.

Then its time to look for a supplier.

How quickly do you need to meet your financial goal?Is there an urgent need? Do you need to raise $2 000 to help send some team membersto an elite sports camp in a few weeks?

Your best fundraising bet may be a direct sales program. You order a product and sell itimmediately.

Having a longer lead time - and a bigger goal - extends your fundraising options.

Are you looking at an event or a sales program?When you think fundraising event, its easy to limit yourself to fetes. Organising one of those is a whole book in itself (and yes, youve guessed it, weve written it!)! A feterequires lots of planning, an army of volunteers and is a lot of hard work over a longperiod. You will find some great practical tips in my directory, Australias annual guideto fetes and festivals www.fetesandfestivals.com.au

But many other event-based activities get overlooked.

Some involve children directly. Think a-thons : walk-a-thons, spell-a-thons; skip-a-thons,swim-a-thons.

Some create social and fundraising opportunities for adults. Think shopping tours, trivianights or casino nights.

Family events like disco nights or Christmas carols lend themselves to direct sales suchas glow sticks .

Then there are sales programs, otherwise known as fundraising drives: direct sales,orders taken or online. Lets explore these further.



Lesson 6: Fundraising drives offer popular profitable possibilities.Fundraising drives are proven, popular ways to raise funds quickly.

Your choice of product to sell will be the hardest decision! The Fundraising Directory lists suppliers who specialise in fundraising campaigns using:

artwork, stationery and labelsbooks, cd-roms, DVDs and moviesbulbs, plants and herbschocolates and lolliesclothing and jewellerycustom-labelled beveragesfood and fruithomewarespersonal care productsphotographytoys and educational.

TIP Moneys tight. Focus your fundraising on products that your supporters will need to buy anyway, like books, toys, sunscreen, batteries and make sure that what is offered isquality.

I have found day-to-day purchases turned into fundraisers dont burn a hole in thebudget. They simply require a change in where the spend happens.

Marisa, parent, Newcastle

Consider whether you want direct sales or an orders-taken program.

Order-taken programs The big advantage here is you only order what youve sold. That means theres no risk toyour profit.



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But you do need some lead time to run a fundraising drive like this and theres moreadministration too: distributing brochures and order forms; getting orders in;distributing the goods.

Some fundraising suppliers streamline the administration, providing the fundraisingcoordinator with a computer program that will tally up orders and work out profits. Thatsaves hours!

Direct sales The big advantage is you have the stock to sell. If it moves like a rocket, youll be rakingin the money.

Be realistic in setting your sales goal. Does your Fundraising Handover Manual holdsome clue of what youll need? It will next time.

Do you have the capacity to pay upfront for the quantity you need?

What if your sales dont meet expectations and youve a garage full of unsold cartons?

Avoid this by knowing your fundraising companys return policy beforeyou commit!

Many fundraising companies will accept unsold returns but they are well within theirrights not to accept cartons that have been opened or damaged.




TIP The sweet fundraising debate getting the balance right

Chocolates and lollies will always sell but you may come up against some vocal opposition, encouraging obesity, yadda yadda yadda.

Im all for healthy active lifestyles and having a diet that incorporates a little of a lot:nutritionists call that balance. Balance is healthy.So here are my tips for finding balance - and fundraising success - selling chocolatesand lollies:

Give parents the opportunity to opt-out up front. Send a note home to all families1.about the fundraiser and ask them to let you know if they do not wish to participate. Respect conscientious objectors and suggest instead a donation of,say, $20 as their contribution.Encourage parents to take a box (or two or three) to their workplace. That 2.removes the temptation from the playground and opens up the wallets of thoseoutside the school community.Direct at least some of the money raised towards an activity-based investment.3. Alternate the chocolate drive with an activity-based fundraiser such as a4.walkathon.Use the fundraising effort to educate children about sometimes foods.5.

What about online fundraising programs?My focus in this how to is on drives that have a beginning, middle and end.

Online programs are emerging fundraisers with the potential to save time and moneybut they tend to be ongoing and they dont just happen.

Typically your group signs up to a supplier. Family, friends, neighbours, work colleaguescan buy products from that supplier online whenever they want (there tends not to bea cut-off date). The trick is that supporters need to remember to nominate your groupas the beneficiary so that the commission goes where it belongs.




Convenience is an obvious advantage. The cut can be a real bonus. For example, everydollar spent on products from the Toys and More catalogue earns credits for the school,centre or group to update their resources.

