1. Student Organizations: Fundraising Fundamentals and Processes Marina Tan Harper, Director, Development Office 20 September 2007 presented by

2. Contents Procedure to handle donations Stewardship Getting a new donor

3. Procedure to Handle Donations

4. What you will find at the link: Process flow for students’ fundraising In-kind donation form Donation Transmittal Form –3 versions: SU and Constituent Clubs; Societies; JCRCs –NO NEED to fill in Cost Centre and GL Account Number SAO will take care of it www.ntu.edu.sg/do/internalprocesses >> Procedures for Students’ Fundraising

5. Procedure to Handle Donations What you miss, if donation handling procedure not followed: NTU not able to obtain 1:1 matching grant from government – “free money” Donor does not get double tax deduction Donor does not get recognised (listed) in NTU Annual Report or Honour Roll of Donors

6. Stewardship – Continuing the Relationship Thank You!

7. Stewardship – Continuing the Relationship Saying thanks and showing gratitude/ interest –Letter/ handwritten note to thank donor, telephone call, face to face –Send greeting cards/ congratulatory notes when appropriate Engage donors/ prospects –Update donors/ prospects on progress Newsletters, articles, news clippings of your club’s activities Photos/ videos/ write-ups of event/ project Notes/ cards from beneficiaries –Involve donors Invite them to your event to see the buzz/ to volunteer on field trips Ask for their opinion, invite feedback

8. Stewardship – Continuing the Relationship Accountability –Let donors know donations have been used appropriately, outcomes achieved News clippings, photos/ videos/ testimonials etc –Inform donors if funds need to be put to different uses from initially agreed/ project has changed in material way Think and act long-term –Club’s leaders come and go, but the club remains –Don’t lose the donor when leadership changes hands

9. Getting a New Donor Prospect Ask Cultivate

10. Getting a New Donor Don’t mail the entire phonebook – select your target, e.g. –Companies in the same line of business as your activity/ customer profile matches your event’s participants –Companies/ orgs with history of supporting your kind of event/ cause –Companies whose sponsorship policy matches what you are looking for/ the benefits you can offer

11. Getting a New Donor Leverage on existing relationships e.g. –Swop donor/ sponsor lists with other student organisations –Approach alumni to open doors Alumni can relate best to your cause/ already have interest in your activities and club Have access to new resources/ different circle of contacts

12. Getting a New Donor Already cultivated – your alumni –Keep a contact list of past members –Maintain relationships

13. Getting a New Donor – Writing a Funding Proposal 1.Cover letter/ letter of inquiry 2.Project overview –What, where, when 3.Need Statement –Not your need, but the macro needs of the field 4.Proposed Solution –What you intend to do to address the need 5.Objectives/ goals of the project/ event/ or benefits to the community –State measurable outcomes (not proj activities), e.g. Rural devt – schools/ roads built; sports event – projected attendance

14. Getting a New Donor – Writing a Funding Proposal 6.History of the project (if appropriate) 7.Parties carrying out the project (if appropriate) –If specialists/ experts are involved, include relevant qualifications 8.Event promotions (if appropriate) 9.Sponsor benefits (if appropriate) 10.Why the prospect should be interested in your project/ event –Overcome objections, defend the idea Show alignment with prospect’s objectives Your ability to carry out the project, meet project objectives 11.Funding level and what is requested of the prospect

15. Importance of Co-ordinated Requests Students, faculty, staff, Development Office, President’s Office – all approaching almost the same organisations and foundations Appeals for gifts of >$10,000 per donor –Inform Jacky Khoo (yskhoo@ntu.edu.sg) from DO of the project/ event, amount of donation asked foryskhoo@ntu.edu.sg

16. Questions?