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Indiana HOSA FUNDRAISING SOLUTIONS The ways and means of the HOSA organization often include fundraising in order to meet financial obligations. With careful planning and a little creativity, fundraising can be fun and painless. This section contains: Fundraising Checklist Fundraising Ideas Financing Chapter Activities Indiana HOSA FUNDRAISING CHECKLIST Date to be Task Date Date Comments Done Started Completed 1. Organize a committee 2. Develop a Plan of Work 3. Brainstorm/consider projects 4. List possible dates 5. Make final project selections 6. Get approval for projects 7. Check on availability of facilities and personnel 8. Finalize date 9. Reserve facilities/arrange for product or program 10. Set up plan of action 11. Recruit and assign personnel 12. List needed supplies 13. Place orders for materials 14. Evaluate progress - reorganize as necessary 15. Make necessary charts and signs 16. Hold training session 17. Perform final check of materials, personnel, etc. 18. HAVE A SUCCESSFUL FUNDRAISING ACTIVITY 19. Clean up and return equipment 20. Follow up with written report, thank you's Indiana HOSA CHAPTER FUNDRAISING IDEAS The most popular form of fundraising in HOSA is SELLING! What sells? Candy is #1. Chapters have also been successful with: Donut Sales Car Washes Bake Sales Raffles Christmas Item Sales Candygrams Fruit Sales Tom Watt Showcase Sales Some other ideas include: Glamour Shots Arrange for a photography studio to set up on campus to do make- overs and photographs. Blood Pressures Set up a HOSA display and take blood pressures for donations. Other health screening can be done also such as height and weight, vision screening, etc. Yard Sale This one is especially popular with postsecondary chapters! Have HOSA members bring items from home that they are willing to part with and have a yard sale in the school parking lot, somewhere downtown, etc. Talent Show Sponsor a talent show with the proceeds going to your HOSA chapter. HOSA Booster Club Chapters who are limited with fundraising by school rules may want to consider establishing a HOSA Booster Club. Club members include parents of HOSA members and health care professionals. They plan and sponsor fundraising events with the help of chapter members. Since the Booster Club is the sponsor and not the chapter itself, this method of fundraising can be less time-consuming for the HOSA advisor and not in violation of school fundraising policies. Health Occupations Students of America Financing Chapter Activities WHAT ABOUT MONEY? The justification for a HOSA chapter to raise funds is for carrying out activities of the approved Program of Work. A fund raising project is simply a means of creating sufficient resources to enable students to participate and accomplish their goals. Fundraising activities should not be conducted simply to raise money. Fund raising in an educational setting may bring the activity into question if the purpose is to raise money only. Chapter members, officers and advisor should be prepared to explain to program and school leaders how the fund raising project will achieve the mission and goals of the HOSA chapter. Few activities in HOSA are more misunderstood and abused than fundraising. While many chapter advisors see the need to raise money to conduct chapter activities, the significant learning outcomes that can be derived from the fund raising activity itself must be clearly understood. Most school administrators do not view fund raising as a learning activity and are especially concerned when several organizations are conducting fund raising projects during the same period of the school year. Excessive fund raisers has caused school boards and community leaders to question the manner in which school is handling its normal tax revenue. * Many schools and Boards of Education have policies in place that govern fundraising. The HOSA advisor must be aware of and adhere to local school policies that relate to holding fundraising activities. DEVELOPING A CHAPTER BUDGET A HOSA chapter advisor is provided a unique experience to teach a critical life skill. The chapter budgeting process can help students learn how to develop a personal financial plan. It is a valuable lesson for members to learn: "If you don't have the money, you can't buy it!" Through HOSA, members can learn to make critical choices between alternative activities based on available funds. The following steps will prove helpful in developing a chapter budget: Step One: Prepare for Committee Planning Meetings Before the various committees meet to select chapter activities for the year, the chapter advisor should work closely with chapter officers to identify the funds that are available and the approximate cost of alternative chapter activities. Each goals committee will be expected to identify and select activities that will achieve the chapter's goals. Step Two: Brainstorm Alternative Activities As chapter committees begin to narrow down a list of alternative activities, the chapter leaders, with support from the chapter advisor, can be helpful by providing costs for the possible activities. Cost should be considered by a committee or chapter in assessing the appropriateness of an activity. Step Three: Cost Alternative Activities As the committees identify alternative activities, the advisor should work closely with committee chairpersons to complete the financial management sheet by providing the projected cost for each activity. Step Four: Project Revenue Requirement As committees select activities and assign costs, they are projecting revenue needed to implement the chapter Program of Work. Step Five: Establish Overall Activity Costs The officer, committee chairpersons and advisor should review the list of activities and calculate the overall activity costs proposed to the