TEAM M4M * MELANOMA * MRF

FirstGiving Website Instructions

 

Team M4M has partnered with Firstgiving for online fundraising and person-to-person donation pages.  Firstgiving is a private company that has been bringing the benefits of new technology to charitable fundraising since 2001. They are focused on making fundraisers more effective while helping nonprofit organizations reduce fundraising costs and efforts in order to raise more money.

 

Raising funds with a personal fundraising page helps you reach more people more easily and enables them to donate quickly from anywhere in the world with a credit card. This helps you get more donations with less work. The donations are automatically processed for us and are electronically deposited in our bank account on a weekly basis. This saves you the effort of collecting checks manually and gets the funds to us quickly and efficiently.

 

The pages are also a very personal and fun way to connect with your friends, family and colleagues to tell them about your efforts and it can serve as a hub for your supporters to monitor your efforts and progress online. Setting up a page is easy and takes about 10 minutes.  To get started, visit our Premium Start Page at www.firstgiving.com/TEAMM4M. 

 

Follow these instructions below:

 

1. Go to www.firstgiving.com/TEAMM4M

 

2. Click “Get Started”

 

3. Select what race you will be participating in

 

4. Begin designing your page.  Click “Personalize and Share your Page” to make this page your own: add a picture and personalize the message on this page

 

5. Send out a link to everyone you know!

 

 

 

FUNDRAISING – The Letter Writing Campaign

 

The fundraising minimums are based on keeping costs at no more than 25% of funds raised.

 

Getting started with your fundraising:

 

The following information and ideas are being provided as a guide to assist you in raising your necessary minimal fundraising amount.

 

The Letter Writing Campaign –

 

This is the most tried and true form for raising funds and is more reliable than any other.  The key is to write a great letter and send it out to a minimum of 150 or more (you’ll be surprised how many people you know!).  Also, the earlier you get the letters out the better.

 

            Step 1:  Develop a list.

 

            Q:  Who should I mail it to?  A:  Everyone!

 

            *Important:  The key to a successful letter writing campaign is to start early and send out a lot of letters (100-200).  Think of everyone you know.  Christmas card or holiday card lists are an excellent starting point.  Check with friends and relatives who knew you as a child.  Ask your parents for those close family friends.  Look through your checkbook and identify people and places that where you regularly spend money.  Think of people who you have helped out in the past with their fundraising efforts.  Examples of persons to consider are:  doctors, dentists, accountants, lawyers, banker, mortgage broker, cleaners, travel agent, parents of your children’s friends, gardener, house cleaner, co-workers of you boyfriend/girlfriend/spouse, landlord, hair stylist, manicurist, chiropractor, massage therapist, acupuncturist, personal trainer, health club operator, video rental store, vendors or clients of the company where you work (if you work with them directly), your parents’ friends and neighbors, people in the office building where you work, and people you see regularly at the bus stop or coffee shop.

 

            Step 2:  Underwrite the costs.

 

            Q:  What does that mean?  A:  In-kind services.

 

            *There will be costs involved in your fundraising project such as postage, copying charges, telephone calls, supplies, etc.  It is wise to estimate these costs ahead of time and come up with a plan to get these costs underwritten.  Some of the materials and services can be donated.

            Make a list of the companies you know, particularly printers and office suppliers.  Call or visit them in person.  Share TEAM M4M with them and invite them to support you by either donating a service or product or by contributing cash to cover your expenses.  You can thank them in your fundraising letter, which is a great way for them to get their name out and be recognized as a philanthropic company.

 

            Step 3:  Create a timeline.

 

            Q:  Whose got time?!           A:  You do if you organize up front.

 

            *Select the date you want to have all your money raised by.  This date should be based on the fundraising incentive deadlines so that your efforts are coordinated with the program (See “Important Dates and Deadlines” in the front of the packet).  List all the steps you will need to take and organize them chronologically.  Estimate the amount of time each step will take.  Working backwards from the date by when you want to have your money raised, determine due dates for each step in your plan.  The following if s recommended timeline for preparing your mailing:

 

            Week One:

                        1.  Find a business or person to underwrite or donate for mailing

                        2.  Write you letter

                        3.  Select your paper and envelopes

 

            Week Two:

                        1.  Update or create a mailing list (use a database program like

                        Microsoft Exel to keep track of the mailings and receiving.)

