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In-House Coordinator Handbook

In-House Coordinator Handbook


ASC Development Staff Chavon Carroll: Donor Marketing Officer chavon.carroll@artsandscience.org 704.335.3048 Julie Conigliaro: Senior Development Officer, Corporate Giving julie.conigliaro@artsandscience.org 704.335.3046 Shameeka Henderson: Database Specialist shameeka.henderson@artsandscience.org 704.335.3049 Catherine Miller: Senior Development Officer, Workplace Giving catherine.miller@artsandscience.org 704.335.3042 Kate Newton: Development Officer, Workplace Giving kate.newton@artsandscience.org 704.335.3054 Amy Tribble: Vice President, Resource Development amy.tribble@artsandscience.org 704.335.3273 ASC 227 West Trade Street, Suite 250 Charlotte, NC 28202 P: 704.333.2ASC (2272) F: 704.333.2720


ASC General


What is ASC? Since 1958, ASC has been building appreciation, participation and support for arts, science, history, and heritage in Charlotte-Mecklenburg. ASC’s core functions include fundraising, grant making, cultural planning and managing a public art program. 2010-2011 Cultural Community Highlights • Invested $11.2 million in direct grants and services. • Raised $8.3 million for the cultural community through the Annual Fund Drive. • Invested $1.4 million into cultural education programs for CharlotteMecklenburg Schools that will reinstate lost field trips, classroom experiences, and professional development for teachers and principals. • Began planning for Charlotte-Mecklenburg’s fourth Cultural Action Plan. What is the impact of arts and culture? Last year alone, arts and cultural organizations provided 3.9 million customer experiences, and more than 1.7 million of them were for children. Arts and cultural events drew hundreds of thousands of visitors to Mecklenburg last year, and that’s great for artists, organizations and the community. What is the Annual Fund Drive? The generosity of corporations and individuals ensures vibrant cultural programming throughout Mecklenburg County. ASC’s Annual Fund Drive ranks among the largest united fund raising efforts in America thanks to the participation of: • 393 workplace campaigns • 197 corporate donors • 1,000+ volunteers • 23,000+ individual donors


ASC Facts


What does my gift support? More than 23,000 donors pledged their support to ASC’s Annual Fund Drive last year, and their investment is making a difference with funding to cultural organizations, arts education, individual artists, local neighborhood projects and festivals. In fact, 86 cents of every dollar received is used to advance our mission.

Your gift to ASC helps support: Visual Arts • Performing Arts • Science History • Education • Community Actors Theatre of Charlotte Bechtler Museum of Modern Art Blumenthal Performing Arts Carolina Raptor Center Carolina Voices Charlotte Chamber Music Charlotte Children’s Choir Charlotte Symphony Orchestra Children’s Theatre of Charlotte Clayworks Community School of the Arts Discovery Place Davidson Community Players

Harvey B. Gantt Center for African American Arts + Culture Latta Plantation Levine Museum of the New South McColl Center for Visual Art North Carolina Dance Theatre Opera Carolina Theatre Charlotte The Charlotte Museum of History The Community Arts Project The Light Factory The Mint Museum Wing Haven


Paper Campaign


How do I run a paper campaign? Pre-Campaign: Review any data from previous campaigns and ask former coordinators or committee members what worked and what didn’t. Review a goal with management and secure Management Support by asking executives to show leadership with their gift and to actively participate in events and communications. Review your Campaign Materials to make sure you have enough of the following: pledge cards, handbills, posters, tally sheets, tally envelope, fundraiser envelope, and lockbox envelope. Determine the best way to use these materials to promote awareness and excitement at your office. Contact your Development Officer if you need more materials. Pledge Card Sample


How do I run a paper campaign? Tally Sheet & Envelope Sample

Click on SUPPORT US for IHC Resources • www.artsandscience.org


How do I run a paper campaign? Fundraiser Envelope & Lock Box Envelope Sample

Click on SUPPORT US for IHC Resources • www.artsandscience.org


How do I run a paper campaign? • Strategically recruit volunteers and/or committee members from various departments and levels and conduct a planning meeting to determine kickoff and victory dates, special events and specifics. Obtain prizes, tickets and incentives to help motivate employees. ** ASC distributes tickets to cultural organizations to each employee campaign based on size. **

• Use the IHC Toolkit. Go to www.artsandscience.org and click on SUPPORT US to locate the toolkit for valuable resources: o ASC’s Talent & Speakers Bureau overview and request form. (See below for more information) o Your ASC Dollars at Work o Creative Campaign Ideas o Electronic versions of ASC logo and campaign materials (electronic tally sheet, poster, etc.) o Information on ASC grant recipients and financials • Enhance your campaign event by securing talent or a speaker from ASC’s Talent & Speakers Bureau. To schedule a speaker: • Go to www.artsandscience.org and click on SUPPORT US. • Click on IHC Toolkit • Click on Talent & Speakers Bureau • Click on “To schedule a speaker CLICK HERE” • Fill out the online form and hit submit. • Your form will be emailed directly to ASC where a member of the Development Department will follow up with you to confirm your event and speaker. Click on SUPPORT US for IHC Resources • www.artsandscience.org


