6.11: Preparing for Fundraising Efforts
- Page ID
- 57551
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\(\newcommand{\avec}{\mathbf a}\) \(\newcommand{\bvec}{\mathbf b}\) \(\newcommand{\cvec}{\mathbf c}\) \(\newcommand{\dvec}{\mathbf d}\) \(\newcommand{\dtil}{\widetilde{\mathbf d}}\) \(\newcommand{\evec}{\mathbf e}\) \(\newcommand{\fvec}{\mathbf f}\) \(\newcommand{\nvec}{\mathbf n}\) \(\newcommand{\pvec}{\mathbf p}\) \(\newcommand{\qvec}{\mathbf q}\) \(\newcommand{\svec}{\mathbf s}\) \(\newcommand{\tvec}{\mathbf t}\) \(\newcommand{\uvec}{\mathbf u}\) \(\newcommand{\vvec}{\mathbf v}\) \(\newcommand{\wvec}{\mathbf w}\) \(\newcommand{\xvec}{\mathbf x}\) \(\newcommand{\yvec}{\mathbf y}\) \(\newcommand{\zvec}{\mathbf z}\) \(\newcommand{\rvec}{\mathbf r}\) \(\newcommand{\mvec}{\mathbf m}\) \(\newcommand{\zerovec}{\mathbf 0}\) \(\newcommand{\onevec}{\mathbf 1}\) \(\newcommand{\real}{\mathbb R}\) \(\newcommand{\twovec}[2]{\left[\begin{array}{r}#1 \\ #2 \end{array}\right]}\) \(\newcommand{\ctwovec}[2]{\left[\begin{array}{c}#1 \\ #2 \end{array}\right]}\) \(\newcommand{\threevec}[3]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \end{array}\right]}\) \(\newcommand{\cthreevec}[3]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \end{array}\right]}\) \(\newcommand{\fourvec}[4]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \\ #4 \end{array}\right]}\) \(\newcommand{\cfourvec}[4]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \\ #4 \end{array}\right]}\) \(\newcommand{\fivevec}[5]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \\ #4 \\ #5 \\ \end{array}\right]}\) \(\newcommand{\cfivevec}[5]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \\ #4 \\ #5 \\ \end{array}\right]}\) \(\newcommand{\mattwo}[4]{\left[\begin{array}{rr}#1 \amp #2 \\ #3 \amp #4 \\ \end{array}\right]}\) \(\newcommand{\laspan}[1]{\text{Span}\{#1\}}\) \(\newcommand{\bcal}{\cal B}\) \(\newcommand{\ccal}{\cal C}\) \(\newcommand{\scal}{\cal S}\) \(\newcommand{\wcal}{\cal W}\) \(\newcommand{\ecal}{\cal E}\) \(\newcommand{\coords}[2]{\left\{#1\right\}_{#2}}\) \(\newcommand{\gray}[1]{\color{gray}{#1}}\) \(\newcommand{\lgray}[1]{\color{lightgray}{#1}}\) \(\newcommand{\rank}{\operatorname{rank}}\) \(\newcommand{\row}{\text{Row}}\) \(\newcommand{\col}{\text{Col}}\) \(\renewcommand{\row}{\text{Row}}\) \(\newcommand{\nul}{\text{Nul}}\) \(\newcommand{\var}{\text{Var}}\) \(\newcommand{\corr}{\text{corr}}\) \(\newcommand{\len}[1]{\left|#1\right|}\) \(\newcommand{\bbar}{\overline{\bvec}}\) \(\newcommand{\bhat}{\widehat{\bvec}}\) \(\newcommand{\bperp}{\bvec^\perp}\) \(\newcommand{\xhat}{\widehat{\xvec}}\) \(\newcommand{\vhat}{\widehat{\vvec}}\) \(\newcommand{\uhat}{\widehat{\uvec}}\) \(\newcommand{\what}{\widehat{\wvec}}\) \(\newcommand{\Sighat}{\widehat{\Sigma}}\) \(\newcommand{\lt}{<}\) \(\newcommand{\gt}{>}\) \(\newcommand{\amp}{&}\) \(\definecolor{fillinmathshade}{gray}{0.9}\)Before beginning any fundraising campaign, the board and administrator must ensure that the program is legally prepared to receive contributions. For nonprofit organizations, this includes being formally chartered by the state and obtaining tax-exempt status from the Internal Revenue Service (IRS), typically under Section 501(c)(3). Appropriate forms and application materials can be obtained through the Internal Revenue Service.
Fundraising activities involve legal and financial responsibilities. Depending on the size and type of contribution received, programs may be required to complete specific documentation, provide receipts, or submit written reports. Some agencies create brochures or informational materials explaining how donations are used and outlining donor policies and procedures.
The board is responsible for ensuring that all fundraising activities comply with current laws and regulations. Some programs retain an attorney for legal guidance, while others rely on volunteer legal support from a board member or community partner. Regardless of the arrangement, administrators and board members must stay informed about legal requirements related to fundraising, charitable contributions, and nonprofit operations.
Professional organizations, journals, and training opportunities can help administrators remain aware of changing laws and best practices. Staying informed helps protect both the program and its donors.
Once the program is legally and organizationally prepared to seek contributions, the board typically approves a formal fundraising plan. The administrator then oversees the development of informational materials that explain the purpose of the campaign and communicate the program’s needs clearly and professionally.
Fundraising materials should:
- Clearly explain the purpose of the request
- Identify the total amount being sought
- Include information about current funding sources, if appropriate
- Use accurate and understandable language
- Include photos or visuals when possible
- Highlight the impact of the program on children and families
Materials should avoid excessive jargon, exaggerated claims, or overly emotional messaging. Instead, they should present honest, compelling, and organized information that helps potential donors understand the value of supporting the program.
There are many resources available to help programs plan fundraising strategies. Public libraries often provide books and guides on nonprofit fundraising and grant development. Board members may also bring valuable experience, connections, and fundraising ideas. Community mentors and business leaders can also serve as important resources during the planning process.
Requesting Contributions
An important part of fundraising is preparing board members and leadership to confidently request support. The administrator is responsible for ensuring that board members understand the program’s mission, funding goals, and the specific purpose of the campaign. They should be able to speak knowledgeably, clearly, and enthusiastically about the program and the impact contributions will make.
Board members should also understand how to ask for contributions in a professional and comfortable manner. This includes knowing:
- Who will be approached
- Which board member or representative will make the request
- The timeframe for the request
- The amount or range being requested
Typically, the designated individual contacts the prospective donor by phone, email, or letter to request a meeting or conversation. During the discussion, the funding need and request should be specific and clearly explained.
Whether a contribution is received or not, appreciation and professionalism are essential. If a donor contributes, the program should acknowledge the gift promptly and sincerely. If a prospective donor chooses not to contribute, it is still important to express appreciation for their time and consideration. Maintaining positive relationships can support future opportunities and strengthen the program’s reputation within the community.
Successful fundraising is built on preparation, communication, organization, and relationship-building. Programs that approach fundraising thoughtfully and professionally are more likely to build long-term partnerships and ongoing community support.