Fundraising eMagazine Term 4, 2013
Glossi by fundraising
The Fundraising eMagazine is proudly brought to you by the Fundraising Directory.
Publisher: Mandy Weidmann
Editor: Heather Grant, heathergrant.com.au
Design: Vanessa Cook,
Cookoo Design & Photography
ABN 98 118 909 069
PO BOX 1516, Coorparoo DC Q 4151
1300 653 305
With the holiday season on weeks away, let me say ‘THANK YOU’ to you, readers, for your support. We love your feedback and ideas. We love that you, like us, are immersed in giving back to community. Pat youself on the back. 2013 has been phenomenal. Look forward to working with you in 2014!
Fourth term is hurtling along. It’s a real hodge-podge of activities: school fete, end of year concerts, farewell from primary school for my eldest, swimming, cricket – and then a long hot summer holiday...
Amid all of this, it’s important to remember our manners. Two little words – THANK YOU – can convey so much. Those same two words unspoken can undo a lot of hard work too. Speaking at the Queensland state schools parents and citizens’ conference in September, I mentioned the importance of thanks to a roomful of volunteers and was practically drowned out by the ‘AH YES’ lightbulb moment of realisation. Find some creative ways to make helpers feel appreciated on page 14.
Here at Fundraising Directory, we talk a lot about putting the ‘fun’ back into fundraising and we’d love to hear your funniest fundraising experience (in 250 words or less).
Please email your entry to email@example.com. We’ll post some of our favourites on our Facebook page: the winning story will be published in Term 1, 2014 edition of Fundraising
eMagazine and will receive a gift from Edible Blooms.
Help! Our ballet school is known for its annual performance. As a parent, I’ve voiced concern at the additional cost of costumes (particularly when a family has a few avid dancers) and suggested we fundraise. That’s been agreed to but with classes on different days at different times, how can I create collective interest and involvement?
- Facebook is your friend. Set up an FB page for your group or cause and post, post, post. Share on your own page so that your ‘friends’ know about the fundraiser. Fundraising is not a time to be secretive!
- Do your members use Twitter? If so, Tweet for quick call-outs.
But don’t rely on social media alone. The human touch and some of those old tried-and-true methods will always pay their way.
- Create visual interest with posters on walls where training sessions are and slip flyers under the windscreen wipers of cars in your club carpark during training.
- Get coaches and team managers on board and ask them to talk up the need for involvement.
- Create some inner-club rivalry with a competition for the most sales (product drive) or seats sold (comedy night)
Always use blind copy when sending a group email or e-blast. People’s privacy needs to be respected!
This is an issue common to so many groups – from Scout groups to football teams, swim squads and yes, ballet schools. None have a combined audience like a school assembly at which to get important messages out.
But thanks to social media there’s no need for one person to be present at every single training session to get the word out.
- Use your club or group’s overarching website to promote the fundraiser. Have a link off the home page to a dedicated fundraising page with all the details.
- Use email to connect but not just any email! Programs like Mailchimp http://mailchimp.com/ or Mad Mimi http://madmimi.com/ enable you to create very powerful, professional looking online marketing materials like enewsletters and updates – and can be free (dependent on size of database).
- Delegate so that different team reps or committee members are at drop-off or pick-up for all sessions, speaking to families about the upcoming fundraiser and what’s being asked of individuals. Social media has yet to replace the power of a one-on-one request.
Our FB friends endorse this approach too.
Amanda from NSW says “I created a group page on Facebook this year for my son's footy team where we shared photos and messages - all parents were members. That
made it easier to get the fundraising message out there!”
Ami from NSW says of her netball club: “We have a Facebook page, we distribute newsletters/forms with all upcoming events. Our committee members also have a strong relationship where after our meetings, we can trust each coach/manager to notify every parent within their team of all relevant information.”
Leanne in VIC says: “Email too. Don’t forget email!”