But the risk with this form of fundraising is that it can be a sitter. Its not IN YOUR FACElike other drives; yet it needs to be to bring in orders. A catalogue sent home is notgoing to generate sales for you without you pushing, prodding and promoting,reminding your supporters why they need to buy something this way. Be prepared toramp up your promotional and motivational strategies to really maximise your earnings.

Consider your marketNot all fundraisers work for all situations or groups.

Is the product affordable? Peg your price at what your community can afford.

Think beyond your immediate group. How can you get your neighbours, relatives andcolleagues to dig into their pockets? What interests them?

Think values too. For example, Ive found that custom-labelled wine goes down a treatat kindys and childcare centres. Youngsters artwork is used for the labels. If youre theparent of the chosen Picasso, youll automatically want to buy bottles for grandparents,aunts, uncles, godparents, neighbours - and possibly put the wine down for the artistsown 18th! Tiny tots are unlikely to be aware of - let alone influenced by - thisfundraising. Teenagers could be: thats why high schools are particularly careful aboutpromoting wine sales.

Sporting groups and high schools find success with custom-labelled spring waterbottles.




If youre selling, who forms your sales team?United we stand, divided we fail.

Okay, apologies to Aesop for the take on his saying but I did say everyone needs to havea stake in reaching the fundraising goal. That comes into play now, when thinking of

whos going to sell your way to fundraising success.You cannot expect a few to do this. It needs a whole of club/school communitycommitment.

Read more about volunteers in Chapter 6.








Im often asked about involving children. My short answer: whenever possible, go for it!

TIP Involving children in fundraising

Children are not being exploited when theyre involved in fundraising. They learn a few realities about life.

For example, children learn that things dont just appear in their classroom or Cub den. Just like they have to save up pocket money for the latest gizmo, the cool new playground didnt just materialise.

Being a part of the sales team, children learn about community spirit.

Their involvement can be a great boost to their self-confidence too.

A word of caution though

Times have changed and there is no way I advocate children selling or seeking

sponsorship door-to-door without parental supervision.By all means have a roster of children sell ing raffle tickets in the local mall but have anumber of parents there to keep an eye on them.

Likewise escort your child around the neighbourhood and hover just behind him as heknocks on the door.

Out of the mouths of babes

Childrens views are fresh and honest. Why not ask for their ideas about a fundraiser,such as what prize would work as an incentive for taking par t.

One school I know did this and discovered that a high bounce ball was motivating all the kids one year, and it turned out to be the least expensive incentive prize a win-win! But it may well suck the next year.



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Lesson 7: Raffles there are legal obligations and then a prize.Australians love a little gamble. Our nation grinds to halt to watch the Melbourne Cupevery year. It stands to reason that most groups consider a raffle as a fund-raiser.

When I was growing up, it was fine to buy a raffle book from your local newsagency, sellthe tickets and draw a lucky stub out of a hat.

Theres more to running a raffle now.Every state and territory has different requirements.

For example, in Victoria you need a permit from the Victorian Commission for GamblingRegulation if your total prize pool is more than $5000. In Queensland, a permit isneeded only if the total prize value exceeds $20000; in New South Wales, its $25000.

If a permit is needed, you will need to factor in that cost and a window of time for theapproval (up to 45 days in Victoria).

Then theres the task of securing a prize worthy of a lottery. It needs to be something

really desirable. Ideally you want it donated, otherwise the cost will have to be coveredby your sales, before you see profit. Think about how many tickets you will need to sellto cover such an outlay.

Chapter 7 provides some advice on sponsors.

TIP Australian Fundraising charges a fee for doing all the hard work. It looks after the legal aspects, organises great holiday prizes accommodation in quality motels around Australia; prints personalised tickets and presents the tickets in sellable bundles. Youonly buy as many as you are confident you can sell (the value of the prize reflects sales).

How to choose a supplierOnce youve decided on the type of fundraiser, you need to choose the right companyto support your campaign.

Review your Fundraising Handover Manual. Who was used last time and what wasthe result? (Oops, dont have one? Start now so next years committee learns fromyour experience.)

Do some homework. Look through the Fundraising Directory, view the websites of




potential suppliers, and create a short list. Using the Information Request system builtinto the Fundraising Directory website makes this task easy.

Now its time to ask your questions.

Lesson 8: A good fundraising supplier will not only answer yourquestions but want to know more about you too.

Questions you need to ask How long has the company been in business?1.How many years of experience does the company representative have in2.fundraising?What is the percentage profit of sales?3.

