CNH KIWIN’S
FUNDRAISING MANUAL R
C O N TEN TS Part 1: Pre-Fundraiser
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Year Timeline What Can You Fundraise For? Audience Splitting Profits District Fundraising Goals Solicitation Letters Useful Forms Publicity
Part 2: Fundraiser
Handling Money Small Fundraisers Medium Fundraisers Large Fundraisers Working with Your School
Part 3: Post-Fundraiser Review and Assess Follow Up Communication How to Donate
I N TR O Hello CNH KIWIN’S Officers! Welcome to the Finance and Fundraising Committee’s second publication: the CNH KIWIN’S Fundraising Manual! We hope that your term has gotten off to a great start, and promise that this publication will help you elevate your club to the next level this year! Key Club International is built upon the idea of service; after all, we always introduce ourselves to prospective members as “the largest student-led high school service organization in the world.” Our clubs work tirelessly for their communities and aid locally wherever possible. Members attend service events every weekend helping your community organizations do impactful work. Fundraising is just as impactful and relevant to our Key Club core values as volunteering in your community. Events for charity aid communities just like yours across the world, and members can attend these events, leaving knowing they’ve impacted someone’s life greatly. What community service does on the local level, charitable fundraising can do on the international stage. So, whether you’re supporting our Governor’s Project Make-A-Wish, our Minor Emphasis PTP, or one of our other preferred charities, know that you’re doing good work to help communities everywhere. Thank you for reading this manual to help better our organization and the member experience!
Happy Planning! The CNH KIWIN’S Finance and Fundraising Committee
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PR EFUN DR A I S ER
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YE AR TI M E L I N E PLAN OUT YOUR
YEAR’S FUNDRAISERS! It’s really important to have a year timeline for your club’s fundraising events. This will allow you to strategically place your fundraisers and make sure you don’t overwhelm or deprive your members!
FUNDRAISERS ARE LIKE A RIVER When there’s a consistent, steady, reasonable flow, eveyone is happy. If there’s too much in a short period, your members wash away; if there’s not enough, the club experiences a drought and prices rise too high (for Fall Rally and DCON!)
EXAMPLE TIMELINE We are going to have the board and members make pastries to sell after semester final exams. Because it’s open to the public, half of proceeds will go to the Governor’s Project Make-A-Wish, and the other half will go to Fall Rally bus fees.
AUGUST: KIWIN’S SOCIAL To give new Club Rush members an idea of what KIWIN’S is like, we want to host a fun mixer event. Admission will be $2 and because this event is for KIWIN’S members only, all profits will go to club funds to help subsidize dues.
NOVEMBER: CHIPOTLE
Before Fall Rally, we want to capitalize on our member’s excitement and host a restuarant fundraiser. All funds will go to PTP in the spirit of Fall Rally
DECEMBER: HOLIDAY GRAMS
For the holidays, we are going to make holiday candy grams to alllow students to send good messages to one another! Because it’s open to non-members, and in the spirit of giving, all proceeds will go to the Make-A-Wish foundation
JANUARY: KRISPY KREME
As a treat for the end of the first semester, KIWIN’S members can purchase Krispy Kreme doughnuts to give to family and friends (and some for themselves). Because only KIWIN’S members can purchase, all money will be going to loweing DCON costs
MARCH: FLOWER SALES
It’s springtime! We are going to sell flowers to local neighborhoods and classmates as a seasonal fundraiser. Because we’re selling to non-KIWIN’S members, half of our money is going to PTP and the other half to DCON Fees.
DCON 2018
DCON 2017
JUNE: PTP BAKE SALE
PLANNING GOALS
Aim for fundraisers at least every other month! That way you always have an event for your TRA but you aren’t flooding members. Diversify your fundraisers! Make fun and engaging events
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WHAT ORGANIZATIONS
SHOULD I SUPPORT?
Key Club International and our CNH KIWIN’S District support a variety of organizations. Fundraise for these causes at your next event! We strongly suggest focusing on the three initiatives below, and using the organizations on the following page as alternatives.
