OFFICIAL GUIDE FUNDRAISING HANDBOOK ON HOW TO RAISE $6,000 1
Table of Contents Getting Started... 3 Ways to Fundraise...4 8 Personal Appeals...4 7 Soliciting Online Donations...8 Speaking at work, church, school, etc...8 Sample Appeal Letter...9 Sample Phone Conversation...10 Sample Thank You Letter...10 Donor Support Record Template...11 Fundraising Benchmarks $6,000 FULLY FUNDED! $6000 $4,500 $5000 $3,000 $3000 $4000 $1,500 $2000 $0 $1000 By February 17 By February 24 By March 10 2 By March 24 By April 7 By April 22
Getting Started Greetings and congratulations on being a Team Leader for the 2017 Run4Water race! We are so glad you are running with us in the mission of ending the water crisis. Every team leader is invited to raise the full amount of a well ($6,000). Participants fundraise because often times they do not have the personal finances to cover the cost of an entire well, and doing so follows the biblical pattern of inviting others into mission work. This can be an enormous task, but bringing others into the mission will allow for a deeper experience for everyone involved! This packet explains different ways on how to fundraise. The first two sections, Getting Started and "Ways to Fundraise provide key information on how to fundraise. It is imperative that you understand the information given in these first two sections. The next sections give a lot of practical fundraising advice and contain sample fundraising documents. Before you begin, it is vitally important that you understand the following aspects of the these fundraising models. Your responsibilities by committing to be a Team Leader have given you buy in to a mission that is bigger than just coordinating a team of runners. All members of your team are encouraged to work together in an efficient and professional manner. Like any team, if any one member fails in their fundraising duties, then the entire team suffers. Thus, each member of the team has a responsibility not only to themselves, but also to other members of the team. The following elements of these fundraising models will help you to understand its team oriented nature. The funds you raise go toward meeting the cost for a well. Your fundraising is therefore essential to the overall mission of Wells of Life and of those most in need in Uganda. REMEMBER! Don t be anxious for anything, but by prayer and supplication, with thanksgiving, let your requests be made known to God, and the peace of God which surpasses all comprehension will guard your hearts and minds in Christ Jesus. (Philippians 4:6, 7) Pray/meditate, focus yourself, and remember that we are taking part in a mission that is greater than ourselves. 3
Ways to Fundraise Step 1: Name Storming Start by developing an initial list of potential mission partners. NO NAME IS DISQUALIFIED! Don t decide for an individual whether or not he or she is interested. Please see the chart below ("Who to Call") to help you develop your list of names. After you ve developed your initial list of names, label each contact either H for High priority, M for Medium priority, or L for Low priority. These designations refer to your evaluation of how likely they are to give. Now you are ready to go! Please remember, that just because you label someone as high priority does not necessarily mean they will give as much as you expect. Likewise, just because you designate someone as low priority does not mean they won t give. Expect to be pleasantly surprised by some who will give more than you anticipated, but don t be disappointed by those who don t meet your expectations. After you have come up with 50+ names, start collecting their addresses. If you are having a hard time finding addresses of potential mission partners, try checking online at www.whitepages.com. Step 2: Write 1. Personal Appeal Letters Now that you have name stormed to develop a list of potential mission partners, you need to write your appeal letter (See sample Appeal Letter end of packet). Begin mailing your letters one week after you have received your Fundraising Packet. You ll be glad you did! When writing your letters, the personal touch is a must! We recommend writing a form appeal letter requesting money, and using mail merge to personalize the greeting. Make sure you sign each letter personally. Additionally, it is very important to add a handwritten P.S. (simply a personal note) at the end of each letter so the mission partner knows that you care about them and not only their gift. Things to include in your appeal letter Specific Date Connect with the person. What do/did you have in common? Help him say, I know who you are! Bring your reader up to date with what you re doing. Educate your reader. Tell them what Wells of Life is all about, why you have decided to participate and what you hope to accomplish. Make sure to explain exactly what you need (i.e. I need to raise $6,000 to drill a well). Involve your reader by asking him for specific action, based on the needs you have shared. This can include challenging him/her to cover a specific part (or all if you have an extremely generous and well endowed potential supporter) of the cost of a well. State your deadlines for your financial needs. Specific action includes not only your request, but also your commitment to follow up by telephone. (i.e. I will call the week of to follow up with you. ) 4
