Masonic Festival Guidelines - First Edition - February 2011

7/31/2019 Masonic Festival Guidelines - First Edition - February 2011

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Festival Guidelines

Pre-Planning Planning Launch Management EventPre-Planning Planning Launch Management Event

A guide to making the most of a Festival in support of one ofthe four central Masonic Charities

First Edition February 2011


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Table of Contents

GLOSSARY OF TERMS AND ABBREVIATIONS................................................................7

BACKGROUND AND INTRODUCTION 8

Introduction ........................................................................................................................8The Charities......................................................................................................................8Disclaimer ..........................................................................................................................9Purpose of the guidelines...................................................................................................9Working Parties..................................................................................................................9Updating the guidelines....................................................................................................10Structure of the guidelines ...............................................................................................10Understanding the Festival system ..................................................................................11The Festival matrix...........................................................................................................11

PRE-PLANNING .................................................................................................................12Objective..........................................................................................................................12Whats in this section .......................................................................................................13Definitions ........................................................................................................................14Appointment of Festival Appeal Chairman.......................................................................15Financial and legal considerations ...................................................................................16Relationship between PGM and Festival Appeal Chairman.............................................16De-brief from the previous Festival Appeal ......................................................................17Lessons learned from the de-brief....................................................................................18De-brief Province X.......................................................................................................18De-brief Province Y.......................................................................................................18

The rolling cycle ...............................................................................................................19The Festival matrix...........................................................................................................19The importance of Provincial Festival Appeals ................................................................20What the Province receives from the Charities each year................................................21The Freemasons Grand Charity Annual Contribution......................................................21Initial contact with the Charity ..........................................................................................22Consistency of approach from the Charities ....................................................................22

PLANNING..........................................................................................................................23Objective..........................................................................................................................23Whats in this section .......................................................................................................24

Assessment of the Province.............................................................................................25Potential responses table.................................................................................................29Creating the Appeal Committee .......................................................................................30Creating the Committee other suggestions...................................................................31Creating the Committee typical structure ......................................................................31Creating the Committee area structure .........................................................................32Creating the Committee moving forward.......................................................................33Communications ..............................................................................................................34Regular liaison meetings..................................................................................................41Establishing a budget.......................................................................................................42Decision making processes .............................................................................................43The role of the Lodge Charity Steward.............................................................................44Length of Festival Appeal.................................................................................................45Detailed understanding of the Charity..............................................................................46


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Guidance from the Charities ............................................................................................48Awareness of other appeals.............................................................................................48Accounting for donations..................................................................................................49Accounting cash flow ....................................................................................................50Target setting ...................................................................................................................51The target for the Festival Appeal ....................................................................................52

Example target for the Province.......................................................................................53The target for the Lodge...................................................................................................54The target for the individual member................................................................................54Target setting size of Province......................................................................................55Target setting demographics.........................................................................................55Target setting common comparisons ............................................................................55Involving the Royal Arch ..................................................................................................56Other Orders ....................................................................................................................56Jewels and incentives ......................................................................................................57Merchandise ....................................................................................................................58Literature and stationery ..................................................................................................59

LAUNCH .............................................................................................................................60Objective..........................................................................................................................60Whats in this section .......................................................................................................60Planning the launch..........................................................................................................61Announcing the date and venue for the launch................................................................62Delegates attending the launch........................................................................................63Contents of the launch presentation.................................................................................64Delivery of the message...................................................................................................65Rehearsing the presentation............................................................................................66

Funding the launch...........................................................................................................67Questionnaire review .......................................................................................................67Information to be given to the delegates ..........................................................................68Unveiling the targets ........................................................................................................68Post-launch cascading the message to Lodge members..............................................69

MANAGEMENT OF A FESTIVAL.......................................................................................70Objective..........................................................................................................................70Whats in this section .......................................................................................................71Administration collecting the money..............................................................................72Administration robust systems ......................................................................................72

Administration legal issues............................................................................................73Administration Gift Aid....................................................................................................73Organisation Appeal Committee ...................................................................................74Organisation central enquiry point for all issues............................................................75Organisation Jewels, Bars and certificates ...................................................................75Management information .................................................................................................76Management information targets and progress.............................................................77Operation visiting Lodges..............................................................................................77Operation Lodge procedures ........................................................................................78Operation handling objections.......................................................................................78

Operation wives and partners .......................................................................................78Operation use of the Charities ......................................................................................79Operation driving the message down............................................................................80Operation targeting non-attendees................................................................................81


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Operation top-ups .........................................................................................................81Operation donations to other Provincial appeals...........................................................82Mid-term Boost combating Festival fatigue..................................................................83Mid-term boost re-launching the Appeal .......................................................................85Mid-term boost the psychology of giving .......................................................................86Mid-term boost releasing the rainy day fund...............................................................87

Mid-term boost relationships with Provincial Almoners .................................................87

FESTIVAL EVENT ..............................................................................................................88Objective..........................................................................................................................88Whats in this section? .....................................................................................................89An overview of the Festival Event ....................................................................................90What form will the Event take?.........................................................................................90Preparation Festival Event Committee..........................................................................91Preparing for the Festival Event first steps....................................................................92Procedure and protocol....................................................................................................94The main guest list...........................................................................................................94Guest list considerations..................................................................................................95Festival Stewards.............................................................................................................95Dress code.......................................................................................................................95The procession ................................................................................................................96Seat allocations and table plan ........................................................................................96Agreeing the seating plan ................................................................................................96Toast list...........................................................................................................................97Materials required ............................................................................................................97The Festival List and booklet ...........................................................................................98Banner .............................................................................................................................99

The menu booklet ............................................................................................................99Public address system ...................................................................................................100Briefing...........................................................................................................................100Brief for guest of honour.................................................................................................100Flowers ..........................................................................................................................101Photographer .................................................................................................................101Media .............................................................................................................................101First aid and health and safety .......................................................................................101

APPENDIX A WORKING GROUP TERMS OF REFERENCE ......................................102

APPENDIX B APPEAL MATRIX....................................................................................104

APPENDIX C QUARTERLY PROVINCIAL STATISTICS (EXAMPLE).........................105

APPENDIX D TYPICAL TEAM STRUCTURES.............................................................106

APPENDIX E GIFT AID..................................................................................................107

APPENDIX F THE RELIEF CHEST AND OTHER DONATION SYSTEMS...................108

APPENDIX G EFFECTIVE FUNDRAISING...................................................................112


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APPENDIX H FUNDRAISING IDEAS............................................................................116

APPENDIX I PROMOTIONAL ITEMS INCENTIVES ..................................................120

APPENDIX J EVENT CHECK LIST...............................................................................121

APPENDIX K EXAMPLE FESTIVAL CHAIRMAN BIOGRAPHICAL DETAILS............123

APPENDIX L EXAMPLE OF TIMETABLE FOR THE FESTIVAL EVENT.....................124

APPENDIX M FINANCIAL DATA ..................................................................................127

APPENDIX N SPECIMIN JOB DESCRIPTION FESTIVAL APPEAL CHAIRMAN.....128

APPENDIX O SWOT ANALYSIS...................................................................................129

APPENDIX P PREVIOUS FESTIVAL RESULTS...........................................................130

APPENDIX R EXAMPLE BUDGET ...............................................................................132

APPENDIX S EXAMPLE LETTERS ..............................................................................133

APPENDIX T WEBSITE DESIGN CONSIDERATIONS.................................................134

APPENDIX U PRESS RELEASE...................................................................................139


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Glossary of Terms and Abbreviations

Term orabbreviation

Meaning

APGM Assistant Provincial Grand Master.Appeal or Festival

Appeal

The Appeal running over many years in support of one of the four Charities

excludes the Event.Central MasonicCharities (CMCs)

The Freemasons Grand Charity, Masonic Samaritan Fund, Royal MasonicBenevolent Institution and the Royal Masonic Trust for Girls and Boys.

