Fundraiser Ideas and Events » Planning, Records, Taxes

Resources For Starting Your Fundraising Season

FundraisingIP.com — Fri, 24 Sep 2010 17:28:49 +0000

Maybe you’re already knee deep into your Fall fundraising activities, or you’re still in the beginning stages lining up volunteers and deciding on fundraising products and strategies. In any case we hope the following list of some of the most popular resources on FundraisingIP.com will help you save money and time and make your fundraising season a success!

Use checklists

If you’re still in the planning stages for this season, our collections of checklists may help you decide which fundraiser might be the most appropriate, help you establish clear goals for your fundraising efforts, or help you get organized when planning your next fundraising event. Are you ready to get started with social media? Before you send your first tweet, plan ahead with our social media strategy checklist. Or maybe this year is the year your group will apply for non-profit status? Our checklist will give you a basic overview of steps that have to be taken to start a non-profit.

Save money

Every year the need to be more efficient with your resources becomes even more important and you can start by saving money on your phone services and other office related costs. If you’re running a website browse the free website tools section over at Rankraiser.com for free resources to manage and optimize your website.

Write donation request letters and thank you letters

If you need some inspiration for your next donation request letter, click over to our fundraising letters category. You’ll find free-to-copy fundraising letters, sample thank you letters and writing guides.

Get organized

Are you using swipe files for your group? Swipe files are simply a collection of your ads, fundraising letters, slogans etc. Using swipe files can be a huge time saver for your next fundraising season and help tremendously when you have a new group of volunteers to work with every year. If you haven’t used them yet, why not start this year?

Also consider evaluating whichever fundraiser you’re going to run now after it’s completed. Our post fundraiser checklist may help with that. Just like with swipe files, evaluating each fundraiser and establishing what worked and what didn’t can save a lot of time when it comes to planning your next fundraiser.

Align your marketing efforts

Does your group use social media marketing yet? Whether you’re using Facebook or Twitter or any other social media account, be sure to align and coordinate your online marketing efforts with your traditional marketing efforts. This will assure a more consistent and targeted marketing message.

More fundraising ideas

We continuously update our fundraising ideas and events category – how about a wine tasting fundraiser this year? Or browse through our list of fundraising ideas, which include ratings on earnings potential and fun factor!

If you’re planning on taking part in an online charity contest, read about the Pepsi Refresh Project here.

Are there other resources you’d like to see on FundraisingIP.com? Please let us know!
We wish you a successful fundraising season!

Ideas And Inspiration For Your Fundraising Group

FundraisingIP.com — Tue, 04 May 2010 14:30:23 +0000

Following are some ideas and resources for inspiration from around the web to help your group’s finances beyond the usual fundraising ideas. We’ve also included some resources about money management: every dime saved and managed well means more funds for your cause and a more efficient fundraising effort!

If you’ve missed it, one of our own most popular money saving articles is Fundraising and Efficiency in 2010. It talks about free phone services, free word processing and spreadsheet programs and how to acquire needed items from within your community for free.

Financial calculators:
If you need help crunching numbers, you may find some very useful financial calculators at dinkytown.net. The majority of the calculators is geared towards personal finances, but there are about a dozen calculators for business money management, including one for a break even analysis and for calculating cash flow.

Acquire more grants more quickly:
For lots of tips on how to acquire grants more quickly and how to uncover more grant opportunities, visit FieldstoneAlliance.org.

Do you know what you don’t know about non-profits?
Sandy Rees drives home that point on her Get Fully Funded Blog. Before you start a non-profit, or even if you’re already a part of one, learning everything you can about your group’s legal and financial structure is essential.

Resources for non-profit financial management:
For a comprehensive list of resources for financial issues for non-profits, visit ManagementHelp’s guide to non-profit financial management.

Procurement 101
A very useful list on how to improve your fundraising efforts is offered by Larissa Long on her brand new personal blog. There are fundraising ideas, tips on how to please your supporters and how not to limit yourself!

What’s going on inside your supporters or potential supporters heads?
If you’re wondering how much to ask for from your supporters, take a look at Seth Godin’s post about Fear of Philantropy. It puts into words what we’re all thinking in the back of our minds when we’re asked to donate: what are we giving up when we donate to a cause?

Using text messaging to achieve your goals:
If the Haiti Red Cross text messaging fundraiser that collected seven millions of dollars within just two days in $10 dollar increments (total is over $400 million now) has got you intrigued, visit MobileActive.org for endless ideas on how to use texting to engage your supporters and raise funds. Should micro giving be a part of your fundraising strategy?

Teach money management to your kids:
Why stop at your group’s finances when it comes to money management tips? Get the kids involved! In many cases kids are the ones selling fundraising items to their peers, and even if they’re not directly involved with money management, teaching them about finances will in time directly influence how they handle day to day financial transactions, including their fundraising activities. SavingAdvice.com has some great advice on how to teach kids about finances. FrugalDad has a whole category on teaching kids about money.