Ways to Fundraise Direct them to the Team's Fundraising Webpage via your link. Acknowledge your relationship again with an emphasis on thanks, appreciation, gratitude, partnership and commitment. This ties your opening acknowledgement to your request. Include your telephone number, address, and your e mail address. Who to Call Close the letter and sign it (type your name, but always sign it personally). P.S. it with a personal greeting written in blue ink so it stands out. Handwrite addresses on the envelope; it adds a more personal touch. Most people are far more likely to open a handwritten piece of mail. 5
Ways to Fundraise Step 3: Call One week after sending out your appeal letters to your potential team of supporters, give your potential donors a call to see if they would like to support your campaign. This is also the perfect opportunity for you to ask if they have any questions. Be courteous toward them! Many people will want to help you but won t unless you call. Your phone call takes the burden of response off them and puts it on you. Suggestions when you make that phone call include: 1) Getting Started: Begin by introducing yourself, and then briefly mention the letter you sent (be gracious think how easy it is to overlook a piece of mail). After you re done with the introductions, take some time to explain the mission, and share what you hope to see happen as a result of your efforts. 2) The Crucial Question: Next, remind them of the financial needs you mentioned in your letter, and specifically ask them if they had considered being a part of your team. 3) Making the Payment (FAQ): If someone decides to become a supporter, make sure they understand how to make a donation. The best is to direct them to your fundraising page online. If the only option is to donate by check, arrange a time to pick it up, or ask them to mail it to you. Making sure donors understand the payment method can save you a lot of headache. Further, most donors appreciate the direction. 4) Wrapping it Up: After you get a decision, always ask them to refer you to other people who might also have a heart for your mission. Have a pen ready! Sometimes they really do know people who would be even more enthusiastic than they are. Follow through! Step 4: Thank You Send a thank you note as soon as someone says they ll support you; it only takes a few minutes to write! Mail it within 24 48 hours! Your verbal thank you is important, but your thank you note is an even more important sign of your appreciation for your new supporter. Step 5: Completion Online Donations If your donor has decided to make an online gift, simply direct them to your Team's Fundraising Webpage. After their gift has been made online, you will be able to see the amount of their donation by logging in to your crowdrise account. Be sure to keep a record of all the online donations you receive. 6
Ways to Fundraise Donation by Check Mail all checks to: 24000 Alicia Pkwy #17 Ste. 420 Mission Viejo, CA 92691 Keep track of the checks you receive so as to ensure accuracy in your Donor Support Record (p.16). You may want to make a photocopy of each check you receive. Look over the check for accuracy. Is the check signed? Is the check payable to Wells of Life? Is your Team Name in the memo line? Step 6: Follow Up Once you ve finished the race, send a follow up letter to your supporters. You should accomplish the following things in this letter: 1) Take some time to thank them for their generosity. 2) Tell your supporters what you personally are taking away from your experience. By sending a letter to your donors you enable them to experience your mission with you. 3) Tell them that you will be in touch with them in the next 6 months to update them with pictures and information from the well they funded. (Wells of Life staff will provide this information) 7
Ways to Fundraise 2. Soliciting Online Support If a supporter prefers to make a donation to you online they may do so at your Team's fundraising page. This webpage is an online tool that allows you to tell about yourself, explain why you decided to participate in the race, share pictures, and collect online donations toward the cost of a well! Setting up your Team's Fundraising Page 1) First go to https://www.crowdrise.com/2ndannualwellsoflife100wells5k 2) Once you create your crowdrise account, give your team a name, and then pay for the registration fee. You will then receive a confirmation e mail with a link to your fundraising page 3) Follow the link to your page 4) Here you can fill out all your team information and include a cover photo of your team 6) After setting up your Team's fundraising page, you can direct your potential supporters to your page to make a donation. Using