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This step-by-step guide offers planning and marketing resources for volunteers who are leading a fundraising effort to benefit an individual/family in crisis. Planning worksheets and marketing templates are included for customization and printing. Planning a successful fundraising effort generally takes a minimun of 4-6 weeks, more time is necessary if multiple activities and/or a large-scale community effort is planned. Volunteers are encouraged to apply early in the planning process to maximize the use of Lend A Hand planning, marketing, and fundraising resources. An application for matching funds is included in Step 4.
The “How To” guide includes:- Step by step planning tool
- Contact and budget planning forms
- Marketing templates for press releases, flyers, and appeal letters
- Other customizable resources
STEP BY STEP PLANNING TOOL
STEP ONE ESTABLISH A VOLUNTEER COMMITTEE
A. Mobilize a group of individuals willing to share their time and expertise to coordinate a fundraising effort.
Contact friends, neighbors, co-workers, family, and members of church or other organizations affiliated with the person in crisis who may be willing to share their time and expertise. Encourage the involvement of others who may add knowledge/skills in areas such as technology, public relations, accounting, volunteer organization, silent auction/raffle, food preparation and service. Develop leaders per category area. B. Determine a lead volunteer (key contact) to oversee the coordination of meetings and communication.
STEP TWO REVIEW AFFILIATIONS AND FUNDRAISING OPTIONS
A. Review affiliations and discuss ways to gain fundraising support.
Coordinate a meeting of key volunteers to review affiliations of the person/family in crisis as well as contacts and associations of volunteer committee members. Discuss how these affiliations may support and/or help define a fundraising effort.
To view/print the affiliation planning document: Affiliation Worksheet
B. Review activity options and determine a fundraising strategy.
As a committee, select one or more fundraising activities based on shared expertise, affiliations, location/space, timeframe, and anticipated support. Activities to review may include:
- Mail/E-Mail campaign
- Garage sale, bake sale, car wash, golf, bowling or walk/run event
- Community event with food, entertainment, auction, raffle, and/or speakers
- Online silent auction
- Percentage of proceeds from donated sales/service
- “Pass the hat collection” at church, neighborhood, or association meeting
- Other creative suggestions
C. Determine if you need to obtain a local permit to conduct fundraising activities
A local permit is not required to conduct a silent auction, bake sale, or other activity involving the sale of food or items.
A local permit is required to conduct a raffle or other "game of chance". In some states, a raffle is only permitted if the recipient of the effort is a nonprofit organization. (The state of MN does not allow raffles to be conducted by individuals.) The process to gain the permit may require 30 days or more, and there may be a fee (up to $25) to process the request.
For more information regarding permits and individual/aggregate raffle prize limitations, contact your city office/auditor or town council.
In Fargo, ND: Call(701) 241-1304.
For MN Guidelines, go to: www.gcb.state.mn.us/AppExemptExcNonprofitOrg.htm
D. Develop a timeline
As a committee, outline specific tasks for each planning step based on the type of fundraising effort. Determine a “lead” responsible person and a target completion date for each listed task.
To view/print the timeline planing document: Timeline Worksheet
E. Develop a budget
As a committee, outline anticipated expenses on a budget spreadsheet. Based on the type of fundraising effort, expenses may include:- Facility and entertainment fees
- Catering and/or cost of food, beverage, dining equipment
- Marketing items (flyers, programs,...including paper & postage)
- Additional expenses
Consider potential to lessen expenses through donated items/services.
To view/print the budget planning document: Budget Spreadsheet template
STEP THREE SET UP A BENEFIT FUND
A benefit fund is generally set up as a short-term account to assist volunteers with donation collection, accounts payable, and fund distribution. There is no/minimal cost to establish a benefit fund. Donations to an individual/family benefit fund are not tax-deductible. Donations deposited into the benefit fund are considered to be gifts, not reportable income. However, if the recipient of the benefit fund is receiving assistance through Medicaid, SSI, or other programs, it is recommended they review if/how being an authorized signer on the account may affect their benefits through these programs.
A. Determine a benefit fund name.
Generally, the title of the benefit fund will include the name of the person or family experiencing a crisis (recipient of your efforts). For example; John Doe Benefit Fund.
B. Set-up a benefit fund at a local bank/credit union.
Designate a volunteer to work in coordination with the recipient and/or family member(s) to establish a benefit fund at a local bank or credit union. Determine at least two authorized signers for the benefit account; one representing the volunteer committee, and one representing the recipient. Additional authorized signers may be required dependent on bank/credit union requirements and the status of the recipient/family. Discuss how the account will be used by authorized signers.