Does the way you think about money influence how you raise funds?
No list about money management resources would be complete without mentioning the GetRichSlowly blog. Find out how your parents influenced the way you think about and deal with money. Do you think it influences the financial decisions you make for your group?

Don’t forget to have fun!
Britt Bravo, author of the HaveFunDoGood blog is a consultant and social web expert and offers lots of good and fun ideas about how to make a difference and enjoy it. Go ahead, stop by and browse for some inspiration!

If there are any resources that have inspired you in your fundraising endeavors, please let us know in the comments below!

Using Swipe Files For Your Fundraising Group

FundraisingIP.com — Tue, 23 Mar 2010 16:34:49 +0000

Anytime you’re starting a new fundraising campaign, using swipe files can be a huge time saver when it comes to creating fundraising letters, printed or e-mail, and other materials, like advertising or website copy. Swipe files let you quickly put together campaigns without having to start from scratch each time. Swipe files are also extremely useful for groups who rely on new volunteers year after year. New volunteers can quickly educate themselves, get the info they need and assemble materials for new campaigns efficiently.

What is a swipe file?

A swipe file can be defined as “a collection of noteworthy examples of various items of interest that can be used by a writer or editor to promote creativity or to assist in developing copy for publication” or, as per Wikipedia.org: “A swipe file is a collection of tested and proven ads and sales letters. Keeping a swipe file (templates) is a common practice used by advertising copywriters and creative directors as a ready reference of ideas for projects.”

For example, a swipe file for your fundraising group would contain examples of fundraising efforts that were well executed and successful, specifically copy that was written for mailings that yielded the best results and feedback. It would also contain snippets of ideas you or your group members come up with throughout the year, so they’re ready to be considered once a new campaign starts.

Examples of what to keep in your swipe file:

- copies of well written fundraising letters for print and e-mail campaigns from previous campaigns
- specific phrases, expressions and ideas collected throughout the year
- descriptions of varying lengths of your group’s goals and successes
- examples of other groups’ successful campaigns
- sample fundraising letters from FundraisingIP.com

Why use a swipe file?

While you want to avoid using the exact same words in your communications to your supporters, you don’t have to come up with completely original ideas every time. Keep in mind though that using familiar wording in your campaigns (for example when describing your group’s mission and goals) will actually help with establishing trust and ‘brand’ recognition.

What can swipe files do for you?

Swipe files can help you find the best words to say what you want to say. You can borrow your own past words or the words of others to convey your message. There are many resources both in books and on the internet (writing fundraising letters).

There is always more to learn about how to make a fundraiser as effective as possible. Swipe files can relay stories of what techniques have worked for others and why. You do not need to learn all your lessons through trial and error!

With swipe files, you can give your best effort the first time with the help of those who have successfully conducted fundraisers before you.

Planning Your Next Fundraising Meeting

FundraisingIP.com — Tue, 23 Feb 2010 17:04:08 +0000

Fundraising meetings can be productive, inspiring affairs or they can be colossal wastes of time. Anyone who has been to or even held any type of meeting knows that meetings can go either way. The goal is to make your next fundraising meeting as productive as possible. (More info about planning and taxes.)

How To Begin Your Fundraising Meeting

Begin your meeting on time. If you want others to take your meeting seriously then you have to set the tone. A sense of decorum should be maintained throughout the meeting. While you may wish to have a meeting that is friendly and informal you still have to maintain order, otherwise the meeting could easily turn into unproductive chatter.

Start off with a recap of what happened in the previous meeting as well as any other relevant past information. Welcome everyone to the meeting and give a quick overview of the meeting topics. This should be brief.

Know the course that the meeting will take. People will not believe that you can handle running a fundraiser if you cannot handle running a meeting. Use your fundraiser meeting as a forum for demonstrating your leadership skills.

Keeping Your Meeting Focused

Keeping your meeting focused is one of the most important parts of running a successful meeting. You want to know exactly what you are going to talk about and how much time is allowed for the discussion of each topic. Everyone has been to a meeting that seems to go on forever. Set the pace and you’ll be able to accomplish your goals and keep those in attendance interested. Keeping your meetings focused will make the attendees feel like they’re a part of a productive cause and they’ll be more likely to attend future meetings.

Be prepared for the meeting. The quality and efficiency of the meeting will be a direct result of your preparedness or lack thereof. Create a simple, focused agenda that is no longer than one page.

The more topics you cover in the course of a single meeting, the less focused you can be on any of those individual topics. This is why you want to narrow your focus to a few pressing topics. Other more minor concerns can be handled at another meeting or outside of the meeting setting.

Remember Your Audience

Many – if not all – of those in attendance at your fundraiser meeting will be volunteers. They have the option of coming to each fundraiser meeting and supporting the cause or not doing so. Meetings that are run well help to instill within volunteers a sense of purpose. If they do not feel like anything is being accomplished, then why would they continue to come back for subsequent meetings?

Planning your next fundraiser meeting is imperative to its success and the success of the fundraiser. Give your meeting form and purpose so that everyone will be able to follow it up with decisive actions. These meetings are where your fundraiser will take shape. Take them as seriously as you do the actual fundraiser.

