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foreword Hello CNH KIWIN’S!
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I present to you the Official 2015-2016 Fundraising Manual for $ $ $ has our KIWIN’S Ohana. Everything I have included in this been specifically targeted towards the needs I have identi- $ $ $empha- $ specific fied with each division’s clubs as well as our $ ses. In here you will find not only official guidelines on the pro- $ $ $ cedures of holding a fundraiser, but also smart tips and tricks passed down from myself and other past Club Treasurers. We $ know better than anyone that holding fundraisers can$be a seemingly daunting task, but with the breakdown $ of each step, it should be easier to process and deliver. I dearly hope $ all clubs will find this manual useful and be able $ to reference $ it as needed.
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Yours in Service, Kathy Bui Cal-Nev-Ha KIWIN’S District Treasurer 2015-2016 kiwins.dtreasurer@gmail.com
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table  of  contents What You Can Fundraise For......................................4 Planning a Fundraiser..................................................6 Small Fundraisers..........................................................8 Medium Fundraisers...................................................10 Large Fundraisers.......................................................12 How to Donate to Project Eliminate.........................14 How to Donate to Pediatric Trauma Program.........15 Solicitation Letter Examples......................................16 Working with your School..........................................18 Forms, Forms, Forms............................ ......................19
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P e d i a t r i c T r a u m a a f f e c t s c h i l d r e n f r o m i n f a n c y t o t h e a g e o f 1 9 . T r a u m a c a n b e t h e r e s u l t o f m o t o r v e h i c l e a c c i d e n t s , p h y s i c a l a b u s e , d r o w n i n g , a c c i d e n t s , f a l l s , a n d a n i m a l b i t e s , m a k i n g i t t h e l e a d i n g c a u s e o f c h i l d d e a t h i n t h e U n i t e d S t a t e s . T o p r e v e n t t h e s e a c c i d e n t s a n d i n j u r i e s f r o m o c c u r r i n g , w e h e l p r a i s e f u n d s f o r P e d i a t r i c T r a u m a a n d e d u c a t e t h r o u g h a w a r e n e s s .
4
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Club funds can be raised for
things like reimbursement to buy supplies for a Club Rush, for food for a meeting, for awards and prizes for mem- bers, for banquets, etc.
%*453*$5 $0/7&/5*0/ DCON can be pricey for some mem- bers, so encourage more members to go by fundraising for it to bring the price down! You can also fund- raise for things like your spirit wear for DCON, food for the bus ride, etc.
5
PUBLIC FUNDRAISERS Kiwanis policy states that profits from fundraisers open to the public (anyone outside your KIWIN’S club) are not to be used on personal club expenditures that have no direct impact on our projects/emphases. These funds can only be used for donation or subsidizing District Convention or Fall Rally.
fundraiser
PRIORITIZE Get important details figured out first (ie. Location, day, time, pricing) & final- ized before moving on to any acces- sory details (ie. Type of foods, decora- tion, theme)
EVENT REQUEST FORM If you are planning on holding a divisional event or just with another KIWIN’S club, make sure to fill out an Event Request Form (ERF) if your two or more clubs are NOT from the same Kiwanis club. The form is attached to the end of this manual and can be found on the KIWINS.org website.
BE KNOWLEDGEABLE Know what you are fundraising for (ie. Club funds, DCON, The Eliminate Project, PTP, Live2Learn) Make sure all board members are educated and well- well versed about the project/emphasis your fundraiser is sup- porting, to effectively answer any questions your members or others have during the event
7
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LOCATION Grocery store MATERIALS baked goods, table, table cloth, ad- vertising posters, cash box w/ singles and quarters, napkins, gloves TIPS • Assign board members to bake 1 or 2 goods each • Have a baking social w/ members • Call a lot of different stores • Always ask to speak to the manager who will be there from 7AM-Â2PM • Prepackage goods if you can • Advertise on social media a lot!