DPGM Deputy Provincial Grand Master.Event or FestivalEvent

The formal closing of a Festival Appeal often held at a prestigiouslocation where the final total raised for the Charity is announced.

Festival The whole Process of a Masonic Festival Appeal, including the FestivalEvent.

Festival AppealChairman

The member appointed by the PGM to organise the Festival Appeal for aProvince.

Festival Forum A meeting of all Provinces currently hosting a Festival in support of thecentral Masonic Charities.

Festival President The figurehead for a Festival Appeal, normally the PGM.Festival Steward A traditional rank within the Festival given to those who have, or will have,

donated a predetermined amount during the course of the Appeal.Gift Aid Tax relief on money donated by UK taxpayers to registered UK charities.High Ruler One of the four Active Rulers in the United Grand Lodge of England:,

namely: the Grand Master; the Pro Grand Master; the Deputy GrandMaster or the Assistant Grand Master.

HMRC Her Majestys Revenue and Customs.Honorifics The recognition during a Festival of those members who achieve stated

levels of contributions in excess of the Steward level. Commonly calledVice Patron, Patron and Grand Patron.

PGM Provincial Grand Master.PGMs Forum A meeting currently held four times per at which all Provincial Grand

Masters discuss matters of shared interest and importance. (The PGMsForum is not an official body within Freemasonry.)

Regular donations Contributions made by a member either by bankers order or Direct Debit,usually for a stated amount payable either monthly or annually and for afixed period, commonly five years.

Royal Arch The Royal Arch is the continuation of Craft Freemasonry. Its members,called Companions, meet in Chapters.

SWOT analysis A way of reviewing strengths, weaknesses, opportunities and threats toassist in the planning process (see Appendix O).

The Charities The four Central Masonic Charities (see also CMCs).UGLE United Grand Lodge of England.VGO Visiting Grand Officer a Grand Officer assigned to a Lodge by a

Provincial Grand Lodge. The VGO represents the PGM and acts as aconduit for communication between Lodge and Province.

VO Visiting Officer - an Officer of London Grand Rank or higher who performs asimilar function to that of a VGO but operates in the Metropolitan area ofLondon.

White Table Event An event, often a dinner, where non-Masons, and ladies, are present. Thiscan often be preceded by an Open Lodge Meeting.

WM Worshipful Master. The leader of an individual Lodge who is electedannually.


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Background and Introduction

IntroductionThis document provides guidance and practical assistance for planningand running a Festival in support of one of the four central MasonicCharities (the Charities).

These guidelines are not intended to be prescriptive but are based onthe experience of a variety of sources; the members of the FestivalWorking Party established to create this document; the staff and officialsof the Charities; feedback from the Festival Forum and input fromexternal bodies such as the Institute of Fundraising.

Each Province must make its own decisions this document offersguidance only.

The document will be updated regularly. Comments and suggestions,based on your experiences of running Festival Appeals and FestivalEvents, would be gratefully received.

Please send feedback to: [email protected]

The Charities

The Charities refer to the Freemasons Grand Charity (Grand Charity);

the Masonic Samaritan Fund (MSF); the Royal Masonic BenevolentInstitution (RMBI) and the Royal Masonic Trust for Girls and Boys(RMTGB).

Information on the Charities is contained in the booklet: The CentralMasonic Charities Information for Freemasons and their families whichcan be obtained from Letchworths Ltd, 60 Great Queen Street, LondonWC2B 5AZ. The book can also be downloaded from the website of theUnited Grand Lodge of England (UGLE)

UGLE www.ugle.org.uk/charitable-work/

Alternatively, visit the Charities websites for further information:-

Grand Charity www.grandcharity.orgMSF www.msfund.org.ukRMBI www.rmbi.org.ukRMTGB www.rmtgb.org

For information relating to the Mark Benevolent Fund, please visit:

www.markbenevolence.org.uk


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DisclaimerThe material available in this document is designed to provide generalinformation only. Whilst every effort has been made to ensure that the

information provided is accurate, it does not constitute legal or otherprofessional advice.

Purpose of theguidelines

The purpose of this document is to describe how to initiate, plan,manage and celebrate a successful Festival Appeal for one of theCharities. It is intended as a reference document for use as the Provinceorganising the Festival deems appropriate.

It is inevitable that people move on after the completion of a Festival anduseful knowledge can become lost. The constant in the Festival

system is the Charities. This document will help ensure the retention ofbest practice and the experience of what works and what has notworked in the past.

This document will be particularly useful for PGMs, Provincial GrandCharity Stewards or for anyone responsible for launching or managing aFestival Appeal.

Working PartiesFollowing the first Provincial Grand Charity Stewards Conference heldin 2009, it was agreed that two working parties would be established.

The First Working Party was established in January 2010 to produceGuidelines for Festivals under the Chairmanship of Conrad Donaldson,Provincial Grand Charity Steward for the Province of Devonshire.

The second Working Party, chaired by Eric McConnell, ProvincialGrand Charity Steward for Cheshire, would produce a manual forLodge Charity Stewards with guidance, examples and best practice foreffective fundraising.

These two documents should be considered as complementary and willbe useful to Provinces both in and out of Festival and to ProvincialGrand Charity Stewards.

The Charity Stewards Manual will contain information concerning theday-to-day work of the Lodge Charity Steward, together with thenecessary qualifications for the office and especially the duties he willundertake during a Festival Appeal. This document is likely to bepublished in 2011.


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Updating the

guidelines

The Charities will ensure that these guidelines are updated regularlyand republished annually. Two copies of the guidelines are to be sent

to each Provincial Grand Secretary. Suggested recipients are eitherthe PGM or the Festival Appeal Chairman and the Provincial GrandCharity Steward. Additional copies will be available on request. Noncurrent copies should be destroyed.

The contents of these Guidelines will be reviewed annually by a smallCommittee comprising representatives from the Provinces and stafffrom the Charities.

The latest version of the Guidelines will be available online atwww.rmtgb.org in a downloadable format.

Structure of theguidelines

The guidelines are divided into five sections, each corresponding to aparticular part of the Festival process. The sections are colour codedand are clearly highlighted at the head of each page.