                        2.  Purchase stamps

 

            Week Three:

                        1.  Take the letter to a printer and have them make the 100+ copies

                        (it will be cheaper than making all those off your own computer as

                        ink can cost you more alone than what a Kinko’s or other printing

                        store would charge)

                        2.  Address, stuff, stamp and mail off your letter

 

Following up on your Letter Campaign

 

            Q:  What do I do now?!        A:  Keep up the drive!

 

After your due date passes, review your original mailing list and highlight the people you thought would contribute.  Give them a call.  As you see people at work, remind them that you are still collecting funds.  People may have misplaced or forgotten about your letter.  As an ice breaker, ask them if they got your letter.  Most people will tell you right away what they are going to do.  It is important for you to be able to accept whatever they say.  If they choose not to contribute, thank them for taking the time to consider it.  If they say they will contribute, ask them to do it by a certain time (within a couple of days is best)

 

            Q:  What if someone says no?!      

            A:  Say, “That’s okay, thanks for thinking about it!”

 

Many participants tell us they are surprised at who contributes and who doesn’t.  They are sometimes put off by friends or relatives who don’t respond to their letter.  It is impossible to know why people don’t contribute.  Most people don’t realize the size of the commitment you have made, especially if they have never fund raised or trained this extensively for an athletic event.  They are most familiar with smaller fundraising events where people raise under $100 and don’t really need to train.  They may not realize this is a BIG DEAL!  It is up to you to let them know the size of the challenge you have undertaken.  A follow up call gives them the chance to support you.

 

            Q:  People keep asking how it’s going?      A:  Tell them!

 

Keeping in touch with people on your mailing list periodically throughout the program is an excellent way to increase your response rate.  Send an update or newsletter sharing your progress with your friends, family and co-workers (everyone on your list).  Let them know how many miles you have walked/run or measure it in minutes or hours.  Share interesting stories from your training or fundraising experience.  Include a sponsor form on the back and invite them to share the newsletter with people they know.  Staying in touch is a great way to thank your sponsors and is a gentle reminder for hose who haven’t yet donated, to do so.

 

Halfway through your training, send a postcard (use a picture of yourself in your training gear and have it printed on postcard paper) to everyone on your mailing list updating them on your progress.  Remind them to send their contribution if they haven’t done so.

 

            Q:  Is there anything else I should do? 

            A:  DO NOT forget the vital Thank You Letter!

 

Although Melanoma Research Foundation will send each of your donors an official document recognizing heir contribution, it is important for you to thank your donors personally.  Nothing can replace a thoughtful note from you, expressing your gratitude.

 

By personally thanking each of your contributors, you will accomplish several things.  First of all, you will demonstrate how much their support has meant to you.  Secondly, you will express the importance of TEAM M4M in your life and as a vehicle for finding a cure for melanoma.  Best of all, you will also put yourself in a position to ask them for a contribution the next time you raise funds for TEAM M4M!

 

Often times participants’ thank you letters inspire their friends to join TEAM M4M.  Many participants include a photo of themselves crossing the finish line and race weekend anecdotes in their letters.

 

- Thank you.

 

 

 

FUNDRAISING – Corporate Fundraising

 

What to do if you are looking at your corporate employer for fundraising.

 

Corporate Matching –

 

Many corporations and businesses will match funds raised or donated by their employees.  To find out what your employer’s policy is, speak to your human resources personnel.  If they will match funds donated by employees, then for every dollar you collect form co-workers, our employer will donate one dollar.  They will most likely require you to send a form to MRF for us to fill out and return before they send us the matching donation.  Send in the form along with your checks to TEAM M4M c/o Melanoma Research Foundation and we will fill the forms out and send them back to the company.  These funds are then guaranteed to come back to us, so we can credit your total immediately.