GOVERNOR’S PROJECT “Granting wishes to kids with life-threatening medical conditions gives them more than an amazing experience. A wish come true has the power to make kids feel stronger, more courageous, and more determined to overcome their illnesses. A combined 89 percent of doctors, nurses and health professionals surveyed say they believe a wish experience can influence wish kids' physical health.” Donate to the foundation to help fufil children’s dreams! (Make-A-Wish Foundation Website)
MAJOR EMPAHSIS CNH KIWIN’S Major Emphasis is Live2Learn, a CNH Kiwanis service initiative to improve children’s literary skills across the world. Working with children ages 5-9, CNH KIWIN’S clubs can conduct service projects to better educational environments from the local to international stages!Members can work with their sponsoring Kiwanis clubs to read to children, help at school events, and more! Because this is a service initiative without a money component, all Live2Learn fundraisers should finance future Live2Learn servicce projects. For example, if you are making a school supplies pack for underprivledged children, a Live2Learn fundraiser can fund the purchase of those supplies.
MINOR EMPAHSIS
Pediatric Trauma Program
Established in 1992, Pediatric Trauma Program (PTP) is a main focus of KIWIN'S in conjunction with Cal-Nev-Ha Kiwanis. This program protects kids 0-19 from motor vehicle accidents, physical abuse, drowning accidents, falls, and animal bites, making it the leading cause of death of children in the United States. Every year it results in sixteen million emergency visits and twenty thousand deaths. To prevent these accidents, KIWIN'S has focused on fighting Pediatric Trauma through raising funds and by increasing general awareness through education.
VISION PARTNER YOU CANNOT FUNDRAISE FOR THIS ORGANIZATION Vision Partner Nickelodeon inspires kids to take action and make a difference in the world. Through the Big Help and Worldwide Day of Play initiatives, kids and adults work together to plan events and activities in the following areas: health & wellness, education, service and the environment.
COSPONSOR YOU CANNOT FUNDRAISE FOR THIS ORGANIZATION Rustic Pathways has 30 years of experience leading exceptional international education and service programs for students. With over 130 programs in 20 countries, Rustic Pathways is the global leader in its field. Rustic Pathways has partnered with Key Club to provide its members with the opportunity to broaden their global perspective while performing service projects in international communities.
PREFERRED CHARITY Children’s Miracle Network Hospitals is a nonprofit organization that raises money to benefit hospitalized kids while increasing awareness of its member hospitals. All CMN Hospitals contributions directly benefit hospitals, helping to purchase up-to-date equipment, train staff, conduct life-saving research, implement outreach programs and provide health care for children whose parents can’t afford to pay. Key Club helps support over 170 CMN Hospitals.
PREFERRED CHARITY The mission of the March of Dimes is to improve the health of babies by preventing birth defects, premature birth, and infant mortality. March of Dimes was founded by our 32nd President, Franklin D. Roosevelt, in the fight against polio. After the discovery of the polio vaccine, March of Dimes focused their efforts to improve the health of babies and has been successful with the help and enthusiasm of many grassroots volunteers. Participate in their signature event March for Babies or have your own event!
PREFERRED CHARITY UNICEF, the only organization of the United Nations dedicated exclusively to children, works with other United Nations bodies, governments and non-governmental organizations to assist in children’s needs through community-based services in primary health care, basic education, and safe water and sanitation in more than 150 developing countries. Participate in Trick-or-Treat for Unicef this Halloween! Unicef and Kiwanis also sponsor the ELIMINATE Project, another initiative to donate to!
SERVICE PARTNER Since 2014, Key Club International has been partnering with the Thirst Project during the Month of March to participate in the "Dirty Little Secret" campaign. In March, and for all of World Water Day with the help of Key Club International, the Thirst Project is telling the world's biggest dirty little secret - 748 Million people on our planet do not have access to safe, clean drinking water. A little bit can go a long way: $0.50 can provide clean drinking water for someone for a year, and $25 can give clean water for a lifetime.
A UD IE N CE ASK YOURSELF
QUESTIONS
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PUBLIC OR MEMBERS ONLY? Are you targeting anyone that’s willing to give money (ie. a bake sale) or just your current members? Remember that this affects what you can fundraise for (Check bottom of next page!)
NEW OR OLD MEMBERS? What time of year is your event? If you’re around club rush, you might want to plan a more introductory event (ie. KIWIN’S social) instead of a less personal event for older members (ie. restaurant fundraiser).