TIP Percentage does not necessarily translate into profit.

If one company offers you 50% of gross sales and another offers you 40%, ask why.

It could be that the 40% company offers useful extras that could boost sales and savetime e.g. kick-offs, incentives, timely delivery of merchandise, customised packaging for individual. Perhaps the quality is so superior that an increased sales volume will net your group more money.

Dont take the percentage of sales at face value.

Is the product high-quality? Quality products equal quality revenue returns.4.Does the supplier provide services that will help save volunteers time such as5.checklists, promotional posters, tally sheets, collection envelopes, pre-sorting?Is there a prize incentive program? Is so, who pays for it?6.Are products paid for in advance or upon delivery? Will they work with you on a7.fair payment option?What is the returns policy if you over-order?8.

When talking to the company rep, consider her communication style. You want to work with someone who listens to your needs.




Questions you should be asked The questions shouldnt be one-way either. Fundraising companies you want to work with will ask questions about your group.

The company rep will want to know:your groups financial goal1.

your fundraising timeline2. the number of potential participants and their ages3.any historical information (e.g. past fundraisers, participation levels, successes4.and failures).

If the company rep doesnt ask, hes not really interested.

Ask for a reference or two Take the time to talk to another group who has used a supplier. Were their expectationsmet? Did the company delivery its promise?

Yes, this process takes time but if it pays off you raise the money you need and itcould be the beginning of a beautiful on-going partnership.

Lesson 9: Keep it simple.Your fundraising coordinator and support team are volunteers. Their time is precioustoo. They do have a life other than raising money for this committees venture.

The paperwork thats involved in a fundraising drive can be overwhelming. Look for asupplier who makes it as straightforward as possible.

Many suppliers will provide checklists, order forms, tally sheets - all the administrativepaperwork thats needed to support your fundraising drive.

Some suppliers even provide a computer program that looks after the time-consumingcalculations of orders and prize tallies. That can save hours!



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Fundraising drive essentials

C h a p t e r

Life has a beginning, a middle and an end; a fundraising drive is no different. Youcannot afford to scrimp on any stage.

The lead up

Lesson 10: Educate people about why this fundraiser is needed and how they play a part

TIP Having a box of chocolates just turn up, expecting to be sold, without any communication, made me very cross. It was like I had no option. The fact that my child was at a private school added insult to injury. Georgia, parent, Melbourne

This is a lesson in what not to do! Ive already outlined my strategy for selling chocolatesand lollies (page 19). In failing to communicate an upcoming fund-raiser at all, Georgias

school committee really got her off-side. They could kiss her support good-bye.You need to be on the parents radar.Were all busy. Theres a lot going on. Sometimes we need to be reminded what day of the week it is!

Securing your fundraiser in the school calendar is good but that doesnt mean it will beremembered.

Pre-publicity is vital. The lead-up is the time to really whip up support. It will work best if you can demonstrate what is in it for them (or more specifically their little

darling).If your school or club has a website, use it to post a Coming Soon notice. Think of it likean advertisement. Youre out to convince a buying population to invest in your product.Make a connection between the donation and the goal. The more visual, the better.

Theres no such thing as too many posters: you want them on every classroom door,at every school entrance, in the office, at the canteen, in the library, even in theadults toilets.

If youre fundraising for an activity-based group such as ballet or soccer, with lots of

comings and goings, you need to have someone handing out flyers announcing thisup-coming fundraiser at every single training session a week or two before launch day.



Fundraising drive essentialsLesson 11: Databases are invaluable.Privacy laws mean schools and clubs cannot pass on familys details without theirpermission. Some clubs and schools have even stopped providing a class/team contactslist for fear of breaching these laws. Unless you are a real social networker, you may nothave a lot of contacts.

From here on, work to build up your contact database for your committee.

Include a Request for contact details form in your team sign-up papers or the schoolenrolment pack.

Why is it important?

Perhaps its the kids I know but from experience, notices sent home have a habit of going astray more so as a child gets older!

Having a contact database means you can send out group emails, including pre-publicity for your upcoming fundraiser.

Include details of when the fundraiser kicks off -- and when money and orders orresponses are due in.

Launching your fundraiserGeorgias school sent home a box of chocolates to be sold. No heralding, no fanfare.One unhappy parent.

Lesson 12: Fundraisers need a launch.At my school, fundraisers have a real kick-off. I get up on the stage in front of the whole

school and talk it up.I talk about why were fundraising.

I talk about how the product can be sold.

