Student Organizations: Fundraising Fundamentals and Processes

1. Student Organizations: Fundraising Fundamentals and Processes presented by Marina Tan Harper, Director, Development Office 20 September 2007

2. Contents • Procedure to handle donations • Stewardship • Getting a new donor

3. Procedure to Handle Donations

4. Procedure to Handle Donations What you will find at the link: • Process flow for students’ fundraising • In-kind donation form • Donation Transmittal Form • 3 versions: • SU and Constituent Clubs; Societies; JCRCs • NO NEED to fill in Cost Centre and GL Account Number • SAO will take care of it www.ntu.edu.sg/do/internalprocesses >> Procedures for Students’ Fundraising

5. Procedure to Handle Donations What you miss, if donation handling procedure not followed: • NTU not able to obtain 1:1 matching grant from government – “free money” • Donor does not get double tax deduction • Donor does not get recognised (listed) in NTU Annual Report or Honour Roll of Donors

6. Stewardship – Continuing the Relationship Thank You! Thank You! Thank You! Thank You!

7. Stewardship – Continuing the Relationship • Saying thanks and showing gratitude/ interest • Letter/ handwritten note to thank donor, telephone call, face to face • Send greeting cards/ congratulatory notes when appropriate • Engage donors/ prospects • Update donors/ prospects on progress • Newsletters, articles, news clippings of your club’s activities • Photos/ videos/ write-ups of event/ project • Notes/ cards from beneficiaries • Involve donors • Invite them to your event to see the buzz/ to volunteer on field trips • Ask for their opinion, invite feedback

8. Stewardship – Continuing the Relationship • Accountability • Let donors know donations have been used appropriately, outcomes achieved • News clippings, photos/ videos/ testimonials etc • Inform donors if funds need to be put to different uses from initially agreed/ project has changed in material way • Think and act long-term • Club’s leaders come and go, but the club remains • Don’t lose the donor when leadership changes hands

9. Ask Cultivate Getting a New Donor Prospect

10. Getting a New Donor • Don’t mail the entire phonebook – select your target, e.g. • Companies in the same line of business as your activity/ customer profile matches your event’s participants • Companies/ orgs with history of supporting your kind of event/ cause • Companies whose sponsorship policy matches what you are looking for/ the benefits you can offer

11. Getting a New Donor • Leverage on existing relationships e.g. • Swop donor/ sponsor lists with other student organisations • Approach alumni to open doors • Alumni can relate best to your cause/ already have interest in your activities and club • Have access to new resources/ different circle of contacts

12. Getting a New Donor • Already cultivated – your alumni • Keep a contact list of past members • Maintain relationships

13. Getting a New Donor – Writing a Funding Proposal • Cover letter/ letter of inquiry • Project overview • What, where, when • Need Statement • Not your need, but the macro needs of the field • Proposed Solution • What you intend to do to address the need • Objectives/ goals of the project/ event/ or benefits to the community • State measurable outcomes (not proj activities), e.g. • Rural devt – schools/ roads built; sports event – projected attendance

14. Getting a New Donor – Writing a Funding Proposal • History of the project (if appropriate) • Parties carrying out the project (if appropriate) • If specialists/ experts are involved, include relevant qualifications • Event promotions (if appropriate) • Sponsor benefits (if appropriate) • Why the prospect should be interested in your project/ event • Overcome objections, defend the idea • Show alignment with prospect’s objectives • Your ability to carry out the project, meet project objectives • Funding level and what is requested of the prospect

15. Importance of Co-ordinated Requests • Students, faculty, staff, Development Office, President’s Office – all approaching almost the same organisations and foundations • Appeals for gifts of >$10,000 per donor • Inform Jacky Khoo (yskhoo@ntu.edu.sg) from DO of the project/ event, amount of donation asked for

16. Questions?