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How To Have A Successful Fundraiser: Step by Step Plan For
SuccessCliff Notes for the Newly Inducted Fundraising
Chair
 "Congratulations Ms. Cantsayno, you've
been appointed fundraising chairperson. Your mission, should you
decide to accept (and you will because we know that's the kind of
person you are) is to oversee our school's fundraising activities.
Good luck." Do not panic. Fundraising is not for wimps. You'll never
hear Tom Cruise whine, "But.but.I've never done this before." Now is
the time for action. The following attack plan was developed with
the fundraising rookie in mind in consultation with several
experienced fundraisers. One word of caution: every fundraising
program is different so the logistics can vary greatly. However,
once you've selected a particular program and a professional
company, your fundraising representative can help you map out the
details.
6 Months BeforeStep 1 - Set a Goal
No
fundraising activity should be without purpose and that purpose
should be one that everyone can support. Why do you need the money?
How much money do you need? When setting the fundraising goal, be
specific. Involve all interested parties in setting the goal and
then make that the focus of your campaign from start to finish. If
the goal is meaningful to school administrators, faculty, parents
and children, your chances for success are greater.
Step 2 - Recruit a Committee
New fundraising
chairs often try to do too much themselves rather than delegate.
Recruit a team of three or four parent volunteers to help organize
the activity and recruit any other needed volunteers. For example,
assign one person to take care of publicity; two to handle money
collection and record keeping; and another to manage delivery
logistics.
Step 3 - Select a Company
Get
this right and the rest should be a cakewalk (pardon the
expression). Pare down your list to two or three companies and make
appointments with each. Allow enough time (at least 45 minutes) for
a proper presentation. Step 3 is not the place to skimp on time and
effort. Competing companies will need to know your group's financial
goal; the number of potential participants and their ages; and any
historical information you can provide (e.g. past fundraisers,
participation levels, successes and failures).
You
will need to learn from each of the companies you interview:
- How long has the company been in business?
- How many years of experience does the company representative
have in fundraising?
- Are the program's product/s of high quality that the
organization will be proud to stand behind?
- What services are available to save you and your volunteers
time and energy?
- How will the program work? Are products paid for in advance or
upon delivery?
- Does the company understand and comply with your state sales
tax laws?
- How is safety addressed? Does the company discourage
unsupervised door-to-door sales? Will adult supervision be
stressed? How will these points be communicated to parents?
Children?
- What promotional assistance will the company provide?
(kick-off assemblies; parent letters; posters; samples for
display; etc.)
- Is there an incentive or prize program? If so, who pays for
it?
- How are products shipped and when? Who pays the freight?
- What is the policy regarding damaged or unsold product? What
about back orders?
- Will there be a written agreement?
- Can the company provide references? (Be sure to call and check
these references.)
Again, it's important to remember that
there are many types of fundraising programs. Not all of the above
criteria may apply to your organization or the company with whom you
choose to work.
Once you've selected the firm, set the
dates and place them on a school or community activities calendar to
avoid overlap within your own school or neighboring schools. Clear
activities and crucial dates with appropriate officials (school
principal, coaches, and custodians) to avoid conflicts with other
events. Now relax for a few months.
1 Month BeforeStep 4 - Final Planning
Contact
your fundraising representative and meet with your fundraising
committee to review logistics. Make a list of materials that you'll
be responsible for and those that the company will supply. Determine
how many adult volunteers you'll need to execute the fundraiser at
every step. Develop a master schedule of important dates for
everyone to use as his or her blueprint. Include such details as:
advance promotion (press releases, newsletter articles, billboards);
arrival dates for company materials; kick-off activities with
students/teachers/parents; deadlines for orders/money to be turned
in; reminder notices/P.A. announcements; delivery of products and
prizes; announcement of results to all participants; volunteer
appreciation; and a wrap-up meeting to review the entire event. Let
teachers know about the fundraiser so that they may incorporate it
into their lesson plans.
1 to 2 Weeks BeforeStep 5 - Advance Promotion
Send a flier home to parents announcing your fundraising
goal and when they can expect to receive their fundraising
packets/products. Put up posters around the school and post dates on
the school billboard, web site and on the homework hotline. If an
open house or parents meeting is scheduled, arrange a display with
product samples from your fundraising project.
1 to 2 Days BeforeStep 6 - Countdown
Touch base
with fundraising company, school administrators and custodians to
reconfirm logistics. Gather and sort the supplies you'll need from
the company. Check in with your committee and team leaders. Call
volunteers to remind them of their responsibilities and when they're
needed. Post reminders to teachers, explaining procedures, reminding
them of the goal.
D-DayStep 7 - All Systems Go
This is when you
start to congratulate yourself on all the careful planning. Kick-off
activities, if scheduled, go off without a hitch. Appropriate
materials finally go home to each family. If your particular event
will last over a one- or two-week period, make your final
preparations to motivate volunteers. Remind volunteers of important
deadlines; the group's ultimate goal and what progress has been
made. Some families may jump right on the fundraising project,
returning their order forms/money immediately. So it's a good idea
to review your process for order and money collection to ensure
theseearly returns are accounted for. Likewise, now is the time to
review your plans for product delivery first to your school and then
to the end-user. Touch base with the fundraising company
representative for an approximate date of delivery. Reconfirm
availability of space with school officials. If parental pick-up is
planned, begin scheduling times once a firm delivery date has been
determined.
Step 8 - Product Delivery
Again,
fundraising programs will vary widely. Sometimes products will go
home with students. Sometimes parents will pick up the orders. There
are some instances that the product may go directly to the end-user.
Have enough volunteers on hand to handle products at the appropriate
time, making sure there is someone to trouble-shoot missing orders.
Forward appropriate paperwork (invoice, purchase orders) to your
organization's treasurer or bookkeeper to ensure prompt payment.
Then, congratulate yourself again on yet another well-executed
plan.
1 Month After
Step 9 - Evaluation
Did your group meet or exceed
financial expectations? Are plans underway toward implementing the
originally stated goal? (Is the new playground equipment on the way?
Are the field trip plans complete?) Communicate the final
fundraising results by P.A., billboards, newsletters, parent
letters, etc., thanking participants for their support. Meet with
your committee to review the entire activity and any notes taken
along the way to identify improvements for next year. Provide an
overall report to the school principal in a brief meeting. And
provide your fundraising company representative with your feedback.
Now you can proudly pass on your file and vast knowledge to the
next, more fortunate fundraising chair, because . congratulations,
Ms. Cantsayno, your successful fundraising efforts just landed you
the position of incoming President.
[back to fundraising
101: how to do a fundraiser main]
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