How to execute a Fundraiser:
Your group requests 1 brochure per fundraising participant. The participants show the brochure to potential supporters. The supporter selects a product from the brochure which the participant records on the brochure order form. These order forms are then returned to your fundraising coordinator, who fulfills the order and organizes the delivery of the products to your group. Your group members and volunteers deliver the products to their supporters. Funds can either be collected at the time of the selection or upon delivery.
Step 1: Set a Goal
When setting the fundraising goal, be specific. Involve all interested parties in setting the goal and then make that the focus of your campaign from start to finish. If the goal is meaningful to the organization, school administrators, faculty, parents and children, your chances for success are greater. No fundraising activity should be without purpose and that purpose should be one that everyone can support. Why does the organization need the money? How much money do they need?
Step 2: Recruit a Committee
Fundraising chairs often try to do too much work themselves rather than delegate. Recruit a team of three or four parent volunteers to help organize the activity and recruit any other needed volunteers. For example, assign one person to take care of publicity; two to handle money collection and record keeping; and another to manage delivery logistics.
Step 3: Plan the Fundraiser
- Contact your fundraising representative and meet with your fundraising committee to review logistics. Make a list of materials that each representative will be responsible for.
- Determine how many adult volunteers you'll need to execute the fundraiser at every step.
- Develop a master schedule of important dates for everyone to use as his or her road map.
- Include such details as: advance promotion (press releases, newsletter articles, billboards); arrival dates for company materials; (Fundraiser Guides/Order Forms)
- Kick-off activities with students/teachers/parents;
- Deadlines for orders/money to be turned in; reminder notices/P.T.A. announcements; delivery of products and prizes; announcement of results to all participants; volunteer appreciation; and a wrap-up meeting to review the entire event.
- Let supporter know about the fundraiser so that they may participate and spread the word to their friends and family.
Additional Promotional Material
Send a flier home to parents announcing your fundraising goal and when they can expect to receive their fundraising packets/products. Put up posters around the school and post dates on the school billboard, web site and on the school auto dialer. If an open house or parents meeting is scheduled, arrange a display with product samples from your fundraising project.
Countdown
Contact the fundraising committee, team leaders, school administrators and custodians to reconfirm logistics. Gather and sort the supplies you'll need for the event . Call volunteers to remind them of their responsibilities and when they're needed. Post reminders to teachers, explaining procedures, reminding them of the goal.
Product Delivery Options
- Some products may go home with students.
- Some parents will pick up the orders.
- There are some instances that the product may go directly to the end-user via website.
FYI: Make sure you have enough volunteers on hand to handle products at the appropriate time, making sure there is someone to trouble-shoot missing orders. **Remember to forward appropriate paperwork (invoice, purchase orders) to your organization's treasurer or bookkeeper to ensure prompt payment.
Then, congratulate yourself again on yet another well-executed plan.
Step 4: Evaluation
- Did your group meet or exceed financial expectations?
- Are plans underway toward implementing the originally stated goal? (Is the new playground equipment on the way? Are the field trip plans complete?)
- Communicate the final fundraising results by P.A., auto dialer, billboards, newsletters, parent letters, etc., thanking participants for their support.
- Meet with your committee to review the entire activity and any feedback along the way to identify improvements for next year.
- Provide an overall report to the school principal in a brief meeting or written document.
- And provide in writing to the SereniGy Global Representative your feedback.
Additional Fundraising Options
Select Logistic Partners (Stores/Companies to assist you)
This is very important to the success of your fundraiser. Make a list of two or three companies and make appointments with each. Allow enough time (at least 45 minutes) for a proper presentation. The selection of location/venue will be the make and/or break of your event.
Companies will need to know your group's financial goal; the number of potential participants and their ages; and any historical information you can provide (e.g. past fundraisers, participation levels, successes and failures). This information is important to assist the Partner in deciding how they can be of assistance in marketing or word of mouth advertisement for your event.
Once you've selected the Partners, set the dates. Identify your local community paper, news station community boards and post your dates, locations, and contact person for the site.
If this is a school activity, check school calendar to avoid overlap within your own school or neighboring schools. Clear all activities and crucial dates with appropriate officials (school principal, coaches, and custodians) to avoid conflicts with other events. Now relax for a few months.
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