Efficiency And Fundraising in 2010

FundraisingIP.com — Thu, 07 Jan 2010 02:59:31 +0000

Community colleges are filled to the max, carpooling has become attractive again and low price leader Walmart has had one of its best years. All kinds of services are being more rationed than ever (health insurance, credit), and wasteful practices are uncovered and eliminated in just about every industry. The current recession has infiltrated many aspects of our lives and the result is that we all have to or try to do things more efficiently and cut back our spending and save money if possible.

Whereas the internet’s growth has dominated the past decade and greatly affected our lives, efficiency seems to quickly become one of the mottos of the coming years. There are probably some things you have already changed within your fundraising group to either save money, or to work more efficiently, or both. After all, fundraisers are known to get the most out of every dollar! But there is always room for improvement and following are a few examples of how you can save even more money and time by implementing cost savings and making the way you run your fundraising group even more efficient.

Save on office related costs and phone services:

- Reduce your cell phone plan’s minutes with Google Voice. Another great free service from Google; Google Voice is not a stand alone cell service provider, but more like an ‘add-on’. You can make your calls through their service which does not use up the minutes on your cell phone plan. You can even sign up for an additional phone number only to be used through Google Voice that you can then share with others in your fundraising group (or family) thus savings lots of minutes for everyone. (This service can also be used to make international phone calls from your cell phone or a landline for as little as 2 cents a minute.) Other useful features include receiving your messages transcribed as a text message or in your e-mail box. Since this is still a fairly new service, you have to sign up to get an ‘invitation’ to join. When we signed up, it took about 10 days before we got one.

- Use Skype. Another great way to save on phone costs is to use Skype. Skype’s free service works over the internet, so make sure you have a good internet connection, before you sign up for it. Callers can make free video calls from computer to computer anywhere in the world. You can also use it on your cell phone (without the video feature), but both parties need to always be signed in in order for the service to work. Skype also offers paid plans for ‘landline’ calls, which may be cheaper than what you’re currently paying.

- Use Google Docs. If you’re looking for a no cost option for a word processor, spreadsheet, presentations and collaboration tool, try Google Docs, another great free service from Google. It may not replace Microsoft Office 100%, but it may be all a smaller group needs and the price is right! There is no software to buy or install and users can sign in from anywhere to collaborate on a project.

- Use technology you’re already using to its fullest potential: Use your cell phone alarm and calendar features more often. Studies have shown that simply sending periodical reminders to people who had decided to save more money, actually resulted in them saving more than people who didn’t receive the messages. Seems like a no-brainer! Often we have good intentions and plans, but are simply to busy or distracted to always stay focused on our goals. If you have a newer phone, there are plenty of apps out there you can use to help you reach your goals, be more efficient and stay on track.

If you’re running a website:

- Like everything else, postage fees are ever increasing and present an opportunity to save money. Are you still sending out monthly newsletters by mail? Unless you get a financial return from any mailings, why not post all your communication online, or send it by e-mail, or both? You’d save postage and printing cost. Most people have internet access and making this switch should be a painless one. You could still keep some printed copies around as needed, but the bulk should be distributed electronically. Start by adding a note in each newsletter that states where people can leave their e-mail address, or sign up for the e-mail version directly.

- Have you considered selling sponsorships (advertising) in your newsletters, print or e-mail and website? Local businesses may welcome the opportunity and this may present another income source for your group. Tip: instead of simply posting an ad, you may suggest to the advertiser posting a coupon that can be printed and brought to the business.

- Signing up for Google’s free Analytics and other webmaster tools is a must. (Can you tell we like Google’s free services?) Google’s free tools provide a much clearer picture of your visitors interests and habits than the statistic programs a web host makes available for free. Also check the ongoing list of free website tools at RankRaiser.com for lots of free resources for anything web design and development related.

Reduce, reuse, recycle!

- It’s not just good for the environment, but can also save loads of money. Need a sofa or coffee table for the meeting room, or a file cabinet? Instead of looking for a good deal on a shopping site, see if you can get it for free through Freecycle.org, a grassroots and entirely nonprofit movement of people who are giving (and getting) stuff for free. The network is made up of over 4,800 Yahoo groups across the globe. Simply type your city and state in the search box and sign in with your Yahoo ID (free) to see what’s available for free in your neighborhood.

We’re actually using all the services and tips described above and will periodically add more to this post. Are you using any new free services or have you taken any drastic cost cutting measures? Please let us know in the comments below how you’re weathering the storm!

Saving Money During Tough Times

FundraisingIP.com — Tue, 07 Apr 2009 18:52:48 +0000

If your charitable organization is like many, contributions are lagging during this tough economic period. During times like these, it’s important to find ways to cut costs so that your organization can continue to provide its basic services on a smaller budget. Following are some ideas to help you save money.

Trim budgets
Take a look at your budget from last year’s events, and look for ways to cut costs. Consider, for example, hosting a dessert celebration rather than a full dinner. Or, consider increasing the cost of attendance to reduce the funds required from your operating budget.