The Sections are:-

Pre-Planning Jump to Pre-Planning

Planning Jump to Planning

Launch Jump to Launch Management Jump to Management

Event Jump to Event

Normally, Provinces host a Festival once every 11 years with eachProvince supporting each of the four Charities once over a 44 yearperiod. For the purpose of this document, each Festival will concludein Year 11. The preparation for the next Festival commences in yearzero. Many Provinces elect to hold a five, six or seven year Festival;therefore, the Festival launch will occur in year four, five or six of the

cycle. The formal length of a Festival Appeal is decided by theProvince in consultation with the Charity.

Please consult Table 1 on page 46 for guidance relating to the lengthof Festival Appeals.


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Understanding

the Festivalsystem

A total of 44 of the 47 Provinces under UGLE take part in the Festivalsystem. Each year, four of the 44 Provinces will conclude a Festival

Appeal in aid of one of the Charities by holding a Festival Event. TheFestival Appeal will have lasted several years and have involved agreat deal of hard work by the members of the Province.

The money raised during a Festival Appeal makes a significantcontribution to the income of the designated Charity. Without theincome from Festivals, the work of the Charities would be seriouslycompromised.

The Provinces of Jersey, Guernsey & Alderney and the Isle of Manare not included in the Festival system but may participate in periods

of fundraising for one or more of the Charities.

The Metropolitan Grand Lodge sometimes also holds its ownseparate Appeals in support of one of the Charities, most recently forthe RMBI. Members of the Metropolitan Grand Lodge and otherProvinces often make donations, which will also count towards theAppeal. For example, in the case of the RMTGB, donations frommembers in other Provinces, and London, (given either directly or viaa Lodge) will be allocated to the total of the next Appeal which is dueto conclude.

The Festivalmatrix

Historically, some Provinces have found themselves fundraising forthe same designated Charity in successive Festival Appeals andsome Festival Appeals ran for the full 11 year cycle.

The current Festival matrix has been approved by the PGMs Forum.The current matrix is published on a rolling 11 year cycle. In mostcases a Province is in Festival once every 11 years.

The current matrix aims to ensure that:-

Each Province is in Festival once to each Charity in a 44 yearperiod.

Overlap between adjoining Provinces in Festival is minimised.

Recognition is made of the sequence of Festivals hosted bythe Mark Benevolent Fund.

Provinces enjoy significant rest periods between Festivalsduring which they can concentrate on local charitable prioritiesif they choose to do so.

The current published matrix is included in Appendix B.


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Pre-Planning

Description Year 0 1 2 3 4 5 6 7 8 9 10 11Conclusion of previous FestivalAppealPre-PlanningPlanningLaunch of Festival AppealManagementFestival EventPost Festival Appeal de-briefing

Objective of thissection

The objective of this section is to help prepare for the detailed planning

to come. Preparation is essential at this early stage for the successfulplanning, launch, management and final outcome of the FestivalAppeal.

The final year of the Festival Appeal, during which the Festival Eventwill take place, and the identity of the host Charity can be found byreference to the Festival matrix at Appendix B.

The year that the Festival will conclude will be known at least 11 yearsin advance so there is nothing to prevent pre-planning at a very earlystage.

Each Province must make its own decisions this document offers guidance only.


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Whats in thissection

The target audience at this preparatory stage is likely to be the PGMand his Executive. Once appointed, this section will be of particularinterest to the Festival Appeal Chairman and his Committee.

This section comprises:-

Definitions..............................................................................14Appointment of Festival Appeal Chairman.............................15Financial and legal considerations.........................................16Relationship between PGM and Festival Appeal Chairman...16De-brief from the previous Festival Appeal............................17Lessons learned from the de-brief .........................................18De-brief Province X.............................................................18De-brief Province Y.............................................................18

The rolling cycle.....................................................................19The Festival matrix.................................................................19The importance of Provincial Festival Appeals ......................20What the Province receives from the Charities each year? ...21The Freemasons Grand Charity Annual Contribution ...........21Initial contact with the Charity ................................................22Consistency of approach from the Charities ..........................22

After completing this section the Province should be able to commencethe formal planning of the Festival Appeal.

Planning is an unnatural process its much more fun toget on with it. The real benefit of not planning is that failurecomes as a complete surprise and is not preceded bymonths of worry.

Sir John Harvey-Jones


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DefinitionsFor the purposes of this document, the Festival refers to a MasonicFestival comprising the Appeal and the Festival Event or Finale.

The Festival Appealis the process of raising funds on behalf of one ofthe central Masonic Charities. It includes the planning, launch, executionand administration of an Appeal but not the Festival Event.

The Festival Event is the celebration held at the end of the FestivalAppeal to mark its conclusion and to announce, for the first time, thetotal amount raised for the designated Charity. The Festival Event cantake many forms although traditionally it comprises a dinner attended byFestival Stewards and their wives or partners.

The Festival is a partnership between the Province and the relevantCharity, the aim of which is to raise funds for the Charity. The Festivalalso provides an opportunity to increase the awareness of the work theCharity undertakes and the support it provides to Freemasons, theirdependents and, where relevant, non-Masonic charities and individuals.

Festival

Festival Appeal(Planning, launch, execution

and administration of an

appeal)

Festival Event(Celebration or Finale)


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Appointment ofFestival Appeal

Chairman

The appointment of a competent organiser as the Festival AppealChairman is critical to the success of a Festival Appeal. Thisappointment will be the responsibility of the PGM. The Festival Appeal

Chairman could be a Deputy or Assistant PGM or member of theProvince with the right qualifications for the task.

The key qualities include charisma, leadership, drive anddetermination as well as a proven ability of public speaking,motivational and organisational skills. Above all the Festival AppealChairman should enjoy the full confidence of the PGM and hisExecutive.

The Festival Appeal Chairman would normally be a senior Mason or amember of the Provincial Executive. A more junior Freemason with

exceptional abilities might also be considered.

It is crucial that both the PGM and the Festival Appeal Chairmanbelieve in the importance of the Festival Appeal and in the work of thedesignated Charity so that they can speak with real enthusiasm aboutthe Appeal.

The Festival Appeal Chairman needs to be an inspirational character,prudent yet with an entrepreneurial spirit. It is expected that he willremain in office for the duration of the Festival.

A key priority will be to establish an effective Committee to assist himin this task. He should define responsibilities and specific roles andidentify the right people to occupy them.

A specimen job description is included at Appendix N

Following his appointment, the Appeal Chairman should maintainregular contact with the relevant Charity.


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Financial andlegal

considerations

The Festival Appeal Chairman and his Committee need to be aware ofthe financial and legal requirements associated with fundraising andbe prepared to co-opt experts in these fields to the organising

Committee.

It should be noted from the outset that setup and administration costscannot be taken from monies raised for the Charity. Neither can theFestival Event be subsidised from charitable donations. Later sectionsof this document deal with some of these considerations but it isrecommended that the Festival Appeal Chairman should discussfinancial and legal matters at an early stage with the Charity.

Please note the disclaimer on page 9.

Relationshipbetween PGMand FestivalAppealChairman

Vital to the success of the Festival Appeal is the unequivocal supportof the PGM and his Executive.

