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					Student Organizations:
Fundraising Fundamentals and Processes
    presented by

   Marina Tan Harper, Director, Development Office

    20 September 2007

• Procedure to handle donations
• Stewardship
• Getting a new donor
Procedure to Handle Donations
Procedure to Handle Donations
       >> Procedures for Students’ Fundraising

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
Procedure to Handle Donations

  What you miss, if donation handling procedure not
• NTU not able to obtain 1:1 matching grant from government – “free

• Donor does not get double tax deduction

• Donor does not get recognised (listed) in NTU Annual Report or
  Honour Roll of Donors
Stewardship – Continuing the

          Thank You!
           Thank You!
          Thank You!
          Thank You!
Stewardship – Continuing the
• Saying thanks and showing gratitude/ interest
   – Letter/ handwritten note to thank donor, telephone call, face to
   – 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
Stewardship – Continuing the
• 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
Getting a New Donor

 Prospect   Cultivate   Ask
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/
   – Companies whose sponsorship policy matches what you are
     looking for/ the benefits you can offer
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
Getting a New Donor

• Already cultivated – your alumni
   – Keep a contact list of past members
   – Maintain relationships
Getting a New Donor – Writing a
Funding Proposal
1. Cover letter/ letter of inquiry
2. Project overview
    – What, where, when
3. Need Statement
    – Not your need, but the macro needs of the
4. Proposed Solution
    – What you intend to do to address the need
5. 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
Getting a New Donor – Writing a
Funding Proposal
6. History of the project (if appropriate)
7. Parties carrying out the project (if appropriate)
     – If specialists/ experts are involved, include
        relevant qualifications
8. Event promotions (if appropriate)
9. Sponsor benefits (if appropriate)
10. 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
11. Funding level and what is requested of the
Importance of Co-ordinated
• 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 ( from DO of the project/
     event, amount of donation asked for

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