How do I run a paper campaign? To schedule talent: • Go to www.artsandscience.org and click on SUPPORT US • Click on IHC Toolkit • Click on Talent & Speakers Bureau • Click on “To schedule talent CLICK HERE” • Complete the online form and then hit submit • Your form will be emailed directly to ASC where a member of the Development Department will follow up with you to confirm your event and speaker. Inform your employees about the Donor Benefits and Recognition opportunities available to them when they pledge to ASC’s Annual Fund Drive. View the full listing of donor benefits and special giving levels on the inside back cover.

Click on SUPPORT US for IHC Resources • www.artsandscience.org


How do I run a paper campaign? Post Campaign: Wrap-Up your campaign by making sure the following are completed. • Collect all signed and completed pledge cards from employees • Fill out the tally sheet to reflect all donations. (electronic tally sheets are available at www.artsandscience.org in the IHC Toolkit) • Use tally sheet to transfer totals to the white tally envelope. • Copy all pledge cards indicating a payment method of payroll deduction and pass copies to your Finance/Payroll department. All original pledge cards must be sent to ASC for processing. (For more guidelines about payroll deduction turn to “My campaign’s over. Now what?”) • Place all original pledge cards and their corresponding checks along with your tally sheet in the tally envelope. • Tally cash from Independent Fundraisers such as raffles, bake sales, “jeans day,” etc. and place in small manila fundraiser envelope. • Transfer fundraiser envelope total to white tally envelope. • Place fundraiser envelope in white tally envelope and seal envelope. • Place tally envelope in large manila envelope, seal and place in mail. • Call or email your Development Officer to report on success of your campaign. Thank all company employees for their support and personally thank the volunteers and/or members of your committee for their help. A thank you from management is also helpful and appreciated.

Click on SUPPORT US for IHC Resources • www.artsandscience.org


How do I run a paper campaign? Campaign in 5 days: Monday • Hold Kickoff, Announce Goal & Distribute Pledge Cards • Announce the campaign schedule and have management encourage everyone to participate. Tuesday • Educate • Send an email or letter to each employee that educates them on the importance of ASC. • Go to www.artsandscience.org and click on IHC Toolkit for templates of letters, emails, and video links. Wednesday • Entertainment & Talent • Showcase the arts and cultural sector by holding a campaign event that includes talent or a speaker. For example, order in lunch for the staff and have a musician perform or bring in a speaker to educate the staff about the cultural community. • Go to www.artsandscience.org and click on SUPPORT US to find these booking resources in the IHC Toolkit. Thursday • Remind • Remind everyone of the upcoming victory celebration and any incentives or prizes that pertain to the close of the campaign. • Don’t forget to report your current total to your Development Officer on Thursday. Friday • Victory, Conclusion & Results • Announce results and have management thank everyone. Click on SUPPORT US for IHC Resources • www.artsandscience.org


Electronic Campaign


How do I run an ASC eCampaign? What is the eCampaign? The ASC eCampaign (electronic pledging system) is a FREE of CHARGE tool provided to companies running workplace campaigns. The ASC eCampaign works well for organizations that have: • Multiple sites, buildings or locations • Flexible employee work hours or remote employees • Frequent communication with employees electronically • A coordinator who is comfortable with technology Benefits of running an eCampaign: • Minimal number of paper cards to track donation. • Campaign coordinators are able to focus on making the campaign fun and concentrate on other work responsibilities without being bogged down with managing the Campaign. • ASC has the resources to assist with managing the eCampaign system and will work with you to determine the logistics of your campaign. • Automatic gift tallying and real-time reporting The eCampaign only takes the place of pledge cards so please enhance your workplace campaign with talent, speakers and fun events!

Pre-Campaign: Review any data from previous campaigns and ask former coordinators or committee members what worked and what didn’t. Review a goal with management and secure Management Support by asking executives to show leadership with their gift and to actively participate in events and communications.


