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Student Organisations: Fundraising Fundamentals and Processes Presented by: Marina Tan Harper, Director, Development Office 29 September 2009 Contents • Platforms for Students’ Fundraising • Importance of Coordinated Requests • Getting a new Donor • Handling donations: Integrity and Accountability • Stewardship: Continuing the Ralationship Platforms for Students’ Fund Raising Where you can go to first: • Students Affairs Office • Your School’s SEED fund • Alumni of your Society or Club • Businesses or organisations with specific interest in your cause • Charitable foundations Why SAO and SEED Funds First? DO’s Annual Giving programmes already raises funds for: • Students Activities Fund ( administered by SAO) • School SEED funds (Administered by Dean’s Offices) Across the University, DO raises funds for academic units: • • • • • • • Professorships and Fellowships Bursaries & Scholarships Awards of Excellence Programmes and projects Centres and Institutes School specific endowments Overseas Programs: GIP, INSTEP, GO FAR, INTERNSHIPS, etc. Importance of Coordinated Requests • Avalanche of requests - Students, faculty, staff, Development Office, President’s Office – all approaching almost the same organisations and foundations - Appeals and requests from other universities and organisations • You are a small voice in the flood • How DO can help you with larger requests - Appeals for projects of $100,000 : Contact Development Office for advice Getting a New Donor – Some Tips Prospect Cultivate Ask Getting a New Donor • Don’t mail the entire phonebook – choose your target eg. – Companies in the same line of business as your activity – Companies whose customer profile matches your participants in your event – 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 eg. – Approach alumni of your school/club to donate or open doors o They can relate best to your cause o They have a ready interest in your activities and club o They have access to new resources/ or different circles of contacts – Swop donor/ sponsor lists with other student organisations • Build a club/society database of past members ie. alumni • Build a database of past donors, their gift amounts and events supported 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 project activities) eg. • 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 Handling Donations: Integrity & Accountability Handling Donations: Integrity & Accountability On receiving a cash gift: • - Download and fill in the Gift Transmittal Form. Why? Proper processing by Finance Office Get Govt 1:1 matching $ Tax benefits for donor Appropriate recognition by NTU NB: NO NEED to fill in Cost Centre and GL Account Number • SAO will process On receiving an in-kind donation • - Download and fill in In-kind Donation Form Send to DO for donor acknowledgement Handling Donations: Integrity & Accountability What you miss, if donation handling procedure is not followed: • NTU unable to get 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 or 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 are 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 – Handover donor, alumni databases Questions?