When setting up the benefit fund, be prepared to provide information including:
- The title and purpose of the benefit fund
- The name and social security number (or other tax identification) for the recipient and authorized signers of this account
- How deposits will be made
- How funds will be distributed (If funding has the potential to adversely affect the recipient's eligibility for assistance under Medicaid, SSI, or other programs, it may be beneficial to have individuals who are not members of the immediate family/household serve as account signers who make payments directly to medical providers, insurance companies, etc;)
- Considerations as to what would happen to funds if authorized signer(s) are no longer able to serve, or in the event of recipient death
- Whether or not the account should be interest-bearing (If interest-bearing, how will the interest be reported?)
- What type of information is available/reported? For example, will deposited amounts include the clarification of donor names and addresses (for tracking and/or sending out thank you letters)
STEP FOUR REVIEW/APPLY FOR DMF LEND A HAND FUNDS
A. Review DMF Lend A Hand eligibility criteria for matching funds
DMF Lend A Hand offers match funding and online donation tools to support and improve fundraising efforts that meet program eligibility guidelines to include:- The recipient of the fundraising effort is experiencing financial hardship due to care and treatment for a current medical condition
- The recipient lives in Cass County, ND or Clay County, MN (1 yr min.)
- A benefit fund has been established at a bank/credit union for donation management (primary title holder is someone other than the individual/family beneficiary)
- The fundraising effort is supported or may be validated by a church/nonprofit located in Cass County, ND or Clay County, MN
B. Submit Volunteer Request for Fundraising Support (as applicable)
As the lead volunteer:- Print out and complete the Volunteer Request for Fundraising Support early in your planning process (30-60 days in advance to scheduled activities)
- Obtain signatures of fund recipient and a church/nonprofit organization
- Forward the completed request form by the 15th of the month (for an event to be held in the following month) to:
Dakota Medical Foundation/Lend A Hand
4152 30 Avenue South, Suite 102
Fargo, ND 58104
Fax (701) 271-0408
To view/print application: Volunteer Request for Fundraising Support
NOTE: The lead volunteer is encouraged to contact and/or apply to DMF Lend A Hand for match funding "early" in the planning process to maximize available resources. (For example, at least 30 days prior to scheduled activities and/or before promotional efforts are underway.)
DMF Lend A Hand committee members meet during the final week of each month to review requests received by the 15th day of the current month. (Applications received after the 15th of the month will be submitted for review in the following month). Every effort will be made to notify the lead volunteer of the status of their application as soon as possible. If a request for match funding is approved, DMF Lend A Hand will work in partnership with the lead volunteer to:- Coordinate and post information online specific to the fundraising effort and Lend A Hand matching funds
- Set-up online donations and match funding specific to the fundraising effort (individual/family benefit fund)
- Discuss additional ways to support the fundraising effort
STEP FIVE DEVELOP APPEAL LETTER AND DONATION FORM
An appeal letter may serve as 1) a direct request for monetary donations to help an individual/family, or 2) a request for donated items, services and/or space to support a fundraising event.
NOTE: Donations made to individual/family benefit funds established at bank/credit unions are not tax-deductible gifts. Donations made to DMF Lend A Hand are tax-deductible because Dakota Medical Foundation is a nonprofit organization.
A. Develop appeal letter content
Appeal Letter - Option 1/Request for Donations
If your fundraising effort does not include the coordination of a large-scale event, an appeal letter may serve as the primary announcement and request for donations. In this case, a donation form is not needed because the appeal letter serves as a direct request for monetary donations (verses a request for donated items, services, and/or space.) The appeal letter may be distributed by mail or by e-mail as an attachment. An appeal letter template (Word document) and sample (PDF document) are included below.
To view/print appeal template 1 document: Appeal Letter Template for Mail
To view/print appeal sample 1 document: Appeal Letter Sample for Mail
(If the use of a flyer is preferred to request donations, go to step 7.)
Appeal letter - Option 2/Request Event Support
If your fundraising effort involves planning an event, an appeal letter may serve as an effective tool to request individuals and organizations to donate time, talent, space, food, supplies, and other items to lessen event expenses. The appeal letter should be addressed to friends and supporters and include:
- A brief description of the need/crisis of the individual/family that the fundraising effort will benefit
- Effort/event details including date, location, time, type, etc;
- Type of volunteer help and/or donations you are seeking
- Where to send monetary contributions
- Website address for online donation options. Note: Online donations made through a nonprofit organization are generally tax-deductible.
