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Student Organizations: Fundraising Fundamentals and Processes presented by Marina Tan Harper, Director, Development Office 20 September 2007 Contents • Procedure to handle donations • Stewardship • Getting a new donor Procedure to Handle Donations Procedure to Handle Donations www.ntu.edu.sg/do/internalprocesses >> Procedures for Students’ Fundraising What you will find at the link: • Process flow for students’ fundraising • In-kind donation form • Donation Transmittal Form – 3 versions: • SU and Constituent Clubs; Societies; JCRCs – NO NEED to fill in Cost Centre and GL Account Number • SAO will take care of it Procedure to Handle Donations What you miss, if donation handling procedure not followed: • NTU not able to obtain 1:1 matching grant from government – “free money” • Donor does not get double tax deduction • Donor does not get recognised (listed) in NTU Annual Report or Honour Roll of Donors Stewardship – Continuing the Relationship Thank You! Thank You! Thank You! Thank You! Stewardship – Continuing the Relationship • Saying thanks and showing gratitude/ interest – Letter/ handwritten note to thank donor, telephone call, face to face – Send greeting cards/ congratulatory notes when appropriate • Engage donors/ prospects – Update donors/ prospects on progress • Newsletters, articles, news clippings of your club’s activities • Photos/ videos/ write-ups of event/ project • Notes/ cards from beneficiaries – Involve donors • Invite them to your event to see the buzz/ to volunteer on field trips • Ask for their opinion, invite feedback Stewardship – Continuing the Relationship • Accountability – Let donors know donations have been used appropriately, outcomes achieved • News clippings, photos/ videos/ testimonials etc – Inform donors if funds need to be put to different uses from initially agreed/ project has changed in material way • Think and act long-term – Club’s leaders come and go, but the club remains – Don’t lose the donor when leadership changes hands Getting a New Donor Prospect Cultivate Ask Getting a New Donor • Don’t mail the entire phonebook – select your target, e.g. – Companies in the same line of business as your activity/ customer profile matches your event’s participants – Companies/ orgs with history of supporting your kind of event/ cause – Companies whose sponsorship policy matches what you are looking for/ the benefits you can offer Getting a New Donor • Leverage on existing relationships e.g. – Swop donor/ sponsor lists with other student organisations – Approach alumni to open doors • Alumni can relate best to your cause/ already have interest in your activities and club • Have access to new resources/ different circle of contacts Getting a New Donor • Already cultivated – your alumni – Keep a contact list of past members – Maintain relationships Getting a New Donor – Writing a Funding Proposal 1. Cover letter/ letter of inquiry 2. Project overview – What, where, when 3. Need Statement – Not your need, but the macro needs of the field 4. Proposed Solution – What you intend to do to address the need 5. Objectives/ goals of the project/ event/ or benefits to the community – State measurable outcomes (not proj activities), e.g. • Rural devt – schools/ roads built; sports event – projected attendance Getting a New Donor – Writing a Funding Proposal 6. History of the project (if appropriate) 7. Parties carrying out the project (if appropriate) – If specialists/ experts are involved, include relevant qualifications 8. Event promotions (if appropriate) 9. Sponsor benefits (if appropriate) 10. Why the prospect should be interested in your project/ event – Overcome objections, defend the idea • Show alignment with prospect’s objectives • Your ability to carry out the project, meet project objectives 11. Funding level and what is requested of the prospect Importance of Co-ordinated Requests • Students, faculty, staff, Development Office, President’s Office – all approaching almost the same organisations and foundations • Appeals for gifts of >$10,000 per donor – Inform Jacky Khoo ([email protected]) from DO of the project/ event, amount of donation asked for Questions?