small fundraisers
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LOCATION Restaurant (Chipotle, boba places, Yogurtland, Souplanta- tion, Krispy Kreme) MATERIALS copies of flyers TIPS • Advertise online & pass out flyers to entire school & division • Hold them on days of service events, DCM’s, OTC’s/KTC’s, etc. so members can go after the event • Make sure there is always a board member present the day of to thank supporting members
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LOCATION School & other schools in your division MATERIALS Food, money envelopes, spare singles & quarters TIPS • Set a goal amount for each of your board members to sell • Advertise on posters beforehand so stu- dents bring money to school • Sell from a well-Âknown brand • Sell during breaks & lunch • Never carry too much cash with you at one time
33 B , E B 33,
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medium
fundraisers
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TION k A C LO rin e c i rby a S ve’s e i L f N A I d ER an s ’ MAT e on e r a ice sp r / p w r TIPS ape box e h h s ca ac t a ees e er l d b a n s - e m t e ove r pr e at r N e f u f n s n ee •O w t to e e ld b ary o are u r h y b o e e t F st se th u thru • Be a bec r o- y m l r e a pula pture m ok e o o p B • ca o t a mer d falls form a e c s n a sa ng elea fo in i r e r i r B a • out e in c g n n i fill sura y e n r i i u & r q l • Re medica f an inju o with case
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LOCATION School, Fall Rally, DCON, DCM’s MATERIALS cash box with spare cash, merchandise TIPS • sell something unique & profitable • promote on social media to your home club, division, & district • provide pre-Âorder forms to gage member interest • have a pre-Âsale price • many companies that sell wholesale will have a minimum purchase size • research different manufacturers • make sure prices are reasonable
LOCATION School (cafeteria or classroom), house MATERIALS projector, white screen/wall, video game, game console & controllers, chairs & tables for players & spectators TIPS • choose a popular game to play • use Google forms/sheets for members to sign up • create and distribute rules • either one long tournament or split the tournament up based on brackets • paper/whiteboard to show wins/losses
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large
fundraisers LOCATION Gym (school, community rec center, fitness center MATERIALS Cash box, copies of agenda, fun games & activi- ties (board, card, video games), pies TIPS • plan a packed agenda • charge $ for admission • punishment fee/pie for if members fall asleep • pie Board Members for a cost
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LOCATION Beach, park, gym MATERIALS balls, frisbees, water, referees, megaphone, whistle TIPS • create Google forms/sheets for team sign-Âups • publicize rules • offer a reward • do a simple sport like frisbee, vol- leyball, basketball • check up on teams to make sure they are still participating •make it a seasonal sport • have members fill out safety re-Â
LOCATION Auditorium, studio, place with comfy seating & large stage MATERIALS sound system, mics, tickets/wristbands, entertaining MC’s, variety of good performers TIPS • Plan early & secure performers • ask businesses to sponsor raffles for items or gift cards • advertise early & often • pre-Âsale is key to getting people to go • sell food & drinks • assign board members different aspects to be in charge of
13
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Deposit money into your club
bank account, school bookkeeper, or Kiwanis bank account
2
Write a check! Payable to: Cal-Nev-Ha KIWIN’S
Memo: ___ Division, ____ High School | Club #
3 Put the check in an envelope. Seal the envelope and mail it with the correct postage. TO: ATTN: Bruce Hennings, KIWIN’S PTP Donation FROM: _____ High School|Club # Cali-Nev-Ha District Office _____ Division 8360 Red Oak Street #201 1234 Street Name Rancho Cucamonga, CA 91730 City, CA Zip Code
15
Solicitation Letter Short & concise emails when asking to host a fundraiser at a business/restaurant. Have succint subject lines.
Be sure to include: • Your name & position • Your KIWIN’S Club & city * What the fundraiser pro ceeds will go to * Your sponsoring Kiwanis club
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Examples When requesting sponsorship from a business, main- tain utmost cour- tesy, humility, and professionalism. Send a PDF file letter asking for donations. Keep in mind these are all real exam- ples to be refer- enced, not plagia- rized. Use them as a resource, but please respect the authors’ original work.