- Information regarding sponsors and/or matching funds
- Contact information for the lead volunteer and/or other committee members who are coordinating the event, contributions, etc;
The appeal letter format may vary depending on whether mail and/or e-mail distribution is planned.
To view/print appeal template 2 document: Appeal Letter Template for Mail
To view/print appeal sample 2 document: Appeal Letter Sample for Mail
To view/print appeal email template 2: Appeal Letter Template for Email
To view/print appeal email sample 2: Appeal Letter Sample for Email
B. Develop a donation form.
If donated items are being requested to lessen expenses of a planned event, a donation form should be used to document information about the donor (person or organization), value of donation, and the timeline for securing the item(s).
To view/print donation form template: Donation Form
C. Develop mail/e-mail listing for appeal letter distribution
As a committee, review the affiliation worksheet (step 2A planning document).
Review individuals and organizations affiliated with the person(s) in crisis, as well as those affiliated with volunteer committee members, that may be willing to:
- Distribute information about planned activities and/or volunteer to decorate, prepare/serve food, collect donations, assist with clean-up, etc;
- Donate food, supplies, paper, decorations, advertising, talent, auction and other items.
Complete the listing with appropriate mailing and/or contact data.
D. Distribute appeal letter and donation form as soon as possible.
As a committee, divide the listing and/or develop a subcommittee to distribute appeal letters. Attach a donation form (see document example step 5B).
E. Acknowledge and record donations
Send out donation receipts and record any/all donations on donation report.
To view/print a donation receipt template: Donation Receipt Template
To view/print a donation receipt sample: Donation Receipt Sample
To view/print donation report template: Donation/Silent Auction Tracking Form
STEP SIX ORGANIZE FUNDRAISING EFFORT/EVENT DETAILS
Coordinate all details related to fundraising activities.
A. Organize volunteers
Develop a plan for volunteer involvement including who, what, when and where:
- Determine volunteer categories (marketing, item delivery, decorating, ticket sales/donation collection, food preparation, serving, clean up, etc;)
- Determine the number of volunteers needed per category
- Develop timeframes for volunteer help for each task/category
- Contact potential volunteers to coordinate their help by task and timeframe
- Make volunteer reminder calls 2-3 days prior to activity to confirm location, timeframe, and contact information.
To view/print volunteer planning template: Volunteer Assignment Worksheet
B. Organize food, music, supplies, and other items
- Determine how all items will be secured, including pick-up and delivery of donated items as referenced on donation form (Step 5B).
- Coordinate preparation/set-up of food, entertainment, and other items
C. Develop donation collection process
Determine a process for collecting money, tickets, and silent auction donations as appropriate to the fundraising activity.
Things to consider:- Where will your registration table be placed?
- What forms of payment will you accept?
- Will you set a price and sell tickets in advance verses request a free will offering at the event (with or without a suggested donation amount)?
- How should checks be written out? ("Payable to John Doe Benefit Fund"?)
- Do you need to be present to win raffle and/or auction items?
- Is there a cut-off time for bidding on items? Does this vary per table?
- Will you distribute items at the event itself? Does this depend on payment type? What process will you use for payment collection and item distribution?
- What process will you use to record the value of the auction item verses the final bid?
- If you plan to distribute items in follow-up to the event, do you have sufficient contact information for later delivery? Where will the items be stored for pick-up/delivery?
- What will you do with leftover food and items?
To view/print ticket template: Ticket Template
To view/print silent auction template: Silent Auction Form
Note: A local permit is not required to conduct a silent auction, bake sale, or other activity inovolving the sale of food/items. However, a local permit is required to conduct a raffle or other "game of chance". There may be up to a $25 cost to obtain a permit. Gaining the actual permit may take 30 days or more. For more information regarding permits and individual/aggregate raffle prize limitations , contact your city office/auditor or town council office.
In Fargo,ND: (701)241-1304).
E. Review and update timeline.
Review the timeline drafted in step 2C. Check/update the timeline as tasks are completed and determine further “to dos”.
F. Review and update budget.
Update the budget spreadsheet (step 2D) with current donation and expense amounts.
STEP SEVEN PROMOTE FUNDRAISING ACTIVITIES
Develop and distribute promotional items to build awareness of fundraising activities.
