DEVELOPMENT OF CONTRIBUTIONS D E V E L O P M E N T O F C O N T R I B U T I O N S JESSICA CLARK, BUFFALO NCF CHAIRPERSON SYLVIA KARPF, ASSOCIATE DIRECTOR OF SPECIAL PROGRAMS AND SERVICES

Contributor Opportunities Promotion Plastic bags HospitalityBusing Printing of locator Tech/AV Equipment Counseling Center

POTENTIAL CONTRIBUTORS Local Banks Local Businesses Foundations Non-profit Organizations Media Companies Higher Education Institutions

RESOURCE CENTER GUIDELINES Contributor may only have up to 3 representatives Promotional giveaways and raffles are strictly prohibited Only information about free resources OR generic information pertaining to college resources, financial aid and scholarships is permitted Contributors are responsible for drayage, shipping and AV costs

CONTRIBUTION BENEFITS ($2,000 LEVEL) Resource Center Placement and SignageEntryway Signage NCF Website LinkNCF High School Mailing listOpportunity to present a workshopListing on locators distributed onsite* Mention on newsletters sent out to high schools prior to the fair, and posted online as a PDF* *as production schedule allows

PROCESS FOR NCF NATIONAL CONTRIBUTIONS

Step 1 - Director of NCF/Associate Director of NCF for Special Programs and Services /Director for Sponsorship and Marketing Speaks with representative from contributing company to evaluate the feasibility of partnership Discuss elements of agreement (Resource Center/signage, workshop titles, Spring and Fall fair sites, guidelines and logo) Step 2 – Administrative Assistant for Special Programs and Services Contacts NCF Chairs to seek their approval (form and signature required) Updates and sends report of NCF Chair approvals to Associate Director of NCF for Special Programs and Services for review

Step 3 - Associate Director of NCF for Special Programs & Services Sends report to Director for Sponsorship and Marketing listing sites and workshops approved by Chairs Step 4 - Director for Sponsorship and Marketing Develops agreement incorporating: Fair Sites Signage Workshop Titles Seeks signed agreement approval from NACAC CEO and then sends to contributor for review and signature Sends copy of signed and approved agreement to Director of NCF and Associate Director of NCF for Special Programs & Services when ratified

Step 5 - Administrative Assistant for Special Programs and Services Enters elements of contract into Master Contributors list Updates Event Managers (contributors spreadsheet) list Prepares information/invoices for Data Team and requests invoice from DMT Places logo on the website Notifies NCF Department of any updates to contributor spreadsheets and includes copy of the agreement form and contributor contact information Processes invoice and sends it to contributor for payment.

Step 6 – Pre-Fair, Event Managers Provide the Chair with final overview of contributor participation Introduce themselves and coordinate logistics (including AV requirements) with contributors Confirm shipping of materials with decorators/contributors Step 7 – On-Site, Event Managers Introduce themselves & the Chair to the contributors Ensure that all benefits to contributors are fulfilled Take pictures of booth setup Bring banner and materials (such as newsletters, newspapers, locators) back to the office Upload pictures in the Macshare folder Include aspects of contributor (workshop attendance, etc..) in the audit report

Step 8 – Associate Director of Special Programs and Services and Director for Sponsorship and Marketing Collects all the data for fulfillment report Sends thank you letters and fulfillment report to contributors at the end of the season

LOCAL CONTRIBUTIONS Contributions from local organizations ●$300 -$2,000 level ●Will accept smaller contributions on a case by case situation ●Contribution is for one fair only ●Can be solicited by the Chair/committee or the NACAC national office

PROCESS FOR LOCAL CONTRIBUTIONS Process is begun by the Chair soliciting funds citing benefits Chairs must consult with NACAC before entering into any agreement with a potential partner Once Chair completes contributor form and sends to NACAC, NACAC will take over the process of finalizing an agreement and coordinating benefits

COMMITTEE-SOLICITED CONTRIBUTIONS Coordinated by Chair: amount, what money will be used for Receive entryway signage at the fair Even though contribution is coordinated by the Chair, NACAC must have records of all contributions Let NACAC know (in writing): Contributor information Amount A contact for invoicing If check is received by Chair for NACAC: Mail check, along with all information for processing and record keeping Let NACAC know (in writing): Contributor information Amount A contact for invoicing If check is received by Chair for NACAC: Mail check, along with all information for processing and record keeping

REACHING OUT TO POTENTIAL CONTRIBUTORS IT IS POSSIBLE TO FIND ORGANIZATIONS WILLING TO HELP UNDERWRITE THE COST OF PUTTING ON A NATIONAL COLLEGE FAIR. IMPORTANT GUIDELINES TO REMEMBER WHEN APPROACHING AN ORGANIZATION FOR CONTRIBUTIONS:  Be sure to clearly explain what the National College Fair is, its value to the community at large, and the fact that it is sponsored by NACAC, a non-profit educational association.  Make a specific request rather than a general one. Tell them about your specific need and suggest the kind of contribution you are seeking.  Describe the recognition they will receive. NACAC can include their name in the newsletter and directory as a contributor, and there may be other ways to thank them for their efforts. Discuss this first with your NCF staff contact. Don't offer something that is not in agreement with the rules for the NCF, such as offering booth space to organizations that are not eligible to exhibit at the fair. Donations could be monetary, aiding in funding special needs such as the cost of busing students from high schools with limited means, or helping with media advertising. Contributions can also be in-kind, such as donating resource books for use at the counseling center. NACAC solicits some of these gifts from the National Office, but it is possible for local committee to seek donations as well. It is important to maintain open communication with the National Office to ensure you are coordinating your efforts before approaching a potential donor.

CLOSING THE GAP Although NACAC is the headliner, contributions allow you to get other names on the marquee Make the fair a point of pride-regional ownership Work with NACAC to put together a sponsorship structure that allows you to put the logos and names of sponsors in as many places as you can to provide maximum visibility Get one college or professional organization to sponsor the fair and more than likely others will follow