How do I run an ASC eCampaign? Since you are running an ASC eCampaign your ASC Development Officer will review how to setup the system for your workplace campaign. You will need to ensure the following tasks are completed before your campaign begins: • If your company previously ran an ASC eCampaign, then your company’s previous campaign settings is already listed in the ASC eCampaign. Your development officer will reach out to you to confirm your workplace eCampaign settings for the current campaign. However, please note you will need to work with your Human Resources department to compile the employee file for the current campaign. You should also reach out to your technology team to white list the ASC eCampaign IP address and website so emails are properly delivered to employees. • If you are running an ASC eCampaign for the first time, your ASC Development Officer and/or the ASC eCampaign Administrator will work with you directly to demo and setup the system. You should first make sure you have clearance from your company to run the ASC eCampaign. You may need to reach out to the head of your organization to see if you can provide your company’s email addresses to external sources. ASC has a privacy policy in place for users of the system and will not sell/share the information provided to external sources. ASC only uses the emails provided by your workplace to communicate within the ASC eCampaign unless the user indicates otherwise during the pledging process. ASC can sign a confidentiality agreement with your company, if necessary. Your development officer will give you an employee campaign template to load your colleagues’ information. Please work with your HR staff to complete this MS Excel spreadsheet and return it to ASC.


How do I run an ASC eCampaign? Please make sure you share the eCampaign Information Request Form with your technology team to complete and return to ASC. Once these steps are completed, you should complete the eCampaign setup form and work with your Development Officer if you would like ASC to administer the eCampaign for you. If ASC is administering the campaign for your organization, ASC will need to know the order and schedule of company-drafted or ASC templates to use for filtering the emails through the system based on your campaign start & end date. Typically, the first email goes to every employee with an email address and the reminder emails will only go to non-responders from the previous emails. Lastly, please review your Campaign Materials to make sure you have enough of the following: pledge cards (only for donors who do not wish to make a contribution electronically), handbills, posters, fundraiser envelope, and lockbox labels. Determine the best way to use these materials to promote awareness and excitement at your workplace. Contact your Development Officer if you need additional materials. • Strategically recruit volunteers and/or committee members from various departments or company levels and conduct a planning meeting to determine kick-off and victory dates, special events and specifics. Obtain prizes, tickets and incentives to help motivate employees. ** ASC distributes tickets from cultural organizations to each employee campaign based on size. **


How do I run an ASC eCampaign? • Use the IHC Toolkit. Go to www.artsandscience.org and click on SUPPORT US to locate the toolkit for valuable resources: o ASC’s Talent & Speakers Bureau overview and request form. (See below for more information) o Your ASC Dollars at Work o Creative Campaign Ideas o Electronic versions of ASC logo and campaign materials (electronic tally sheet, poster, etc.) o Information on ASC grant recipients and financials • Enhance your campaign event by securing talent or a speaker from ASC’s Talent & Speakers Bureau. To schedule a speaker: • Go to www.artsandscience.org and click on SUPPORT US. • Click on IHC Toolkit • Click on Talent & Speakers Bureau • Click on “To schedule a speaker CLICK HERE” • Fill out the online form and hit submit. • Your form will be emailed directly to ASC where a member of the Development Department will follow up with you to confirm your event and speaker.


How do I run an ASC eCampaign? Campaign: If you are managing the ASC eCampaign for your workplace, please send out the welcome and reminder messages throughout the campaign. Over the years, companies experienced the most success when periodic email messages were sent during the ASC campaign. Below are suggestions depending on the length of your campaign: • 1-Week campaigns: Send every other day • 2-Week campaigns: Send every 3rd workday • 1-Month campaigns: Send a reminder message at least once or twice a week. However if you are offering special incentives to boost your workplace campaign you may want to alter the schedule accordingly. You will be able to check the progress of your campaign.

Post Campaign: Wrap-Up your workplace campaign by completing the following tasks: • Collect all checks and completed pledge cards from employees. You can run a report in the ASC eCampaign Administrative View to see responders who contributed via check. Click on the Download button in the middle of the page from the VIEW RESPONDERS list to open the file in MS Excel and sort by Payment Option. Please enclose a copy of this report when you send checks and completed pledge cards to ASC. • If you have held company-wide fundraisers such as raffles, bake sales, “jeans day,” etc. tally the donations and place in small manila ASC fundraiser envelope. • Place the fundraiser envelope, checks and completed pledge cards in a sealed envelope and adhere the ASC Lockbox label on the front of the envelope.


How do I run an ASC eCampaign? You can place this envelope in the US Mail, arrange pick up or deliver to the ASC office at 227 W. Trade Street Suite 250, Charlotte, North Carolina. • Call or email your Development Officer to report on success of your campaign. • If your company offers payroll deduction, please make sure you reach out to your Development Officer to get a complete report to give to your payroll department. Thank all company employees for their support and personally thank the volunteers and/or members of your committee for their help. A thank you from management is also helpful and appreciated.


