Transcript TSA of Texas Presentation

Helping Children and Changing Lives
FUNDRAISING
From Grassroots to Galas
Sheryl Kadmon – TSA of Texas Executive Director
Fundraising
Basic principle of local fundraising for TSA:
You will not successfully raise money
within the general network of members
and supporters.
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Fundraising
How do you build a network of community support?
How do you tap into the small percentage of members who may become
givers, especially “in-kind”?
What types of events provide the largest financial returns and what are the
“magic” ingredients?
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Fundraising
Network of community support begins with one “key person.”
How do you identify this person?
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Building a community support network
Identify active community fundraisers
•
Watch newspaper in events sections; the same names will appear as gala chairpersons,
honorees, or participants.
•
They can be directly approached for assistance:
“We are a small non-profit organization with large goals to make a difference in our
community. Would you be willing to assist with organizing a fundraising event?”
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Building a community support network
Identify outstanding community members directly affected by
Tourette’s syndrome.
• Visit with referring physicians on your medical board and ask them to approach patients who
may not be active with TSA locally or nationally.
• Network with active members – who do they know?
Is there anyone in the extended family who may be approached?
Or friends? Or friends of friends?
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Building an internal support network
Identify members as donors and “in-kind” donors
using readily available data:
− National print-outs
− Chapter activity forms
− Phone intake records and support groups forms
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Building an internal support network
• National printouts
$100 and over
Earmark for invitation lists
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Building an internal support network
• Chapter Activity Forms
Such as children’s weekend & counselor
forms
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Building an internal support network
• Phone intake records
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Building an internal support network
• Support Group forms
For example – Are the parents:
Physicians? Invitation lists or sponsorships.
CEO or VP of a company? Invitation lists; matching gifts; table purchase.
Attorneys? Invitation lists; pro-bono assistance.
Business Owners? Goods such as printing, jewelry, signs or golf team.
Engineers at oil and gas company? Golf teams; sponsorships; matching grants.
Retail and restaurant managers? Employed in a store/shop/restaurant? Any type
of goods or gift certificates.
Employed in a large company? Matching gifts programs or products.
Can ALL be approached for assistance with obtaining goods, services or
direct funding.
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Building an internal support network
Compile Data
1) Create a gala donor/invitation list.
− Include all supportive community members
− TSA donors of $100.00 plus
− All TSA members identified as business owners, professional and/or
political
The donor list is a foundation, but remains a work in progress.
Names will be added and deleted regularly according to
honorees, chairmen and honorary chairmen. It takes years to
“grow” a successful donor list. Guard it well!
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Building an internal support network
Compile Data
2) Create an auction donor list.
− Include all identified business owners, managers and employees of
shops, restaurants, country clubs, grocery stores, etc.
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Building an internal support network
Compile Data
3) Create a golf sponsor list.
− Target members working for large companies
− Oil and gas companies
− Business owners
− Professional including your Medical Advisory Board
Many love to play golf, send teams or buy a sponsorship
package.
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Fundraising Events: Gala
Major Fundraising Events
• Gala Event
“Magic” ingredients for success:
− Honoree(s)
− Chairperson(s)
.
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Fundraising Events: Gala
An Honoree is a person, a couple or a family who is recognized
at the gala event for their contribution to the local community.
Particularly meaningful if the contribution has a direct
connection to Tourette, however, this is not necessary. Usually
2-3 honorees at each event.
Being an honoree means:
− A financial commitment to the organization
− A personal and usually long and coveted list of friends,
business associates and family who will buy tickets and tables
at the gala event to support the honoree.
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Fundraising Events: Gala
The Chairperson actively coordinates the gala evening.
− Usually an outstanding community member
− Can be a person, a couple or co-chairpersons
Responsibilities of a Chairperson:
− Will bring financial commitment
− Will solicit table sales from friends, family and business associates
− Will bring list of family, friends and business associates
With respected honorees and chairpersons, you will
have financial support and a well-attended event.
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Fundraising Events: Gala
“Key” ingredients for success:
Great venue
Great food
Great silent auction
Lots of alcohol
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Fundraising Events: Gala
GALA OVERALL TIMELINE
2009 February
Send thank you/tax letters for January, 2009 gala
Chose 2010 date and venue
2009 May
2009 June – July
Book auction tracker check-out staff and live auctioneer
Identify chairmen and honorees
Merge their invitation lists with existing gala list
Identify Advisory Committee
2009 August
Pick theme
Design logo
Print letterhead
Draft honorary/host committee letter and print it
Identify silent auction chairman and committee
Print auction letters and donor forms. Mail first set.
Update mailing lists and host committee list
Choose entertainment
Invite clergy for invocation
Identify Master of Ceremonies
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Fundraising Events: Gala
2009 September
2009 October
2009 November
2009 December
2010 January
Send host committee letters to begin early table sales
Silent auction committee meeting
Silent and live auction solicitation and meeting
Continue early table sales
Design invitations
Begin collecting creative writing and drawings from support group and camp kids for Program
Decide upon wine cellar
Silent and live auction solicitation and meeting
Close early table sales and host committee membership around 21st.
