Fundraising is much more efficient and fun if it’s organized correctly. Taking the time to make a plan is key to getting the most out of your school fundraising campaign. During the execution of a fundraiser there is always a lot going at once so a clear game plan will help keep you focused.
Fundraising Preparation
This has to be stressed up front or you will be. Make sure that you’ve picked a professional fundraising company and a product or program you feel comfortable with. Make sure that time has been allotted for the campaign and that you have a written plan of your objectives. Once the campaign has started and you have people coming to you for decisions this plan will be what keeps you focused and on track.
Management
There are many steps involved in a fundraiser, each of which will need to be supervised. You may have to handle the co-ordination of students and parents, the collection of money and the delivery of the product. If the fundraiser is on a large scale it’s a good idea to have other people working with you. Delegating tasks will not only lighten your workload but also help keep the little things organized.
Selling the Product
Prepare your students and parents by telling them about the program and the key selling points for the products. You might even consider writing out a sample sales pitch to pass out. Give your sellers some tips on how to get past objections and how to use gentle persistence; no need to be pushy but ask them to get past the first no. Ask your students to practice their sales pitch a couple of times before the campaign kicks off. They’ll find that it builds confidence in their approach which will translate into better success for them. It also helps if the students can answer questions regarding what the money will go towards and about when you are expecting to wrap up the fundraiser and receive the products.
Fundraising Feedback
Take time to listen to your students and parents as they tell you how the donors are responding to the campaign. Do they like the product? What questions are being asked the most? Go to the most experienced sellers, the ones that have done several campaigns with you and ask what they see. The feedback from your team can help streamline your fundraising and push it to new heights.
Keeping Motivated
It might be a good idea to meet half way through the campaign to regroup. Answer questions and let everyone know how sales are progressing. Advertise your ongoing sales at the school using a Fund Thermometer or with PA announcements. Keeping the fundraiser fresh in your student’s and parent’s minds will ensure that they don’t simply forget that they are supposed to be selling, it will ensure you to keep your fundraising team motivated until the end!
These steps will take you from the organization of your fundraising campaign the execution. In part 2 we’ll look at the details o wrapping up your fundraiser.
After the fundraising has been completed what steps are needed to collect your money and wrap it up?
Ordering Your Product
Once your students and parents have finished selling, it’s time to place your order. Some companies provide a master order form that simply needs to be filled out and be submitted by fax or email. Some companies are set up so that your order can be submitted online. Others require that copies of each student’s order form be mailed directly to the company or a packing house. Make sure you understand in advance how your order will need to be placed so that you don’t waste time trying to figure it out once you have all the forms and money in hand!
Paperwork
Double check your order before you submit it and after you receive any paperwork back from your fundraising company. A few extra minutes going over everything can save a lot of headaches later. Keep copies of everything in file in case you need to refer to them at a later date.
State Sales Tax
Each state has specific rules regarding fundraising. Make sure you are up to date on your responsibilities as to what you have to declare on federal, state and local tax returns. You can consult your professional fundraising company for guidance with this.
Delivery of Your Fundraising Product
Many fundraising companies can give you an estimate regarding delivery time once your order is placed. Try to find out this information and pass it on to your students and their parents. Specific dates and times for deliveries are also usually provided in advance by phone or email. Find out how your fundraising company will communicate this information to you and then advertise the details regarding when students and parents can pick up their items to hand out to supporters. Make sure to work in enough time that you can check the orders before passing them out, however, so that the process is smooth and no one comes to you saying the items are missing! A fundraising campaign that delivers promptly looks good to your donors. In the future getting additional funds from them will be easier since your reputation is already established.
Volunteer Appreciation
During the course of the fundraiser you may want to put a program together to motivate your students. A combination of team and individual awards tends to work very well. Why not offer a pizza party to the class with the most sales or a gift certificate to a popular store for the top seller in the group? Students and parents are always appreciative if their hard work is recognized! And don’t forget about your parent volunteers. A tub of cookie dough or even a public thank you can go a long way in helping you to earn repeat help for your next fundraiser.
Missing Items or Other Issues
Make sure you are aware in advance of how your fundraising company will handle missing or damaged items. Will a replacement or refund be provided? Do you need to fill out specific paperwork or simply call to let the company know that there is a problem? How quickly will the situation be corrected? Having the details in advance will allow you to deal with any issues that arise and allow you to answer questions posed by your students, parents or their donors.
If your school’s fundraising campaign is run smoothly, everyone will be happy, your profits will add up and people will be more likely to work with you again in the future.