At an early stage, the Festival Appeal Chairmans job descriptionshould be agreed with the PGM; this will set out the main duties andresponsibilities of the office. A specimen job description is included atAppendix N.

It is vital that the Festival Appeal is run on best management practiceswith regular and effective communication between the PGM and

Chairman.


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De-brief fromthe previous

Festival Appeal

At the end of the previous Festival Appeal, a detailed de-brief shouldhave taken place, the output of which is a comprehensive document.This document with its careful analysis of which practices were

successful and which less so, together with recommendations for thefuture Festival Appeal Chairman, is invaluable as a planning tool.

If no de-brief is available the Festival Appeal Chairman will have to relyon the memories and anecdotal evidence of members of the previousCommittee, which may not be reliable or comprehensive. It is importantto ask all parties involved including the Charity that has benefitted fromthe Festival; the Charity might have a different opinion of how thingswent.

A good de-brief will provide answers to a series of key questions suchas:-

Was the Festival Appeal a success?

Was the duration of the Festival Appeal appropriate?

Was the Appeal organised effectively? How could it have beenimproved? Was there sufficient preparation?

Were the honorific levels set appropriately? Could they have beenhigher?

Was the maximum possible amount raised during the FestivalAppeal? If not, why not? How could more have been raised?

Were there targets for individual members, Lodges or the

Province? Were they the right targets? Were they challenging butachievable?

Was the launch effective? Did it get the Appeal off to a goodstart? If not, why not?

Were the correct budgets set for the Festival Appeal and FestivalEvent? Did the Appeal and Event run to budget and how wererunning costs financed?

Could the administration of the Festival Appeal have been better?

Was the accounting and collection of monies efficient?

Did the Province and the Appeal Committee receive theappropriate level of support from the Charity?

Were there any issues regarding the collection of Gift Aid taxrelief from HMRC?

What was the candid view of the host Charity?

Was the Festival Event a success?

This de-brief should be initiated by either the Province or the hostCharity and will usually involve a wind-up meeting between the twoparties. The output will take the form of a written document which will beinvaluable to future Festival Appeal organisers, to the Festival Forumand the future development of these guidelines. The de-brief needs tobe a well documented and comprehensive appraisal of all aspects of theprevious Festival Appeal.


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Lessons learnedfrom the de-

brief

Once the Festival Appeal Chairman has been appointed, he needs toread the de-brief document carefully. He needs to approach theprevious host Charity and his predecessor to determine the lessons

learned from the previous Festival Appeal. He might also wish tocontact the PGM or Past PGM and other members of the previousorganising Committee.

The de-brief should provide an opportunity to reflect on what workedand what didnt work. It also ensures the Province can identify keylessons for the upcoming Festival Appeal.

Below are two extracts from de-brief documents:-

De-brief Province X

Province X had a high profile launch which set the momentum for the

Festival Appeal. However:-

The qualification for a Jewel was set at a low level.

No targets were set.

The Province did not appreciate the level of support and adviceavailable from the Charity.

Result: Members thought they had accomplished all they needed to doat the Steward level and initially were not asked to give more. Despitesubstantial enthusiasm for the Festival Appeal, the total figure raisedwas less than was hoped for at the outset.

De-brief Province Y

The preparation for the Festival Appeal of Province Y was excellent witha high profile launch and a clear plan for the full duration of the Festivalin place. The following factors contributed to a successful Appeal:-

A well publicised and accepted target.

Excellent communication between the Charity, the Province andbetween Lodges and their members.

A plan in place to prevent a mid-term lull.

Result: The momentum of a high profile launch was maintained bysetting a stretching, but achievable, target combined with a plan toprevent Festival fatigue. The result was a final total which wellexceeded the expectations of the Province and the Charity.


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The rolling cycleWhen exiting from one Festival and approaching the next, use thisimportant time of reflection to:-

Identify best practices so mistakes are not repeated. Keep records of how the Festival was organised etc. so the

experience is not lost for the next Committee.

Above all carry out and document a full de-brief for the benefitof the next Committee.

When a Province is out of Festival it is important to continue topromote the culture of giving that has been developed. Ask membersof the Province to keep giving on a regular basis possibly through aGrand Charity Relief Chest (at Lodge or Provincial level), through theBenevolent Fund (at Lodge or Provincial level) or through the Blanket

Scheme operated by the RMTGB see Appendix F for further details.

The Festivalmatrix

The current Festival Matrix is included in Appendix B. Furtherinformation on the matrix is contained on page 11.


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The importanceof Provincial

FestivalAppeals

On average just over 60% of the Charities income is derived fromFestival Appeals.

The Charities are often faced with the misconception that additionaldonations are not needed due to the income they receive from theirendowments (or in the case of the Grand Charity, the annualcontribution), however this is not the case.

In 2009, the Charities spent over 26m supporting beneficiaries.Income from investments amounted to only 8.7m. This clearlydemonstrates that the Charities rely on successful Festival Appealsto continue their life-changing work.

Chart 1 shows the funding gap between the income the Charities

receive from their investments and their total expenditure.

Reducing the funding gap is important to enable the Charities tocontinue operating without severely depleting their investments. In

view of the substantial annual income received from investments, it isvital that the Charities do not allow their core investments to besignificantly eroded. Without the funding from Festivals, theCharities would be unable to survive in the long-term, or would haveto severely limit the assistance they provide. For a detailedbreakdown of the income and expenditure, see Appendix M.

Graph 1 - The 'Funding Gap'

0

5m10m15m20m25m30m

2005 2006 2007 2008 2009

Investmen

tincome/totalexpenditure

Investment Income Total Expenditure

The Festival system provides a major part of the fundraisingeffort for the Charities. Without it we would have tosignificantly reduce the scope and scale of our life changingsupport.

Les HutchinsonChief Executive, Royal Masonic Trust for Girls and Boys


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What theProvince

receives fromthe Charitieseach year

Every Provincial Grand Charity Steward and Provincial GrandAlmoner should receive quarterly statistics (see Appendix C) from theCharities detailing the total financial assistance given to members of

their Province over the previous 12 months and the previous fiveyears.

These statistics are a vital tool in demonstrating the tangibleassistance provided by the Charities to each Province. The statisticswill assist in making the case for supporting the Festival Appeal.

TheFreemasonsGrand CharityAnnual

Contribution

The only permanent commitment to fund any of the Charities is therequirement for each Lodge to make an annual contribution to theFreemasons Grand Charity on behalf of each member recorded onthe Annual Return.

The Freemasons Grand Charity uses this annual contribution(currently 14 per annum in respect of each subscribing member) tomeet its core objectives, including providing grants to Masons and theirdependents in financial distress and supporting the other MasonicCharities.

HMRC has ruled that the payment of the annual contribution is not avoluntary gift, hence the annual contribution to the Freemasons GrandCharity is not eligible for Gift Aid relief.

Many of the Brethren thought that they were giving money toLondon during the Festival Appeal without realising that wewere a net recipient over the period of the Appeal to the tune of

several million pounds. That gap has to be filled by otherProvinces in Festival.