 

Corporate Sponsorship –

 

Some companies have a budget set up specifically for charity.  These budgets are managed in different ways so it is best to find out what the procedures are for acquiring funds.  This approach is most effective if you work for the company or if you know someone who works there.  In the latter case, it may be more advantageous for your contact to make the request on your behalf and then join you in a meeting with the appropriate people.  To send a proposal without knowing anything about the company’s corporate giving policy or without knowing someone who works there is probably an ineffective use of your time.  In return for their generous support, we will promote their business or services with a logo placement on our team singlets, t-shirts, jerseys and banners.

 

DO’S! AND DON’TS!

 

Do –

 

• Contact companies that you personally or professionally do business with and those companies you have already developed a relationship with.
• Ask friends and family members to contact companies they have a personal or professional relationship with.  Let them make the first pitch since they have the connection.
• Identify the procedures for each company (they vary) for requesting funds.  Some companies have a budget set up specifically for charity and these budgets may be managed in different ways.  Identify (by name and title) the person within the company that should receive your request, i.e., President or CEO, Community Relations/Promotions Manager, Vice President, etc.
• Mention your personal connection to the company or who has referred you to the company/contact within the first paragraph of your solicitation letter.  This may make the difference between immediate attention to the letter or it sitting on someone’s desk.
• Follow up your letter with a phone call to the contact.  Make as many phone calls as it takes to reach your contact.  This will ensure that they have received your letter as well as show your commitment to the request.  This may also be an opportunity to personally answer questions, sell your project, or set up a face to face meeting.  If the letter has been forwarded, ask whom you should contact for your follow up.
• Enclose our corporate sponsorship proposal following your letter of request.
• Start high when asking for a donation.  If they cannot donate at the level that you have requested, “give them the opportunity” to give at another level.  Remember, you can always negotiate their donation down, but seldom can you negotiate their donation to a higher level.  (DO NOT offer the TEAM M4M sponsorship opportunities at a lower rate than established.  Sponsors paying a rate lower than $500 WILL NOT receive the benefits provided by MRF/TEAM M4M.

 

 

DO NOT!!!! –

 

·        Count on Corporate Sponsorships to meet your goal.  If they do not come through, you may not have time to fund raise to meet our goal by the deadline.  (Corporate red tape can sometimes take 6-8 weeks or more before you will know if the sponsorship will be approved.)

·        Send a “Dear Sir” letter to the company address.

·        Send a letter to a large company, just because they are a large company.  (Some of these companies receive hundreds of requests every week.)

·        Change the TEAM M4M Corporate Sponsorship Proposal in any way.  This information contained in the proposal is all relevant and vital to the program.  Please contact our office if you have any questions or concerns about the procedure for sending out the proposal

 

WRITING AN EFFECTIVE LETTER

 

HELP! How does one write a really good letter?!

 

The following are key elements of a fundraising letter recommended by highly successful programs.  Refer to them as you read the sample letters to identify how the various writers have incorporated these elements in their letters, using their own personal styles.  Your letter should be your own expressions and style.  Make sure your letter is only ONE PAGE long.  If it is longer than one page, you risk the chance of people just skimming it.

 

1. Introduction:

      State your purpose for writing this letter.  Make it as personal as possible. 

      Be sure to describe the TEAM M4M program and your personal goals. 

      Don’t be shy about the size of the challenge you are undertaking.  Most

      people have never attempted anything this big.

 

1. Request/Invitation:

      Share your fundraising goal.  Do not speak as though you “need” or are

      required to raise dollars, but rather that it is YOUR goal, your

      commitment.  Don’t diminish your request by being apologetic or by

      saying something like “I hope you will give something,” but rather ask

      them to give generously, as much as they can.  You can address the

      concerns of those who feel they can’t give “generously” by emphasizing

      that “whatever they give counts.”

 

1. Where the money goes…information about melanoma and Melanoma Research Foundation:

      Give them information about melanoma and Melanoma Research

      Foundation.  Inform them about how their contribution will be used. 

      People want to know how they are helping a cause and that they are

      making a difference.  Make this an important part of the letter.  You may

      want to print some facts about melanoma and information about MRF on

      the back of your letter.  This information can be found on the TEAM M4M

      web page.