I talk about the incentives that are given to those who participate and those whoreally get involved (see Lesson 14).

Theres music; theres excitement. The kids dont forget to show their mums and dadsthe newsletter when they go home.


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Now if I can create that much of a stir, imagine if you had a celebrity on board! This iswhere knowing who your parents are and what skills they have comes in handy. If youve a football hero of a dad or a famous writer mum in your group, ask them to bepart of the launch.

How do you launch a fundraiser when your club has training sessions at different timesor places? It is tricky but not impossible. Perhaps time the launch announcement with abig game and announce it to the assembled crowd. Use your database to get themessage out to everyone that its GAME ON!

Your fundraising launch needs to be backed up with publicity. Thats the next lesson.

Lesson 13: Spread the word and get it heardFundraising is not a shrinking violet activity. To be successful, your activity needs to beOUT THERE, IN THE LIMELIGHT. It wants to be talked about.

Your school or club newsletter is a great place to start. So too is your website.

Lesson 10 taught you the importance of pre-publicity. Now its game time! Yourinformation kits or order forms go home on launch day.

TIP A sea of papers flood in to our home, all needing attention; all, invariably, whitecoloured. A bright colour will give your fundraising flyer immediate stand-out qualities.

Rosemary, parent, Melbourne

If your fundraiser has a quirky angle to it or a stand-out goal you might even securesome publicity in your local newspaper. Contact the chief of staff about three weeksbeforehand (if its a weekly newspaper).

Your community radio station is likely to give you some airtime too.




TIPS for writing a media releaseCreate a catchy headline - a play on words to grab attention works.Write your media release like an inverted pyramid: the most important information is at the top; at least at the bottom.Your first sentence is less than 30 words and will explain who, what, when, where

and how.Type your media release.Use organisation letterhead.Include a contact name and daytime telephone number for more information.

Lesson 14: Incentivise!Sometimes it takes more than a good cause to win support.

Call it motivation. Call it a prize. Call it a bribe. Incentivising your fundraising reaps

rewards. Thats why professional fundraisers use them.Incentives do not have to be big. They do not have to be expensive. In fact, better thattheyre not! You dont want the prizes for participation eating up your profits. Becreative: I would love to win an assigned parking space in the school grounds at pick-uptime for a week and that would cost nothing!

Consider the different incentive options:Group contribution You could offer an iceblock for every child whose wholeclass returns order forms for a fundraising drive.Individual participation A sticker or a pencil giveaway awarded to allvolunteers who achieve the minimum level of participation (e.g. school studentswho take the information home and return signed paperwork from parents ontime).Tiered prize program The greater the sales value, the higher the prize value.Rewarding families who provide outstanding support A family dinner,shopping vouchers, or family-oriented prize are valued incentives.

Lots of fundraising suppliers provides a prize program. Ask your supplier whats offered and at what cost.




TIP Some fundraising suppliers offer BIG prizes for choosing them. For example, your groupmay go into the draw to win a family holiday because your group (a) used Supplier X and (b) reached a certain sales target. This prize could be raffled at another fundraiser - without costing you a cent!

Maintaining momentumEvery fundraising drive has a beginning, middle and an end.

If youve kept your fundraiser short and sharp, the middle point is a week or three afterlaunch date.

Its time for an update on assembly. Its time for a reminder in the newsletter. Its time tosing the praises of the class thats done particularly well. It s time to stir up a littlerivalry.

Consider a visual gimmick as a way of showing progress.Driving it home!Youve heard it: Oh I meant to get the order form in on time.

Avoid disappointment most notably your committees at having lost sales!Days before the cut-off date, ram home the message to act now.

Use your posters, flyers, appearances on assembly and email reminders.

To stick with the deadline or not?You absolutely must have an end date. Otherwise your fundraiser goes from sizzleto fizzle.

However a little leniency or understanding may earn you some serious late orders.

TIP Yes you need to have a deadline. But human nature and being busy means we oftendont get to things when we mean to. Extend the deadline a few days at most a week.Youre likely to get a flood of later orders in, and thats money in the bank.

Rosemary, parent, Melbourne




The fundraisers not finished tilthe handover manuals done!

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Congratulations: its a wrap! Your orders are in. Theres still work to do though

Handling orders and shipmentsFinalising orders is not a one-person job. Its best to work in pairs the moresales, the more pairs.

Make sure all order forms are legible and filled out completely.Keep copies of all returned forms before sending them to the fundraisingsupplier.

