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Fundraising Guide Fundraising Guide 2012

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					Fundraising Guide
      2012
Table of Contents


General Information........................................................................................................................ 2

Your Fundraising Commitment ........................................................................................................ 2

Steps to Becoming a Successful Fundraiser ...................................................................................... 3

   Step 1: Create a list of potential donors ................................................................................................3

   Step 2: Educate Yourself.........................................................................................................................3

   Step 3: Set Up Yourself and Your Team Online ......................................................................................5

   Step 4: Promote Yourself and Your Team and ASK!...............................................................................5

   Step 5: Follow-Up and Thank ALL of your Supporters ...........................................................................5

Ways to Fundraise........................................................................................................................... 6

FUNdraising Ideas you and your team can try .................................................................................. 7

Simple Tips for Ensuring Fundraising Success ................................................................................... 8

Corporate Support .......................................................................................................................... 9

Offline Donations .......................................................................................................................... 10




                                                                         1
Oxfam Trailwalker Canada

General Information

Thank you for your participation in Oxfam Trailwalker Canada which takes place from Friday, July 13th to
Sunday, July 15th 2011 along the Ganaraska Hiking Trail in Ontario.

Teams of 4 will hike 100 kilometres in 48 hours in support of Oxfam Canada. Each team must start together,
stick together and finish together. This is one of the toughest team challenges in the world, and we’re glad to
have you along for the adventure!



Your Fundraising Commitment

The fundraising component of Oxfam Trailwalker Canada is simple; Each team of four must raise a minimum of
$ 2,500 but we’re hoping you’ll aim for an even higher goal!

Some teams divide this amount up evenly amongst all four team members, setting a minimum goal of $625 per
person, while some team captains take on more of a fundraising responsibility and commit to a higher personal
minimum to take pressure off their teammates. Remember, it doesn’t matter how you divide it up, as long as
your team reaches $2,500.

The deadline for reaching the minimum goal of $2,500 is July 8th, 2011. Failure to reach the minimum $2,500
by the deadline could restrict participation.

All proceeds go towards Oxfam Canada, an international development organization that works with women
and men around the world, helping them with the tools and intangibles that empower them to become
leaders. We work with them as they address the root causes of poverty in their own lives and in their
communities.

In the same way that you need a training schedule, it really helps to plan your fundraising. Fundraising can be a
challenge, but it can also be great fun - “FUN”draising! To make it easier, start your fundraising planning early
and agree on a target that you would like to reach. As the weeks go by, you will spend more and more time
training, and there will be many other things to organize just before the event – so start fundraising now!

This guide is designed to give you the inspiration and tools required to easily fundraise and collect donations.

If you have further thoughts or questions, please don’t hesitate to call us at 416-535-2335 extension 4500 or e-
mail info@oxfamtrailwalker.ca.

We sincerely thank you for your support and will see you on the trails!




                                                        2
Steps to Becoming a Successful Fundraiser

Step 1: Create a list of potential donors
Go through your address books - both paper and online - and create a list of all the people in your life: family,
friends, neighbours, co-workers, your doctor, auto mechanic, distant relatives, former classmates, your child’s
teacher, and friends at your school or place of worship. Next to each name on your list, write the best method
by which you will contact this person for a donation.



Step 2: Educate Yourself
In order to reach your fundraising goal, you should be prepared to answer the question of where the dollars
you and your team fundraise go. Take some time prior to soliciting donations to read about some of the
projects funded by Oxfam Canada made possible through your fundraising efforts. Check out Oxfam’s work on
the website at http://www.oxfam.ca/what-we-do.

The more you know about Oxfam's work and where your fundraising efforts will go, the easier it will be to ask
for donations. Visit our website for all kinds of information about Oxfam Canada - www.oxfam.ca.




For Oxfam Canada’s most recent financial statements please go to
http://www.oxfam.ca/who-we-are/financial-summaries.




                                                        3
The Difference Your Fundraising Makes:



                                         Can buy 6 bags of seeds to enable families to grow crops for
                              $24        themselves and to sell to the community, building a sustainable
                                         livelihood.




                              $40        Can help families during a crisis by providing an emergency food
                                         pack including rice, lentils, flour, cooking oil, salt and sugar.



                                         Can help to provide protection from violence by working with
                              $50        women and men to reduce violence against women and ensure
                                         that laws are enforced and services for survivors are available.


                                         Can provide training for women to be nurse’s aids to promote
                             $100        good health through community clinics and mobile health
                                         services.

                                         Can provide home-based care for HIV and AIDS and tuberculosis
                                         patients; health care outreach to people living in rural areas and
                             $150        squatter settlements through the establishment of small clinics,
                                         community health committees and a program of travelling health
                                         promoters.


