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College of DuPage Fundraising Tips for Student Clubs

College of DuPage

Office of Student Life Last Modified: 9/26/2013

Fundraising Tips for Clubs Introduction Hello and welcome to this “Fundraising Tips for Clubs� booklet compiled by the Office of Student Life. The purpose of this booklet is to assist clubs with fundraising efforts throughout the year by providing basic policy information and planning worksheets. This booklet is part of an ongoing training effort through the Office of Student Life to develop workshops for clubs and organizations at College of DuPage. Please send any feedback you have about this resource or suggestions for future workshops to Coordinator of Student Life, Stephanie Quirk at quirks@cod.edu.

Table of Contents Introduction ...................................................................................................................................... 1 Fundraising Basics ............................................................................................................................. 2 Fundraising Policies ....................................................................................................................... 2 Assessing Fundraising Needs ............................................................................................................. 3 Common COD Fundraisers............................................................................................................. 4 Vendor Sales ............................................................................................................................. 4 Bake Sales ................................................................................................................................. 4 Club Grants ............................................................................................................................... 4 Fundraising Strategies ................................................................................................................... 5 Personal Appeals ....................................................................................................................... 5 Special Events / Activities .......................................................................................................... 7 List of Additional Resources ........................................................................................................... 8

1 College of DuPage Office of Student Life // studentlife@cod.edu // 630-942-2243 Student Services Center 1217 // 425 Fawell Blvd. Glen Ellyn, IL 60137

Fundraising Basics Fundraising is a great way for official COD clubs to secure donations needed to support their activities, attend conferences, or purchase supplies. All student clubs at COD are self-funded. This means that clubs assume full responsibility for funding needed for the group to accomplish its goals and purposes. Since clubs at COD are very diverse with many different interests, some groups choose to fundraise while others do not. The decision to fundraise must be made by the club members and advisor(s). Please notify Student Life prior to beginning any fundraising efforts. Notifying Student Life ensures fundraising efforts are not duplicated but the office can also assist with advertising. Large donation requests may require notifying the COD Foundation. Fundraising Policies Depositing Revenue o All revenue must be deposited into the club’s college account. Any expenses should be withdrawn from the account through the Office of Student Life. The requirement that all funds go through the group’s account provides an accepted accounting of the funds and protects the members and advisors should any questions arise. Personal Gain o Registered clubs are allowed to use facilities on the college premises with prior approval from their advisor(s) and Student Life staff. No club member, officer, or advisor should personally profit from fundraising activities. Use of College of DuPage 501(c)3 Non-for-profit Status o When asking for contributions or in-kind donations (donation of goods) some individuals may ask if your club is a registered 501(c)3 Non-for-profit. While College of DuPage Foundation is a registered non-for-profit, the college’s 501(c)3 status cannot be extended to clubs. o The 501(c)3 status CAN be used if a club is fundraising for an official College of DuPage scholarship through the College of DuPage Foundation.

2 College of DuPage Office of Student Life // studentlife@cod.edu // 630-942-2243 Student Services Center 1217 // 425 Fawell Blvd. Glen Ellyn, IL 60137

Assessing Fundraising Needs Ask the following questions to assess your club’s fundraising needs: 1. Where do your funds currently go?

2. What specific resources would make your club more efficient?

3. What are our goals this year as a club? Focus these goals into a short list (3-5).

4. What specific projects would you like to do this year?

5. What are your estimated costs/resources available?

Project

Rationale

Costs/Resources

Adapted from redcrossyouth.org

6. Has your club signed up for the Student Life Vendor Program? (See more info below)

7. Do you still lack funds to achieve your desired goals after participating in the Vendor Program? 3 College of DuPage Office of Student Life // studentlife@cod.edu // 630-942-2243 Student Services Center 1217 // 425 Fawell Blvd. Glen Ellyn, IL 60137

Common COD Fundraisers Below are the three most common methods of fundraising at COD.