Note: Upon request, DMF Lend A Hand will assist with development and printing of promotional items.
A. Develop a flyer
Flyers may be used as posters or informational documents distributed per mail, e-mail, or other method to build awareness of fundraising activities. Flyers should include:
- Brief summary of the individual/family experiencing a crisis
- Detail about fundraising activities (date, time, location, ticket costs)
- Information regarding where to send monetary donations
- Information regarding online donation options
- Information regarding sponsorship and/or match grants
- Contact information for lead volunteers
To view/print flyer template: Flyer Template
To view/print flyer example: Flyer Sample
B. Develop contact lists for flyer distribution
The Affiliation Worksheet (step 2A) may be used and expanded to serve as the contact list for flyer/promotional item distribution. An additional contact worksheet option is also provided below.
To view/print distribution worksheet: Fundraising Contact List
C. Distribute flyers
Divide the contact lists or “pool resources” to coordinate the distribution of flyers by mail, email, and personal delivery at least 2 weeks prior to the scheduled event.
D. Develop a press release
A press release may be developed to further expand public awareness through printed and/or broadcast media sources and should include:
- Release date (for immediate release, or for release Oct. 2-10, 2008)
- Contact information for lead volunteer (or other individual as appropriate)
- Headline (for example; Spaghetti Benefit for Doe Family)
- Information (brief summary) regarding individual/family in crisis
- Detail about the fundraising effort/event (when, where, and why)
- Ticket/donation information
- Information regarding sponsors and matching fund options
- Information regarding interview or other promotional opportunities
The press release may be mailed, faxed, or hand delivered to local newspaper, radio, and/or television stations 7-10 days prior a scheduled event.
To view/print press release template: Press Release Template
To view/print press release sample: Press Release Sample
F. Distribute Press Release
Distribute the press release to local print and broadcast media.
To view/print media listing for Cass Co, ND and Clay Co, MN: Media Listing
STEP EIGHT CONDUCT ACTIVITIES & COLLECT DONATIONS
A. Oversee fundraising Activities
As a committee, oversee all planned fundraising activities.
B. Collect & deposit donations into benefit fund
STEP NINE FINALIZE ACTIVITIES & DISTRIBUTE DONATIONS
A. Pay any remaining expenses
As the title holder(s) of the benefit fund, pay any remaining expenses and update the budget spreadsheet (step 2D).
B. Report donations (as appropriate to acquire matching funds)
If the fundraising effort is supported by DMF Lend A Hand (or another organization offering matching funds), share documented proof of donations made to the benefit fund as necessary to gain match funding. (For example, a bank statement showing the amount of donations made by date to the individual/family benefit fund over the course of the fundraising effort.)
C. Deposit matching funds/additional donations
Upon receipt of matching funds and/or contributions, make a final deposit.
D. Update the budget spreadsheet with final expense and donation totals.
E. Distribute funding to the benefit fund recipient
As title holder(s) of the benefit fund, work with the lead volunteer and other individuals (family members, eligibility case workers, employers, benefit consultants) as necessary to determine the “optimal” method of fund distribution:
- Review how the funding may affect the beneficiary’s eligibility for assistance under Medicaid or other programs.
- Review whether a lump sum distribution of funds may be more or less beneficial compared to incremental fund distribution over a period of time.
- Review the pros and cons of offering vouchers and/or having the title holder of the account make payments directly to providers (medical provider, insurance company) verses direct distribution of funds to the beneficiary.
Distribute funds to the individual/family beneficiary as is most effective based on their unique medical and financial situation.
F. Close the benefit fund.
STEP TEN SHARE YOUR STORY
A. Share a public thank you
As appropriate, communicate appreciation to individuals, businesses, organizations and all who contributed to the success of your fundraising effort.
- Letter to the Editor (local newspaper)
- Thank you letter (mailing, internet, and/or intranet)
- Postcard (verses letter)
- Church bulletin announcement
- Company or association newsletter
To view/print Public Thank You Template: Public Thank You Template
To view/print Public Thank You Sample: Public Thank You Sample
B. Share information with DMF Lend A Hand and others
As the lead volunteer, complete a DMF Lend A Hand follow-up survey and/or share your feedback with others to enhance the success of future fundraising efforts:
- Share challenges
- Share successful strategies and tips
- Share the overall results of your fundraising efforts
To view/print the DMF Lend A Hand survery form: DMF Lend A Hand survery form
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