Facebook and other Social Media Social media is a go to option for support for many people. It is great for re connect with old contacts, or connecting with family friends. Fundraising is inviting people to share in the mission and by asking people to support you, you are giving them an opportunity to take part in it. As always, it s important to establish that you are asking them for money in order that they may experience the fruits from your experience and be involved directly with those you are reaching in Uganda. You are inviting them to participate in the mission with you. You can always create an inspiring status (with pictures) or even create a Facebook Event to raise money for your campaign. Please talk to your fundraising coach for other acceptable ways to fundraise using Social Media. 3. Speaking at work, church, school, etc. In certain circumstances, you may be allowed to make an announcement at work, church, school, etc. Make sure to let your fundraising coach beforehand so he or she can provide you with the necessary materials. You must first contact the place you want to speak at for open times to talk. Be prepared to take contact cards and follow up with every person who gives you their information. When giving a talk, remember that you are representing Wells of Life as a whole, and we want to build relationships with people who are interested. Please discuss your plan and talk with your fundraising coach. 8
Sample Appeal Letter Dear Supporter, I hope this letter finds you well! I am very excited to tell you about my participation in Wells of Life s 2nd Annual 5K/1K Run for Water Family Event being held in Laguna Niguel Regional Park on Sunday, April 23rd, 2017. Last year we had over 600 participants, and raised the funds for 22 wells, which provided clean water for 22,000 people! This year, we anticipate a minimum of 1,000 participants; and aspire to fund 40 wells on that day. Our vision is to see our local youth, families and businesses partner in filling this great need and act of mercy by inspiring everyone to play a part in some small or large way. Because of my increased involvement in the organization, I had an epiphany and realized how much we take water for granted! I have been inspired to start a team of runners in the funding of a well in Uganda. I need to raise $6,000 by April 22, 2017. In order to meet this goal as quickly as possible, special gifts of $100-$250 are greatly needed. If you would like to join my team, simply go online and donate by credit card www.crowdrise.com/2ndannualwellsoflife100wells5k (enter your Team Page URL here). Gifts made online and checks made payable to Wells of Life are tax-deductible gifts. Feel free to donate as soon as you are able. I will call you the week of February 13, 2017 to see if you have any questions. Thank you for your consideration in partnering with this great humanitarian effort! 9
Sample Phone Conversation Hi Aunt Betty, this is how are you doing? (Only allow a short amount of time for small talk then quickly get to the point.) I am glad you are doing well. I was wondering if you have received my letter this week regarding the Run4Water?...You have... GREAT...I am really excited about this opportunity and am calling to see if you would like to support this cause and also to see if you have any questions for me. (If they haven t received it, explain a little bit about the mission and why you are doing it, then ask for support). If YES (I would like to give): (Ask Aunt Betty) My goal is to raise ($6,000) for the cost of a well and I m keeping a record of the gifts I receive. What amount did you have in mind today?...thankyou!! You have two options to support me. The best is to go online to www.crowdrise.com/2ndannualwellsoflife100wells5k (You will insert your own Team Page URL here) and make a donation online, or you can write a check payable to Wells of Life (with Team Name in the Memo Line). This allows for a tax deduction. Then you can send it to me and I will send your check into Wells of Life. It is very important that you send your gift to me and not to Wells of Life This will help me get all the money counted toward the funds I need to raise. If NO (I am unable to give): Respond warmly (don t end the conversation abruptly) Aunt Betty, I appreciate your time, I understand that you won t be able to support the mission financially at this time, but would you please consider praying for the success of the Run4Water race? Aunt Betty OF COURSE I WILL! Great, I look forward to seeing you at our family reunion this summer. Sample Thank You Letter Dear (Supporter s Name), (Include something personal first.) Thank you for your decision to become a member of my Team! Your prayers and financial generosity are greatly appreciated. Your investment will have far-reaching results in Uganda and will deeply touch the lives of many. Please join me in praying for and for those whom this gift will impact. Your prayers are most appreciated. Thank you again for your generous support. 10
Donor Support Record Template 11