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FUND-RAISING/FRIEND-RAISING WORKSHOP Paul J. Sutera, Student Affairs Development Officer September 29, 2004 Miner Lounge, Student Center

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Goals for this Presentation: Give an overview of fundraising Let you know how I can be a resource to your club/organization, college, etc. Share with you the on-campus funding opportunities available Provide you with hands-on resources (ie. http://giving.rice.edu/studentaffairs, fundraising manual, class on philanthropy, etc) Show you some examples of “successful” sponsorship letters Start the philanthropy/development conversation Questions/Answers

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Fundraising Basics Fundraising IS… “A non-profit organization with a vision and a mission, leadership and volunteers, providing a much needed service in the community, asking others to join them in their crusade.” Fundraising IS NOT… Begging A sales job Confrontational A one-way conversation

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Why is Fundraising Important?

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New Skills: Acquire value people skills, which will make you more confident and polished Fundraising is an art and a science Motivation: Help your club/organization bring the best programs to campus What if your club raised $500 more than last year? $1,000 more? $10,000 more? Wayne Gretzky once said, “You miss exactly 100% of the shots that you don’t take” Be bold, be persistent, be aggressive. Fundraising is one way that you can really make a difference, in yourself and at Rice University.

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Fundraising for Your Organization Setting Goals – The vital element in any good fundraising plan is a set of clear, specific, and articulated goals. A good way to produce these goals is to meet with all organization members and your advisor (for historical perspective) and have a brainstorming session. Why do you want to/need to raise funds? Why do you think someone would give to your organization? Who would give? Could you utilize the local community? Student body? Former students? Would YOU give to your own organization? What is the goal (in dollars) for contributions for this year? Next year? What resources are available to your committee? How many hours per week is your group willing to spend towards the fundraising effort? What fundraising activities were undertaken in the past? Were they effective? What are the strengths and talents of the group? How will you recognize donations?

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On-Campus Funding Opportunities: Student Activity Fund – Why was this fund established? Created by Rice students through blanket tax fees to provide funding for events of a cultural, educational, or otherwise valuable nature. How do I apply? http://www.ruf.rice.edu/~stact/StuActFund.html Total yearly allocation is $30,000. Deadlines are 10/1/04, 11/5/04, 1/28/05, and 3/18/05. President’s Programming Fund – Why was this fund established? Created by the President of Rice to provide funding for student events of a cultural, educational, or otherwise valuable nature. How do I apply? http://www.ruf.rice.edu/~stact/PresFund.html Total yearly allocation is $20,000. Deadlines are 9/17/04, 10/22/04, 2/11/05, and 4/1/05.

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On-Campus Funding Opportunities: Dr. Bill Wilson Student Initiative Grant – The grant provides support for an innovative or entrepreneurial student project to improve student activities or campus life. BE CREATIVE. The money can be used for any worthwhile student project, however salaries and/or travel will not be supported. Proposals are due on a date to be determined each fall and the award is approximately $5500. Any Rice student may submit a proposal. Proposals can be sent to Dr. Bill Wilson Grant, c/o Master, Wiess College, MS-738. Envision Grant – Offers an avenue to fund individual projects. Awarded proposals promote service, foster leadership development, incorporate innovation, plan for sustainability, and/or exhibit creativity. The President provides funding for the program. Next deadline is 10/14/04. Projects are not restricted to efforts on campus and can benefit a community of the student's choosing – this is an opportunity to be visionary and bold! www.ruf.rice.edu/~leading/leaderpages/envision.html

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On-Campus Funding Opportunities: Community Service Grant – The Vice President of Student Affairs allocated funds to this grant for the exclusive use of community service organizations and programs. These funds are separate from the President's Programming Fund and the Student Activity Fund. www.rice.edu/service/ Athletic Department – Clubs can seek fund raising opportunities in the Athletic Department during both fall and spring semester. Fall 1) Clean up after football events (20-25 students) $500.00 -about a 4 hour duty. 2) Volleyball Games -- need rotators -- people to throw ball back to the server. About $15.00 per match. Spring Baseball Games - clean up afterwards (10 students) $100.00 -about a 2 hour duty. For more information contact Michael Shockley in the Athletic Department at x8785 or mshock@.