chapter. Step Six: Identify Additional Costs The Officers should identify those costs that are essential to the normal operation of a well-organized chapter. Step Seven: Develop a Projected Chapter Budget By comparing projected expenses with current bank deposits, the chapter can determine the amount of new funds needed to implement the chapter Program of Work. The difference represents the amount of money to be raised if the budget is adopted by the membership. Step Eight: Prepare a Budget The treasurer (in close communication with other officers and chapter advisor) should prepare a yearly budget based upon the activities selected to present to the membership for consideration. Step Nine: Secure Membership Approval of the Proposed Budget The Officers should present the proposed budget to the membership after each committee has presented its suggested activities. It is vitally important that the membership endorse the chapter activities plan and commit itself to raising the necessary funds to fully implement the selected activities. Step Ten: Conducting the Fund Raising Projects The projected budget is only useful if the fund raising projects are successful. The chapter Program of Work can only be implemented if sufficient funds are raised by a motivated membership. Fund Raising is a Learning Experience There are several learning outcomes that can be attributed to participation in a fund raising project. In a successful project, members will learn to: 1. Organize their time - individually and as a "team." 2. Establish fund raising goals and identify methods to achieve those goals. 3. Work as a member of a team and achieve mutually agreed upon team goals. 4. Use basic accounting procedures. 5. Communicate with others. 6. Create and organize creative thoughts into a logical set of activities. 7. Motivate themselves and others. 8. Manage inventories of products and people. Selecting the Fund Raising Activity As the Advisor, you should direct the chapter officers to determine ways and means of financing chapter activities. Many chapters prefer, either by choice or because of local school policy, to pay local fees rather than participate in fundraising. If the chapter does prefer to hold a fundraising activity, then it is important for all chapter members to understand the amount of funds needed. Members should help determine the type of fund raising activities that might be most appropriate. It is suggested that a list of the “Fundraising 20-Questions” like those that follow be answered by chapter members as a tool to select the service or product which the chapter will use to raise funds. Fundraising 20-Questions 1. Is the service or product consistent with the image, mission and goals of HOSA? 2. Does the service or product provide adequate opportunity to raise the needed funds? Will the profit projection be adequate for the number of items to be sold and will it result in the amount of money needed to finance the chapter activities? 3. What pitfalls are possible in selecting a fund raising project, e.g. a dance in which the payment for the band could be larger than the ticket sales? 4. Does the activity stay within school guidelines and city ordinances? 5. Is there an ample supply of products from the fund raising company? 6. Is there an opportunity for the chapter to return unsold items for full credit? This should be carefully studied as some companies do not allow products to be returned. 7. Will the proposed audience buy the selected product or service? 8. If the product is available on the retail market, is it priced competitively for the fund raising effort? 9. Is the product or service of interest to the members? Will the members get excited and participate in the fund raising project? 10. Does the product or service coincide with a compatible time on the school or community calendars? 11. Will the activity include all chapter members? 12. Will the activity cause conflict with another organization in your school and/or community? 13. Will the activity be "fun" and enjoyable for members? 14. Will members learn something about health careers by being involved in this project? 15. Will the project provide opportunities for members to work with other student organizations? 16. Will there be sufficient time to plan and implement the project? 17. What are the potential problems with this project? 18. Have other organizations used this project to raise money? 19. Have other organizations used this project successfully? 20. Would it be detrimental to HOSA for the chapter to conduct this project? Sales Guidelines Guidelines are important, not only for the success of the fund raising project, but also because members are more comfortable when they understand they are all governed by the same rules. These guidelines might also be sent with the parent letter. It is recommended that a copy be sent to the school administration in case questions arise by any parents, school officials or students. 1. On launch day, no student may check out more than twenty-four (24) products. Members may not check out more than twice as many items as money turned in. For the Friday check out, members may check out four times as many items as money turned in. 2. All monies or products are to be returned upon request or no later than three days after conclusion of the sale. After this date, those not turning in items are subject to advisor-member, and/or advisor-parent conferences to resolve any problems which arise unexpectedly. 3. No members may swap or transfer products among themselves. Members involved shall be held responsible for such actions. 4. All prizes are subject to the terms of the sale. Quantity prizes are not awarded to any member whose sales records do not balance. 5. All sales activities are subject to the policies of the school district and city ordinances. 