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W E B Committee Training Part 4 B

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W E B Committee Training Part 4 B

  1. 1. Setting the Board Development Training Course Part 4 c Fundraising Planning & Development: Fund Raising Techniques
  2. 2. IMPORTANT THE LEVEL OF SUCCESS OF YOUR EVENT WILL BE DETERMINED BY HOW INVOLVED YOUR BOARD IS IN THE EVENT.
  3. 3. I. Banquet A. Banquet Committee (or Financial Sub- Committee) 1. This committee should include several board members and volunteers who are knowledgeable in putting events together. 2. Ideally, this first meeting should be held at least six months before the actual event. 3. The board should give this committee a realistic budget.
  4. 4. 4. When meeting, have an agenda planned that would include the following topics for discussion: •Date and time of event •Location •Theme •Food •Speaker •Program •Music •Decorations Some decisions (i.e., decorations) can be decided later but begin “brainstorming”
  5. 5. B. Banquet Sponsors Decide what amount of money is needed to underwrite the fund raising banquet and approach Christian businessmen, supporters and churches to help underwrite this event (example: $12,000 is needed to cover expenses. I need approximately 25 people who would sponsor the banquet for $500 or 50 people who would sponsor the banquet for $250).
  6. 6. C. Board Member Responsibilities 1. Determine the number of guests you can facilitate and ask each board member to secure a certain number of “table hosts.” (example: we can accommodate 700 guests (70 tables seating 10 guests per table). I have 10 board members, so each one needs to secure seven table hosts who will in turn invite friends to join them for this event). 2. Give board members clear instructions and a time- line for accomplishing goals. D. Table Host Responsibilities 1. Make sure you communicate (in writing) clear instructions and a time-line for accomplishing goals.
  7. 7. E. Additional Details to Oversee 1. Always double check every detail planned. 2. Plan logistics of room, placing everyone who will participate in the program near the stage. 3. Number your tables so guests can find easily 4. Mail invitations to guests approximately ten days before event
  8. 8. 5. Assign table numbers and notify table hosts requesting they notify their guests 6. Plan the materials you want placed at each place setting (banquet program, response card, ministry report). 7. At banquet, have board members stationed to greet guests 8. Have a print-out of guests and their table numbers, in case needed 9. Decide how response cards will be collected at end of evening
  9. 9. II. Key Donor Prospect Dinner A. A sub-committee should be set up from present committee members or board members to meet approximately six month before event. B. An agenda should be prepared to cover such topics as: 1. Date and time of event (take into consideration other local events) 2. Location should be in fine, local restaurant which will have a private room for a minimum of 50 people 3. Topics are similar to a banquet 4. Smaller group–hard hitting in its presentation with a specific goal, vision, etc. in mind
  10. 10. 5. Invite 15 to 20 couples to make a major gift to the ministry in the amount of $5,000, $10,000 or more C. The Dinner sponsors are your board members 1. Each board member will personally invite two or three couples to attend the dinner 2. Invited guests will know little about CEF and should have the capacity to make a large gift 3. Board member will confirm with the guest their attendance at the dinner 4. Board member’s responsibilities is to confirm guests attendance so formal invitation can be sent two to three weeks in advance.
  11. 11. 5. Board member will stay in contact with guests to encourage their attendance 6. After final contact with potential guest by board member, a reminder card with directions will be mailed to guests 7. Board members are also your table hosts. D. Additional Details 1. Planned logistics of the room with equipment, sound system, podium, etc. 2. Names of Board Members on a place card at each table, so their guests can easily locate their table 3. CEF folder with minimal information and challenge card, with return envelope ready to hand out 4. Name tags prepared ahead of time with first and last name
  12. 12. 5. Folder to be given at a convenient point before the challenge is given at end of dinner 6. After challenge is given, provide opportunity for guests to complete card or pray over their decision 7. Inform guests that host will contact them in one week about their decision 8. Personal note should be sent out by the director, a few days after the event, thanking them and reminding them of the challenge
  13. 13. III. Challenge Grant Can be used to stimulate new money or raise funds for specific project. Commonly known as a “matching grant” which matches dollar for dollar up to a specified amount. A. Find people who will give the initial matching grant 1. Board members and Director will seek out individuals from current donors and from the Board. 2. Once matching grant has been promised, a prospect list from current donors and new potential donors should be developed
  14. 14. B. Personal letter should be prepared with the challenge and the specifics of the project 1. Follow-up call by a Board member, staff, or volunteer to encourage the gift 2. Challenge grant can also be announced in your publication or newsletter 3. Personal note of thanks to be sent after gift is received 4. Once time frame has expired for matching grant, a note or letter should be sent informing donors of the success of the matching grant.
  15. 15. IV. Auction A. Auction Committee 1. This committee should include all board members and volunteers who are willing help. 2. The first meeting should be held approximately six months before event. 3. You will need a budget to work with and an agenda
  16. 16. B. Address the following issues 1. Date and time of event 2. Location 3. Items to be secured 4. Type of auction (silent, live, bid-off, bargain hut, etc) 5. Auctioneer 6. Food 7. Advertising 8. T-Shirts for volunteers at auction 9. Various teams (bargain hut team, basket team, registration team)
  17. 17. V. Change for Children A. Pastor’s Breakfast 1. Plan a breakfast with Pastors from key churches with whom you have a relationship. Present your CYIA ministry with a short program 2. Include testimonies from a former summer missionary 3. The youth pastor of a church where summer missionaries have come from 4. A parent of a former summer missionary 5. Emphasis should be on the blessings this area of ministry has had on a young person’s life.
  18. 18. 6 Ask churches to consider making the CYIA program a “home missions” project through the Change for Children campaign. 7. Provide a CYIA budget 8. Provide a packet that gives clear instructions (with masters) to carry out project. B. Time-line Tuesday, ________, pastor’s breakfast at local restaurant Monday, ________, deliver bottles to churches Sunday, _________, kick-off, of “Change for Children” campaign Sunday, _________, cups returned to churches Tuesday, ________, collect cups from churches
  19. 19. VI. Golf Tournament Committee - Needs to meet monthly for the purpose of updating prizes secured and report how event is progressing. 1. should include all board members and `volunteers 2. should meet six months before the event 3. need a budget and agenda 4. date and time of event 5. location 6. entry fee 7. sponsorship 8. prizes 9. food 10. advertising
  20. 20. IMPORTANT THE LEVEL OF SUCCESS OF YOUR EVENT WILL BE DETERMINED BY HOW INVOLVED YOUR BOARD IS IN THE EVENT.

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