7 “ Behind The Scenes of Fundraising A – 15 LEADERSHIP SEMINAR Wilmot Community Centre, New Hamburg, Ontario May 6, 2012.

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“Behind The Scenes of Fundraising

Irene Blight, Fundraising Facilitator

A – 15 LEADERSHIP SEMINARWilmot Community Centre, New Hamburg, Ontario

May 6, 2012

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Presentation Overview

Review of the Lion’s Mission & Vision, Purpose and Code of Ethics

Fundraising 101

Sponsorship Do’s & Don’ts

Brainstorming

Committees

Planning & Reporting

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Vision StatementTo be the global leader in community and humanitarian service.

Mission StatementTo empower volunteers to serve their communities, meet humanitarian needs, encourage peace and promote international understanding through Lions clubs.

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LIONS INTERNATIONAL PURPOSE

Encourage service- minded people to serve

their community

Coordinate activities & standardize Club administration

Take an active interest in the civic, moral & cultural welfare of

community

Promote principles of good government &

citizenship

Unite clubs in bonds of friendship, fellowship

& understanding

Encourage efficiency & promote high ethical

standards

Organize, charter & supervise service clubs

Provide a forum for open discussion of all

matters of public interest

Create & foster spirit of understanding

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LIONS CODE OF ETHICS

SHOW FAITH, GIVE

INDUSTRIOUS APPLICATION TO THE END, MERIT A REPUTATION FOR QUALITY OF SERVICE;

SEEK SUCCESS BUT ACCEPT NO

PROFIT OR SUCCESS AT THE

PRICE OF MY OWN SELF-RESPECT

TRUE TO SELF, RESOLVE DOUBTS AGAINST MYSELF; BEAR IN MIND OBLIGATIONS AS A

CITIZEN, GIVE UNSWERVING LOYALTY IN WORD, ACTION, DEED; CAREFUL IN

CRITICISM; LIBERAL WITH PRAISE; BUILD UP NOT DESTROY

GIVE FREELY OF MY TIME, LABOUR & MEANS; AID OTHERS BY GIVING SYMPATHY

TO THOSE IN DISTRESS, MY AID TO THE WEAK AND MY SUBSTANCE TO THE NEEDY

FRIENDSHIP AS AN END,

NOT A MEANS; TRUE FRIENDSHIP DEMANDS

NOTHING BUT ACCEPTS

SERVICE IN THE SPIRIT IS WAS GIVEN

CODE OF ETHICS

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PROFESSIONAL FUNDRAISING CODE OF ETHICS GUIDELINES

(AFP)The Association of

Fundraising Professionals

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PURPOSE OF FUNDRAISING

We think $ but sometimes it is NOT

about $

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FUNDRAISING GOAL

- To Raise Awareness?

- To Raise Funds?

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KNOW YOUR FUNDRAISING EVENT

- Is it busy work?- Is it about awareness?- Is it to raise DOLLARS?

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Volunteer BurnoutSponsor Burnout Community Disengagement

DANGERS OF FUNDRAISING

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SPONSORSHIP DO’S & DON’TS

• RECOGNIZE• THANKDO

• OVER USE• TAKE FOR GRANTEDDON’T

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COMMUNITY BURNOUT

DISENGAGEMENT

NOT KNOWING COMMUNITY NEEDSSTRIFE WITHIN THE COMMUNITY

EVENT NOT WELL ORGANIZEDDID NOT DELIVER WHAT WAS PROMISED

TOO MANY OF THE SAME EVENTS

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An Effective Way To Bring New Ideas to the Table is the use of Brainstorming

94% improvement in ability to think of good ideas after brainstorming training session

TIRED OF DOING THE SAME THINGOVER & OVER & OVER…..?

“No one of us is as smart as all of us thinking creatively.”

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BRAINSTORMING RULES

1. List the possibilities- quantity over quality- wild ideas welcomed- hitchhike on another’s idea- no criticizing, eye rolling,

groans, sighs, etc.

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2. Look at the list - Any non-starters?- Look at what might work

-any interesting ones?-can any be combined?

- Prioritize

BRAINSTORMING RULES

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3. Move through the list - Set rules

-be open-minded-deal with one idea at a time

- Refine the list- Clarify ideas

BRAINSTORMING RULES

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BRAINSTORMING RULES

4. Agree on an option - Is it practical?- What are the details that

need to be considered to successfully implement?

