Fundraising in Rural Communities

Webinar by Sandy BarberExecutive Director

Fannin County Children’s Center

About me…Sandy Barber13 years - Executive

Director Fannin County Children’s

CenterBonham, TXCASA & CACBudget has grown from

$160,00 to $350,0005 full time staff11 board members (up to

16)

Please ask questions…Post questions as we goWe will have time for

questions at the end, too

Fundraising in Rural CommunitiesLimited resources

(fewer & smaller corporations and foundations)

Limited staff & board (i.e. no development director)

Limited media sources

Key to fundraising = building relationships

Fundraising PlanWritten plan – update annuallyInclude:

All of the ways you get moneyWho is responsible for doing whatDeadlinesGoals Stewardship activitiesCalendar

CalendarInclude:

Grant deadlinesSpecial events – planning

meetings, sponsor solicitation, publicity, invitations, other major tasks

TrainingsFairs, festivalsVolunteer appreciation eventAnything that will keep your

staff extra busy

Fundraising PlanStrive to diversify funding sourcesAvoid donor fatigue Evaluate current events & strategiesHelp decide on new ideasAssist when transition in leadership

Special EventsFind your signature event

Justice Is ServedCASAs for CASA (playhouses)CASAblancaCowboys for CASAClay shootGolf tournamentChocolate Indulgence

Special EventsEvaluate event

How much money raised?How much staff & board time?Increase visibility? Recruit volunteers?Other benefits or drawbacks?

Board involvement Be specific of what needs to be doneWrite it downExample forms:

JIS Sponsor SolicitationJIS Sponsor FormJIS Auction Form JIS TimelineJIS Server Schedule

Sponsor Solicitation ListInclude past giving history = make

informed askBoard assignments – have meeting and

ask who wants to ask whoIn subsequent years, allow people to

change who they askEach year brainstorm new prospectsCreate in Excel – sort by donor, sort by

board

Sponsor Solicitation List

Create goal chart

Break down the big goal into little goals

Level # Goal $ Goal

$2,000 1 $2,000

$1,000 8 $8,000

$500 11 $5,500

$250 18 $4,500

$100 20 $2,000

TOTAL 58 $22,000

Sponsor & Auction FormsGive copies to all board membersPost on websiteHelps board members to have info they need

when askingHelps get info needed from donorAs forms are returned, enter info into

sponsor log and auction log

Auction LogKeep track of items – use note column for

who will be picking up or delivering it to you or when received

Use mail merge to print bid sheets After auction, enter winning bids – makes it

easier to evaluate what does well and what doesn’t in your auction

Next year, auction committee reviews log, plans who to ask for what - use note column to write asker’s name & do in Excel so can sort by asker’s & donor names

Event Timeline List briefly all tasks that

need to be done (save it on computer, to use each year)

Include timeframe & deadline

Include who is responsible

Check off when doneReview it regularly

(Executive Director & Committee Chair)

Event Work AssignmentsCreate a chart – work assignments for board

and staffThink of people’s talents & skills & match

accordinglyExamples

outgoing, friendly people sell raffle tickets quieter people greet with programs good handwriting do nametags, etc.

Include times, try to rotate to give breaksInclude floaters (usually ED, Board President

& Event Chair)Remind people: be flexible, adjust

accordingly

Direct Mail CampaignBoard involvement:

Hand address envelopes & include personal notes

Give written directions & samples of what to say

Send to their friends, family, other contacts = help grow the agency donor base

StewardshipHandwritten thank you notes Phone calls from board membersPhotos!

Mail prints with thank you notesFramed photo collage, hand delivered by board

memberBe creative & resourceful

Fresh flower centerpieces at event Saturday night can become thank you gift to sponsors on Monday

CommunicationsMake sure donors hear from you

when you are NOT asking for money or volunteers

Share your news in multiple channelsWebsiteMedia coverage Mailed newsletters (2-4 times a

year)Email newsletters (monthly?)Social media (3-7 times a week)

Social MediaPost photos of auction itemsDonor recognitionAnnounce special events, ticket sales, etcPost event photos (be timely & allow tags)Announce results of events

early estimates within 24-48 hours actual amounts laterResults includes both money raised and

number in attendance

Questions?

Sandy Barbersandy@fanninccc.org(903) 583-4339