TIP Pay particular attention to the expiry date on credit cards. Too often, a supporter fillsout the order form without thinking whether the card will still be good to use at the end of the fundraising drive!

Before despatchWork in pairs again - one calls the order, one checks the product.1.Double check the products for damaged or missing merchandise before sending2.them home.Work in a clear, clean space thats secure - in case you need to lock up uncollected3.goods.Arrange collection times that are convenient to your supporters.4.

TIP Do you have a phone number on the credit card slip?

That way the supplier can follow up any problem payments such as incorrect numbersor expired cards without you having to make what could be an awkward call.




Lesson 15: Share the outcome with your community. Too often, a fundraiser just fades away. People want to know what happened!

Share the result with all who took part - committee members, volunteers, andsupporters.

Place a notice in your newsletter and/or website.For example:

We reached our goal of raising $3000 from our spell-a-thon. We are on track to raising$25000 this year, enabling us to put an electronic whiteboard on each floor in ourschool.

TIP Our school has a policy of not fundraising for our own benefit .The Victorian bushfires were close to us most of the school community knew someoneaffected and we held a Penguin book drive for another, small public, school that had been burnt down. Administratively it was easy. Catalogues went home and parents sent their orders in.They knew the product and they were moved by the tragedy.Penguin offers a percentage of sales in money or books. Parents saw that they werenot only buying for their own children but for others, so there was a double benefit.We took the book option and were able to drop off $3000 worth of books to the other school.I worked with the library captains in every class and involved the students inselecting books. As a follow-up, I put a notice in the newsletter thanking everyone without namingnames and created personalised thank-you cards that were attached to every order.In this way, everyones support was acknowledged without breaching anyones privacy.

Marissa, fundraising coordinator, Ivanhoe, Victoria



Lesson 16: Update your Fundraising Handover Manual.Reflect on your efforts. What worked? What didnt? Would you do this again? Would youuse the supplier again?

While its fresh in your mind, complete a Report Card and file it in the FundraisingHandover Manual.








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Whether theyre supervising children selling raffle tickets in a shopping mall, orspreading the word of the fundraiser in their workplace, taking in orders or countingmoney, you cannot fundraise without volunteers!

Im often asked why is it always the same people?

Good question. Its rarely because these volunteers have nothing better to do with theirtime. From my experience, theyre often very busy people who just happen to be

amazingly generous souls. Theyre involved: they go to meetings and functions; hencemaking they are known and accessible .

But if you rely on the same people every time, you run the risk of them one day sayingEnough! No! Ask someone else!

The following lessons will help you get the most from your volunteers.

Lesson 17: Know whos got what to offer.Schools, sports clubs, and community groups: they all have annual admissions. It might

be a sign-on day or enrolment day. This is your chance to meet and greet potential newvolunteers. Mingle and chat. While youre chatting, mention the committees work inbroad terms particularly goals.

Ensure that your group has a flyer in the sign-on/enrolment kit, explaining what you do.Include a form seeking parent/carer details. How to contact them: do they prefer emailor phone (during work hours or evenings)? Do they have particular interests, skills orconnections?

If theyre forthcoming, youll know that John S has a minivan and can make deliveries,Barbara C is a bookkeeper and that a former Olympic swimmer has a child at yourschool/club.Keep this information in your database. It will come in handy.

Attracting and keeping volunteers



Attracting and keeping volunteersLesson 18: Avoid fundraising fatigue.Not another fundraiser!

Heard that?

Then your group is at risk of fundraising fatigue. In your groups enthusiasm, youveburnt the proverbial candle at both ends. Your supporters are feeling assaulted by

never-ending asks you may need to go back to Lesson 4 and so are your volunteers.Adopt the motto: do a few, and do them well. Focus your efforts on a fundraisingprogram that makes the most money with the least time commitment from volunteers.

Remember: one fundraiser per term or a couple of a year done really well uses lessenergy and effort and wont burden anyone.

Lesson 19: Boosting parent support.Why do so many parents seem indifferent when it comes to fundraising? Why dont they

get involved?Perhaps their experience of volunteering has resulted in harried worn-outdisenchantment.

Dispel that image yes, lets make it a myth here and now! once and for all bypractising the art of chunking the responsibilities into manageable tasks. Think micro- jobs.

Create a volunteer sign-up board The sign-up board can be a chalk board or a whiteboard somewhere central where

parents (or other prospective volunteers) regularly congregate.On it, post the fundraisers, projects and events happening throughout the year thatneed help.