While we tax-paying individuals work to a June 30 financial year, not all clubs and committees are dictated by the same calendar. Regardless of whether your financial year ends on 31 December, 30 June or any other of the 365 days in the year, there are issues common to all that will need your Treasurer’s attention…
Are your finances in order?
by Nerida Gill - adminbandit.com.au
- Have you organised for the audit to take place and set the dates? Depending on the type and structure of your organisation, there are mandatory deadlines to which you must comply relating to, for example, ASIC, Australian Taxation Office and grant funding bodies that require acquittals or financial accountability requirements.
- Are your account reconciliations up to date? This not only assists with planning and being organised for the audit but makes it easy for the preparation of the end of year reports.
- Check whether there are any accounts or payments that need to be made before the end of the financial year. These may relate to the need to comply with funding guidelines that require tranches to be fully expended before the next one is remitted.
- Have you started the preparation of the budget as this is often used to review and approve the following year’s budget?
- In addition to the budget, the strategic plan should be reviewed and key objectives for the upcoming year should have been established and agreed upon by the committee.
Nerida Gill is the creator of Admin Bandit, a web-based accounting package designed specifically to make keeping the books easy for volunteer treasurers in grass roots community groups. After winning numerous business awards, Admin Bandit is now bringing those same skills to website design and development.
- The maintenance and/or upgrade of equipment should be reviewed. Is it in order and safe to use or does it require replacement. This forms part of the budget process.
- Review any contracts to ensure they have not expired. This can include, for example, staff employment contracts, insurance contracts, equipment and maintenance contracts or security contracts.
- Do a review of all funding agreements to ascertain whether recurrent funding agreements need to be submitted.
- Start planning for your Annual General Meeting.
Will you be standing again as treasurer? If you’re thinking of moving on, consider grooming a successor now rather than having someone thrown in the deep end (as perhaps you were). Being prepared is the key to a smooth transition.
The humble sausage sizzle fundraiser has ramped up in recent years. No longer relegated to fetes and election days, Bunnings Hardware was perhaps the first to see opportunity in this mouth-watering money maker and offer its store locations up as venues for community groups in a very organised, systematised way of showing its social corporate responsibility.
Now there’s no shortage of outlets doing the same.
But what’s involved and how worthwhile is a sausage sizzle outside a store? We asked Fundraising Directory friends for their insights. Some common threads:
- Bunnings Hardware sausage sizzles particularly are highly sought-after. It can take months (sometimes years) to get your group’s name on the list, depending on where you are and whether you only want a weekend fundraiser.
- Weather plays a big part in sales. Rachael G says: “Last one we made $1200 – was a
perfect day. Everyone was out DIY’ing and buying our sausages!!! We ran out and had to send for more sausages a couple of times!!”
What you MUST know
Find out who is in charge of activities at your local store and send a written request, on organisation letterhead, to hold a sausage sizzle at their place. Typically, Bunnings will send you an information pack including:
- items that Bunnings will provide (normally BBQ, gas, and shade cover)
- items you need to provide (e.g. gloves, napkins, wipes, disinfectant spray, BBQ tools)
- suggested quantities of sausage, bread, sauces and drinks
- logistical requirements (OHS guidelines, council food handling requirements, insurance).
They may also set prices for sausages and drinks.
FB friends' 5 top tips
1. Cook onions (who can resist that smell? It draws the crowd!)
2. Stay in mobile contact with the next roster of volunteers (in case you need extra supplies picked up)
3. Wherever possible have sausage sizzles on Saturdays as they’re usually more successful than Sundays or weekday evenings – but having said that, some groups found themselves ‘off the list’
THE GREAT SAUSAGE SIZZLE continued...
for declining opportunities. Weigh up the pros and cons of a date offered to you.
4. Seek to maximise your profit by getting local supermarkets, butchers and bakers to donate some (or all) of your goods. Repay the goodwill by letting buyers know where your sausages came from.
