Fundraising fundamentals?

[SRath]

As some here are aware, I coach a high school trap shooting team. It is a new team in it's second season and the cost of shooting (ammo and clays) is skyrocketing. I have secured permission from the school board to begin fundraising in the school's name for the team. I have asked all members and their parents to brainstorm on this; we have not a dime and are completely and individually out-of-pocket for all costs.



It is a generous and highly supportive community that loves their high school and vice versa. They can lay claim to 4 straight State football Championships, 2 of the past 3 years state Jazz Choir champs, defending boys track state champs, defending girls track state champs, defending Baseball state champs, and the basketball team is enroute to their 2nd state championship in 3 years, too. And I know I am missing a few.



It is the true "Title Town USA" and just a tiny farm town without a single stoplight and we like it that way. The academics are as outstanding as the extracurricular activities.



So going door to door up and down main street is a no-brainer. As is hitting the big sporting goods stores in nearby cities. I also have plans to advertise locally for a few "projects" where local citizens or businesses could pay the team to perform some work. Things that a group of high schoolers can tackle and complete in an afternoon or day or so. Paint a house or a barn for instance. Last season we did some landscaping for a different school.



But regardless of the idea or enterprise, I need to compose a really good letter to present to would-be contributors and sponsors. Something that tells who we are and what we are about. Something concise and clear that convinces people and businesses to support us.



There are certain required components to such a letter, and good/better/best ways of writing and arranging them. But I'll be dogged if I know what they are for sure.



Can anyone here speak from experience on just exactly how that letter needs to be put together or what it should say?

 

[fest3er]

Be honest. Be truthful. Follow through. Use plain language. Don't waste their time.

• Tell them what the funds are for.
• Tell them how much of the funds (percentage) will be presented to the donee.
• Work with a church or similar organization that is 'above reproach', akin to having an independent auditor verify the books.
• Send each donor a letter of appreciation.
• After the campaign is complete, send each donor a letter stating how much was raised, how much was used to defray expenses, and how much went to the donee.

 

[Superdawg]

SRath,
My wife just finished some fund raising letters she was working on. Here you go.
Tom

Dear _________ Pizza:
_____________ Elementary School in _________ is planning a luncheon celebration for 135 graduating 5th graders. The event will be held June 15, 2011 during school hours. The 5th grade committee would greatly appreciate a donation to help create an event that will acknowledge and celebrate the accomplishments of these great kids. We could use a donation of pizza or any other food.

Contributing to this joyous occasion in the form of a donation will show both the graduating children in your community and their parents that you believe in their educational success. By donating, you are having a direct impact on the youth of this community. These students and parents will remember Rocco's Pizza generosity for years to come.
Thank you for your support.

Sincerely,

 

[Superdawg]

See if you can put the request on a letter head from the child's school if the event is school related. Also, try to get permission from the school to include the school's tax ID number on the request letter for the company's donation.

good luck,

Tom

 

[SRath]

Great advice guys. I know many companies, like the one my wife works for, are happy to contribute but require the tax ID. That can of worms is one more hoop I need to jump through. There a general fundraising umbrella for the various departments and events of the school that has a tax exempt ID that everyone shares. The money any particular group contributes goes into a separate account just for that group. For example, my wife is on the prom committee and they deposit their donations into the fund and then can access those funds when they need to.



The other option would be to get our own team tax ID and exemption. Some folks say that is difficult, but I have a brother who is a tax accountant and I think he can smooth the way for us.



All funds that we collect will go directly to offsetting the high costs of targets, ammo, entry fees, and some badly needed equipment like a portable electric trap. We are a long long way from even beginning to cover those costs, much less even t-shirts or shooting vests, etc for the team and everyone will be on their own. Last year, I spent hundreds of my own dollars buying vests and shell bags and ammo and reloading supplies etc and still have the non-consumable items. I even purchased a custom fully adjustable stock for one of my 870 shotguns so we can resolve gun-fit issues for various team members. I customized yet another of my guns to fit the extremely tall young man on our team who is right now battling leukemia in the hospital. I cannot do nearly as much this season after going through two different layoffs/job losses last year. Times are tough all over.



I made it clear to the parents at the initial season meeting that I WILL need and expect some help. I have one other volunteer certified coach right now, the uncle of one of the kids. But I need someone to do the paperwork, recordkeeping, fundraising, and money management. The other volunteer coach is trying to build a website for us. I'm already dealing with the school, the school board, the national governing body (SCTP), the state governing body (the Department of Natural Resources), and two different local private shooting clubs to host the team. Lots of hoops and phone/computer/paperwork time. Meanwhile, I'm also supposed to be recruiting and actually teaching these young men and women to shoot and take them to the various competitions.



Last year, my mom was in Australia and we 'commandeered' her 8-passenger van to help in car pooling. It has a bad transmission right now and she will be needing it anyway, though she says we can use it when she is not. She is also offering to sew some team shooting vests together. An old cummins-powered team bus would sure be nice. We have to be very careful even about carpooling. The easiest place to meet and park is obviously the school. Though it is unlikely anyone connected with our school would mind one bit, it is against the law for us to even meet there and transfer our guns to one carpool vehicle. I must constantly stress the importance of never so much as entering the school parking lot with a shotgun in the vehicle. It's easy to forget. So we generally meet at my house and I keep the boys guns in my vault when we have events we must get to immediately after school and there is no time for everyone to drive all the way home, distant farms in many cases, to get their guns.



Few people give any thought into what goes into making a team like this happen with no funding. After 5 years, we will have school funding, but it will be a tough 5 years (3 more after this one). It bothers me when, like today, kids approach me about joining the team but then cannot strictly due to the expenses I must honestly lay out for them. Those are often the kids who need something like this the most. This is NOT going to be a rich kids club! I paid for two other boys last season besides my own son. I now have two sons on the team and cannot pay for anyone else.



This fundraising is vital. The letter I need to compose explaining who we are, what we do, our mission and accomplishments and goals needs to be short, sweet, and persuasive.



I tend to write too much and I know it. About all I can do is put it all down and have someone else edit it down.



And solicit good advice here. Thanks guys!