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

2. 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

3. 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

4. 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

5. 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

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

7. 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

8. 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

9. 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

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

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

12. 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

13. 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?

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

15. Top 10 Reasons to Give
Group Exercise!

16. 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

17. 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

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

19. 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

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

21. Thank you!