How do I run an ASC eCampaign in 5 Days? Click on SUPPORT US for IHC Resources • www.artsandscience.org

Monday Hold Kickoff, Announce Goal, & Send eCampaign Welcome email • Announce the schedule for the campaign and have management encourage everyone to participate. Tuesday Educate • Send an eCampaign reminder email to your non-responders promoting what ASC does and how a gift of any size can make a difference in classrooms, on innovation and in the community. ASC will provide some templates highlighting these efforts but you may also want to include a testimony from an employee who is knowledgeable about ASC’s work in the community or an advocate for arts, science, cultural or history. You can customize the eCampaign templates or create your own message. Wednesday Entertainment & Talent • Showcase the arts and cultural sector by holding a campaign event which includes talent or a speaker. For example, order in lunch for the office and have a musician play for everyone or bring in a speaker to educate your office about our cultural community. (Coordinate with your ASC contact if you need help booking talent or speakers for your campaign.) Thursday Remind • Send one last eCampaign email to your non-responders that reminds them of the upcoming Victory celebration and any incentives or prizes that pertain to the close of the campaign. Friday Victory, Conclusion & Results • Announce results and have management thank everyone.


Campaign Wrap Up


My campaign is over. Now what? What are the guidelines for payroll deduction pledges? Pre-Campaign: • Complete the HR/Finance Department Information Form. This can be found in the IHC Toolkit, or can be provided by your Development Officer. • Return form to your Development Officer. Post-Campaign: • Give a copy of your tally sheet or a copy of your eCampaign Donor Download to your HR/Finance Department so they have a complete listing of donor names and amounts pledged through payroll deduction. • Check periodically with donors to make sure their pledge is deducted each pay period. • Report to ASC any donors that have left your company throughout the year who pledged through payroll deduction. What do I do with fundraiser money? • Fundraiser money is considered additional money for an employee campaign and is applied to the corporate account as a lump sum. Unless a name is provided for each part of the fundraiser money, no one person will receive credit. • Keep fundraiser money separate from donor pledges. When you are ready to turn it in place all fundraiser money in the small manila envelope entitled “Fundraiser Money.” Place the sealed fundraiser envelope in the white tally envelope. • ASC prefers companies to turn in one company check in place of all fundraiser money. • If you have any questions regarding fundraiser money please contact your Development Officer. Click on SUPPORT US for IHC Resources • www.artsandscience.org


Why are tally sheets important? • Tally sheets are critical to the behind-the-scenes processing of your company’s campaign. Tally sheets help confirm a donor’s name, pledge amount and pledge type. • ASC provides manual tally sheets in the campaign materials for companies running paper campaigns. Also, electronic tally sheets can be downloaded from ASC’s website by clicking on SUPPORT US, and looking in the IHC Toolkit, at www.artsandscience.org. • For companies using eCampaign, please include a company donor download as the tally sheet. • All tally sheets should include: o Donor Name o Donor Pledge Amount o Pledge Type (check, payroll deduction, etc.) *Please make sure all bill and credit card donations include a valid address.*

Click on SUPPORT US for IHC Resources • www.artsandscience.org


Get Involved


How can I get more involved? Your Development Officer can provide you with more information on any of the following ways you/your organization can be more involved with the cultural community. Some Ways Include: • • • •

Having a holiday party or other event at a local cultural facility. Having an office wide volunteer project at a cultural organization. Taking your out of town business guests to a show or art exhibit. Having ASC help coordinate cultural activities for your summer associates. • Having associates apply to the Cultural Leadership Training program (CLT). o Participants learn about the cultural community and transfer their leadership skills and business savvy to serve on the board of a non-profit cultural organization. • Having Young professional associates get involved with ASC’s Young Donor Society. (See next page for additional information)

Click on SUPPORT US for IHC Resources • www.artsandscience.org


Individual Individual Donor Donor Benefits Benefits

$50+ Enjoy buy-one-get-one-free offers

from cultural organizations with your Connect with Culture Card.

$500+ Young Donor Society Join the rapidly growing group of young professionals* who are engaging with and uplifting the local arts and cultural community, and enjoying the following benefits: • Leadership recognition in the Blumenthal Performing Arts playbill • Special invitations to attend monthly arts and cultural events *40 years and younger

$1,000+ Vanguard Society Join a group of community leaders who are inspiring the local arts and cultural community with their involvement and generosity, and receive the following benefits: • Leadership recognition in the Blumenthal Performing Arts’ playbill and additional local publications • VIP invitations to behind-the-scenes arts and cultural events • Exclusive access to leadership receptions

Click on SUPPORT US for IHC Resources • www.artsandscience.org Click on SUPPORT US for IHC Resources • www.artsandscience.org

You Give. You Benefit.

In-House Coordinators Training Handbook  

Handbook on details explaining how to serve as an In-House Coordinator (IHC) for the Arts & Science Council (ASC) in Charlotte-Mecklenburg.

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