Michael Penny, PGMAt the re-launch of Devonshires Festival Appeal


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Initial contactwith the Charity

Experience suggests that Provinces cannot start thinking early enoughabout their next Festival. One of the first tasks for the new Committeeis to communicate with the designated Charity.

It is recommended that the Charity and the Province open up adialogue at least two or three years before the launch of a FestivalAppeal. Early contact gives plenty of time to prepare and plan.

It is recommended that the Festival Appeal Chairman should beresponsible for making preliminary contact with the Charity early in the11 year cycle. If the Province doesnt do this, the Charity will be thefirst to initiate contact.

Consistency ofapproach fromthe Charities

Following their joint relocation to new offices within Freemasons Hall,London, the Charities have continued a process of harmonising theirapproach to communications with Provinces and Festival AppealChairmen. This document is part of that process.

There are still, however, some variations in the administration ofFestivals amongst the Charities. The Province should always consultwith the Charity it is supporting.


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Planning

Description Year 0 1 2 3 4 5 6 7 8 9 10 11Conclusion of previous FestivalAppealPre-PlanningPlanningLaunch of Festival AppealManagementFestival EventPost Festival Appeal de-briefing

ObjectiveThe overall objective of this section is to help plan and launch theFestival Appeal.

Each Province must make its own decisions this document offers guidance only.


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Whats in this

section

This section comprises:-

Assessment of the Province......................................................25Potential responses table .......................................................... 29Creating the Appeal Committee ................................................ 30Creating the Committee other suggestions ............................ 31Creating the Committee typical structure................................ 31Creating the Committee area structure .................................. 32Creating the Committee moving forward ................................33Communications........................................................................ 34Regular liaison meetings ........................................................... 41Establishing a budget ................................................................42Decision making processes....................................................... 43

The role of the Lodge Charity Steward...................................... 44Length of Festival Appeal.......................................................... 45Detailed understanding of the Charity ....................................... 46Guidance from the Charities......................................................48Awareness of other appeals......................................................48Accounting for donations...........................................................49Accounting cash flow.............................................................. 50Target setting ............................................................................51The target for the Festival Appeal ............................................. 52Example target for the Province ................................................ 53The target for the Lodge............................................................ 54

The target for the individual member......................................... 54Target setting size of the Province ......................................... 55Target setting demographics.................................................. 55Target setting common comparisons ..................................... 55Involving the Royal Arch............................................................ 56Other Orders .............................................................................56Jewels and incentives ............................................................... 57Merchandise.............................................................................. 58Literature and stationery............................................................ 59

After completing this section you should be able to:-

Commence preparations for the formal Launch of the FestivalAppeal.

Create a strong and effective Committee to run the FestivalAppeal through to a successful conclusion.

Create the framework for a successful Appeal.

Start thinking about the Festival Event.


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Assessment of

the Province

The first part of the planning process should involve a thoroughunderstanding of the make up of the Province including its

demographics, geography, membership and history of charitablegiving. The following areas can be considered:-

Membership statistics.

Charitable giving within the Province.

The psychology of giving.

Lodge Charity Stewards.

Lodge opinion formers.

Wives and partners.

Other local Masonic appeals.

Lodge cultures.

In more detail:-

Membership statisticsThe geographical distribution of Lodges and clusters of Lodgesand an understanding of the socio-economic distribution of themembership will be useful in formulating the fundraisingstrategy for the Province.

It is useful to have information on average attendances at

Lodge meetings and to identify non-attendees so that aseparate strategy can be put in place for them. This informationis also particularly useful when setting Lodge targets.

Charitable giving within the ProvinceThe history of past and present charitable giving within eachLodge and within other Masonic Orders needs to be considered.Some Lodges will need considerable assistance from theorganising Committee to get into charity mode while others willfall into it naturally. This information will help build a picture ofhow charitable Lodges have been and the extent of their

charitable potential for the future.

The psychology of givingWhilst it has to be accepted that charitable giving by individualFreemasons is entirely voluntary, experience indicates thatsome Freemasons do not fully embrace the concept of regularcharitable giving citing various objections. It is helpful to befamiliar with their objections at the outset and to develop aseries of responses before launching an Appeal. Manyobjections are often based on misunderstandings which can beresolved by providing the correct information pages 86-87

contain more information about different approaches tocharitable giving.


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Assessment of

the Province(continued)

The Lodge Charity Steward

The Lodge Charity Steward is the key point of contact in theFestival Appeal campaign. His role is crucial to the Appeal ashe is in regular communication with his Lodge members andknows their potential for giving from his own first-handexperience. An early assessment of every Lodge CharitySteward is crucial to getting an Appeal off to a good start.

Some key questions a Provincial Grand Charity Steward mightask when assessing each Lodge Charity Steward includes:-

o Does he understand the purpose and practice of Masonic

charitable giving?o Is he able to persuade members to give cheerfully and

willingly?o Is he proactive, or is he content just to run the draw at

the Festive Board?o Will the existing Lodge Charity Steward be the right

person for the duration of the Festival?o Is he prepared for the extra work?o What training needs may he have?

It is a fact that some Lodge Charity Stewards are more effective

than others at raising money. Less effective Lodge CharityStewards require careful and delicate management during aFestival Appeal as they can, often unwittingly, be a significantblock in getting the Provincial and/or Festival messages throughto individual members. Sometimes the Provincial Grand CharitySteward can have a discrete word with the WM in an effort torectify the situation. It must be recognised however that theappointment of a Lodge Charity Steward is the WMsprerogative and the matter must be approached with great careand diplomacy.

Some Provinces write to each Lodge Secretary at an earlystage before the launch of an Appeal to ensure they have theright team in place before the launch of an Appeal.

Discussions might be necessary with the PGM and hisExecutive to determine if alternative routes to individualMembers can be employed.

In some Provinces, the responsibility for raising funds at Lodgelevel has been delegated to another individual such as a Lodge

Festival Coordinator.


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Assessment ofthe Province(continued)

The Charity Stewards Manual (to be published in 2011) willcover the duties and responsibilities of the Lodge Charity

Steward, both in and out of Festival.

Lodge opinion formersIdentifying the key influencers for each Lodge - typically theseare Past Masters, Grand Officers or those who can swayopinion - can be beneficial when looking to galvanise support forthe Appeal. These members may be invaluable in promotingstrategy, getting messages across and persuading othermembers to support the Festival Appeal. This is especiallyimportant in Lodges where the Lodge Charity Steward isunlikely to be effective at maximising donations for the Festival

Appeal.

Wives and partnersWives and partners often take a great deal of interest in thecharitable work of Freemasonry and it is always beneficial toinvolve them in fundraising activities especially at Lodgefunctions such as Ladies Evenings and White Table events.

Once wives and partners understand the activities of the Charityand the nature of the Festival Appeal they are likely to want toget involved and can help persuade their partners (the members

of the Province) to support the Appeal. They should also bemade aware of the potential impact that their support has onmaking the Appeal a success.