Below each fundraiser, provide details of how a volunteer can help. Include timelineswhere possible. Now leave space underneath for sign-ups name, phone number andemail.

This upfront and open approach dismisses any fear of being caught out by unexpectedactivity and allows potential helpers to factor their volunteering time into their lives. It

also encourages last minute offers.



Attracting and keeping volunteersYour fundraising coordinator (or volunteer coordinator) can transcribe the offers of helpinto a spreadsheet and see at a glance who is supposed to be where and when.Shortfalls will be obvious.

While the volunteer sign-up board should be in a public place, dont assume everyonewill see it.

Use your newsletter and email database to point it out. If theres a critical gap, send out

a please help us!

Lesson 20: Keep those lines of communication open.A successful fundraising initiative rests on the volunteers behind the project. The betterconnected and informed the volunteers are, the better it is for your fundraising in thelong-term.

In the past, committees have relied on face-to-face meetings and telephone calls tokeep volunteers up-to-date. Nowadays, more of us appreciate accessing informationwhen we want it. Online and mobile phone technology makes that easy.

Almost everyone has an email address. Use group emails to keep in touch and shareinformation or documents. It will save you hours on the phone!

TIP Protect your volunteers privacy: use the Blind Copy field when sending an email to lotsof people.

The social networking web site Facebook is a free service that you can use to keep intouch with your fundraising volunteers. You can share ideas via messages posted onthe wall. You can also grow your volunteer base by adding new members.



Attracting and keeping volunteersLesson 21: Feeling valued goes a long way.We all want to feel appreciated.

Unfortunately amid the activity of finalising a fundraiser reconciling the money,signing off the paperwork, presenting the proceeds to the beneficiary somecommittees overlook a very simple thing: thanking volunteers.

Its a little thing but it means a lot. It could be the difference between someone servingon the committee for another year - helping out - or not!

TIP During your fundraising efforts, allocate a volunteer of the week car space in theschool or clubhouse car park. Reward a different helper each week.

When the fundraiser is over, I know you will place a note in the newsletter thanking allwho helped and supported (wont you!); but thats not enough. Nor is a generic thanks

everyone at the next meeting.Something personal is called for:

A handwritten note or card from the committee president is a nice gesture(emails are not personal enough!). Throw a party - e.g. a backyard BBQ - inviting all who helped. This creates a senseof community and is fun. Make the volunteers the focus on the evening with athank-you speech.Reward truly hard-working volunteers - the ones you couldnt have succeeded

without - by presenting a gift or prize, and make it public such as at a schoolassembly or sporting club awards night. Create a sense of occasion!



Building a partnership fromthe broader community

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Local businesses are, overall, a good source of support for community organisations. They can provide financial assistance, in-kind help, vouchers and prizes.

But you wont be the only one seeking their support so know how to ask and what tooffer in return.

TIP Your local councillor and State parliamentarian can be useful supporters too, particularly providing in-kind support such as photocopying flyers. Just like thebutcher, such help warrants acknowledgement.

Introduce yourself when you do not want anything from them. Simply say that1.you have been given the job of fundraising for your group and you just wanted toget out and introduce yourself to local businesses.

Collect contact details 2. name , phone number and email address. You now have adirect line of contact.

Keep your business contacts informed about whats going on in your group. A3.regular email update costs nothing.

When its time to ask for something, offer something in return.4.

Profile a business supporter in your newsletter

Urge your community to support those who support us with a list of businesses and their websites or phone numbers


49/49

TIP When its a big ask like a major raffle prize

Set out a proposal in writing.

Establish clearly what you are asking for.Detail how your group will benefit how this support will be used to achieve your specific goal.

Are there benefits to the wider community as well from your goal? If so, includethat to strengthen your case.Benefits to [the business supporter]. Feel-good is one thing but tangible benefitsare better. For example, Your business will be highlighted as a supporter of our school in our weekly newsletter, read by 400 local families.Offer to link their business to your website etc.

Always thank your business supporters. A certificate of thanks, designed on your5.home PC, is appreciated. Share the outcome of your efforts with your businesssupporters easy, if theyre already on your group news email. Let them knowyou look forward to working with them in the future.

Lesson 22: Dont put grants in the too-hard basket.Could your fundraising project actually qualify for some form of government orphilanthropic grant?

Your local councillor, state or federal parliamentarian should be able to tell you whatsavailable from their government sphere.

Finding trust funds for specific causes will need some Internet surfing - but coulduncover a real gem.

Building a partnership fromthe broader community

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The Essentials of Fundraising

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