WHAT ARE YOU SUPPORTING? You can work backwards too! If your fundraiser is for club funds, then you might want to lean towards a more member-driven event. If you’re doing it for charity , then you may want to include the public!
Knowing who you are targeting is the first step in planning the event itself. Once you've determined your target audience, then the type of event, size, theme, budget, and venue options will fall into place!
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AUDIENCE TARGET YOUR AUDIENCE’S
INTERESTS GENERAL PUBLIC Because these are likely adults who haven’t head of CNH KIWIN’S before, it’s important to represent us well! Aim for events like bake sales, raffle ticket sales, restaurant fundraisers, etc. and always support charity.
NEW MEMBERS/STUDENTS If you’re targeting students that aren’t familiar with KIWIN’S, make a fundraiser that promotes socialization. Team olympics, bowling tournaments, or a KIWIN’S dance are appealing to all students. For new members, have a social so new and old members can interact and bond!
RETURNING MEMBERS If your event is targeting established members, then events like merchandise sales, spirit days, or other KIWIN’S-themed events will appeal to these members. Since the event is open to only members, you can fundraise for club funds and use the idea of lower Fall Rally/DCON costs as incentive.
REMEMBER! PUBLIC FUNDRAISERS:
All profit must go to charity. A public fundraiser is defined as an event where someone not in KIWIN’S (students, adults, anyone) can donate/participate. This rule is very important because we want to work selflessly for the public as a non-profit organization.
MEMBER - EXCLUSIVE FUNDRAISER: Money can go to club funds, charity, whatever! This is when ONLY MEMBERS & their families can donate.
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S P L ITT I N G $ $ $ Some frequently asked questions are, “What should I fundraise for?” and, “How much I should fundraise for each charity?” Although how much you fundraise is completely up to you, we reccomend that your club balance should be split into thirds:
PEDIATRIC
TRAUMA PROGRAM
MAKE-A-WISH (Governor’s Project)
(Minor Emphasis)
CLUB FUNDS
(Fall Rally, DCON, General Funds, anything for the club)
It's good to keep the funds for each category equal because they are all equally important! Help us reach our fundraising goals for the year!
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GO A L S HELP WORK TOWARDS OUR
DISTRICT GOALS $20 PER MEMBER MAKE-A-WISH
$20,000 PEDIATRIC TRAUMA PROGRAM
$27,000
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SOLICITATION WANT TO WORK WITH
BUSINESSES? Whether you’re planning a restuarant fundraiser or seeking donors for an event, solicitation letters are necessary to work with businesses! A proper sponsorship letter can make the difference between a sponsorship or rejection. Your proposal must be compelling or the company may not consider you.
4 THINGS TO SAY/DO WHAT IS ALL OF THIS?
Always state: your name and position, school, what KIWIN’S is,where the funds are going, and your sponsoring Kiwanis Club When you’re contacting a company, explain yourself! Make sure to say why you want to fundraise with their company. Be professional and represent us well!
WHAT’S IN IT FOR THEM?
Clearly state the benefits the sponsor receives from working with you! Displaying an advertising banner, anouncing the sponsor at the event, or adding the company’s logo to your advertising are all examples of benefits you could offer the donor (for your independently organized event).
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CONT’D DON’T OVERLOOK SMALL BUSINESSES! They may be willing to give, too. Local businesses often see an advantage in remaining connected to their communities and like to help organizations that better their home town!
APPROACH THE RIGHT PERSON!
Find the right person to approach in the company. For most businesses you speak to the owner, but some businesses have a designated publicity chair. For restuarant fundraisers, follow the instructions of their fundraising programs!
SAMPLES!
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F OR MS Before hosting an event, make sure you have a few forms filled out! These don’t apply to all events, but are good to know about in case a future event needs it.
EVENT REQUEST FORM bit.ly/cnhkiwinserf If an event is open to members outside your own club (ie. interclub, interdivision, etc.) then fill this form out three weeks prior to the event!
CNH KIWIN’S MEDICAL FORM http://bit.ly/cnhkiwinsmedical For overnight events and day events, make sure your members fill out the form so they’re insured! It’s also for all district events!
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P U B L I CI T Y SPREAD THE
WORD! POST ON SOCIAL MEDIA! EVENT!
