Fund Raising Instructions

Fund Raising has been a part of peoples lives for many generations and will continue to be part of our culture for generation to follow. Here is Hawaii Fund Raising is an integral part of everyones life. Why? Because our sports programs, schools and non-profit organizations are required to perform a number of monitored functions, year in and year out, with dwindling monetary resourses. These organizations depend on additional income from outside sources so they can provide the services they are entitiled to perform.

In this article I will discuss the various elements of a fund raiser, the "Do's and Don"ts", and so much more so that your next events runs as smooth and yields great returns. Let's get started.......

Historical Background

Fund Raising has been part of our livelihood for generations. I peronally believe that their is not a living soul (here in Hawaii and abroad) that have not been touched by a fund raiser either as a consumer or seller.

As the name implies the main emphasis of a fund raising event is to raise funds for an organization that have monetary goals from a couple $100 dollars to millions. Whatever the goal is many of these organizations would not be around today if it was not for fund raisers.

Components of a Fund Raiser
Fund raising is much more complexed then years past and everyone involved in fund raising must be well informed of the rules and regulations that govern them. In this section we will discuss the various components that are necessary in order for your fund raiser to run smooth. It doesn't matter if its a small organization or a very large one, the following components we are going to discuss are necessary.

1. Setting up your Fund Raising Committee
A very critical element in your organization is your Fund Raising Committee. These people play a HUGE role on what your organization will / will not be able to do. These people need to be organized, professional and have a "go get um" attitude. Most of these fund raiser committee members will be volunteer parents who have a personal interest in the success of the fund raiser due to the fact that they probably have a child within the organization.

The committee needs to have these following elements:

1. Chairman (This person is the overall head of the fund raising committee)

2. Vice-Chairman (This person is second in command who will assist the Chairman in the overall operation of the fund raising committee.)

3. Treasure (This person is in charge of the monetary elements of the committee. This will be the monies coming in from fund raising sales as well as track expenses from the fund raising committee.)

4. Secretary (This person will be in charge of note taking / minutes at all fund raising committee meetings.)

It will be everyones responsibility in the committee to make the decision on WHAT fund raiser they will be doing and WHEN. More of this element will be discussed in further detail in this article.

2. Setting up your Fund Raising Sub-Committees
The sub-committees within the fund raising committee will be made up of individuals who will be responsible for various aspects of the fund raising event such as:

* Set Up / Break down Committee: This group will be responsible for setting up and breaking down after your fund raising functions.

* Volunteer Committee: This group will be responsible for getting parent / family volunteers for various events that your fund raising group will be putting on.

* Public Relations Committee: This group will be responsible for getting the word out to the community about your fund raising functions. This is through radio, tv, internet or any other means of advertisement. This committee will also be responsible to get support from businesses with in your community and abroad. Contact managers at various stores around your community to see if they will allow your fund raising group to sell outside their establishment. The following sites have accomodated fund raising groups in the past:

* Safeway
* Foodland
* Star Market
* Costco
* Wal-Mart
* KMart
* Daiei
* Long's Drug

3. Setting Up an organization Bank Account
An imporatnt element that your organization must do is set up a checking / savings account. Search around and see what institution (bank or credit union) can provide your organiztion the best options. One thing is a must, for any check signing or any withdrawal from this account, require that a minimum of two people must sign any check or withdrawal statement.

4. Product / Service Selection
Choosing the right product to utilize in your fund raiser is the most critical decision that you will make. Your fund raiser could be with one product OR various products, it could be for a limited time period OR run throughout the year, it could be ticket sales (pre-order) OR selling when you receive the product, it could be very labor intensive with higher returns OR not as labor intensive BUT smaller returns. So many things to think about so here is a little guideline that may help you.

First, set up a monetary goal that you want to reach with the number of participants assisting you in the fund raiser.

Second, invite a number of fund raising business groups to present to you what they can offer your organization. Remember to look for answers to the following elements when chosing a fund raising business:

* Business Track Record : How long have they been in business and who were some of your past clients so you can make a call out to these clients and see what they have to say.

* Product Choices: Are the products the fund raising business has to offer quality items? Will these items be appealing to the target market that you will be reaching out to?

* Return Policy: Does the fund raising business offer a return policy for unsold product. Note: If you are selling a food/perishable item the return policy is close to nothing.

* Incentives: Does the fund raising business offer an incentive program to the organization for the amount of items they sell? Is their an incentive for individuals as well?

Third, decide as a group what you will be doing for your fund raiser from what was proposed to you. You may decide to do a combination of sales and things like a car wash.

Forth, chart your fund raising events on a calendar so everyone knows what you are doing throughout the year.

Fifth, inform everyone involved what your plan is and then implement the plan.

Sixth, have a closing out briefing with your fund raising committee to discuss the Pro's and Con's of your fund raiser. This is critical because this is the information that will be passed down to the following fund raising committee.

5. Advertising
In today's world advertising has multiple avenues. From the traditional mailings to today's emailing, find out what your budget set aside for this element and go from their.

The following sites offer FREE postings of your events:

6. Monetary Goals
Your monetary goal for your fund raiser's will be determined by the organizations yearly expected expenses. Either its for new uniforms, equipment, awards or trips, this will be determined at the beginning of the year.

7. Target Market
When selecting the product or service that your fund raising organization will utilize, consider the market that you will be targeting. Remember that what sells well in one area may not necessarily mean it will sell well in another. Understand your surroundings and those that will be participating in the sales or services.

8. Start and End date of Fund Raising Event
A high percentage of fund raisers today have a start and end date to their event. Make sure that these dates DO NOT clash with anyone else within your organization. Especially when you are involved with a school. Various grade levels have certain fund raising periods when they can do their fund raisers so that it doesn't clash with another class. Make sure you have those dates blocked off.

9. Change Over Procedure
The change over, or passing on the baton, is very important. When your fund raising committee changes (usually every year) the incoming group needs to be well abreast in what went on in the previous year. The out going committee should have had a year end review to come up with a document that will list what went "Good" and "Not So Good" in the year. This way the incoming committee does not make the same mistakes.

One thing to remember is that the committee plays a HUGE role in the success of any fund raiser so don't be discouraged if you do the same things as the out going committee with not as good of a success. Just have to work around all of that and find a way to be as successful.

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