5. Seek to have two, not just one, person attend the required OHS course and someone who has done the training needs to be on site throughout the fundraiser – and it’s a long day for one person.
Here’s some direct feedback from those who’ve experienced a Bunnings sizzle:
If it’s a good day weather wise, it can be fabulous. If it’s too hot or too cold, not so successful. One year
we raised $1700, the following year $700. Hit and miss but worth the effort!!
- Melanie W
Our Bunnings’ application process is tedious and a long waiting list on top of that. But earns an average $1500 in six hours, so kind of worth it!!
- Kristy S
We find it difficult to get people to help…but it is a good money maker.
- Chez L
Sizzling to go? Select ‘community involvement’ on this Bunnings’ link http://www.bunnings.com.au/contact-us_in-the-community.aspx or google other businesses in your community that offer their passing trade for BBQ fundraisers.
The last word goes to Leeann HW. It speaks volumes about the popularity of fundraisers like this: Sometimes my hubby goes to Bunnings just for the sausage sizzle!
‘Thank you’. It’s a phrase we teach our kids soon after they start talking. These two little words can be tremendously empowering, making someone feel appreciated, when delivered in a heartfelt way but they can just as easily come across as a glib and empty automaton response.
This year, consider thanking committee members and hardworking volunteers with a little more than a nice one-liner in the annual report or the end of season newsletter. There is an ulterior motive: if the ‘troops’ feel valued, they’re likely to be more responsive when the call goes out next time for help.
In our electronic age, a handwritten note is a novelty. Yes, you might get writer’s cramp but a card with a personalised note of thanks to every volunteer will be noticed. No, you can’t cheat and scan your signature (that’ll be noticed too – for the lack of time, thought and effort).
Here are our top 5 thanks-givers:
Throw a party. Your volunteers are the guests. They don’t have to lift a finger. It’s a fun night for them, wrapped up with a personal ‘thank you’ speech.
Integrate a prize-giving into your school assembly or sporting club’s awards night. It’s a very public way of recognising the hard work of volunteers and has much more impact than a certificate of appreciation arriving, bent, in the letterbox.
Recognise effort throughout the year with small ‘rewards’. For example, allocate a car space at your school or club house that’s reserved for the ‘volunteer of the week/month’. Such convenience will be welcomed – and will motivate continued service.
Always ensure your volunteers and supporters know what happened – inform them of the ‘fruits of their labour’ and what will happen with the funds. When funds ‘evaporate’ and effort isn’t seen to make a difference, willingness to keep going is not far behind.
And thank you… for all that you do to make your community a better place through volunteering!
Kings’ College Spring Art Festival, Parramatta
Best features: map with highlights of where each feature was (art displays at X, high teas at Y etc)
Directional signs were abundant and clearly visible
Plenty of parking. Plenty of volunteers to help guide you to the car parking area safely.
Very spacious but not too far to walk between each designated area.
Chill out zones/shade: 5/5
Plenty of seating early in the day when we visited (10-11.30 on the first day). Tables in the shade for kids to do plaster painting etc.
Food quality 5/5
Wide range from hamburgers and hot dogs to pulled pork/beef buns, Mexican, Gözleme (Turkish pastry) to High Tea (booking needed).
In the eyes of my 8yo daughter, Kings’ failed because there was no fairy floss to be found!
On stage, more for the young toddlers - Bananas in Pyjamas, Miffy, science show.
Side show alley rides. Clowns, wandering entertainers.
Stalls - 60+, all high quality
No queuing for the rides when we visited. Estimate about 1000+ in attendance at that time.
Food: quite reasonable - Snocones and slushies $4; nachos, Mexican beef or chicken wraps, pancakes $8.
Rides: no obvious signs for costs or whether rides were single or unlimited.
Very professionally done with a lot of parental volunteers who were friendly and helpful.
NSW reviewer Fiona shares her observations, using Mandy Weidmann’s fete checklist as a rating guide, in our new quarterly column.