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On-Campus Funding Opportunities: Academic and Research Support Fund – Why was this fund established? Created by the Division of Student Affairs, to support individual or group academic research projects. There are two deadlines for fund allocation (one each semester) which are 9/24/04 and 3/4/05. Who can apply for this money? This fund may be used for all academic or research projects by individuals or groups of students. This includes, but is not limited to, academic publications, research symposia, conference travel, etc. Student organizations are not eligible for this fund. How do I apply? Fill out the form on the website at http://www.ruf.rice.edu/~stact/Acadres.html Staffing Alumni Events – Staffing alumni events (Homecoming, Families Weekend, Beer Bike Tent, etc) is something that clubs/organizations have done in the past for Jennifer Harding, Director of University Events. Her contact information is harding@ or x6094.

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On-Campus Funding Opportunities: Outdoor Activities & Trips – The Recreation Center has funds available for students to help finance outdoor trips and activities during the fall semester. If you are leading an outdoor trip or just planning to do an outdoor excursion during the semester, submit a proposal to swray@rice.edu for available funds. Please include the following information: Your name, a detailed trip plan (the type of trip you are taking, where you are going, estimated cost for the entire trip, number of other Rice students involved in the event)and how this funding will benefit your trip. Proposals are due no later than October 5, 2004.

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Why Do People Give?

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Why People Give: Personal vested interest Passion – believe in the cause It is a worthy project Want to give back because someone helped them (ie. Scholarships @ Rice) Return on Investment (ROI) Make a difference, giving is healthy – wellness activity of sorts! What to be part of something Financial/Tax benefit

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Why Don’t People Give?

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Why People Don’t Give: #1 Reason – They are not Asked! Asked too much Turned off by person in the club/organization Fundraising Costs (paying too much for overhead)

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SOURCES OF CONTRIBUTIONS (In billions) Individuals $183.73 76.3% Corporations $12.19 5.1% Foundations (must pay at least 5%) $26.90 11.2% Bequests $18.10 7.5%

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“The Paul” Rule for Fundraising: Students may contact companies for donations in-kind or cash of less than $500. For requests over $500 approval is needed from my office. Requests for approval to solicit companies can be submitted in person or via email to sutera@rice.edu. Information needed includes: The purpose of the event The dollar amount to be raised Recognition to be offered to donor(s) List of corporations to be approached A draft solicitation letter should also be included Please allow one week for review and approval.

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Before you start your sponsorship solicitation: What does your organization do? Who does it help? What difference does it make to a person’s life or difference to the world? How long have you been going? What are your plans for the future? What happens if you can’t provide the service (eg. If you don’t get the donations, put into personal terms, not…our service would stop, but it would mean that we couldn’t offer xxx a chance to take part in the xxx.) What makes your organization so different to all the others—what makes you special? How are you funded?

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Achieving Success in Fundraising: The Sales/Development Kit

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The Sales/Development Kit: The “CASE” – A statement of all the reasons why someone should and could support the cause. WE NEED TO TELL OUR STORY! A compelling case that is exciting and shows results is the foundation for asking.

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The Sales/Development Kit: an example The “GOALS” – Why do we [Student Affairs] exist? Provide high quality services, programs, and facilities Provide meaningful opportunities for student development Create a sense of community

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The Sales/Development Kit: an example Historical Achievements Statistics about programs Statistics about development opportunities Descriptions of facilities and services Testimonials from current students, alumni, faculty, community members, etc.

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Club Sports/Recreation Club Sports Budget Cultural Programming ADVANCE Student Activities/President Programming Funds Leadership Training Impact Rice Retreat Community Involvement Center Career Exploration/ Graduate Programs Capital Improvements Recreation Center Renovated Student Center Current and Future Needs The Sales/Development Kit: an example

