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Fundraising - Health Occupations Students of America

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Fundraising - Health Occupations Students of America Powered By Docstoc
					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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