ONE CAMPAIGN: After the Gift

Introduction

Definitions Donor Recognition Stewardship Cultivation Solicitation

The Development Cycle Identify the critical few: those with the greatest capacity to give Share your Boys & Girls Club story Learn more about the donor Cultivate and Engage Solicitation: Ask for a specific amount based on mission Donor Recognition: Saying “thank you” Stewardship

Donor Recognition Actions taken by a Club to privately and publicly acknowledge and recognize philanthropic gifts Examples?

Stewardship Stewardship is process whereby a Club cares for and protects its philanthropic support – its gifts and the donors who give them – in a way that responds to the donor’s expectations and respects the act of giving.

OR… Stewardship is Thanking your donors personally and promptly Reporting to donors on the use of funds AND Using funds as they are intended All board actions are transparent & recorded Written policies about gifts whenever possible

The Value of Stewardship

Value of Stewardship Stewardship helps insure future support Stewardship offers legal and public protection for the Club Stewardship strengthens F2F solicitations and volunteers Stewardship is right thing to do.

Future Support Stewardship: “swing” shift between solicitation and cultivation Starts cultivation for next gift Moves from gift as events to giving as relationship Builds trust and credibility Changes dynamic from Club centered to donor centered Donors see a good return on their investment and want to “invest” more.

Legal and Public Accurate gift crediting Gift purposes/restrictions clarified, documented Documentation for accounting, auditing, tax purposes.

Strengthens Our Volunteers Well informed donors make better prospects Creates an asking environment that can focus ROI vs. “begging” Volunteers who feel they have made a difference and have had a good experience are easier to recruit next year Volunteers don’t get “blind-sided”

Right Thing To Do Proper etiquette Morally correct (universally) Respects philanthropy, shows care.

Value of Stewardship Good things can happen –Makes next gift easier to solicit –Self-initiated gifts (especially planned gifts) –Good PR by word of mouth –New leadership prospects –Happier volunteers –Prospect referrals.

Value of Stewardship Stops bad things from happening: –Surprises at next solicitation –“I never hear from you except when you want money” –“My acknowledgement was slow in coming (or inaccurate)” –“You didn’t use my gift as I had designated it” –People stop giving.

Stewardship Fundamentals

Fundamentals Receipt Acknowledge gifts – say “thank you” Good contribution records Written gift policies Good financial records/annual audit Report to supporters Transparency

Receipt The First Acknowledgement IRS Requirements –Amount - $250 mandatory –Date –“Goods or services” Express gratitude Reinforce purpose and terms Signature

Receipt theFUNDRAI$INGbank 2003 IRS rules for providing receipts to donors IRS rules regarding gift acknowledgments

Acknowledgements Phone Call Personal Visits Listing in publications Invitations to events Stewardship Visits Milbank Society

Record Name of donor Donor’s contact information: address, phone, address, etc. Amount of gift Terms of gifts (in this case, ONE CAMPAIGN support) Form of gift Method of solicitation Name of solicitor (s) Payment/Pledge schedule (if applicable)

Reporting to Donors General Rule: The larger the gift, the more personal the report.

Fundamentals: – Board or Staff? Receipt Acknowledge gifts – say “thank you” Good contribution records Written gift policies Good financial records/annual audit Report to supporters Transparency

ONE CAMPAIGN Stewardship Activities

Targets Volunteers Challenge Gift donors Milbank Society Members Top 10 Donors Next 100 Donors All other non-staff donors

Volunteers Thank you letter from Campaign Chair –Summary of overall Campaign accomplishments –Summary of volunteer’s accomplishments –Expresses gratitude Victory celebration Annual report from Club

Challenge Gift Donor Initial thank you letter from CVO Progress report letter at ½ to challenge Final report at 100% –How much was raised –How many donors (new and repeat) –Other “interesting details” about impact of gift Feature in Club newsletter AND, all other Top 10 donor stewardship activities.

Milbank Society Thank you letter from CVO Thank you phone call from Milbank Society Chair or Campaign Chair Campaign Victory Celebration Milbank activities –National Event –Local plaque Stewardship visit 6 months after gift (deliver JMS pin).

Top 10 Donors Within 48 hours: Thank you letters –Campaign Chair for official letter –Encourage vol. Solicitor Within 1 week: Thank you phone call from CVO (if not Campaign Chair otherwise, other Board member) 1 month after gift: handwritten note from kid expressing gratitude and relating a positive experience.

Top 10 Donors Campaign Victory Celebration 6 months after gift: Stewardship visit 1-2 months after end of fiscal year: Annual Report End of calendar year: Receipt summarizing all contributions from donor Involve in Club

Top 10 Donors Models II & III Invite to other Club activities Quarterly Newsletter

Next 100 Donors Within 48 hours: Personalized thank you letters –Campaign Chair for official letter –Encourage Vol. Solicitor

Next 100 Donors 1-2 months after end of fiscal year: Annual Report End of calendar year: Receipt summarizing all contributions from donor

Next 100 Donors Models II & III Within 1 month: Thank you phone call from a Board member Invite to other Club activities Quarterly Newsletter

Other non-staff donors Within 3 business days: thank you letter signed by: –Campaign Chair for gifts of $1,000+ –CVO for gifts of $250 - $1,000 –CPO for all other gifts 1-2 months after end of fiscal year: Annual Report/Letter

Other non-staff donors Models II & III Quarterly newsletter Research for cultivation Invite to other activities

Annual Report: Minimum Sources of Funds Uses of Funds Expression of thanks to all donors and special thanks to any Milbank members and/or Challenge Gift donors A summary of the year’s highlights (a story or two about the impact the Club made)

Annual Report: Better Executive Summary List of donors by giving level Highlights of Challenge Gifts, ONE CAMPAIGN, etc. Sources & Uses of Funds Year-to-year comparisons A summary of the year’s highlights (a story or two about the impact the Club made) Photographs

Donor Recognition Model I –Milbank Society: $10,000+ –$1,000 - $9,999 –$250 - $9,999 –Under $250 Model II –Milbank Society –$5,000 - $9,999 –$1,000 - $4,999 –$500 - $999 –$250 - $499 –Under $250 Model III –Local Society –Milbank Society –$5,000 - $9,999 –$2,500 - $4,999 –$1,000 - $2,499 –$500 - $999 –$250 - $499 –Under $250

Donor Recognition Giving Clubs –Society Naming Historical names and dates Hierarchical Architectural or geographic Precious minerals and metals Colors and mascots Synonyms.

Budget –Jeremiah Milbank Plaque and Pins –Victory Celebration Event costs Invitations Space, food, set up, AV Transportation –Annual Report Printing & Production –Thank you letter stationery & postage

QUESTIONS?

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