Building the Fundraising Infrastructure OVCN Conference Thursday, August 18, 2016 Presented by:

Elements of a Solid Infrastructure People Staff, Board, Volunteers Technology Constituent Management System Funding Search Engines Website, Online Giving & Social Media Platforms Materials The Plan Policies & Procedures Fundraising Materials Communications Donor & Volunteer Recognition Budget Benchmarks & Monitoring Tools

People Organizational Leadership Fund Development Staff Manager of Fund Development Plan Relationship building with major donors Networking in the community Voice & face of the organization Fund Development Staff Development Officer/Assistant Database Manager/Assistant Finance Officer

People Board of Directors Buy-in of Fund Development Plan Play an active role in fundraising & community development Use knowledge & influence Steward donors Financially support the organization Set an example

People Fundraising Volunteers Help drive the Fund Development Plan Bring influence & affluence Willingness to maximize their relationships Diverse skillsets Geographic, demographic, cultural, sector representation Annual financial gift Conduct face-to-face solicitations Provide expert testimonials Bring passion & persuasion Community champion

Constituent Management System “After people, data is your most important resource.” John Kenyon

Constituent Management System Helps you: Consolidate databases Ensures prospect clearance Manages relationships Allows donor segmentation Tracks recognition & stewardship Monitors volunteer assignments & progress Produces financial, status and analysis reports Develop data entry policies & protocols

Constituent Management System Tracks activities and assets: including donations, volunteers, solicitations and events Allows you to work strategically by focusing your efforts Monitors and forecasts performance Provides required reporting to your board, funders, donors and the general public A database is your organization’s memory

Constituent Management System Provides understanding of who your donors are Identifies who is ready to move up the Donor Pyramid, how far & when Tracks where they are in the Donor Cycle Allows for targeted & customized appeals Reduces # of lapsed donors & attrition rates Manages relationships across constituents Reduces expenses Focuses staff Annual maintenance & clean-up

The Giving Pyramid The Pyramid shows the natural progression of a fundraising program, as well as the role of donor cultivation & stewardship

The Donor Cycle The Donor Cycle depicts the key stages of moving a donor through an integrated development plan

Constituent Management System Ensures all the solicitation ‘Rights’ are in place Right people In the right manner At the right time With the right gift amount For the right project

Constituent Management Identifies how we are doing: How many new donors did we acquire? How many donors gave last year? How many donors gave last year but not this – LYBNT? How many gave some year but not this – SYBNT? How much are they giving? How often are they giving? Is their giving decreasing or increasing? What is the average gift? Where are they from? What are they supporting? Who are our loyal donors?

Fundraising Materials Case for Support Top 10 Reasons to Give Frequently Asked Questions Ways of Giving Fundraising Brochures Sponsorship Package Donor Form

Top 10 Reasons to Give Group Exercise!

Policies & Procedures Gift Acceptance Financial & Gift Processing Prospect Clearance Data Entry Protocol Gift Agreement Donor Recognition & Stewardship Third Party Special Events Volunteer Agreement Confidentiality Waiver Donor Bill of Rights

Benchmarks & Monitoring Annual review to evaluate efficiencies & effectiveness of: What you are doing What should continue to do What needs to be altered What needs to be discontinued

Benchmarks & Monitoring % of goal attained Retention & attrition of current donors % of acquisition of new donors Recruitment & retention of volunteers Fundraising cost ratios

Fundraising Cost Ratios Fundraising Activity/Function % of cost/$ raised Direct Mail Acquisition 90-125% Special Events 50% Product Sales 35% Telephone Solicitations 32% Planned Giving 25% Gaming (bingos, lotteries) 23% Corporations/Foundation 20% Direct Mail renewal Capital Campaigns & Major Gifts 10-20% National Average $.20/$ raised Cited by Ken Wyman & Associates 2001

Benchmarks & Monitoring Regular meetings to review progress; address issues Progress reports – objectives, goals & timelines Evaluation forms & post mortems Donor/participant feedback

Thank you! www.thedennisgroup.ca 705-201-1014 info@thedennisgroup.ca