FACEBOOK, TWITTER, AND INSTAGRAM ARE YOUR FRIENDS! CREATE A DIGITAL FLYER AND POST IT EVERYWHERE.
USE THE SCHOOL NEWS!
IF YOUR SCHOOL HAS THEM, USE THEIR MORNING ANNOUNCEMENTS, VIDEO ANNOUNCEMENTS, OR WEBSITE!
GET THE FLYERS & POSTERS! PUT THEM UP AT SCHOOL, GIVE THEM TO TEACHERS TO ADVERTISE. EVEN HAND THEM TO PEOPLE! GET THE WORD OUT!
WORD OF MOUTH TOO! TELL ALL YOUR FRIENDS! TELL YOUR TEACHERS! TELL ANYONE AND EVERYONE, YOU NEVER KNOW WHO WILL COME BY TO SUPPORT.
! !!!!!
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F U NDR A I S ER
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HANDLING $$$ 5 TIPS FOR HANDLING
MONEY! ENVELOPE ALL THE THINGS!
IN ORDER TO KEEP ALL YOUR MONEY IN CHECK DURING A HECTIC FUNDRAISER, PUT THEM IN SEPERATE ENVELOPES AND LABEL THEM!
INVEST IN A CLUB CASH BOX
IF YOUR CLUB HASN’T ALREADY, IT’S GOOD TO HAVE YOUR OWN CLUB CASH BOX TO ACCEPT AND RETURN MONEY TO CUSTOMERS!
WRITE IN A RECEIPT BOOK! IN KIWIN’S, THERE ARE A LOT OF TRANSACTIONS. KEEP TRACK OF MEMBERS’ PURCHASES WITH A RECEIPT BOOK!
NEED HELP? ASK AN ADVISOR
SOME SCHOOLS’ POLICIES REQUIRE AN ADVISOR TO BE IN POSSESION OF LOOSE FUNDRAISER MONEY AT ALL TIMES. CHECK WITH YOUR SCHOOL’S GUIDELINES FIRST!
MAKE SURE TO TAKE A BREATHER DURING FUNDRAISERS, THE EASIEST TIME TO LOSE MONEY IS WHEN YOU’RE BLINDED BY STRESS. TAKE A WELL DESERVED REST BREAK :)
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SMALL EVENTS HERE ARE A FEW EXAMPLES TO GET YOU STARTED!
FLYER FUNDRAISERS LOCATION: Any restaurant or place willing to have a fundraiser (ice cream, pizza, trampoline park) $ MATERIALS: A printer and some paper! PROCESS: 1. Select a place of interest 2. Contact the place via email or phone. 3. Select a date and time. 4. Create a flyer! Make sure it includes: location, time, place, and proceed recipient. 5. Advertise on social media! Bring copies of the flyers to DCM’s to pass them out. 6. Have at least one board member present on day of fundraiser
CHIPS
CONCESSIONS
LOCATION: A large school event or KIWIN’S event, school sports game $ MATERIALS: Items you will be selling (soda, brownies, flowers, bracelets), tables, spare change, canopy (optional) PROCESS: 1. Select an upcoming event that may need concessions! 2. Contact the coordinator of the event. Make sure to tell them what you’re planning to sell. 3. Start purchasing materials for the event. 4. Arrive at the event early to set up. 5. Sell your heart out!
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CO N T’ D DON’T LIKE THESE? HERE’S A FEW MORE!
BAKE SALE CAR WASH RECYCLING DRIVE SCAVENGER HUNT
BINGO FOOD SALES
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MEDIUM EVENTS THESE ARE A FEW GOOD MID-SIZE FUNDRAISERS!
KIWIN’S
MERCHANDISE
LOCATION: School, DCM, Fall Rally, DCON, etc. $ MATERIALS: Spare change and merchandise! PROCESS: 1. Discuss items that you could sell with board. 2. Research potential manufacturers 3. Have members create and submit their own designs! 4. Once done, customize the item with the winning design. 5. Create a preorder price and have a Google Form! 6. Purchase! 7. Distribute items and sell remaining items at regular cost.