6. All products checked out are the responsibility of the member. Theft or loss do not absolve the student of product responsibility. 7. All monies derived from sales are to be turned in the first class session after being collected. 8. Members who have products checked out that they cannot sell should turn them back immediately. 9. Members must turn in all money that is due before checking out more products. 10. No fund raising products are to be sold at a place of employment, without first getting approval of the manager or owner. 11. Members should determine where and what times they will be selling the products and notify their family of that information. Fundraising Prizes Incentive is a vital aspect of any activity but especially fundraising projects. The incentives, however, should not be so costly that the prizes endanger the goal of raising enough revenue to finance the chapter activities plan. The following questions should be addressed in developing an incentive program. 1. How much should be spent on prizes? An accepted rule of thumb is 10 percent of the projected retail sales figure, i.e., $1,800 anticipated sales would allow $180 to be allocated for prizes. 2. What prizes work best? Set up a committee to select prizes that would "turn on" members. 3. Where are prizes acquired? Check with the fundraising company who should have some prizes for building profitable sales volume. Local merchants may provide a discount or donate some items as their contribution to the fundraiser if contacted. 4. How should you determine the number of prizes? It is recommended that one daily prize times the number of days for the sales project plus three major prizes for first, second and third best sales people. One prize for each day Top three sales people in each class are allowed to place their name in the drawing. At the end of the day, a name will be drawn and the prize awarded. First, Second, Third Place Sales People At the end of the sales period, present major prizes for the top three sales people. The prizes should be significant to motivate members for future sales projects. This prize structure rewards members for daily sales and encourages members to turn in money daily. This approach also keeps from discouraging those members that have little opportunity to win the best sales people awards. Lastly, it recognizes those members who sold the most products. Be sure to ask for donated prizes. Avoid spending profits on prizes. FUNDRAISING: PROJECT MANAGEMENT GUIDELINES 1. Only the chapter president (in concert with the chapter advisor) should accept and sign for products. Check the cases received against the shipping order. SUGGESTION: Write any discrepancies on the shipping order and have the driver confirm your finding. 2. Place products in a secure place that can be locked and to which access can be controlled. 3. Have each class pick one person to handle collection of money and distribution of products. The class chairpersons should be identified before the sales project begins so that they can be properly instructed on using any forms and procedures. 4. Check out a certain volume of products to the chairperson each day and have him or her check in those items not taken by members. (A quick look at the check out record will balance the inventory each period). Clarify check-out procedures. The first or last two to three minutes of each class period could be set aside for check-outs. 5. The chairperson should be encouraged to come to class as early as possible. It is during this time (prior to beginning instruction) that members can turn in money and return products. 6. A deposit slip should be filled out after each class and daily deposits made with the school office. IT IS NEVER ADVISABLE TO KEEP MONEY OVERNIGHT. 7. A spot check of inventory should be conducted daily. A major inventory should be held at the end of each week. Any discrepancy should be checked out immediately rather than waiting to the end of the fund raiser. 8. As items are depleted and the collection of money increases, special attention should be given to the number of items held by various members. Encourage members with a large number of products and very little money turned in to return their products. You should discourage members exchanging items to avoid future complications. 9. Any disputes arising between the chairperson and a member should be handled quickly and quietly by the president or chapter advisor. 10. Three days prior to the conclusion of the sales project, have all members return their sale items. Then check out the remaining products for a final sales campaign. This will spread the remaining products among all members and deplete the inventory. 11. At the conclusion of the sale, allow members only three days to settle their accounts. Members should either return unsold products or turn in money. Sample Fundraising Activities Sponsor a Powder-Puff football game (raise money by nominating “kings,” the king with the most money is crowned). Penny War (Put change jars out for each class, penny’s and dollars are positive points, “silver” is negative points. So each class tries to stuff “silver” into the other jars to subtract from the total and win. Take Blood Pressures at an athletic event and accept donations. Sell candy bars/gum/snacks Sell Lollipops Sell logo T-Shirts Sell school spirit items Homecoming fair booth Seasonal Sales: -Halloween decorated cookies -Holiday wrapping paper -Valentines roses -Spring Decorated eggs -Prom flowers Student/Parent dinners Concessions for assemblies/sports Sponsor an assembly program Faculty breakfast/lunch Discount cards for Athletic Events Faculty Car Wash Pie sales Coupon books Reindeer greetings Sponsor a talent show Magazine sales Raffle something donated from a business Pass the hat (or bedpan) at a football game, basketball game, etc.
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