                                         Can support communities to become self-sufficient and
                             $200        understand how to use their resources more effectively through
                                         the Asset-Based Community Development model.




                             $600        Can provide safe drinking water for 400 people providing filters,
                                         taps, tanks, purification tablets, etc.




                                                     4
Step 3: Set Up Yourself and Your Team Online

Your Fundraising webpage(s)
Your personal and team fundraising pages will be the core of your fundraising activities. Visit
www.oxfamtrailwalker.ca today to make sure your fundraising pages are ready!

From your personal giving page, you can send requests for support via email, post or send updates on your
fundraising and/or preparation, upload team photos, communicate you and your team’s inspirational
messages or advertise upcoming fundraising events. You can also feature some of your donors along with their
messages of support. This is also the place to keep track of your fundraising progress.

Having an online fundraising page is not the only way to successfully fundraise, but it is one of the easiest!


Step 4: Promote Yourself and Your Team and ASK!
ASK, ASK, ASK! If you don’t ask for support no one will know you need it! Don’t be afraid to tell people exactly
what you are doing, why you’re doing it and how they can help. Think of it as giving people an opportunity to
contribute to a worthy cause…many people want to help but don’t know how. Start with your friends, family,
neighbours and colleagues. Don’t forget to tell them all about your goals – both fundraising and otherwise. If
you plan to finish 100 kms in 30 hours – make sure they know! If possible, put posters and promotional
materials around your workplace, club, and local area. Post a bulletin on your work intranet, university/college
newsletter or community newspaper. See page 6 of this guide for more specific ways to fundraise, both
individually and as a team.

Step 5: Follow-up with and Thank ALL of your supporters!
Remember to follow-up with your supporters. Often, any number of things in a person’s life comes up and
unfortunately, good intentions can sometimes fall behind other matters. You know your supporter’s best and
the most appropriate way to encourage those who have promised to donate to follow through with their
pledge. Sometimes, polite persistence is all it takes. If you haven’t heard anything at all from someone you’ve
asked for a donation, make a quick phone call or send an email to ensure that they received your request.

Lastly, don’t forget to thank your donors! You can do so through the feature available on your online
fundraising page or perhaps consider one of the following ways:

       Send a handwritten, personalized thank you card or letter with a message to each of your donors by
        regular mail.
       Phone your donors to thank them personally.
       Send your donors a personalized e-mail.
       Recognize your donors on Facebook, MySpace, Twitter or other social networking sites.

If you’re planning to thank or recognize your supporters after the event, why not send them a photo of you and
your team crossing the finish line? Or perhaps host a small gathering to share photos and stories about your
experiences at Trailwalker.




                                                         5
Ways to Fundraise
While your online Trailwalker fundraising page is an extremely effective way to raise funds, it is not the only
way. You may want to consider one or more of the following methods for a more personal or interactive
fundraising approach.

A) Face-to-Face
Speaking directly with potential donors is always beneficial. Be prepared to answer any questions they may
have about you, your team, Oxfam Trailwalker, where their money will go, etc. Have your donation/pledge
form with you so that you can record your donor’s information on the spot. If you’re at home, offer your
computer to them so they can make a donation online. Make it easy for the donor to act on what they have
offered.

Donation/Offline pledge forms are available on our website – www.oxfam.ca/trailwalker. See page 10 of this
guide for full details on how to record, enter and submit offline pledges.

B) Fundraising Letters
You may want to send fundraising letters to any potential donors that you cannot reach by phone, email, face-
to-face meeting, or at your fundraising event. Keep in mind that although a fundraising letter campaign can be
enormously successful, it is less personal than a face-to-face request and could result in a smaller donation.
Using the letter-writing approach may also require more follow-up than face-to-face or email asks. When
composing your fundraising letter, remember to personalize it as much as you can. Create return address
labels that read “I’m participating in Oxfam Trailwalker Canada. Will you sponsor me?”

C) Hold an Event
Holding a fundraising event/initiative can be a lot of fun. Remember that you can make it as simple or as
complex as you like. Fundraisers can be a fun and effective way to raise money and to give something back to
those supporting you. A fundraiser can also be a great way to engage with your supporters and make them feel
more a part of what you’re doing.

We can supply the official “Oxfam Trailwalker Canada” logos to participating teams. These can be added to
your team’s own promotional material and event invitations for a professional look.

Be as creative as you can be, exploit your talents, use your skills, but most of all have fun!

See the following page for a few fundraising ideas.




                                                          6
FUNdraising ideas you and your team can try

    Trailwalker Dollars Bowl
     Leave a bowl at your desk or main reception area (if possible) at work or in your front hall at home, so
     that everyone who drops by your workplace, school, or home can show their support by donating their
     loonies and two-nies. Make sure to ‘dress-up’ the bowl a little bit so people can’t miss it!