Vendor Sales o Vendor sales are the most popular form of on-campus fundraisers. o Signing up to participate in Vendor Sales is EASY.  Check your email at the beginning of each semester for the Student Life “VENDOR PROGRAM” email.  Respond to the email that your club would like to participate in the Vendor Program.  You did it! o By the middle of the following semester the Vendor Program funds will be automatically transferred to your club account. o The Vendor Program is active during fall and spring semester only. Bake Sales o Bake Sales are the most popular form of on-campus fundraisers. o When planning a bake sale, clubs and organizations must first schedule a table through Student Life. You can come in person to SSC 1217, email studentlife@cod.edu or call 630-942-2243. (One rep from each group please). o If you will need a cash box during your Bake Sale, one can be requested through Student Life at least 1 week in advance. o Please refer to the Tabling Guidelines and Procedures for more information. Club Grants o Student Life will offer grants to students clubs for the FY14 school year. o The grants must be used to further the mission of the club and are available in the areas of leadership development, community service, and fostering campus community (via club collaborations). o Applications for Student Club Grants will be reviewed and approved by Student Life staff. o Grant application packets will be available beginning Tuesday, September 24th in the Office of Student Life.

4 College of DuPage Office of Student Life // studentlife@cod.edu // 630-942-2243 Student Services Center 1217 // 425 Fawell Blvd. Glen Ellyn, IL 60137

Fundraising Strategies There are two basic strategies for raising funds: Personal Appeals and Special Events/Activities. Depending on your fundraising goal, you may use one or both of these strategies. Personal Appeals A personal appeal is a direct request for support from individuals, other clubs, organizations, businesses, and corporations. Use these approaches alone or together. Face-to-face Letter or e-mail citing your club’s webpage Phone Personal appeals are the most effective way to raise money. Your personal approach will depend on your own style and your association with the prospective donor. Regardless of your approach, the following steps will help you successfully raise money for our cause. Identify Your Prospects Think about groups of people you know, not individuals. Then identify individuals in those groups. Use the “Develop a Prospect List” worksheet at the back of this packet. Groups Family and Relatives

School Acquaintances

Friends and Social Circle

Work Associates

Religious Affiliations

Community Businesses

Companies and Corporations

Clubs and Organizations

Businesses/Personal Contacts Fitness trainer

Dentist

Insurance agent

Pharmacist

Sport coach

Attorney

Doctor

Interior designer

Printer

Teachers

Banker

Employer

Landlord

Professional Assoc.

Travel agent

Sports club

Eye doctor

Coffee Shop

Realtor

Veterinarian

Car mechanic

CPA

Manicurist

Relatives

And anyone else

Holiday card list

Florist

Neighbors

Restaurants

Clients

Grocery store manager Service organizations

Parent’s friends

Reunion list

Hair stylist

Siblings’ friends

Co-workers

Quantity is important, the more prospects you have the more potential you have for funding. 5 College of DuPage Office of Student Life // studentlife@cod.edu // 630-942-2243 Student Services Center 1217 // 425 Fawell Blvd. Glen Ellyn, IL 60137

Asking Your Prospects Select your approach. Face-to-face is the best approach for larger gifts or in situations where you’re going to see someone you’d like to ask. Sending letters or e-mails is the most efficient way to reach a large number of prospects. A follow-up phone call is an effective method to reach out after mail and e-mail solicitations. Select the style of message. Your message can be serious, hard hitting, light and humorous, or a combination of all styles. Your letter format can be the same to everyone or personalized on an individual basis. If you choose to use a form letter you can still personalize it by adding a hand written note. A selfaddressed return envelope is essential when mailing a donation request. Your funding message should be concise and include the following points. Your club’s mission / vision Your involvement in the club / what it means to you to be involved Reason for club fundraising / fundraising goal How the funds will be used to support the mission What you have to offer donors (donor recognition can sometimes be a factor) How to donate / suggested level of giving (see below) Deadline to send donations How donors can keep updated on progress (website or blog updates) Links to any additional information Thanks