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CHOOSING YOUR FUNDRAISER

1. Check the community for similar events.

2. Does the event have an opportunity to grow?

3. Does it have the opportunity to feed off other events or traditions?

Do your Homework!

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THE EVENT COMMITTEE

•The Event Committee has the approval to move ahead with preparations to deliver a successful fundraiser.

•The Committee must follow club principals and ethics and abide by the code of fundraising ethics

Event & Budget Approved by

Club

•Respect for roles within the committee and assigned tasks is paramount.

•A committee member should not interfere with another's role unless they have cleared it with that committee member and informed the Chair.

Committee

•To limit unnecessary use of regular meeting time, the Chair or designate is spokesperson.

•The report should include any request for budget increases and the reason why or another concern that might adversely effect the event and request for assistance from the general membership

Reporting Back

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COMMITTEE STRUCTUREKey Roles

• The Chair

• The Treasurer/Secretary

• Media/Communications

• A strong committed committee

Function

• A good chair has a clear desk but knows everything

• Keeps committee on track and on budget

• Setting time lines/develop media relations, etc.

• Could possibly be a sub-committee to meet event needs

• Willing to work/be focused for the duration of the event/fundraiser

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THE PERFECT COMMITTEE

• TIME & ENERGY• COMMITMENT• COMMON SENSE &• GOOD JUDGEMENT• RESPECT FOR GROUP PROCESS• CENTREDNESS• OPENNESS• A SENSE OF HUMOR

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COMMITTEE BREAKDOWN

• JOHNNY / JANEY ONE-NOTE• OVERLOADED• DEVIL’S ADVOCATE• THE AUTHORITY FIGURE• OFF THE WALL ARTIST

Adapted from “Board Membering,” Karl Mathiasen.

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Fundraising 101

Fundraising is:

_____ Planning_____ Doing_____ Thanking

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ORCHESTRATE YOUR EVENT

• Run through the event from - beginning to end

- end to beginning• Never assume anything plan for

everything• Assumption (makes an ass of

you and me)• Have a backup plan!

• Set your event time lines and stick to them

• Deal with issues as they unfold

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RECORD/ARCHIVE INFOKEEP A RECORD OF YOUR EVENT

The report becomes a resource and a valuable tool that can be utilized by the organization to evaluate the event:

• volunteer participation• sponsors• feedback from public or the committee• ratio of $ raised / to dollars earned• volunteer work load • the fundraising goal.

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SAMPLE PLANNING FORMEvent Name

Chair/LeadCommittee

MembersWhenTime

WhereDescription

Cost

Delivery Set-up

Event Kit

Rehearsal

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SAMPLE BUDGETFUNDRAISER PROJECT: TOTAL

INCOME          

Fees Admission    

Sponsorships Company      

CompanyIn-Kind Sponsorships Business

IndividualTOTAL INCOME         $0.00

EXPENSES   Cost per Item # Item Total  Start-up Cash/Funds TotalVenue Name        

Total      

Supplies xxx      

  xxx      

Total        

Advertising Paper 1      

 Media /TV Promotions Paper 2      

Total      

Lunch xxxx    

  xxxx    

Total      

Craft Supplies xxx    

  xxx    

Total      

Other  xxx    

Total      

TOTAL EXPENSES         $0.00

PROFIT / LOSS         $0.00

What a budget does:• Helps committee

realistically price entry to the event;

• Serves as a tool for review/evaluation;

• Measures each goal, task, time frame and outcome;

• Provides a method to evaluate the results by comparing actual;

• Provides comparison to the previous year’s results if yearly;

• Shows current year results;

• Serves as tool for future projections;

• Evaluates success level comparing goals versus actual

• Shows need for improvement or change.

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SAMPLE SUMMARY REPORTING FORM

NAME OF FUNDRAISERProject LeadMax BudgetStart / Finish DateLocation[s]Participation Numbers

Members Non-Club VolunteersYouth Volunteers

Attendance NumbersBrief Project Description

Successes

Challenges

Recommended Changes

Activities Left to Do

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SAMPLE ARCHIVE FORM

TRACK WHAT YOU DO EACH YEAR

2012

Fundraiser Name Project Lead Details # Volunteers Start/Finish Date

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Summary

A lot of hard work

Planning

Doing

Having Fun - Reward

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QUESTIONS?

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“Behind The Scenes of Fundraising

Irene Blight, Fundraising Facilitator

A – 15 LEADERSHIP SEMINARWilmot Community Centre, New Hamburg, Ontario

May 6, 2012