YARD SALE LOCATION: House or neighborhood
$ MATERIALS: Donated clothes and items, tables, posters,
spare change, etc. PROCESS: 1. Settle on a location close to a foot traffic-heavy area. 2. Choose an appropriate date and time (ie. weekends). 3. Ask members and board to bring donations. 4. Have volunteers arrive early to help set up for the event. Price items appropriately (usually $0.50 - $2.00 an item) 5. Have volunteers use posters and signs to bring people in 6. Sell your heart out for charity!
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CO N T’ D REALLY? YOU DON’T LIKE THESE?
HERE’S A FEW MORE!
PENNY DRIVE ICE SKATING GAME TOURNEY RAFFLE
KARAOKE NIGHT HOLIDAY GRAMS
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LARGE EVENTS THESE COULD BE YOUR CLUB’S FLAGSHIP EVENT!
SPORTS TOURNEY LOCATION: Any open space (depending on the sport) $ MATERIALS: balls, water, snacks, cooler, table, prize (medals/trophies), referees TIPS: 1. Start planning at least a month in advance 2. Make a Google Sign Up sheet & Facebook Event 3. Put awards/prizes as incentives for winning 4. Contact teams to make sure that they don’t drop out. 5. PLAYERS MUST FILL OUT MEDICAL RELEASES. 6. Make sure to use an ERF and have chaperones! 7. Have board members help bring supplies to event.
DANCE
ADMIT ONE
ADMIT ONE
LOCATION: indoor or outdoor open area with outlets $ MATERIALS: DJ, sound equipment, tables, a photographer, water, cups, wristbands, decorative lights and backdrop TIPS: 1. Fill out an ERF 2. Find a venue for the dance 3. Make a Facebook event + Google Sign-Up Sheet 4. Determine an affordable admission fee ($5-$10) 5. Assign board members to help bring materials 6. Find a DJ for the event (make a song request form?) 7. Make a decorative backdrop for people to take pictures 8. Find a photographer willing to take pictures of people
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CO N T’ D
NOT A FAN? HERE’S A FEW MORE!
CONCERT PARK MOVIE PANCAKE B-FAST 5K or 10K RUN
CARNIVAL BANQUET
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WORK WITH WANT TO WORK WITH
YOUR SCHOOL? Do you want to host a fundraiser that takes place on your school campus? A dance? A food sale? If this is the case, it’s incredibly important to follow these guidelines if you want to develop a healthy club-school relationship to help with future events.
5 THINGS TO DO! CHECK WITH YOUR ADVISOR
-Get their honest opinion on your idea. See if they can make any improvements. That’s what your advisors are for! They help address issues that your board hadn’t thought about. Your advisor likely has a lot of experiene dealing with school officials, so they will be a good source of ethos for your organization.
CHECK WITH STUDENT GOV.
See if your school has any specific restrictions or rules having to do with fundraisers. Ensure your fundraiser does not cross any of these rules!
Work
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with
yourASB
to
find
a
good
set
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rules.
YOUR SCHOOL CHECK WITH YOUR PRINCIPAL
School officials have a lot of work on your hands, and that last thing you want to do is cause them more work than necessary. Work several weeks in advance of the event.
FILL OUT NECESSARY PAPERWORK! It’s there for a reason! Go through the traditional process to not cause any ruckus for your club or your school.
PUBLICIZE THE EVENT!
Post posters around school, post on social media, ask teachers to post it in their classrooms, etc... There are a plethora of publicity options! As always, check with your school rules to make sure your publicity tactics are 100% school legal!
FOLLOW THESE 5 RULES FOR GUARANTEED SUCCESS!
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P OS T FU NDR A I S ER
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RE V I E W WHEN THE FUNDRAISER STOPS
COUNT
YOUR MONEY IMPORTANT TIP
Don’t wait a few days to count and deposit, the sooner you do this the less likely you will encounter issues.
AFTER, YOU SHOULD: Assess if there is any reimburstments or payments that need to go through from the money raised from the fundraiser.
LATER... Review your earnings and strategy. Use your experience to figure out a better strategy for next time. Learning from experience is extremely important as a treasurer; use your work to make you future work better!