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The Fundraising Letter

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SAMPLE FUNDRAISING LETTERS SUBJECT: Sponsorship of Rice University’s South Asian Society  Dear ____________: Never use “To whom it may concern” We are writing on behalf of the South Asian Society (SAS), a student organization at Rice University in Houston, Texas. This summer, SAS is seeking corporate sponsors for its various activities and events. As a large student organization whose basic goal is to promote, share, and celebrate South Asian culture across the Rice University campus and in the greater Houston community (our performances draw crowds of over 1350 people), sponsorship of SAS can offer your corporation the opportunity to visibly promote cultural diversity, education, and enrichment. Enclosed with this letter you will find the following supporting documents:  PAGE 1 - Details of our organization and its current events, activities, and budget PAGE 2 - Details of proposed new events with the aid of corporate sponsorship PAGE 3 - Sponsorship benefits and packages PAGE 4 - Instructions on how to sponsor SAS PAGE 5 - An advertisement that can be distributed amongst employees PAGE 6 - Copy of IRS Tax-exemption Form 501(c)(3)  Thank you very much for your time and consideration. Please feel free to contact us at any time if you have questions or concerns.

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SAS INFORMATION, ACTIVITIES, AND EVENTS: -          150+ members -          Largest cultural organization on the Rice University campus -          Membership open to South Asians and non-South Asians alike -          Maintain an up-to-date website: www.ruf.rice.edu/~sasiasoc/ -          Host 3 large-scale theatrical productions of song, dance, and drama educating people about South Asian culture wi/ 1350+ attendance -          Hold an end-of-the-year formal banquet -          Produce SAS T-shirts for members -          Publish an annual newsletter: SAS Slate -          Participate in community service: o        Clean-up projects at Hermann Park o        Project Pumpkin and Spring Fling (campus-wide volunteer events that cater to disadvantaged inner-city kids) o        Habitat for Humanity -          Send representatives to national and state conventions o        National conferences run by the national South Asian Student Association o        Participation in statewide dance competition, Festival of India 2003 -          Organize community discussions/conferences o        Upcoming Conference on South Asian American Sexuality involves invited authors and speakers from across the world -          Reach out to the non-South Asian community. o        Host South Asian dance nights where we teach traditional dance steps to Rice student population and community. -          Organize many social events in cooperation with other organizations at Rice University such as the Chinese Student Association, the Vietnamese Student Association, the Korean Student Association, etc.

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PROPOSED NEW ACTIVITIES AND EVENTS WITH CORPORATE SPONSORSHIP (1) Cultural Networking Proposed Cost: $3000   Our lack of sufficient funds in the past has stopped us from participating in national South Asian conventions/competitions which are not held in Texas. An example of one of the largest of these is the South Asian Students Association national conference. Perhaps this year, if the South Asian Student Association national conference is held outside of Texas, SAS can send a group to represent Rice University.   (2) Cultural Enrichment Proposed Cost: $1000   We are currently organizing a groundbreaking conference, entitled “Conference on South Asian American Sexuality,” that will boldly address the topic of sexuality among South Asian Americans using the format of a round-table discussion with a panel of academic experts in the field. This ambitious undertaking will require many resources to help fund our invited speakers’ travel expenses, accommodations, and speaking fees, as well as refreshments and gifts. (3) Community Service Proposed Cost: $1000 In coordination with other groups at Rice, SAS hosts an afternoon of activities and games for inner city school kids twice a year. SAS runs a booth that teaches these kids about South Asian culture. The positive reception our booth receives suggests that this activity could be expanded to include school children from all over Houston. In the future, as a way of increasing South Asian awareness, SAS members could voluntarily tour surrounding schools to teach various South Asian traditions. Other initiatives we are considering include offering to cook a South Asian meal for a homeless shelter and volunteering at the city’s International Festival. (4) Increased Social Activity Proposed Cost: $2000 Additional funds could also vastly improve our social activities. Each spring, one of our largest activities is our annual weekend retreat. These weekend retreats were originally started to increase SAS member interaction. In the past, we have had to ask members attending the retreat to help pay for the weekend’s expenses, which has discouraged many people from attending. This year however, with additional funds, we would like to subsidize this weekend and hopefully increase the number of people who attend. (5) Improved Annual Banquet Proposed Cost: $2000 Currently, our end-of-the-year banquet is held on the Rice University campus in a dining hall of one of our residential colleges with a self-made stage and improvised lighting and music systems. All of this tends to detract from the formality and celebration of the night. In the future, we would like to hold this banquet at an off-campus venue and expand and improve upon our current entertainment. 