Special thanks to: Brian Wang Kevin Vu Nguyen Christine Chau
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Working with your School • Always consult your Principal or Vice Principal for permission at least 2 weeks before to hold the fundraiser if it is at your school • Some schools have restrictions on selling food during school hours, so make sure to ask your administration about your school’s policies • Make posters to put around the school • Advertise your fundraiser on the morning announcements and in your classes • Maintain constant communication with your faculty advisor
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Useful Forms • Kiwanis family giving form - Eliminate donations
• Event Request Form - required for fundraisers with schools /divisions outside your home Kiwanis
• KIWIN’S Medical Release form
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your Kiwanis-family club affiliation when submitting funds online.
Give quickly and securely at www.TheEliminateProject.org/give. Don’t forget to include
Donor to be credited
Phone (with area code)
Preparer name
Country
State/Province
Thank you for supporting The Eliminate Project and for doing your part to change the world!
The Eliminate Project: Campaign Office 3636 Woodview Trace Indianapolis, IN 46268 USA U.S. & Canada: 1-800-KIWANIS
Please allow three weeks for the award to be prepared and delivered. If you have any questions, contact the campaign office at 1-800-Kiwanis, +1-317-217-6213 or Campaign@TheEliminateProject.org. Return this completed form via email, fax (+1-317-471-8323) or mail:
Phone (with area code)
Postal code
Kiwanis-family program affiliation:
CKI
City
Ship award to:
Number of club members
Key Club
Security code
Discover
Recognition certificate(s) will be emailed to the point of contact to be personalized and distributed.
Email (required)
Anticipated presentation date
Recipient name(s)
Address
Builders Club
year
Recognition information:
Club number
K-Kids
/
American Express
Pay by check: Make check payable to the “Kiwanis International Foundation” and include “The Eliminate Project” on the memo line.
Name
Aktion Club
Eliminate Week Other
month
Visa
Name as it appears on credit card
Expiration date
Card number
Mastercard
Pay by credit card:
Club name
Club associated with this gift:
Funds raised through: Trick-or-Treat for UNICEF Show Your Love, Save a Life
Total funds
1K Club: US$1,000 For per-member average (select only one) Bronze Club: US$10 per member Silver Club: US$25 per member Gold Club: US$50 per member
Club recognition
Recipient name (required)
Elimidallion: US$625 (SLP members and advisors are eligible)
Individual recognition
Do your part. Make your mark. Give to The Eliminate Project: Kiwanis eliminating maternal and neonatal tetanus.
For Service Leadership Program members, clubs and advisors
The Eliminate Project gift form for Kiwanis-family members
GIEP-613-1 (8/13)
Kiwanis
California-Nevada-Hawaii District www.cnhkiwanis.org
SERVICE LEADERSHIP PROGRAMS 8360 Red Oak Street, Suite 201 Rancho Cucamonga, CA 91730‐0608 Office: 909‐989‐1500, ext. 105 Toll Free: 877‐597‐1770, ext. 105 Fax: 510‐550‐2811
Event Request Form An Event Request Form (ERF) must be completed and approved before an event can be publicized outside the immediate club membership. Prior to approval, the event may be posted on social or business networks ‐ such as MySpace or Facebook ‐ or promoted by email, only to the home club membership. Once approved, the event may be posted with a closed invitation list. ERFs must be submitted no later than three (3) weeks in advance of the proposed event. The ERF must be filled out in compliance with Kiwanis District Policy concerning Service Leadership Programs, paragraph 721, which specifically addresses procedures for Service Leadership Programs when operating outside the normal club functions. Further, high school students must adhere to Key Club District Policy section 105.6 if the event is an overnight event. Kiwanis District Policy Section 721 and Key Club District Policy Section 105.6 are included for your reference. Each participating high school member must also have a Consent and Medical Release form completed and signed by a parent/guardian. To help you determine which events require a completed ERF, please refer to the Information Worksheet on the back side of this form.
