ONE CAMPAIGN: After the Gift

Introduction

Definitions

• Donor Recognition

• Stewardship

• Cultivation

• Solicitation

The Development Cycle

Identify the critical few: those with the greatest capacity to give

Share your Boys & Girls Club story

Learn more about the donor

Cultivate and EngageSolicitation: Ask for a specific amount based on mission

Donor Recognition:

Saying “thank you”

Stewardship

Donor Recognition

• Actions taken by a Club to privately and publicly acknowledge and recognize philanthropic gifts

• Examples?

Stewardship

Stewardship is process whereby a Club cares for and protects its philanthropic support – its gifts and the donors who give them – in a way that responds to the donor’s expectations and respects the act of giving.

OR…

Stewardship is

• Thanking your donors personally and promptly

• Reporting to donors on the use of funds AND

• Using funds as they are intended• All board actions are transparent & recorded • Written policies about gifts whenever possible

The Value of Stewardship

Value of Stewardship

• Stewardship helps insure future support

• Stewardship offers legal and public protection for the Club

• Stewardship strengthens F2F solicitations and volunteers

• Stewardship is right thing to do.

Future Support

• Stewardship: “swing” shift between solicitation and cultivation

• Starts cultivation for next gift• Moves from gift as events to giving as

relationship• Builds trust and credibility• Changes dynamic from Club centered to

donor centered• Donors see a good return on their

investment and want to “invest” more.

Legal and Public

• Accurate gift crediting

• Gift purposes/restrictions clarified, documented

• Documentation for accounting, auditing, tax purposes.

Strengthens Our Volunteers

• Well informed donors make better prospects

• Creates an asking environment that can focus ROI vs. “begging”

• Volunteers who feel they have made a difference and have had a good experience are easier to recruit next year

• Volunteers don’t get “blind-sided”

Right Thing To Do

• Proper etiquette

• Morally correct (universally)

• Respects philanthropy, shows care.

Value of Stewardship

• Good things can happen–Makes next gift easier to solicit–Self-initiated gifts (especially planned gifts)–Good PR by word of mouth–New leadership prospects–Happier volunteers–Prospect referrals.

Value of Stewardship

• Stops bad things from happening:– Surprises at next solicitation– “I never hear from you except when you

want money”– “My acknowledgement was slow in coming

(or inaccurate)”– “You didn’t use my gift as I had designated

it”– People stop giving.

Stewardship Fundamentals

Fundamentals

• Receipt• Acknowledge gifts – say “thank you”• Good contribution records• Written gift policies• Good financial records/annual audit• Report to supporters• Transparency

Receipt

The First Acknowledgement• IRS Requirements

– Amount - $250 mandatory– Date– “Goods or services”

• Express gratitude• Reinforce purpose and terms• Signature

Receipt

theFUNDRAI$INGbank

2003 IRS rules for providing receipts to donors

IRS rules regarding gift acknowledgments

Acknowledgements

• Phone Call

• Personal Visits

• Listing in publications

• Invitations to events

• Stewardship Visits

• Milbank Society

• email

Record

• Name of donor• Donor’s contact information: address, phone,

email address, etc. • Amount of gift• Terms of gifts (in this case, ONE CAMPAIGN

support)• Form of gift• Method of solicitation• Name of solicitor (s)• Payment/Pledge schedule (if applicable)

Reporting to Donors

General Rule:

The larger the gift, the more personal the report.

Fundamentals: – Board or Staff?

• Receipt• Acknowledge gifts – say “thank you”• Good contribution records• Written gift policies• Good financial records/annual audit• Report to supporters• Transparency

ONE CAMPAIGNStewardship Activities

Targets

• Volunteers

• Challenge Gift donors

• Milbank Society Members

• Top 10 Donors

• Next 100 Donors

• All other non-staff donors

Volunteers

• Thank you letter from Campaign Chair

–Summary of overall Campaign accomplishments

–Summary of volunteer’s accomplishments

–Expresses gratitude

• Victory celebration

• Annual report from Club

Challenge Gift Donor• Initial thank you letter from CVO• Progress report letter at ½ to challenge• Final report at 100%

–How much was raised–How many donors (new and repeat)–Other “interesting details” about

impact of gift• Feature in Club newsletter• AND, all other Top 10 donor stewardship

activities.

Milbank Society

• Thank you letter from CVO

• Thank you phone call from Milbank Society Chair or Campaign Chair

• Campaign Victory Celebration

• Milbank activities

– National Event

– Local plaque

• Stewardship visit 6 months after gift (deliver JMS pin).

• www.bgca.net

Top 10 Donors • Within 48 hours: Thank you letters

–Campaign Chair for official letter–Encourage vol. Solicitor

• Within 1 week: Thank you phone call from CVO (if not Campaign Chair otherwise, other Board member)

• 1 month after gift: handwritten note from kid expressing gratitude and relatinga positive experience.

Top 10 Donors

• Campaign Victory Celebration

• 6 months after gift: Stewardship visit

• 1-2 months after end of fiscal year: Annual Report

• End of calendar year: Receipt summarizing all contributions from donor

• Involve in Club

Top 10 DonorsModels II & III

• Invite to other Club activities

• Quarterly Newsletter

Next 100 Donors

• Within 48 hours: Personalized thank you letters

–Campaign Chair for official letter–Encourage Vol. Solicitor

Next 100 Donors

• 1-2 months after end of fiscal year: Annual Report

• End of calendar year: Receipt summarizing all contributions from donor

Next 100 DonorsModels II & III

• Within 1 month: Thank you phone call from a Board member

• Invite to other Club activities

• Quarterly Newsletter

Other non-staff donors

• Within 3 business days: thank you letter signed by:

–Campaign Chair for gifts of $1,000+ –CVO for gifts of $250 - $1,000–CPO for all other gifts

• 1-2 months after end of fiscal year: Annual Report/Letter

Other non-staff donors Models II & III

• Quarterly newsletter

• Research for cultivation

• Invite to other activities

Annual Report: Minimum

• Sources of Funds• Uses of Funds• Expression of thanks to all donors and

special thanks to any Milbank members and/or Challenge Gift donors

• A summary of the year’s highlights (a story or two about the impact the Club made)

Annual Report: Better

• Executive Summary• List of donors by giving level• Highlights of Challenge Gifts, ONE

CAMPAIGN, etc.• Sources & Uses of Funds• Year-to-year comparisons• A summary of the year’s highlights (a

story or two about the impact the Club made)

• Photographs

Donor Recognition

• Model I– Milbank Society: $10,000+– $1,000 - $9,999– $250 - $9,999– Under $250

• Model II– Milbank Society– $5,000 - $9,999– $1,000 - $4,999– $500 - $999– $250 - $499– Under $250

• Model III– Local Society– Milbank Society– $5,000 - $9,999– $2,500 - $4,999– $1,000 - $2,499– $500 - $999– $250 - $499– Under $250

Donor Recognition

• Giving Clubs– Society Naming

• Historical names and dates• Hierarchical• Architectural or geographic• Precious minerals and metals• Colors and mascots• Synonyms.

Budget

–Jeremiah Milbank Plaque and Pins–Victory Celebration Event costs

• Invitations• Space, food, set up, AV• Transportation

–Annual Report Printing & Production–Thank you letter stationery & postage

QUESTIONS?

THANK YOU