Cumberland hospital annual spring fete
Flyer - none sighted
At one stage I wondered if the event was on or cancelled!
Plenty of parking with shade
Nicely spread out.
Chill out zone: 2.5/5
Not much available seating but plenty of garden edging high enough that you could sit on the edge. There was an indoor area for the Devonshire teas.
Food quality: 5/5
Food was delicious and very well-priced, offered mostly by in-house stalls. Ice-cream van as an external stallholders. Still no fairy floss for my daughter (but she was happy with her face painting - $4 for a full face)
Live music and singing was lovely.
Only two rides - mini fire engine ride which moved around the grounds with all of the passengers ($2pp) and a ride on a hotted-up Harley ($5).
Kids’ area for plaster painting and face painting as well. Very cheap prices.
It paid to poke and prod below the surface, mingling amongst the variety of stallholders to find some great quality products at good prices.
Activities and food were all reasonable.
Laid back casual atmosphere, nothing fancy or extravagant; your average fete.
Jenny, how did you get involved in volunteering and fundraising?
I've been involved with the Batemans Bay Seahawks AFL club for about 14 years since moving here from Wodonga. Not knowing anyone in the area, I quickly registered my kids with the Auskick program and saw getting involved in the club as a great way to meet people. After a short time, I put my hand up to be on committee. Like all non-profit and sporting clubs, we are always on the lookout for different ways to raise money... It seems sometimes you can never have enough to buy equipment, pay the bills etc.
I was diagnosed with advanced breast cancer in 2007 and that’s stopped me from doing a lot around the club but I have offered my services for ‘sit on your bum’ jobs like fundraising and functions. I’ve run bogan bingo nights, pie drives, movie premieres, all sorts of activities.
You recently pulled off an extraordinary fundraiser. What does a helicopter ball drop involve?
This is really very popular in the USA but as far as I’m aware hadn’t been done in Australia. Essentially you sell numbered golf balls, a helicopter takes off,
Kickstarting our new regular profile feature, our ezine editor Heather Grant talks with Jenny Wells from Bateman’s Bay about the importance of contingency plans when your fundraising plans are sky high!
buzzes around the course, hovering above a predetermined drop site and the balls are dropped. The golf ball that lands in the cup or closest to the pin is the winner.
Well that beats a chook raffle! I bet there were some wide eyes at that suggestion.
The club president’s initial response was ‘what?’ I explained in detail and in amongst his chuckling, he said ‘Just do it. I don't care what the others think!’ He phoned back about five minutes later, still chuckling, and asked if I was serious. I was!
Some pretty big expenses immediately come to mind. How did you go about making this a fundraiser?
There was a bit to think about, the main one being getting a helicopter. As it turned out one of the players (and a good friend) mentioned that his boss had a brother who worked for a helicopter company and they were based in the area for the fire season. BINGO!
Syndicate member Brett Peder was stoked to win the golf ball drop and his group quickly donated back the majority of their winnings!
Next issue was balls. We’d decided to sell 1500 balls. I contacted the Drummond Golf store in Canberra and asked if they would be interested sponsoring the event by donating the balls. BINGO again!
Other than the thrill of being closest to the pin, what was the prize?
We settled on a $10,000 cash or gold bullion prize for the ball that landed nearest the pin and five $200 Coles vouchers for the five next closest balls.
That’s a big outlay. How much did it cost to participate?
I wanted to raise a fair bit of money for the club but kept affordability in mind too. We set a price of $25 a ball and aimed to sell 1500 balls, keeping odds reasonable. We didn’t sell all of the balls but we did clear $20,000 in profit.
Tell me this went smoothly, without dramas!
I wish! Council wanted safe work statements, proof of insurance from us and the helicopter company and just days before, I
got notice that the helicopter wasn’t available. Plan B was a cherry picker but the day before, another call came in. It was bogged due to wet weather and would be for another week! Well the balls had to fall to the ground. Time for some more creative thinking. Plan C: a builder friend organised a crane with a concrete kibble attached. All the numbered balls went into the kibble, the crane raised it about
50 metres and we pulled the rope. It was great to see. Oh, and since the crane didn’t need to go the grounds, council was politely told to back off!!