School/Institution Name: ___________________________________
Circle K
Key Club
KIWIN’S
EVENT INFORMATION Event:
Date(s):
Location: Description, including cost: Which clubs or divisions will be invited? Is This An Overnight Event?
Yes
No (Check One) CONTACT INFORMATION
Requestor: E‐mail:
Telephone:
Address: City/State/Zip: Supervising Advisor(s) who will be present throughout the event: Supervising Advisor’s Telephone Number(s): (Number(s) available during the event) APPROVAL as necessary by clause, (see Kiwanis Policy Section 721) Faculty Advisor:
Kiwanis/Sponsor Advisor:
Region Advisor:
District Administrator:
When completed and signed by your advisor, please return this form to your Event Host. Page 1 of 4
Approved 03‐05‐10
Event Request Form Information Worksheet for Key Club and KIWIN’S Members Kiwanis District Policy Section 721 covers the use of the Event Request Form (ERF). Key points include: 1.
An Event Request Form (ERF) must be completed and approved before an event can be publicized outside the immediate club membership.
2.
Prior to approval, the event may be posted on social or business networks ‐ such as MySpace or Facebook ‐ or promoted by email, only to the home club membership. Once approved, the event must be posted with a closed invitation list.
3.
ERFs must be submitted no later than three (3) weeks in advance of the proposed event.
If any club or division advertises an event prior to receiving the proper signatures, the event is subject to cancellation by the Faculty Advisor, Kiwanis /Sponsor Advisor, Regional Advisors and/or District Administrator. Permission of Permission of all Permission of Permission of EVENT original faculty involved clubs’ Kiwanis /Sponsor Regional advisor faculty advisors Advisor Advisor(s) Your Key Club Only
Yes
N/A
Yes
No
Within your Division
Yes
Yes
Yes
Yes
Outside your Division
Yes
Yes
Yes
Permission from all involved R/A’s
Yes
Yes, and the District Administrator
Involves other Service Leadership Programs or any Overnight Event
Yes
Yes
What does “Permission” mean? You must have written authorization (e.g. e‐mail) from the necessary individuals. Which events do not require an ERF? The events that do not require an ERF are the following: Divisional Council Meetings (DCMs), Regional Training Conferences (RTC), KIWIN’S Training Conference (KTC), Fall Rally (North/South), Conclave, District Convention, International Convention or any event where the sponsoring organization invites Key Club members to participate (e.g. Rose Float, Relay for Life). Who shall retain a copy of the completed ERF? Each advisor(s) who signs the ERF should be given a copy of the completed ERF. For example, faculty advisor(s) shall be given a copy of the ERF with the acknowledgment from the sponsoring Kiwanis/organization for individual club events. The sponsoring Kiwanis/organization shall keep a copy of the completed ERF for one year following the date of the event. Why do we have ERF forms? The ERF was developed to avoid any situations where the Faculty, Kiwanis and/or sponsoring Advisors could become unaware of the activities transpiring beyond the local and/or divisional level. The purpose of the ERF is to ensure the advisors are aware of the projects, to answer parental questions, and to ensure proper advisor attendance at events. Furthermore, these forms will also allow students to understand the importance of planning, properly advertising each event (for higher attendance), and allowing the sponsoring organization time to ensure proper supervision at each event. What do we do if we do not have a faculty advisor or when the regular academic term is not in session? The Kiwanis/sponsor advisor representative may sign in place of the faculty advisor when the regular academic term is not in session.
Page 2 of 4
Approved 03‐05‐10
Kiwanis District Policy ‐ Section 721: Procedures for SLP to Operate Outside the Normal Club Functions A. Events organized within the confines of an SLP club are subject to approval or disapproval, by either its faculty or Kiwanis/sponsor advisors. (03/10) B. Events within a Division (06/09) 1.