    Host a Brunch or Dinner Party
     Ask your guests to make a donation to your brunch or dinner party for your Trailwalker efforts in lieu of
     a host/hostess gift or something to share. This will also provide a great opportunity for you to
     personally speak to friends and family about the Trailwalker event and Oxfam Canada.

    Raffle a Day-off or Parking Spot
     Ask the boss to donate a paid vacation day to the winner of a raffle. Sell the tickets for $5 - $10 each.
     For larger companies, you might stage a raffle for a covered parking space next to the door.

    Guessing Competition
     Fill a jar with jelly beans, coins, rubber bands or thumb tacks and charge per guess.

    Dress Up or Down Day at Work
     People will pay anything for the ability to lose the ties, dress shirts and formality they are normally
     subjected to at the office. Whether it’s a casual Friday, or a planned theme day, ask participants to
     contribute a small amount of money towards your fundraising goal. If necessary, check with the
     appropriate person first to make sure this is okay with your company’s dress-code policy.

    Potluck Lunch Day
     Recruit a selected group of co-workers to prepare a dish for your office. Charge the remainder of the
     office a small fee for taking part in a buffet-style lunch at work.

    Bake Sale/Chocolate Drive
     Bake something and try to sell it or raffle it off at your workplace or social club. If cooking is not your
     forte, purchase chocolates to sell. Fair Trade products and chocolates are always the better choice. To
     purchase fair trade products such as coffee, chocolate, spices, etc to sell visit
     www.equita.qc.ca/engl/home.htm.

    Talent/Variety Show
     Recruit some of the most talented people you know and hold a talent show. Invite everyone! You can
     sell tickets to the show or request that people ‘pay what they can’. Why not hold a silent auction or
     raffle at the same time? You will be pleasantly surprised how quickly the dollars can add up.

    Corporate Challenge
     Constructively channel your competitive nature and challenge a ‘rival’ company or department to a
     “Raise the Most Funds” competition. If there are other Trailwalker participants amongst your ‘rival’
     group – even better! You can compete not only for funds but potentially, for bragging rights too! What
     better way to keep you focused on your training and fundraising goals than a little friendly
     competition?


                                                       7
            Ask your workplace if they will sponsor you or if they will match your donations. Most will it is
             just a matter of asking.

Simple tips for Ensuring Fundraising Success

    Aim high with your fundraising target. Don’t be afraid to set your fundraising targets high. Oxfam
     Trailwalker is both physically and mentally challenging and while you will certainly gain satisfaction
     when you achieve your personal goals, you are also helping others in a far greater way. Proceeds from
     Oxfam Trailwalker go towards Oxfam’s work with women and men around the world, helping them
     with the tools and intangibles that empower them to become leaders. We work with them as they
     address the root causes of poverty in their own lives and in their communities.

    Research and prepare. Figure out who to ask and how best to reach them. All donors are not created
     equal and what works for one may not work for another.

    Personalize your Trailwalker online fundraising page(s) as much as possible. Upload a team photo,
     write a personal message detailing Oxfam Trailwalker, why you are undertaking this challenge and
     asking for their support, share your goals and successes, include links to your social network spaces
     (Twitter, Facebook, MySpace, etc) and so on. Make your supporters and potential donors feel a part of
     the experience.

    Ask, Ask, Ask. Fundraising can be challenging, but it doesn’t have to be intimidating. Remember, it
     doesn’t hurt to ask. Your donors support you because they want to. They want to see you achieve your
     goals while also contributing to a worthy cause.

    Involve your friends, family, coworkers, etc. Just because your best friend, 90-year old grandmother,
     or boss isn’t hiking 100 kms with you, doesn’t mean they won’t do whatever they can to help you with
     this challenge. They might be willing to fundraise amongst their networks on your behalf, publicize
     your endeavor at their workplace, or even bake 250 chocolate chip cookies for your bake sale! Provide
     them with pledge forms, promotional materials and anything else they need. If they’re ready, willing
     and able to help – let them!

    Show ‘em how it’s done. It’s often scary to be ‘the first’, so if you’re finding that your supporters are
     not jumping after your initial ask, try setting an example - Make your own donation first and others will
     soon follow.

    Be Persistent and Flexible. Asking once may not be enough. Ask as many times as you feel
     comfortable. If you find your current fundraising method is not working, try something else. For
     instance, if you’ve already tried an email campaign, why not hold an event? Try not to tie yourself to
     only one way of fundraising. And don’t forget to follow-up!

    Promote yourself and your team. Use Twitter, MySpace, Facebook, LinkedIn, your personal blog or
     webpage to get the word out. Create a newsletter and send it out to your contacts regularly to keep
     them up-to-date on your progress. Post signs at your workplace. Something as simple as a link to your
     fundraising page(s) in your personal or business email signature line, can be extremely effective.