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SPONSORSHIP PACKAGES: (1) FRIEND: > $100  -          Your company’s name on our show programs -          Your company’s name and logo: o        Printed on our website: http://www.ruf.rice.edu/~sasiasoc/ o        Printed in our annual newsletter: SAS Slate (2) BRONZE SPONSOR: > $500 -          Your company’s name on our show programs -          Your company’s name and logo: o        Displayed periodically on a large video screen during our shows o        Printed on our website: http://www.ruf.rice.edu/~sasiasoc/ o        Printed in our annual newsletter: SAS Slate (3) SILVER SPONSOR: > $1000  -          Your company’s name on our show programs -          Your company’s name and logo: o        Displayed constantly on a large banner at our shows o        Displayed periodically on a large video screen during our shows o        Printed on our website: http://www.ruf.rice.edu/~sasiasoc/ o        Printed in our annual newsletter: SAS Slate (4) GOLD SPONSOR: > $3000 -          Your company’s name and logo: o        Printed on our T-shirts o        Printed on our show programs o        Displayed constantly on a large banner at our shows o        Displayed periodically on a large video screen during our shows o        Printed on our website: http://www.ruf.rice.edu/~sasiasoc/ o        Printed in our annual newsletter: SAS Slate

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(5) PLATINUM SPONSOR: > $5000  -          A representative from your company and an information booth at our shows -          Your company’s name and logo: o        Printed on our T-shirts o        Printed on our show programs o        Displayed constantly on a large banner at our shows o        Displayed periodically on a large video screen during our shows o        Printed on our website: http://www.ruf.rice.edu/~sasiasoc/ o        Printed in our annual newsletter: SAS Slate INSTRUCTIONS ON HOW TO SPONSOR SAS If your corporation would like to sponsor SAS, all you have to do is send a check in the amount that corresponds to the particular sponsorship package that you want. Checks should be sent to the following address: South Asian Society Rice University Clubs Office, MS - 526 P.O. Box 1892 Houston, TX 77251-1892 Checks can be made payable to Rice University, with the words “SAS Donation G82125-GR03” in the Memo line of the check. Upon processing your check, Rice University will send you an official thank-you letter and the appropriate paperwork so that you can claim your donation as a tax deduction to the extent allowed by the law. SAS will also send you a letter saying that we have received your donation and that we are taking the proper steps to give you your total advertising space. Official Rice University Contact The Divisions of Student Affairs and Development at Rice University have partnered to establish a development position with student organizations in mind, an Assistant Director of Development for Student Affairs. A goal for this position is to link alumni, corporations and foundations with student groups they are interested in supporting. Please contact Mr. Paul Sutera if you have any questions or ideas about supporting student clubs and organizations at Rice: Paul Sutera, Assistant Director of Development for Student Affairs Rice University Phone: (713) – 348 – 3561 E-mail: sutera@rice.edu

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Rice Men’s Lacrosse Club

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Rice Men’s Lacrosse Club Dear Rice Lacrosse Parents, My name is Sam Symonds and I was recently elected to be a captain for the 2004-2005 Rice Lacrosse season. As you probably know by now, your son is an active member in our club organization and most likely when you ask him about his experiences at Rice, a lot of his fondest memories are due to being a member of our team. Our club team is an outlet for many Rice students to escape the stresses of our rigorous curriculum. Rice Lacrosse has helped many Rice students become the men that you know today by fostering social connections through the team, enabling competitive students to continue to compete in sports, and by providing our team with methods to continue to remain in shape to help offset the ravages of college. We have a diverse team that has pre-med students, engineers, architects, and a huge variety of social science and humanities majors coming to play lacrosse from all over the world. This lacrosse team is so much more than a simple club sport. Our players take pride in our team, work hard to achieve our goals, and simply love the game itself. We play because we need the release of working together to achieve a mutual goal. As a team we are dedicated to our goals and though we haven’t always come out on top, we always strive and work our hardest to achieve them. The essence of this letter is to ask you parents to help us out. Because we are a club team playing an expensive sport, we are severely under funded. Our typical budget can barely cover the costs of referees fees, equipment, and travel expenses. Currently, we only have one set of jerseys that we have to use for both home and away games. We are even unable to afford a coach. Presently, we take in dues of 100 dollars per player and we have sold T-shirts in the past, but with as little time as we have during the year, it is difficult for us to make much money to cover our costs. I am asking you to please help us out in any way possible. Any donation will be more help than you can imagine. If we can achieve our goal of 4000 dollars, we will be able to fund two sets of jerseys and shorts as well as cover the costs of all of our referees’ fees for the entire season. Please assist us in becoming the team that we know we are capable of becoming and please know that your donation will allow us continue our tradition as a club sport dedicated to the students who play it. Thank you all for your support and thank you for taking the time to read this letter.   Samuel C. Symonds Captain 2004-2005 Team Hanszen College ‘06