Events organized solely for one SLP Organization, solely within an SLP division, require the advance approval of the applicable Regional Advisor and an authorized representative of the Kiwanis/sponsor organization of the host club. (03/10)
2.
Events in this category for high school SLP clubs shall require approval on an Event Request Form (ERF).
3.
Each high school SLP club that participates is required to obtain the signature of its faculty advisor and Kiwanis/sponsor advisor on the ERF to attend. The host club shall be required to collect the signed ERF(s) and give them to the club’s Kiwanis/sponsor advisor in the event an audit is later required. ERF forms and associated e‐mails shall be retained for one year following the event. The Kiwanis/sponsor advisor representative may sign in place of the faculty advisor when the regular academic term is not in session. (03/10)
C. Events within an SLP Organization (06/09) 1.
Events organized solely for one SLP Organization, but to include any other SLP division, require advance approval of the applicable Regional Advisors.
2.
Events in this category for high school SLP clubs shall require approval on an ERF.
3.
Each high school SLP club that participates is required to obtain the signature of its faculty advisor and Kiwanis/sponsor advisor on the ERF to attend. The sponsoring club shall be required to collect the signed ERF(s) and give them to the host club’s Kiwanis/sponsor advisor in the event an audit is later required. ERF forms and associated e‐mails shall be retained for one year following the event. The Kiwanis/sponsor advisor representative may sign in place of the faculty advisor when the regular academic term is not in session. (03/10)
4.
For Circle K clubs, an individual member may participate with a local club other than his or her home club while staying with family, or as the single guest of a member of the host club. This exception shall not be used to avoid the general purposes of this policy.
D. Events involving more than one SLP Organization (03/10) 1.
Events organized to include SLP clubs, from any SLP Organization, but limited to the clubs sponsored by the same sponsoring organization, shall require only advance approval from the sponsoring organization. (03/10)
2.
Events organized to include SLP clubs from other SLP Organizations will require the permission of the applicable Regional Advisors and District Administrators from all involved SLP Organizations. (03/10)
3.
Each high school SLP club that participates is required to obtain the signature of its faculty advisor and Kiwanis/sponsor advisor on the ERF to attend. The host club shall be required to collect the signed ERF(s) and give them to the host club’s sponsor advisor in the event an audit is later required. ERF forms and associated e‐mails shall be retained for one year following the event. The Kiwanis/sponsor advisor representative may sign in place of the faculty advisor when the regular academic term is not in session. (03/10)
4.
Each high school SLP member will be required to have a signed consent form, as designated by the applicable District Administrator, that gives permission to attend and for medical treatment, or an express direction to withhold medical treatment based on religious belief.
5.
If a Circle K club hosts a “Key to College” or other similar event designed to provide members of both Key Club Districts with an educational program in preparation for college, the event is limited to daylight hours, and the invited Key Clubs and KIWIN’S clubs are within thirty‐five (35) miles of the event location, the event shall not require advance approval from Regional Advisors or District Administrators. However, the Circle K club shall advise the applicable Regional Advisors by email at least one week before invitations are extended to the Key Clubs and KIWIN’S clubs, and any Key Club or KIWIN’S club that attends shall be required to comply with paragraphs D(3) and D(4). (03/10)
E. Process and Responsibilities (06/09) 1.
Each District Administrator shall ensure that an email address is posted for each Regional Advisor on the SLP website.
2.
ERFs must be submitted no later than three weeks in advance of the proposed event.
Page 3 of 4
Approved 03‐05‐10
3.
Regional Advisors are expected to respond within five (5) days. In the event that a Regional Advisor will be unable, for reasons of travel, business or other matters, to reply regularly within that timeframe, he/she shall arrange with the District Administrator for the posting of an alternative approver’s email address.
4.