Other Masonic appealsOther Masonic Orders have their own appeals and it is sensibleto be aware of them. The Festival Matrix at Appendix B includesthose Festivals for the Mark Benevolent Fund which might berunning concurrently with a Craft Festival Appeal.

Lodges and Chapters within the Province may also be runninglocal non-Masonic Appeals. Be sensitive to these local appealsbut try to persuade the WM and the Lodge that the priorityduring an Appeal period is the Charity being supported by theFestival.

Some Provinces build up funds in between Festival Appeals (orhave a permanent Endowment) in order to respond to local non-Masonic needs without detriment to the Festival Appeal.


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Assessment ofthe Province(continued)

Lodge cultureTry to get a feel for the ambiance and philosophy of each

Lodge. Some questions to ask include:-

o Are the members supportive of giving to the Charitiesand do they have a history of donating generously?

o Does the Lodge favour its own local causes?o Are there a high proportion of older Freemasons in the

Lodge who are struggling with low fixed incomes?o Is there a different culture in rural Lodges from urban

Lodges?o Are there existing demands on charitable funds such as

meeting the cost of building repairs?

There are sometimes deep rooted misconceptions regardingFestival Appeals such as the perception that money is going toLondon or that the Charities do not need further support or thatthe money is wasted. Being aware of these issues from theoutset enables strategies to be developed which will directlyaddress these concerns.

SummaryAn honest and objective assessment of the Province before a Festivalcommences will enable the PGM and Festival Appeal Chairman to

have a much clearer understanding of the challenges the Province willface in planning a Festival Appeal and a successful launch. Some ofthe necessary information will be readily available from Provincialrecords, whereas some will be documented elsewhere. Someinformation, however, may only be available through word of mouthand may be largely anecdotal.

Assessing a Provinces strengths and weaknesses is a vital part of theplanning process because it helps determine the appropriate strategy.A typical SWOT analysis, which may assist in undertaking thisassessment, is shown in Appendix O.

Building up a responses table, such as that shown overleaf, may behelpful in understanding the Province before it embarks on a FestivalAppeal and with troubleshooting once it has commenced.


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Problem Possible solution Comments

Charity Stewardlacks effectiveness atsecuring donationsfor the Appeal

Consider training.Use other influentialmembers in Lodge.

Speak directly to the WM orSecretary.

Persuasion and tactare required.

Demonstrate that thePGM and Executiveare on side.

Members notprepared to give tothe Charity

Ask why they are notsupportive?

Explain what the Charitydoes and highlight themerits of its work a casestudy may assist.

Needs to be part of anoverall strategy.

Agree with the PGM

and Executive who willassist and give a lead.

Lodges like to give totheir favourite localcauses

Use Provincial funds to giveto local charities andorganisations.

Direct Lodge giving to theFestival Appeal.

Donations to localcauses can be afeature of charitablegiving out of Festivalperiod.

Lodge Charity

Steward unable toattend briefings aboutthe Festival

Suggest the Lodgenominates another memberto attend

Encourage the appointmentof a Festival co-ordinator inLodges where the CharitySteward may not be able totravel easily.

Ensure all Lodges are

able to receiveaccurate and up-to-date information aboutthe Appeal.

Potentialresponses table

The Charities areseen as LondonCharities and distant

Explain the benefits that arereceived by the members ofthe Province from each ofthe Charities.

Give the statistics over afive and 10 year period.

Persuasive and clearpresentations givenwith conviction shouldhelp get the messageacross.

Use the Lodge orProvincial Almoner toadd the local touch.


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Creating the

AppealCommittee

Once the Festival Appeal Chairman has been appointed, the next stepis to agree the size and structure of the Appeal Committee a crucial

factor for the future success of the Festival Appeal.

Quality, durability, assiduity and real commitment are key requirementsfrom the Committee as well as strong organisational andentrepreneurial skills. Start by identifying roles which require specificskills.

The size of the Committee is important and it needs the right balance.Large Committees can sometimes be ineffective but the committee willneed to be large enough to share the burden of the work and berepresentative of the different skills required.

An effective Appeal Committee will typically comprise the followingmembers:-

A Secretary to organise meetings, to keep minutes and topromote communication.

A Treasurer or Finance Manager to account for money collectedand money spent.

An individual with experience in organising large fundraisingevents, for example a Banqueting Manager.

An individual experienced in Marketing and promoting Festival

merchandise (Ties, cuff links etc.). A media representative to interact with local newspapers,

magazines, radio and television.

A website editor to create and manage a specific FestivalAppeal website.

A Gift Aid coordinator (if the Province collects donations itself).

A number of Area Managers whose role is to visit Lodges, givepresentations, help train the Lodge Charity Stewards andgenerally assist and motivate the members. The AreaManagers should be able to sell the Festival Appeal to the

Lodges. The number of Area Managers will depend on thenumber of Lodges and the size of the Province.

The Treasurer of the Festival Appeal need not be the Provincial GrandTreasurer but it is a good idea to ensure a continuous audit of theFestival accounts.

The Provincial Grand Charity Steward should be a member of theCommittee his knowledge and experience is important and he needsto be on side. It may also be beneficial to consider appointingprevious Provincial Grand Charity Stewards to other positions on the

Committee as they will bring relevant experience to the decision-making process.


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Creating theCommittee othersuggestions

Other suggestions for creating a strong Appeal Committee include:-

The Committee may need to be reshuffled and/or possiblychanged over time. Turnover in personnel can be good experiment and dont be afraid to change. Thank those who areleaving the Committee for their work and contributions.

If a Committee member is disruptive or not functioning correctlythen he must be replaced.

The Committee need not exclusively comprise seniorFreemasons. In every Province there will be junior Freemasonswith exceptional talents and/or useful skills. Scout for talent tomeet existing requirements or think ahead for a future role.

In larger Provinces ensure that Committee members are drawnfrom all regions so that no Lodge or cluster of Lodges can feelthey are not represented.

Representatives of the other Orders should always beconsidered particularly at Festival Appeal functions.Representatives of the Royal Arch should be given specialconsideration.

Clearly identify each Committee members responsibilities soeveryone is aware of their role and unlikely to duplicate tasks.

Select the best team highly motivated individuals are essential.

Never compromise on quality.

Creating theCommittee typical structure

Appendix Dshows a number of typical Committee structures indiagrammatic form.


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Creating the

Committee area structure

In addition to the main Committee, it may be necessary to divide theProvince into a number of area committees .The size of the Province

will determine the number of Lodges in each area or group.

Areas may be managed by Area Managers who are responsible forpromoting the Festival Appeal at the local level. Area Managers mayreport directly to the Festival Appeal Chairman and have, dependingon the size of the area, a number of assistants to help them with thetask.

The duties of the Area Manager (and the Area Committee) are likely toinclude:-

Assisting Lodges and Chapters to maximise funds for theFestival Appeal.

Raising awareness of the work of the designated Charity andcommunicating the importance of a successful Festival Appeal.

Facilitating and helping to generate Lodge fundraisinginitiatives.

Encouraging regular donations.