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Rice Men’s Lacrosse Club  Giving to Rice Lacrosse   If you choose to send a check, the enclosed envelope will send your donation to Paul J. Sutera the Assistant Director of Development-Student Affairs who handles the donation accounts. We also have made it possible to send a donation to our organization over the Internet. Go to http://www.giving.rice.edu/giving/Clubs.asp Click on “Make a Gift” online. On the online form, under “designation” click “other” and at the bottom “Special Instructions” section write in “G81443-GK38; Rice Men’s Lacrosse” this directs the donation into our personal folder.     Types of Donors   Rookie donor: 50 dollars from each family=1 full set of jerseys and shorts Sophomore donor: 100 dollars from each family=2 full sets of jerseys and shorts Junior donor: 250 dollars from each family=achieves goal of 2 sets of jerseys and referee fees Senior donor: 500 dollars from each family=2 sets of jerseys, referees fees, and money for a coach Captain donor: 750 dollars from each family=all of the above as well as travel expenses   Once again, thank you for all your help and support. We couldn’t do it without you.

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Engineers Without Borders

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 ENGINEERS WITHOUT BORDERS Engineers Without Borders USA (EWB) is a nonprofit organization dedicated to helping communities in the developing world improve their quality of life through the implementation of environmentally and economically sustainable engineering projects that address basic needs for water, sanitation, shelter, and energy systems. By bridging the gap between those looking for help and those eager to help, EWB facilitates the completion of service projects that profoundly affect a community and the development of internationally responsible engineering students. In March of 2003, thirty Rice University students inaugurated the Rice University Chapter of EWB. Growing since its inception, Rice EWB is currently pursuing several service projects around the globe. We ask for your financial support to aid in the success of the organization. Background: EWB, composed of more than twenty five active chapters, has ongoing projects in Africa, Asia, and Latin America that address production and distribution of potable water, processing of gray water, installation of micro, solar, wind and hydropower systems, and a variety of other engineering issues. In the summer of 2003, the Rice Civil and Environmental Engineering Department supported three Rice students to join students and faculty from the University of Colorado in completing a project in the West African village of Foutaka Zambougou, Mali. Prior to this implementation, the community relied on only one working deep well pump for its water supply, when the Malian government recommends at least four for a community its size. The community was forced to draw water from shallow, contaminated wells. As a result, roughly 90 percent of the community was sick, most from water born illnesses. Working in an arid environment with daily temperatures exceeding 110 degrees, these Rice students helped residents of this small village coordinate the drilling of two new deep wells, repair a non-functional deep well pump, construct a rainwater collection basin, and begin a drip irrigation system for their village farm. Building on the success of the Mali project, Rice EWB is becoming a truly autonomous chapter, developing and implementing its own projects. Additional funding is now needed to support the further growth and continued success of Rice EWB.  

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 ENGINEERS WITHOUT BORDERS Need: We envision the greatest benefit to come from Rice students initiating their own, stand-alone, projects. These would be conceived and executed solely within the Rice Chapter of EWB, allowing students to receive course credit, if desired, upon completion of each project. To develop such a program, Rice EWB would require funding in the range of $20–30,000 per year. Rice EWB, consisting of approximately forty-five actively participating students, is currently pursuing projects in Mexico, El Salvador, Nicaragua, and Mali. A water purification and distribution project in Piedritas, Mexico has been approved by EWB-USA. Implementation will occur in May, 2004. In El Salvador, both a water purification, storage, and distribution project and a bridge project have been approved by EWB-USA. Other students traveled in March, 2004 to Nicaragua to meet with several communities. An application for a bridge project is currently being prepared. A group of Rice students will also return to Mali in December, 2004 to implement a drip irrigation project in the same community. Summaries of the activities of these four teams are included in this mailing. Students will head groups to design the projects and they will organize and participate in workshops designed to teach real-world engineering. Upon completion of the design and site survey, students will return to the communities once again to implement the projects. We hope to establish long-lasting relationships with the communities we work with, returning for several years to pursue additional projects, as we are currently doing in Mali. Sufficient funding is essential for all of these activities. Importance:   A number of tangible and important impacts can be realized through your support of Rice Engineers Without Borders. These include: the completion of service projects that profoundly affect entire communities providing new and challenging out of the classroom educational experiences for students from freshman through senior year the inclusion of humanitarian concepts in Rice University’s engineering education opportunities to work with other cultures and levels of technical development the development of strong team building skills that transcend cultural barriers  