The Director of Service Leadership Programs shall provide a copy of this policy by email to incoming Kiwanis club presidents and secretaries and/or sponsoring organizations through regular District communication channels. Each District Administrator shall include education regarding this policy for the student leaders, advisors and Regional Advisors in their respective SLP Organizations, annually. (03/10)
5.
Events may only be advertised by email or posted on social or business network sites in advance of ERF approval if the advertising is limited to the host club members and their advisors. Once ERF approval is obtained, events may only be posted with a closed invitation list. Postings shall specifically identify the hosting club and not be made in the name of the SLP Organization in general.
6.
References to high school clubs shall apply to all Key Club (CNH and KIWIN’S) whether school based or community based. (03/10)
7.
If a club is discovered to have attended without permission, falsified permission materials or advertised without permission, the Regional Advisor shall notify the organization and may deny permission for individuals or clubs to attend future events as the Regional Advisor deems appropriate based on the severity of the offense. The sponsoring organization may take whatever measures it determines are appropriate, including but not limited to the suspension of participation by individuals or referral for campus discipline. (03/10)
Key Club District Policy ‐ Section 105.6: Overnight Functions a. Any overnight function operated by or advertised as a Key Club sponsored event must be approved in advance by the Administrator. The organizer of the function shall obtain written authority before the event is publicized. The request shall indicate the date, location and purpose of the event, the responsible adult in charge and the anticipated clubs attending. The District Code of Conduct must be enforced at all events. b.
Attendance at any Kiwanis Family overnight function or overnight travel to attend a function by any Key Club member must be approved in advance by the Regional Advisor, the Administrator or a designated alternate.
c.
Extended trips by club members of more than 24 hours outside the home Division (such as interclub tours) must be approved by the Faculty or Kiwanis Advisor in writing.
d.
Approval of the sponsor advisor, school advisor, principal or other appropriate school official must also be obtained in advance.
e.
Each Key Club member must provide the completed District Medical Release/Approval form before gaining admittance to any overnight event.
Page 4 of 4
Approved 03‐05‐10
Consent to Attendance at KIWIN’S Events and Medical Authorization I am a parent or legal guardian of
(my child) and give my consent as follows:
1.
for my son/daughter to attend all official functions of the California-Nevada-Hawaii KIWIN’S.
2.
my son/daughter to be transported to these events by scheduled commercial transportation or an adult operated vehicle.
3.
any responsible adult who is acting as a chaperone for my child is authorized to obtain any medical and/or dental treatment for my child which the chaperone in their sole discretion may deem necessary. Any medical doctor, dentist, hospital or other treatment facility is requested to cooperate with the chaperone if they request medical or dental treatment for my child. This medical authorization shall include but shall not necessarily be limited to hospitalization, out patient treatment, the giving of medications, injections, blood transfusions, surgery, x-rays, physical therapy or any other forms of medical or dental treatment whether or not specifically listed herein; provided however, that the adult consenting or authorizing such treatment shall have first attempted to contact me at the telephone number set forth below unless the need for treatment results from emergency situations that require immediate treatment such that a prior attempt to contact me is not practical or reasonable.
My child has the following known allergies or medical conditions: (none) _________________________________ ____________________________________________________________________________________________ My child is taking the following medications: (none) __________________________________________________ ____________________________________________________________________________________________ Medical Insurance
Policy Carrier ___________________________________________________________ Policy Number __________________________________________________________
Dated: ___________________________
_________________________________________________ (parent) (legal guardian)
_________________________________________________ (emergency phone number)
Thank you for reading the 2015-足2016 Official Fundraising Manual For further information please contact
KATHY BUI
CHARISSA NGUYEN
District Treasurer
DCON Chair
kiwins.dtreasurer@gmail.com
kiwins.conchair@gmail.com
IRIS SHIM
ASHLEY KIM
Camarillo President
Glen A. Wilson Treasurer
iris.shimmy@yahoo.com
ashleykim3999@gmail.com
JUSTIN LIEB Turquoise Divisional Treasurer funds4turtles@gmail.com