Apply for grants
It costs very little to apply for grants from foundations who give regularly to non profit organizations. Research the foundations that have typically supported organizations such as yours and then research their grant requirements. Many simply require a grant request letter along with a copy of your 501c3 letter and your financial statements. If you spend your time wisely – applying only to those organizations that have shown a pattern of giving to causes like yours, you’ll find that this can be a simple way to bring in additional donations.

Hire a grant writer
Hire a grant writer who can create a template grant letter for you if you don’t have one. In many cases, one basic grant request letter can be modified over and over again for multiple grants. You can offer the grant writer a bonus (not based on grant monies), but it is considered unethical for grant writers to accept a percentage of donation brought in. (see comments)

Renegotiate with vendors
Go over your event items with your vendors to see if you can get lower prices. If your organization has grown since you last negotiated prices, you may be able to get a break simply because your attendance numbers have grown. If you can’t get lower prices from your current vendors, you might consider shopping around to see if it’s time to change vendors on some items.

Trim your newsletter
If you’re spending money distributing a monthly mailed newsletter, consider moving your newsletter, and other communications vehicles online. The costs of maintaining a website are far less than that of sending out paper mailings. It’s also more environmentally friendly. Simply get your website going, and then use all your communications vehicles to let people know that you’re going online.

Consider joint fundraising ventures
Partner with a compatible organization to host a fundraising event. Of course, you’ll receive only half the contributions, but you’ll also incur only half the costs. Partnering with another organization can mean the difference between having the resources to host an event and not having enough resources. It can also expose your organization to other donors, and your partner organization to your donors, which can increase your both of your donor bases.

There are lots of ways to be creative and cut costs while keeping your important programs running. It requires a little ingenuity, but your organization can continue and even thrive during a down economy.

Fundraiser Tax Info On Multistate Tax Commission’s Website

FundraisingIP.com — Fri, 06 Feb 2009 03:31:32 +0000

Managing state sales and use taxes during fundraisers can be one of the most confusing aspects of running a fundraising campaign. Most volunteers do not have a lot of experience dealing with the various state sales taxes for fundraisers, and are unsure where help is available.

To make matters even more confusing, there is no one set of rules governing all the United States. Each state has their own set of sales and use taxes, and the responsibility to collect and pay them varies depending on the type of organization, the amount of funds raised, and the organization’s status as a certified [501(c)(3)] non-profit.

With so many factors at play, it is impossible to provide blanket answers to questions like, ‘does my group need to collect sales tax?’, and ‘is my group required to apply for tax permits?’ Some states, cities, and towns also require groups to pay local sales and/or use taxes.

The question, then, becomes…

Where Can You Find Reliable Fundraising Tax Information?

Fortunately, a group has come together and recognized the need for a reliable, straight-forward resource for fund raising tax information; the name of the group is the Multistate Tax Commission.

The Multistate Tax Commission works in cooperation with the Association of Fund-Raising Distributors & Suppliers (AFRDS). Through the sponsorship of the AFRDS, the Multistate Tax Commission has set up a website for the express purpose of serving as a fundraising tax informational clearinghouse. The site is located at FundraiseTaxLaw.com.

Reliable Fundraising Tax Information From State Resources

The Multistate Tax Commission developed a tax survey for distribution to each of the U.S. states; the survey asks targeted questions about tax exemptions and responsibilities for fundraising groups (both for profit groups and non-profit groups) in the given state.

The commission then collated the responses and posted them on their website, making the survey responses easily accessible by a link for each individual state. The survey covers issues such as:

What types of groups are exempt
Whether additional local taxes are applicable
What types of products are exempted from taxes
Limitations on exemptions
Procedural requirements to determine exemption
Responsibility for collection of and remittance of taxes
How to calculate sales tax

In addition, the survey includes the governing state agency and contact information so that groups can contact the appropriate agents for more help. Responding to the survey was voluntary; if a state chose not to respond, the appropriate contact information is at least provided so groups know where to go for answers.

The Multistate Tax Commission’s website is probably the most straightforward resource for tax information for fundraising groups on the web. Of course, since this is information provided by a source other than the IRS, there is no guarantee for accuracy, but there is so much useful information, incl. phone numbers and government website links, that it’s a very valuable resource!

For More Information

To find more fundraising tax advice specific to your locale and organization, talk to school/group administrators, visit IRS.gov, or consult an experienced tax adviser.

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Plan For Big Profits: Planning Tips For Fundraisers

FundraisingIP.com — Wed, 07 Jan 2009 20:28:58 +0000

Having the reins of the fundraising wagon passed on to you can be a daunting and overwhelming task. If you are new to the position, or even if you have been involved in a fundraising campaign that needs some new ideas, you’re sure to find yourself wondering where to start.

More than any other piece of advice you will receive from seasoned fundraising professionals and successful fundraising chairpersons, you will hear one thing – plan. The key to your fundraising success is in the planning!

Elements Of Successful Fundraiser Planning

Regardless of whether your fundraiser is to benefit a church group, elementary school, high school, dance class, or senior center, there are basic elements of planning that will ensure a well organized fundraising campaign and ultimate fundraising success. Follow these fundraising tips to get yourself situated from the start.