Encouraging and explaining the use of Gift Aid - a concept stillmisunderstood by some members.

Acting as a communications channel between the FestivalCommittee and individual Lodges.

Identifying and supporting less effective Lodge CharityStewards or underperforming Lodges and, together with theFestival Appeal Chairman, developing and executing a strategyto address any concerns.

Liaising with the other areas so that there is no clash of majorfundraising events.

Raising the awareness of the charitable work of Freemasonryamongst the general public wherever possible.

Complementing, not undermining, any local non-Masoniccharity initiatives within the community.

Ensuring that Charity literature and promotional materials, aswell as Gift Aid forms and donations boxes, are available in allMasonic centres.


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Creating the

Committee moving forward

As the Festival Appeal progresses, the shape and composition of theCommittee may change. For example:-

At the outset of the Festival Appeal, there will be a greater needfor presenters and communicators.

As the Festival Appeal becomes more established in theProvince, there will be a need for motivators.

From the mid-point of an Appeal onwards, there will be a needfor persuasive speakers who are effective at targeting thosewho may be willing to give, but have yet to do so.

The Chairman should not be reluctant to change personnel as themanagement of Festival Appeals needs to be dynamic rather than

static.

Natural turnover of the Committee is inevitable and can beadvantageous allowing for a fresh flow of new ideas. Dont forget thatthose leaving the Committee can still be very influential within theProvince by continuing to act as champions and ambassadors for theFestival Appeal.


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CommunicationsThe launch will be the first opportunity to communicate the importanceof the Festival Appeal, but there are many other forms of

communication which need to be planned before the Appeal islaunched.

Regular communication with members will take various formsincluding:-

An initial Lodge presentation by a member of the AppealCommittee or an Area Manager.

A follow up presentation which may be required at a later date.

Events which allow the Province to meet with representativesof the Charity.

Talks at Ladies or White Table Evenings. Short addresses by the PGM or his Executive to

commemorate a successful fundraising event or tocongratulate a Lodge on achieving a memorable milestone(such as achieving Grand Patron status).

Letters to individual members enclosing regular donation andGift Aid forms.

Booklets and leaflets from the designated Charity.

Provincial newsletters.

Website.

Use of DVDs. Text messaging.

Informal face-to-face communication.

All these forms of communication, which are outlined in more detail inthe following sections, will need to be planned before the launch toensure that the Appeal is able to successfully hit the ground running.


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Communications

(continued)

Initial Lodge presentationThe golden rule with any presentation is always consider the audience

one size does not fit all.

An initial presentation to a Lodge or group of Lodges during the earlyperiod of an Appeal will need to outline the aims of the Appeal, what theProvince is asking from the members and the ways in which themembers can support the Appeal.

Some guidance on the presentation:-

The address is likely to be a PowerPoint presentation and itshould be no more than 30-40 minutes in length (including time

for questions and debate). When delivering the presentation:

o keep the message simple.o keep the amount of text to a minimum and use a

consistent format (e.g. the 6 x 6 rule: six lines per slide, sixwords per line maximum).

o use images that relate to the Appeal, the Charity and theProvince.

o structure the presentation so that it has clearly definedsections and a forceful conclusion.

o make sure that everyone in the room can see the speaker

and can see the screen if using one.o look directly at the members and speak up.o make sure all the equipment works beforehand.

Make sure the Festival is clearly explained who is beingsupported? How the money raised will be used? What is thetarget? What can individual members and Lodges donate or do tosupport the Appeal? Encourage interesting and profitablefundraising activities.

Case studies are a powerful tool and each Charity has manystories available. Sometimes, beneficiaries are prepared to speakabout their personal experiences and this can move opinion,especially if the individual is known and respected.

Explain how Gift Aid works there are still many misconceptionsabout this valuable form of tax relief. Ensure that Gift Aiddeclaration and regular donation forms are available. Membersare more likely to complete and return a form given to them inperson than one sent to them in the post. The willing givers willtake the forms and usually return them to the Charity or to theirLodge Charity Steward immediately.

Posters, literature, forms and exhibition stands can be left atMasonic Centres so that they can be available for others to view.


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Communications(continued)

Follow up presentationThis may take place several months or possibly a year or two after the

formal launch.

The format may be the same as the initial presentation, albeit withupdated content, but the language and style of presentation will needto be more persuasive because, at this stage, the target is likely to bethe reluctant givers. For this presentation the following guidance maybe useful:-

Emphasise the duration of the Appeal and the fact thatdonations can still be made regularly over a period of years.Gift Aid will enhance these regular donations if the donor is a

UK taxpayer. Explain that through Gift Aid the donor and theCharity are getting something for nothing from the Chancellor.

Some members, particularly those on small fixed incomesmight initially feel that they cannot afford to money to Charity.In these cases it is useful to equate the amount expected ofthem to something like a newspaper, pint of beer or a gin andtonic a week to reduce the perceived financial impact.

Some Freemasons object to wearing a Festival Jewel - theysee it as an ostentatious show of generosity. This can becomean even more contentious issue when bars are worn torepresent higher honorifics. The decision to have a Festival

Jewel is for the Appeal Committee in consultation with the PGMand his Executive. The wearing of a Festival Jewel and bar isoptional. It is important to stress that it is the donation that isimportant, not the visible display of a Jewel. It is better formembers to give and not wear a Jewel than not give at all.Evidence suggests, however, that Jewels are an incentive tocharitable giving; those who object to wearing a Jewel are oftenthose who are reluctant to give.

Some Freemasons wish to give anonymously so alternativemethods of collection should be discussed such as cashenvelopes.

Some members have an inbuilt resistance to giving to theCharities. More often than not the same people are ignorant ofthe good work already being carried out by the designatedCharity. It is important to educate this group at the outset tocorrect many of the deep-rooted misconceptions that they hold.

The key to our success was good communication to everymember of the Province through the volunteer Group Leaders.

Peter TaylorDPGM for Shropshire and Chairman of the 2008 Festival


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Talks at Ladies and White Table EveningsThese tend to be social evenings comprising mixed (male/female,

Freemason/non Mason) audiences.

Some important considerations for planning to speak at this type ofevent include:-

Plan and rehearse the presentation and dont make it too long.

Keep the message simple and clear.

The Charities will each appeal to the natural sympathies ofwives and partners. For example:

o Grand Charity Freemasons, their dependents and non-Masonic Charities such as hospices and disaster relief.

o MSF tackling ill health.o RMBI caring for the elderly.o RMTGB supporting children.

Wives and partners can be very helpful in persuading theirhusbands/partners to give as well as contributing to the Appealin their own right.

Some Festivals have a Ladies Jewel or brooch which theyshould be encouraged to wear at Masonic or other socialoccasions.

Short addressesThese are usually given by the PGM, a member of his Executive, theFestival Appeal Chairman or a member of the Appeal Committee oftenat Lodge meetings or in response to a toast at the Festive Board. Ashort address or a few chosen remarks may be made to commemoratea successful fundraising event or to congratulate a Lodge on achievinga memorable milestone (such as achievement of Grand Patron status).