Suggest the level of giving. It is helpful to donors to know the level of a contribution that you would like them to consider. Do not underestimate the potential donor’s willingness to give. It will be easier to reach your fundraising goal if you have some larger gifts. Do not be afraid to say, “would you consider a gift of $25 or $50” if you know that the individual is capable of giving at that level. Thanking Donors It is important to thank those who do decide to donate. A notecard or letter of thanks with a personal message is best. Publishing or sharing the results of a successful project is important for reoccurring donations. Share photos from the project or testimonials from those who participated and benefitted to help your club show their community impact and encourage future donors. It is also a good idea to keep a list of previous donors for future fundraisers. It is recommended that you are thoughtful about how frequently you “go to the well” and ask your donors for contributions as too many asks may leave you short of your fundraising goals. 6 College of DuPage Office of Student Life // studentlife@cod.edu // 630-942-2243 Student Services Center 1217 // 425 Fawell Blvd. Glen Ellyn, IL 60137

Special Events / Activities Over the years Student Life has seen a great variety of fundraising events and activities. Below are a few general ideas of potential fundraisers. General Event Ideas Parties/get-togethers with a variety of themes o Karaoke night, game nights, dinner parties, cookie exchanges or have a local business provide food at an event and ask for a $1 donation to go to support your club. Sell something o Host a garage sale, car wash, book sale, etc… Store front collection o Be sure to get permission from the management Coupon / Voucher Fundraising – (Easy but with little return) o Many restaurants (Chili’s, Red Robin), grocery stores (Jewel, Whole Foods), and bookstores (Barnes & Noble) offer fundraising programs where a percentage of the receipts for a designated day/night go back to your club. Home-based retail organizations, like Tupperware, Avon, Southern Living, or Pampered Chef can have a sale to benefit your club. Important Tips for Fundraising through Events & Activities Fundraising through events and activities can be fun but can also be very difficult. Here are the facts. A successful fundraising event takes ADVANCED planning and TEAMWORK o The larger the fundraising goal, the more time planning will take o Full support from club members and advisors is essential. The most successful fundraisers begin with 100% of the club leadership (club officers) contributing something to the goal. The actual contribution (extra time towards planning and/or money) is a personal choice but demonstrating your own dedication to the goal will encourage others to give. o A strong team will contribute to the success where a weak team will make the task infinitely more difficult. Do the math. Be realistic about your EXPENSES and your potential INCOME o Be sure to do the ground work on pricing out exactly how much money will be needed in advance. o You are not “fundraising” if you are breaking even (equal money out/in) or losing money on an event. Keep your fundraiser SHORT and SWEET o You might think that more time is better when it comes to donations but beware of a window that is too wide as donors might put off giving and forget. o Creating a concise donation time encourages immediate participation. 7 College of DuPage Office of Student Life // studentlife@cod.edu // 630-942-2243 Student Services Center 1217 // 425 Fawell Blvd. Glen Ellyn, IL 60137

Final Thoughts We realize that not everyone is comfortable asking for donations or planning fundraising events. Remember that asking for a donation is not begging. It is inviting peers to join with you to support a noble cause. Be prepared to tell people exactly where the donations will go. Have specifics in case potential donors or event participants ask you questions. Part of the process is building relationships. Get to know people and be a good listener. Although a person might not give a donation or attend the fundraising event, they could potentially be a future club member. Potential donors or event participants often say no. Do not be afraid of the “no” and be pleasant about taking rejection. How you handle the “no” can influence if they decide to give the next time they are asked. Regardless of the donation outcome, always say “Thank You”. List of Additional Resources Student Launcher Created by former COD Student, Tom Krieglstein, Student Launcher is a crowd-funding tool student clubs can use to fundraise online. Pick up a detailed booklet in the Office of Student Life. http://studentlauncher.org/

Telling Your Story – The Art of Storytelling and Persuasion http://www.philanthropyjournal.org/resources/fundraisinggiving/fundraising-art-storytelling-andpersuasion Fundraising Worksheets http://www.raise-funds.com/worksheets-forms/ This guide was compiled from the following resources: http://www.nacoa.org/pdfs/Planning%20Guide%20for%20Successful%20Fundraising_10.pdf http://minerva.stkate.edu/offices/administrative/stu_ctr_act.nsf/pages/online_forms/$file/stufundraisi ng.pdf

8 College of DuPage Office of Student Life // studentlife@cod.edu // 630-942-2243 Student Services Center 1217 // 425 Fawell Blvd. Glen Ellyn, IL 60137


College of DuPage Fundraising Tips for Student Clubs