* Know your organization’s needs. Know how much money is needed and for what purpose. Know when the funds will be needed by.

* Analyze your organization’s manpower and resources. Estimate how many members and family members will volunteer to sell and lend administrative support. Poll volunteers to determine your available skills base and choose a fundraiser that fits in with your available skill set.

* Analyze past fundraising experiences. This will include researching former fundraising records and talking to past organizers and volunteers. Find out what sales and events were successful and which were flops; try to determine why failures failed.

With this information in hand, choose a fundraising method and/or product that promises to be a good seller and a manageable undertaking given the skills and constraints of your group. Keep your expectations and goals realistic.

Planning is key to your fundraising success!

* Set a clear, obtainable goal. Put a dollar figure to the amount you need to raise. Keep volunteers apprised of your success.

* Organize your help. No one person can single-handedly run a successful fundraiser; it takes a village. Assign responsibilities to volunteers without overtaxing anybody. Make sure job assignments are clear, including time expectations.

With an organized structure in place, delegate. Then delegate some more. Share the load and support each other. Also, plan for contingencies when someone cannot meet their commitment.

* Plan rewards and incentives. A little motivation can go a long way towards encouraging people to stick with the task. Set aside money for a little ‘Thank You’ such as small prizes or a volunteer appreciation party at the end of your campaign.

Planning can get lost in the initial excitement of raising funds for a great cause, but without this essential step, your fundraiser will be disorganized and unfocused. Prepare your fundraising campaign to be the best that it can be and in the long run, your good planning and attention to detail will surely show in the form of increased fundraising profits!

For some help with planning, print out one or more of our fundraising checklists.

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Deciding How To Spend Fundraiser Profits

FundraisingIP.com — Mon, 08 Dec 2008 17:10:04 +0000

Most fundraising groups go into fundraisers knowing what they want or need to spend their funds on. Having that goal is of course very helpful to boosting the success of the fundraiser.

When it is all said and done though, and it comes time to disperse and spend fundraiser funds, fundraising committees sometimes find themselves a little unsure of where to start. Responsible spending of fundraiser profits requires planning and examination. Be sure to work closely with your tax adviser, so you’ll be able to take advantage of any new tax laws and get the most out of your hard earned profits.

Determine How Much Is Really Profit

Before you can spend fundraiser profits, you have to carefully examine fundraiser records and receipts and decide how much cash you can actually spend, and isn’t owed to any vendors for example, or other creditors:

Determine both major and incidental costs of everything, including all supplies
Make sure you have cleared all debts/receipts and paid all reimbursements
Know how much of your profits is committed elsewhere:
- Do you need to deposit a certain amount into an organization account?
- Does a certain amount go to a PTO or other partner?
- Is money to be contributed to individuals or scholarships?
Know how much needs to be saved or paid to cover any tax responsibilities (if you do not know, consult your group’s tax adviser)

Take your time when managing your group's finances.

Save For The Future

It’s great to have big money to spend on the never-ending needs of your organization, but starting every year at zero makes it harder than it needs to be:

Allocate a certain amount or percentage to fund future fundraisers, such as pre-buying product. This opens bigger and better options for future fundraising campaigns.
Allocate a certain amount or percentage to fund larger organization projects and interests

Spending Your Fund Raiser Profits

Spend fundraiser profits responsibly to stretch your hard-earned dollars as far as possible and retain as much as possible for other/future projects:

Know your tax exemption status. If you are tax exempt, you should have an ID number which you can present to retailers and suppliers so you don’t have to pay sales tax. This can be a big savings, especially on big-ticket purchases.
Shop around. There are many suppliers waiting to sell to you. Keep in mind, that just because a seller may be a ‘school supply’ they may not have the best prices. Get quotes from several sellers and let them know you are shopping around.
Ask for a discount. For a good cause, you’ll often find a retailer is willing to cut the price and give you a good deal.

Having a little something left over for flexible purchases and future fundraisers is a good thing, but you’ll want to talk to a tax adviser about it. Depending on your organization, your tax exempt status, and the amount of excess funding, you may need to spend money within a certain time frame (before year’s end) in order to avoid taxes and penalties. At every step, having a good tax adviser will ensure smooth sailing when meeting tax responsibilities and allocating and spending fundraiser profits.

Find more articles like this one in our ABCs Of Fundraising category.

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Accounting For Fundraising Efforts: Keeping Good Fundraising Records

FundraisingIP.com — Thu, 16 Oct 2008 02:07:33 +0000

Executing a good fundraising campaign is only half the battle; the behind-the-scenes management of the fundraising campaign constitutes the other half. Good fundraiser management starts from the very beginning with keeping good fundraiser records. Accurate fundraiser recordkeeping ensures not only that the current campaign will proceed as smoothly as possible, but also that future campaigns will flow easily as well.