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 ENGINEERS WITHOUT BORDERS   Ways to Contribute:   Rice EWB would greatly appreciate your support. Donations need not be large, and they are tax deductible. Many employers also match donations given by their employees. If you are interested in supporting the efforts of the Rice EWB Chapter, donations can be given by completing the included form or the online form, which can be found at: https://online.alumni.rice.edu/giving/giving.asp Please write checks to Rice University and under the gift designation section, please list Rice Engineers Without Borders.   We value your donation immensely and will use it to finance travel and project material expenses as well as educational workshops and opportunities on campus. We will keep you informed of our activities as the year progresses. If you have any questions or would like more information, please email ewb@rice.edu or visit our website at www.ruf.rice.edu/~ewb   Tamar Losleben Abigail Watrous Mike Higuera Alexander Gordon Sarah Burkhart Co-Presidents Int’l Projects Chair Co- Vice Presidents

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Fundraising Ideas

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Fundraising: Car wash Entertainment books Bake Sale Outside the Box Thinking: ‘Arresting’ your favorite administrator – www.hartfordinformer.com/global_user_elements/printpage.cfm?storyid=656239 Rent-A-Rower (October 16, 17, 23, 24 of 2004) Water Polo “Pancake” Sale….after hours Corporate Matching Program – a gift that is made on condition it be matched within a certain period, either on a one-to-one basis or in accordance with some other formula such as a gift by a corporation matching a gift by one of its employees.

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Fundraising: Dues: personal commitment www.campusfundraiser.com (ie. magazines, credit cards, etc) DO NOT do a raffle! They are controlled by the state gaming industry – only two allowed per year by a non-profit. Unauthorized raffles are a Class A misdemeanor, and participating in unauthorized raffles is a Class C misdemeanor by the Charitable Raffle Enabling Act. INSTEAD have a sweepstakes/drawing were you have an equal chance of winning. For events, conferences: If a high quality invitation is produced with sufficient time before the event, the Development office may be able to provide a data download of alumni to receive the invitation. While the primary focus should be inviting the person, a line on the reply form could be added: “I cannot attend the event but would like to support the __________. My $ _____ donation, made out to Rice University [club name in memo] is enclosed.

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Fundraising: Students are encouraged to give donors visibility for their donations, ie. Signage at the event, listings in the program, etc. It is also extremely important to write individual thank you letters to each donor after the vent, highlighting the successes of the event. Please provide me (MS-81) copies of such correspondence for our files. I also encourage students to keep accurate records of contacts made and any donations received for future reference. Still in development….Fundraising Awards - Best Student Club/Organization Website (for fundraising) - Best Student Club/Organization Newsletter - Best [Most Creative] Student Club/Organization Fundraiser - Best [Most Profitable] Student Club/Organization Fundraiser What else?

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Procedural Information: G-account v. D-accounts: MONETARY DONATIONS Gift Account (G-fund) – use anytime an individual an individual makes a donation to the department, organization,or project. When that occurs, Development Services will accept the gift and issue a receipt (for IRS gift purposes) to the individual/company. Since they will be mailing a receipt of acknowledgement for the donation, full name/mailing address/etc is needed. When groups are having bake sales, car wash events, etc this is not considered a donation since the customer is actually receiving goods and/or services for their monies (Quid Pro Quo). These monies should not be deposited into your G-fund, but rather another in-house account (eg. D-account, A1, Chase account, etc).

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Questions & Next Steps Mr. Paul J. Sutera Student Affairs Development Officer sutera@rice.edu or 713348-3561