Order balloons
Print invitations
Send postcards for invitation addressing party
Continue solicitation of creative writing and drawings
First week – Invitation addressing party (to beat holiday mail rush and frenzy)
First week – Invitations mailed
Begin Program and Auction catalog design
Continue silent and live auction solicitation
First week – Meet with catering managers at Country Club
Choose menu
Choose special drink
Meet with florist Plan table placement
Organize table seating
Design live auction posters
Work on auction organization and set-up
Finish Program
Finish auction catalog
Print out table seating, registration materials, bid sheets, auction item descriptions
and auction tracker information
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Fundraising Events: Gala
Day of Event
8:00 AM at Country Club – Silent auction committee set-up of auction
Coffee and muffins and box lunch provided
Finish by 2:00 PM
See evening time line
TIME LINE 1/22/2009
5:30 – 6:00
“Check-in” volunteers arrive
6:00 Sound check
6:30 Mini-meeting with Auctioneer and Live Auction volunteers
6:45 Pianist begins entertainment
7:00 Cocktails, hors d’oeuvres and silent auction
8:00 Dining room doors open and chimes start
8:15 Tom Koch asks guests to be seated, program will begin shortly
8:20 Tom Koch introduces self and welcomes everyone.
Introduces Chairmen Jyl and Keith Calcote – who will give a brief welcome.
8:23 Tom Koch thanks the Calcotes and introduces Dr. David McKechnie to deliver the invocation.
8:25 Tom Koch thanks Dr. McKechnie and tells guests to enjoy dinner.
8:26 Camp slide show begins – very low volume.
First course (soup) is served.
8:36 Tom Koch prompts that Silent Auction ends at 8:45pm and to purchase a red balloon
Entrees are served.
8:46 Tom Koch announces Auction is closed.
End Camp slides.
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Fundraising Events: Gala
STOP ALL SERVICE
Tom Koch will introduce two very special speakers: Cade Calcote and Joshua Perez
8:52 Tom Koch will thank speakers and will introduce Live Auctioneer.
Auctioneer will thank Tom Koch and will speed through Live Auction.
Will read short script. Start with Fund A Need
.
TWO Wine cellars. Cayman trip. Violin concert. End with Puppy.
9:00 END Live Auction. (Auctioneer will ask everyone to stay.)
Immediately clear entrees. Serve dessert and coffee.
9:10 STOP SERVICE.
Sheryl to make gift presentations to:
Honorary Chairmen (Frenches)
Honorees (Jankovic, White)
Chairmen (Calcotes)
9:30 Guests proceed to check-out
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Fundraising Events: Gala
Gala evenings can be down-sized and held at large home with gourmet food and wine and a small
silent auction.
You can buy out a theatre performance.
Serve wine, cheese and dessert.
Everyone starts small and builds on each success!
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Fundraising Events: Golf
Major Fundraising Events
Golf Event
“Magic” ingredients for success:
•
Chairperson(s)
•
Sponsors
•
Special venue
well connected in both business and on golf course means golfers, teams and sponsors
represent largest financial gain
add prestige
golf course with connection to T.S.
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Fundraising Events: Golf
Key ingredients:
•
•
•
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Excellent golf course
Well organized event
Great food
Plentiful beer
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Fundraising Events: Golf
Charity Golf Event Timeline
October 2009
November 2009
January 2010
May 2010
July 2010
August 2010
September 2010
October 2010
November 2010
Secure course and date for next year’s tournament event
Meet with club director to plan next year’s tournament event
Volunteer Committee for Donations and Communications formed
Golf brochures, Save the Date postcards, solicitation letters, sponsorship lists, sponsor forms, donor forms, letterhead, golf receipts printed
Committee begins to solicit major sponsors, hole sponsors, cash donations, silent auction items, door prizes, raffle prizes, and golfers
“Save the Date” postcards mailed
“Save the Date” emails sent
“Save the Date” information on chapter website
Awards ordered
Shirts ordered – golfers and volunteer T-shirts
Photographer confirmed
Lunch sponsor confirmed
Detailed golf brochures mailed
Meet with club director – details of contests, estimated totals for dinner, etc.
Prepare “Work in Progress” slideshow to recognize supporters
Collect all donated items – door prizes, silent auction
Collect miscellaneous items needed for day of tournament event
Finalize major sponsors
Check with sign company – first draft list of sponsor signs to be made
Plan a “Kick Off” dinner –those invited bring donated silent auction items, donations, etc.
Auction items/paperwork completed (two weeks prior to event date)
Total for dinner given to club director (two weeks prior to event date)
Prepare golfer goodie bags (one week prior to event date)
Send registered golfer list “to date” (one week prior to event date)
Arrange with club to bring all golf event items (one day prior to event date)
Golf Event Day – Be organized!
Book date for next year’s golf event
Thank you/tax letters sent
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Fundraising Events: Golf
Can start with small group and build on each success!
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Fundraising Events: Support Groups
Support Groups Fundraisers
•Fish City Grill
•Dinner Night (New York)
•Garage sales – can net several hundred
•Raffles – e.g., a quilt
•Tee shirts – Colorful TSA shirts
•TSA “Hope” bracelets; sell for $5 over cost
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Fundraising Events
Why Raise Funds?
Children’s Camping Weekend
Museum Days
Support Groups
Scholarships
Medical Funds
Major Conferences
Advocacy
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Funds in Action: Programs
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Funds in Action
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Contact Information
281-238-8096 phone 281-238-0468 fax
866-896-8484 toll free in TX
800-209-0796 emergency pager
[email protected]
www.TouretteTexas.org
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