Fundraising involves many more details than what may first be apparent. Keeping track of these details builds a strong informational base, and makes it easy to track payments and items when something is called into question. Accurate, organized fundraising records also make it easy to look back and see what successful trends have emerged over past fundraisers, and what products, methods, or campaigns were not well received, so that the best decisions can be made in the next fundraising cycle.

Money And Product

Essentially, almost any piece of information relating to the fundraiser is worth keeping, but the most importance should be placed in tracking the money and product.

Track money spent for product purchases and supplies. Include the date, what was purchased, the amount, place of purchase or order, and how it was paid for, including check numbers. It might also be helpful to include the name of the person who handled the purchase so that future fundraising members can contact them with questions.

Track products that are distributed to fundraising volunteers and money collected and turned in. Record the name of the volunteer, how much and what type of product they took, if the product was paid for when taken and how, as well as the date taken and contact information for the individual. Include a space to record when or if the product was returned, the amount of money outstanding for the product, and the amount of money returned in exchange for product, including payment information (check numbers, etc.).

For catalog fundraisers, keep copies of all order forms submitted so there is a backup file in case originals are lost.

Label records by year and or type of fundraiser.

Creating Future Reference

When setting up and creating records, keep in mind, that records are being set up as reference to help future volunteers create successful fundraising campaigns. Be sure to include as much useful information as possible:

Lists of all persons and organizations who have donated to fundraising campaigns in the past, preferably with the amounts of the donation; contact information for past donors will also aid future fundraising campaigns.
References such as volunteer positions, job descriptions, handbooks, time requirements, request letters, and product and service suppliers; keeping these types of fundraising records helps future campaign organizers to plan realistically and diminishes the amount of repetitive leg-work from year to year.

Poor planning is one of the most common reasons that fundraising campaigns fail. However, with accurate fundraising records to fall back on, new organizers can look back to see what types and methods of fundraising worked well for an area or organization, and disputes over finances and products can be minimized with proof of all transactions. In short, for a successful fundraising campaign, well organized, accurate fundraising record keeping is an absolute necessity.

To help with future fundraisers, consider completing a Post-Fundraiser Evaluation for each fundraiser. Add comments about what worked and what didn’t work for a specific fundraiser and what should be done differently the next time.

More fundraising checklists…

Fundraising Books

FundraisingIP.com — Wed, 08 Oct 2008 18:33:57 +0000

Over the years we’ve come upon lots of useful fundraising information that we’ve been sharing with you through our website. We’ve also come across some great books on different aspects of raising funds and have decided to start compiling a list of our favorite fundraising books and share it with you! You’ll find books with in-depth information on writing fundraising letters, running your non-profit and of course a fundraising book from the popular “Dummies” series.

Do you know of a great fundraising book that has been of immense help to you? Please tell us! If we publish your recommendation we’ll add your name and your organization’s URL to our site which will help you get more visitors to your site.

The books that made it onto our list are some of the most popular fundraising books and also have the highest customer reviews on Amazon.com:

Excerpt from this book:

"It’s downright unnatural. Your fundraising letter must persuade the recipient to take an action that much of humanity thinks peculiar: to give money away.

…Forget your organization’s needs. Instead focus on the needs, the desires, and the concerns of the people you’re writing to. Your job is to motivate them."

Includes: "Sixty Successful Outer Envelope Teasers, Fifty-four Strong Leads For Fundraising Letters…" and many more tips for writing a perfect fundraising letter.

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Excerpt from this book:

" ‘But I don’t have time to read a book on fundraising!’ If that phrase could have come from your lips, you’re not alone. I’ve worked in some of the hardest-to-fund nonprofits around, and fully appreciate that you may be reading this while simultaneously gulping down lunch and photocopying a grant proposal. But you probably know in your heart…"

Includes: "Developing Your Fundraising Plan, Attracting Individual Supporters, How to Keep the Givers Giving…" and much more to make your fundraising efforts a success!

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Excerpt from this book:

"The mission of your organization isn’t merely important – it’s everything. It describes your noble objectives and the way you touch lives of those you serve – in a way unlike any other organization.

Your mission fuels motivation and ignites the passion. It provides the why that inspires every how. It is the roadmap, the signpost of your organizatio’s direction and destination."

Includes: "It Starts with Integrity, Mission is everything, Why People Give, Wear Your Business Hat…" to make your board as effective as it can be.

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Excerpt from this book:

"Fundraising folks have an old saying: "People don’t give to causes. People give to people with causes." This saying means that, in essence, you’re the important part. Your inspiration, your perspiration, your passion. So that brings us to the Big Question…

What are you passionate about?"

Includes: "Finding – and Winning Over – Donors, Assembling Your Fundraising Toolkit, Leveraging The Internet, On the Fundraising Campaign Trail, Ten Great Opening Lines…" Another great guide by the publisher of the ‘Dummies’ series!

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Excerpt from this book:

"Which would you rather have, if you could only choose from these two options:Someone who reads your stuff but never responds? Or someone who doesn’t read your stuff but sends you a gift? Obviously you’d choose the latter, as would anyone with a dollar goal to make. It’s not ideal, but it pays the bills. I bring up the distinction between reading and acting for an important reason having to do with your workload: to release you from the burden of worrying so much about writing newsletter articles, white papers, and other longer prose pieces."