Some suggestions for these addresses include:-

Always personally thank the Lodge for what has been achieved.

Visible and tangible recognition must not be underemphasised.An example might be the presentation of a plaque, a maul orcertificate to the WM to congratulate the Lodge for achieving itstarget or for organising a particularly successful fundraisingevent.

Keep remarks short and mention by name anyone who hasmade a significant contribution such as the Lodge CharitySteward or the event organiser.

Briefly remind the members about the Festival Appeal and total.

Thank those who have supported the Appeal.

Encourage others to participate.

Never criticise a Lodge or an individual openly or in public.


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Communication between the Lodge Charity Steward and a Lodgemember

Communication between the Lodge Charity Steward and the memberswill take various forms depending on the Lodge. Because charitablegiving is voluntary, persuasion and tact are essential qualities for aLodge Charity Steward to possess and they must be careful never topush the message too hard.

Examples of effective communications between the Lodge CharitySteward and the members are:-

A brief presentation to the members, perhaps following on froma formal Lodge presentation. This might be part of his report at

regular Lodge meetings. Personally addressed letters to members asking and

encouraging support. Such letters should be short and include aregular donation form and Gift Aid declaration.

One to one communication between the Lodge Charity Stewardand the individual members. This can either be made face-to-face, by phone or by email. Providing help with completing thenecessary paper work will greatly enhance the success rate.

Absent members must not be overlooked a letter followed upwith a conversation by phone may persuade the non-attendeesto contribute to the Appeal.

Letters to individual membersThese usually take the form of a standard letter sent to all members inthe Province or a selection (such as those who have yet to contribute)and signed personally by the PGM and/or the Appeal Chairman.

As with all forms of Festival Appeal communication, make the contentsbrief and get to the point; draft something no more than one or twopages.

Include a form for return and make it clear where the reply is to besent, but, to keep the costs down, dont include a stamped addressedenvelope; if a donor can afford and wants to give, then they will pay fora stamp.

Example letters are shown at Appendix S.


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Festival brochuresIt is general practice to produce a launch brochure or other document

which is usually posted to every member of the Province hosting theAppeal. These brochures are usually prepared jointly by the Charityand the Province. Such booklets should be in colour and beprofessionally produced.

Typical contents for the Festival brochure might include:-

A front cover with the appropriate logos prominent and aheart warming picture of some current beneficiaries.

An introduction from the PGM explaining the Appeal and thetargets.

Several pages about the Province and its history, particularlyits history of charitable giving, and details of any non-Masonicinitiative being supported within the Province (and, whereappropriate, the details of any local RMBI home).

Several pages about the Charity its aims, objectives andcurrent work.

Case studies detailing support given to beneficiaries in theProvince. Remember to obtain permission from the familiesfirst.

An explanation of what different donation levels mightachieve, e.g. 300 - Steward, 1,000 - Patronetc

A tear-off regular donation form and Gift Aid declaration.

Details of how the Province has been divided into organisingareas. It is important to list all members of the Committee andArea Managers. Photographs of the individuals may enhancethis section.

A contact list including telephone numbers and emailaddresses.

If the Province decides to print its own brochure they should not forgetto discuss and agree the contents with the host Charity.

For maximum impact, each booklet should be posted individually toeach members home address, not sent via a Lodge Secretary or theProvincial Office.

Be innovative with the brochure. For example, the RMTGB hasproduced a bilingual brochure for North Wales and a recent MSFbrochure was produced in the form of a 12 month calendar to ensurethat every page was seen over the course of a year.


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WebsiteAs a means of communication an effective Festival website should

incorporate the following:-

Key information that informs the reader about the FestivalAppeal.

Good use of colour and attractive visuals.

A simple and easy navigation system dont overload menus.

A blend of facts and helpful information.

Use a design which makes it easy for users to access relevantdownloads leaflets, regular donation and Gift Aid forms,PowerPoint presentations and the Charitys annual review.

Web pages that are consistent in design throughout the site.

Simple internal links to other relevant pages about the FestivalAppeal such as news updates, announcements, key dates andphotographs.

External links to Provincial Grand Lodge, UGLE and theCharities.

The site must be current and up-to-date.

Make the internal search engine efficient nothing is morefrustrating than typing in something that is obviously containedon the site and no results being found from the search.

Do not overload the site with too much content keep the

information relevant and easy to access.

Forms and documents must be readily downloadable; some of thesemay need to be sent by email so do not make the file sizes too large.

Some Festival websites enable donations to be made online. If Gift Aidis to be applied to these online donations, the following information isneeded:-

The name and address of the donor.

A declaration that confirms:o the donation is a freely given gift with nothing expected in

return for the donation.o that the individual is a UK taxpayer.o that the individual has paid an amount of tax (within the

tax year) that is equivalent to the amount of tax to bereclaimed as Gift Aid.

Information about the design and layout of the website is covered inmore detail at Appendix T.


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Festival Appeal newsletter

Some Provinces include a section on the Festival Appeal in theirregular Provincial newsletter. Others produce a separate Festivalnewsletter. In both cases this allows for publicity to be given to specialfundraising events that have or are due to take place. The newslettershould also include some motivational words from the Festival AppealChairman together with a review of the fundraising progress to date.

Regular liaisonmeetings

Regular meetings between the host Charity and the Province areessential to review progress and provide mutual assistance in runningthe Festival Appeal.

Each Charity has significant experience of successful fundraising andcan provide assistance, including training, as and when required.

At these meetings wherever they take place, the Festival AppealCommittee and members of the Province can start to get to know thework of the Charity at first hand and a better understanding of wherethe money raised will be spent.

The Charity can assist in situations where the Province isexperiencing difficulties such as reluctance by the members to

contribute. They will never refuse the opportunity to give apresentation to help promote the Appeal.

Arrangements can be made for members of the Province to visit theCharities offices at Freemasons Hall in London, meet key personneland discuss the Appeal.

At appropriate intervals during the eight year Festival, theCEO and other members of the MSF were invited to visit theProvince to reinforce the message to the Brethren.

Peter TaylorDPGM for Shropshire and Chairman of the 2008 Festival


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Establishing a

budget

The Province will need a budget which includes all aspects of theFestival Appeal and the Festival Event. A template budget which

includes many of the items which may be needed for the Festival isshown at Appendix R.

Without exception, Festival expenses cannot be taken fromcharitable donations given in support of the Charity.

Possible sources of funds for the Festival Appeal and the FestivalEvent include the sale of merchandise, for which the initialexpenditure must come from Provincial resources. Profits from thesale of this merchandise may then be used to promote, manage, andcelebrate the Festival Appeal. The Province should be aware that

some merchandise, for example umbrellas, ties and Christmas cards,may require considerable up-front expenditure.

The Charity and, in some cases the Province, may be able to helpminimise the need for income to run the Appeal and the FestivalEvent. In most cases, support from the Charity includes printedpromotional material (such as brochures, leaflets, posters and GiftAid forms) which can be provided free of charge. The Charity willalso provide

Masonic Festival Guidelines - First Edition - February 2011

Documents