    Have Fun!

                                                      8
Corporate Support

Many employers are happy to help employees with their fundraising efforts. Companies can either make one-
time donations or contribute through a Matching Gift program, whereby the company matches dollar-for-
dollar what an employee has raised in support of a registered charity. However, please note, that matching
gifts are not guaranteed and are normally submitted once all fundraising by the individual has been completed.
For these reasons, corporate matching gifts do not qualify as part of the minimum fundraising goal of a team.

Who to ask?
Speak to your HR department and ask them if your company matches funds raised by their employees or has a
program in place to donate a certain amount to the charitable causes supported by employees. Let them know
what you will be doing (hiking 100 kms of rugged trail in under 48 hours as a team of 4) and what you hope to
achieve (fundraising $2,500 or more to help support Oxfam Canada’s mission to build lasting solutions to global
poverty and injustice).

How to ask?
In person is usually an effective approach; however some companies prefer the formality of a written request –
either hardcopy or via email. If via email, don’t forget to include a link to your fundraising page. You can even
put together a proposal to show you are serious about asking for their support. Use the promotional material
on the website to help you. It makes sense to follow the same principle of any client or supplier that is looking
for their business or investment; you have to build a case for it. Once again, it’s just as important to follow-up
as it is to ask in the first place.

What you can offer?
You can offer to put your company's logo on your team page to publicize the fact that you are receiving
support from your organization. Everyone that visits your page will see the fact that they are helping you
achieve your team’s goals and making a difference at the same time.

How We Can Help?
We can supply information or any official documentation that your company may require detailing our
charitable status. We can also send you donor reports for your team confirming the total amount you have
raised and listing all your team’s donors. There are also a variety of materials available on our website –
including an Oxfam Canada powerpoint presentation, a short written description of Oxfam Trailwalker, a
donation request letter template, an event fact sheet, posters and official logos.

If you company does not currently have a matching gift program, we can help with that as well. If you, your
boss and/or your HR department would like more information about Oxfam Canada’s Matching Gift program,
please contact:
         Michelle Gentile, Donor Stewardship Officer
         416.535.2335 / 1.800.466.9326 ext. 3204
         michelleg@oxfam.ca




                                                        9
Offline Donations
When requesting donations face-to-face or at an event, record all pertinent information from each donor to
ensure that your fundraising totals reflect your hard work and that your donors receive the appropriate
recognition or documentation of their donation(s).

 Recording Offline donations

   It is important that you use our Offline Pledge Forms, available online at www.oxfam.ca/trailwalker.

   Please remember that only donations of $10 and above qualify for a charitable tax receipt. Donations of
   less than $10 only require a name if that person would like to be recognized on your fundraising page.

   For each donation of $10 or more, please record the following information: Sponsor/Donor’s first and last
   name, Sponsor/Donor’s address (including postal code), Phone number (or email), and Donation amount.

   You are responsible for ensuring that all information is recorded accurately and completely. Failure to do so
   may result in a delay in both an update to your fundraising total and processing of your donor’s tax receipt.

   Once you have your form completed, you can go online and enter all of your offline pledges, prior to
   submitting payment to Oxfam.

 Submitting Payment(s)
  You may submit payment for offline donations in one of three ways:
            1. By Credit Card. Once you have received all funds and entered your sponsor’s information
               online, you may use a credit card to cover the full amount of all funds.
            2. By Mail. Once you have received all funds, photocopy your pledge form for your records and
               send all money* to our office in Toronto (address below).
            3. In Person. Once you have received all funds, you can drop off your pledge form and all money,
               in a singular envelope, at our office in Toronto (address below), between 09:00 – 16:00. Please
               ensure your name and team name is on the front of the envelope. You will receive a
               confirmation slip for the drop-off.

* We recommend that you do not send cash or coins in the mail. If possible, please issue a cheque or money
order, payable to Oxfam Canada for the full amount.

Mailing and Drop-off Address:           Oxfam Trailwalker Canada - 2011
                                        410 Adelaide St West, Suite 210
                                        Toronto, ON M5V 1S8
                                        Attn: Cheryl Donahoe

Please note that processing time is contingent on completeness of forms and volume of pledges received.

If you require assistance with offline pledges, please contact Cheryl Donahoe at 416.535.2335 ext. 3203 or
email cheryld@oxfam.ca.


                                                      10
We hope this guide is helpful and that you now have the tools to raise as much funds
                                     as possible!




   If you have thoughts, questions, or concerns, please give us a call at,
                416.535.2335 OR 1.800.466.9326 ext. 4500
                   or email info@oxfamtrailwalker.ca.



                    Good luck in your fundraising!

        Have fun and we’ll see you in July on the Trail!




                                         11

				
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