Includes: "Why your fundraising communications fail to get the results you want; On the delicate subject of committee &board approvals…" This guide gets into the nitty gritty about anything communications related. Not just great for fundraising letters, but also for refining your group’s mission.

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Excerpt from this book:

"The word philantrophy comes from two Greek words meaning "love of people." In modern times this goodwill, or humanitarianism, is often expressed in donations of property, money, or volunteer time to worthy causes. Similarily, the word charity comes from a Latin word meaning "love" in the sense of uncoditional loving, kindness, compassion, and seeking to do good. The roots of these words remind us of the fundamental reasons for the work of most nonprofit organizations."

Includes: "Matching Fundraising Strategies With Financial Needs, When Everyone is a Volunteer, Launching Major Gift Campaigns…" This is a comprehensive guide that covers all aspects fundraising. Worth every penny!

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Excerpt from this book:

"Many organizations are finding it more difficult than ever to get excellent board members…

Therefore, a board should establish a Board Development Committee as a standing board committee. This committee would assume all the roles played by the Nominating Committee. It would have as its responsibility not only obtaining quality board members, but also keeping them."

Includes: "Writing Grants and Getting them Funded, Managing Grants Once You Get Them, Establishing an Outstanging Volunteer Program…" All the basics you need to know about keeping your nonprofit running smoothly.

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Excerpt from this book:

"Designing and producing an event – whether it be a meeting, corporate event, fund-raising gala, conference, convention, incentive or other special event – has been compared to directing a movie but is actually more like a live stage production. It is a high-wire act without the safety nects. Once your event starts there are no second chances. it’s done in one take and there are no dress rehearsals. You can’t yell "cut" and reshoot the scene. You are simply not able to predict the putcome – as you can from a movie script – of how your guests and suppliers will interact and react…"

Includes: "The First Steps: Initial Planning & Budgeting, Organization and Timing, Location Location Location…" Excellent advice on every aspect of planning and running an event.

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Excerpt from this book:

"Grant writing is one of those topics that seems very technical and esoteric, yet you probably already know more about it than you think you do. But before I go any further, let’s be clear about just what grant writing is and isn’t. Grant writing is the skill or practice of asking for money in the form of a grant from a foundation, corporation, or government agency by crafting a well-considered document (the proposal) that outlines how the money will be used, what receiving the money will accomplish and…"

Includes: "The Practice of Grant Writing, ABCs of Grants, Foundation Primer, Corporation Primer, Government Primer, Individual Donor Primer…" The ins and outs of what a grant is and how to write one to get it funded.

For the most up to date list, click over to our highest rated fundraising books page.

Start Your Fundraiser Right By Setting Clear Goals

FundraisingIP.com — Tue, 16 Sep 2008 00:24:04 +0000

The first item on your group’s agenda at the start of each fundraising season or campaign should be to set goals. The most prominent fundraising goal will be a dollar figure, but your organization may benefit from setting other goals as well.

Setting Dollar-Figure Fundraising Goals

It is best if your financial fundraising goal is a definite dollar amount. Even if you do not reach that amount, everyone will have something to strive for, and will be less likely to quit until your group brings in the funds needed. Should the first fundraiser not bring in the necessary funds, volunteers will be compelled to hold another and another until they do. A specific dollar amount will also push your group to clearly define other action items to reach your financial goal.

Tracking progress publicly, such as with a ‘fundraising thermometer’ or weekly progress report, towards your financial fundraising goal provides a great incentive for continuous effort. Goal-trackers keep everyone informed, and show how much more work is needed to reach your goal.

In order to set an accurate dollar figure fundraising goal, your group will need to spend a little time assessing the following:

What exactly are you raising funds for

Funds needed for fundraising products or services

The cost of the fundraiser and needed supplies

The size of your volunteer group (to determine how large a fundraiser your group can reasonably handle)

How much time is available to raise the funds

Increases in program costs over previous years

Other Goals For Your Fundraiser

At least in theory, fundraising should get easier from year to year, and it can if your group sets goals for improvement. When you assess your group’s financial needs, take some time to discuss past successes and failures, as well as what ran smoothly and areas needing improvement. Turn the most important or needy of these administrative-type tasks into goals for the organizing committee.

Some of the areas your group may want to look at when setting administrative improvement goals are:

Communication – among committee members and with volunteers and sellers

Organization – including record-keeping, which will make subsequent fundraisers run more smoothly

Marketing – getting the word out for better profits

Reception and distribution of products

Fundraising goals help the entire season’s campaigns run more efficiently and more profitably. Setting fundraising goals early helps all involved to see the need and work to fill it. Your group will surely find that it is easier to motivate people when they are working for a clear and defined cause, and continually making progress towards it. Ultimately, fundraising goals set the stage for that final, fulfilling breath of fresh air that lets every participating member of your group say, “we did it!”

Plan your next fundraiser with one of our fundraising checklists. Be aware of common fundraising mistakes.