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F OLLOW - UP DID YOU WORK WITH OTHER
ORGANIZATIONS? When you plan an event with another organization with a flyer fundraiser, donations, or other, it’s important to update them on the results of your fundaiser and thank them for their participation Always send a follow-up email saying thank you! This is one of the biggest factors for sponsor retention. Many companies appreciate exceptional communication, so the lack of communication is a major reason why companies stop sponsoring. Although, there are many other reasons you should follow up after an event such as retaining and expanding upon your relationship with the company. Make sure you also gather information and feedback and share your results. Donors usually expect an email but a phone call or a handwritten letter is a pleasant surprise. You can usually create a donor survey beforehand and send it out the day after the fundraiser along with your thank you email to the donor. In order to repeat success, you need to know what went well and what went wrong so that you can correct your mistakes.
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H OW TO D ON A T E
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HOW TO DONATE TO
MAKE-A-WISH RAISE MONEY! Deposit your funds into your club bank account, school bookkeeper, or Kiwanis bank account. Each Division has their own procedure, so check with your Lieutenant Governor or Regional Advisor before sending money. Give money to the Divisional officer that your Lt.G or R.A. directed you towards.
IMPORTANT DON’T DONATE DIRECTLY TO MAKE-A-WISH. FOLLOW THIS SPECIFIC PROCEDURE
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HOW TO DONATE TO
PTP RAISE MONEY!
Deposit your funds into your club bank account, school bookkeeper, or Kiwanis bank account. Write a check: DATE PAY TO THE ORDER OF
C AL - N E V - H A K I W I N ’ S ON E H U N D RED T H O U S A N D D O L L A R S
M EM O
1/1/2018
$
100,000
DOLLARS
PTP DONATION [SCHOOL] [DIVISION]
Put the check in an envelope and mail : [School] [Division] 1234 Street Name
[City], CA [Zip Code]
Cal-Nev-Ha KIWIN’S
Pediatric Trauma Program 8630 Red Oak Street #201 Rancho Cucamonga, CA 91730
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HOW TO DONATE TO
ELIMINATE RAISE MONEY! Deposit your funds into your club bank account, school bookkeeper, or Kiwanis bank account. Write a check: DATE PAY TO THE ORDER OF Make sure you know your club’s Key Club Number. If you don’t know, look on your MUC!
C AL - N E V - H A K I W I N ’ S ON E H U N D RED T H O U S A N D D O L L A R S
1/1/2018
$
100,000
DOLLARS
M EM O PROJECT ELIMINATE CLUB #___ KIWIN’S
Put the check and filled out Kiwanis Family Giving form (bit.ly/eliminateform) in an envelope and mail : _______School KIWIN’S Club ____ _______ Division, Region #______ 1234 Street Name [City], CA [Zip Code]
The ELIMINATE Project: Campaign Office
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Kiwanis International Foundation 3636 Woodview Trace Indianapolis, IN 46268 USA
LIVE 2 LEARN
YOU CANNOT DONATE
TO LIVE2LEARN
If you have a Live2Learn fundraiser, your money must go towards facilitating a service event (ie. fundraising to purchase books to read to children)
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OTHER PREFERRED
CHARITIES KEY CLUB INTERNATIONAL DOES NOT FORMALLY TRACK THE FUNDS RAISED FOR OUR OTHER PREFERRED CHARITIES For the charities below, donate through their websites.
UNICEF March of Dimes Children’s Miracle Network Thirst Project
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NE ED TREA S U R E R HE L P ?
TALK TO US! Justin Lieb
(805) 328 1896 kiwins.dtreasurer@gmail.com
MJ Lara
(619) 947 4700 kiwins.emeraldltg@gmail.com
Julianna Pantoja
(619) 942 1805 kiwins.dkfamilychair@gmail.com
Cynthia Nguyen
(714) 722 5521 treasurermarinakiwins@gmail.com
Jacqueline Le (805) 910 8519 jackitle@gmail.com
Tina Ham
(714) 477 3688 ehskiwinstreas@gmail.com
DIAMOND & GENERAL QUESTIONS
EMERALD & JADE
GOLDSTONE
JET
SAPPHIRE & TURQUOISE
CRYSTAL & RUBY
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R
T H AN KS FOR R E A DI N G ! J USTIN LIEB District Treasurer (805) 328 1896 kiwins.dtreasurer@gmail.com facebook.com/dtreasurer