That’s not quite the end of the story though, is it?
The winner was a local golf syndicate in which one of our ex-players was a member. They were very happy with their win and donated $2000 back to the club, $2000 to the golf juniors, $2000 to the rugby club (which we share facilities with) and $2000 to the hospital!!
Cakes – FB friend Lyn G
Carols by candlelight
Casino night - FB friend Heather GC
Chook lotto – FB friend Jenny J
Christmas cards – FB friend Kiera
Cookbooks – FB friend Lynette DA
Costume party – FB friend Natasha C
Craft market – FB friend Rachel L
Crazy hair day
Crowdfunding – FB Natasha C
Bellbowrie Sports and Recreation Club recently let cows answer the call of nature on their sportsfield, marked up as a grid with 1m2 squares. The square the poop landed on was the winner – although the ultimate winner was cancer research.
Cow Pat Bingo
The collective effort of individuals who network and pool their money, usually via the Internet, to support efforts initiated by other people or organisations.
But as Victoria's Ivanhoe East Preschool community found, there's no beating its orginal offering.
“I have memories of my own picture plate growing up,” says East Ivanhoe Preschool director, Kate. “I was always very proud to see my unique plate at my place at the table. It was a memento that my family kept throughout my schooling and it always brought back fond memories of my pre-school experience.”
With such positive sentimental recall, Pictureproducts’ Pictureplates was deemed a perfect fundraiser, supporting the preschool’s specialist art program, including an artist-in-residence.
“The artwork on the plates is very open ended. Children can choose to express whatever they like. Some families even added photos of their child and pre-school friends which was lovely,” Kate said.
Social committee member Kristen said of this fundraiser: “We learned that an activity that provides all participating families with a unique product designed by their own children is more rewarding for the families and results in better participation than other activities.”
Product Showcase: Pictureplates
Memories are made of this…
What’s special about Pictureplates?
- Design won’t scratch or wear off
- A lasting treasure
Proof Pictureplates aren't kids' play
Pictureproducts’ managing director Toby Griffin says: “A contemporary graphic art fair in Melbourne's Royal Exhibition Building next February has asked to feature our Pictureplates in an event aimed at creative grown-ups—you're never too old to make memories into keepsakes!”
Ella and Sophia Masfield hold their picture plates.
Pictureproducts has been in business for nearly 40 years, starting with the custom-decorated picture plate and evolving its range to include jigsaws, mousepads, coffee mugs and calendars.
A Fun, Healthy & Ethical fundraiser
100% of profits on sales for your group!
Seeds for the Future fundraising is: Simple, Healthy, Educational, Environmentally Friendly, Community Focused, All Australian, Sustainable &
To raise money for your charity, why not purchase Albury Enviro Bags stock jute bags and just add your own unique decoration.
These jute bags have proven to be very effective and beautiful fundraisers.
We stock an extensive range of top quality Glow and Flashing products at wholesale prices. Fantastic fundraising products that return excellent profits. ...
Featured Fundraising Ideas
Fundraising and corporate showbags including:
- Fetes Show Bags
- Lucky dips
- Christmas Show Bags
- Fundraising Show Bags
- Events Show Bags
- Online sales Show Bags
If you need showbags or xmas gifts, we can help!
If you belong to a club or organisation that could use a fresh fund-raising idea or member benefit, suggest they distribute Entertainment Books to members and friends - it's easy, profitable and fun to do.
Stickybeaks re-usable canteen/tuckshop bags are available in a Lunch Wallet(non-insulated) and an All Rounder (insulated).
Both bags are compact, funky (appealing to children) and are practical in reducing waste generated by paper bag use.
Featured Fundraising Ideas