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So Many Choices: Tips For Choosing The Right Fundraiser

FundraisingIP.com — Wed, 23 Jul 2008 03:19:24 +0000

Any fundraising organizer or committee can tell you that there are more fundraising choices than you could imagine; so choosing the best product and process for fundraising can be a chore. But with a little preparation (and advice from your predecessors when available), choosing the right fundraising campaign can be far less overwhelming.

Get To Know Your Group And Supporting Community

Before you can decide on what product or process is best for your group to sell, you have to learn a few things about who sells your fundraising products and how; you also need to make some decisions about who will buy what you are selling.

Some important things to consider are:

What is the age of your group members? younger children will need simple fundraisers and easy money collection; sometimes choosing something like lollipop or candy sales is best because each item is sold at the same price, for a sum that is easy to count and collect

What is the size of the selling group? product based fundraisers usually take a lot of people selling in order to turn a good profit; if your group is small, order takers may not net a large return; consider selling items that can be pre-purchased for cash and carry sales in busy locations (such as at other events or storefronts)

What does your group represent? what you are selling should not conflict with the message and/or goals of your organization; for example, a candy fundraiser would be a hypocritical choice for a dental awareness campaign

What does your group like? Parents and children will enjoy selling products they like better than those they don’t, and profits will reflect this

What has sold successfully in the past? Is the support and demand still there to run the same campaign again?

What is your community receptive to? If supporters would rather hand you cash than buy something they may not have use for, consider a raffle or card sale (such as scratch cards or discount cards)

How quickly do you need the money? Generally, scratch cards and raffles can be run on short notice, but for product-based fundraisers, large events, magazine drives, and donation request mailing campaigns, more time will be needed

What is the size and skill-set of your organizing group? The more involved the fundraising campaign, the more people you will need for organization and administration. Likewise, more complicated fundraisers like brick fundraisers may require skilled knowledge and labor (for structural design and construction)

Will any local businesses or individuals contribute time, skills, equipment, or money to your campaign? Businesses are often willing to support the community and build good relations.

These are the basic things to consider. Depending on the specific needs and abilities of your group, you may have more to add to this list.

Keep in mind, however, that there are a myriad of choices in fundraising techniques and products, and that …

Not every fundraiser needs to sell something:
You could sign up for any of the online fundraising services to ask for direct donations, or create your own website that enables you to take direct donations, or ask your supporters to sign up for a program that pays for online reviews for example.

Partners In Marketing: Planning Joint Fundraising Events

FundraisingIP.com — Fri, 23 May 2008 22:31:34 +0000

Joint fundraising ventures and events are gaining in popularity both for fundraising groups and for businesses. Forming a fundraising partnership with a local or national company can remove many of the hurdles facing small and medium sized, low-budget fundraising groups.

Why A Partnership Is Good For Fundraising Organizations

There are a number of advantages enjoyed by fundraising organizations when they partner with a local or national business. Marketing is a big one; the reason is simple—businesses have bigger marketing budgets and numerous resources already in place. Getting a fundraising marketing campaign organized and ‘out there’ is easy for experienced businesses. Fundraising groups benefit from the vast outreach of well-known companies and a recognizable national or local name.

Additionally, business partners may be able to offer:

An established location for fundraising events
Access to wholesale goods and services
Campaign simplicity—many partnerships are agreements where the business will donate a percentage of profits on a given day or with coupon presentation; groups do not have to deal with order forms, delivery, or distribution issues
Mentoring—by working alongside company employees on marketing campaigns and fundraising tasks, group members can learn effective techniques for future use

Why A Partnership Is Good For Businesses

Helping others is good for business. Small and large companies know this, and so they are willing to partner with fundraising groups to put a good face on their business. Businesses also form fundraising partnerships because:

Campaigns bring in customers, particularly helpful when events are staged on slow business days/nights
Businesses may get tax benefits by donating goods and services to nonprofit groups
Business generosity builds future customer loyalty
Businesses want to do good for others and help build their community

Good Fundraising Partners For Groups

There are a number of national chains and big-name companies who are offering their services as fundraising partners, including (but certainly not limited to):

BJ’s
Scholastic
Barnes and Noble
Papa Gino’s and Papa John’s
Macy’s

More are entering the ring everyday, so if in doubt, it’s worth asking management.

Local businesses make great partners in fundraising, too, and supporters will often flock knowing that they are helping out both a local group and a local business. Approach small, local pizza parlors, car washes, restaurants, service providers, and retail shops to see if they have an interest in a fundraising partnership.

In addition, national and local charities make excellent fundraising partners; many of these have good marketing budgets and pre-drawn marketing materials. A partnership with a charitable organization like the American Cancer Society, Heart Association, Make-A-Wish, or others can increase fundraising profits because supporters of both groups will have an interest in the event, and feel good about helping two groups with one donation. Helping another organization can also bolster your organization from within and be a great learning experience for participants.

All in all, there are many advantages of forming fundraising partnerships. The marketing benefits alone are worth a group’s while, but any group is sure to find that the experience of helping each other is a priceless commodity.