 

1. Due date:

      Request that they send their contribution by a specific date (it should be

      within 2-3 weeks of receiving the letter…any longer and they may misplace

      your letter or forget about it).  Tell them this will help you monitor your

      progress.  Be sure to say you will accept contributions after that date so

      people don’t think they can’t contribute after the due date.

 

1. Closing:

      Thank them for considering your invitation.  Express your appreciation.

 

 

1. Personalization:

      A hand written note at the bottom of the form letter always adds a

      personal touch and a way to connect with friends and family.

 

1. Donor form:

      It is very important to include this in your letter.  Give people clear dollar

      amount choices and instructions on what you want them to do.  Keep in

      mind that many people will choose the lowest amount on your list, so

      choose that amount thoughtfully.  (You may not want the bulk of the

      contributions to be $10.00!).  A space designated “other” will give people

      the option of contributing less than your lowest amount.  Make sure you

      have space for their name, address and phone number for your records

      and tell them where to mail their contribution.  This is an excellent way to

      keep records too.

 

      We recommend, that if you provide a form for individuals to fill out, you

      provide them with a return, self-addressed, stamped envelope.

 

 

 

 

 

 

 

SAMPLE DONOR FORMS

 

 

Example 1.

 

 

Example 2.

 

Example 3.

 

Sample Donation Form

 

YES! I will help BEAT THE Beat of Melanoma in recognition of the efforts of

_______________________________

 

 

My tax deductible Donation is $____________

􀀓 Visa 􀀓 MC 􀀓 AmEx

Exp.Date:________ V-Code*: ______

*V-code is the 3 - digit security code on the back of the card

Number:________________________________

Cardholder Name:________________________

Signature:_______________________________

􀀓 My company will match this contribution.

 

The completed matching gift form is attached.

Name:_________________________________

Address:_______________________________

City:______________State:____Zip:________

Phone(____)______________________

 

*Please make checks payable to The Melanoma Research Foundation and put TEAM M4M on the note line.

I have set a personal goal to raise a minimum

of $2200 and to finish an endurance event. No matter

how long it takes me to finish the race, melanoma

patients throughout the world will be winners, and so

will you and I.

 

 

CREDIT CARD DONATION INFORMATION

Participants Name:  ______________________________________

 

Race:  ________________________________________________

 

 

 

 

Make additional copies of this sheet as needed-copy completed forms for your file

 

 

PARTICIPANT DONOR FORM

 

IMPORTANT:  You must enclose this form with every batch of funds you submit to MRF/TEAM M4M.  Without this identification, we will not be able to credit these funds to your fund raising total.

 

Participants Name:  _________________________________________

 

Phone Number:        _________________________________________

 

Address:                    _________________________________________

 

                                    _________________________________________

 

City:    ________________________, State: ________  Zip:  _________

 

In the box below, summarize your enclosed donations (be sure to make copies of this sheet as needed-copy completed form for your files):

 

 

 

 

 

 

 

 

 

HOW TO SUBMIT YOUR FUNDS!

 

Q:        I’ve got the money, now what do I do with it?

 

A:        Don’t go shopping!

 

There are two ways donations are being collected:

 

            1.         You can set up your own web page through First Giving.org.  First Giving is an organization that helps non-profits establish web pages for persons trying to raise money.  This is a wonderful tool that makes donating easy and accessible to a large audience.  You build the web page, you monitor the web page and First Giving tracks the donations made to your account. 

                        You can use this page to keep donors informed of your training, your emotional journey and the accomplishments of your goals.  You can add photos and links.  It’s all 21^st century!

 

            -OR-

 

            2.         For those of us who are less comfortable with web pages and internet or for those times when donors are less comfortable with web pages and internet donations and want to give you a check, cash or fill out a credit card form, there is the 18^th century mailman (for some of you, that would be the guy or gal in blue who through rain, snow and sleet will deliver your mail – the kind written on paper!)  Here is how it goes:

 

Instruct your contributors to forward all donations directly to you.  Then, you will batch them according to the instructions below and send them to Bill Marsch, 24 Old Georgetown Road, Princeton, NJ 08540.

 

IT IS VERY IMPORTANT that you send all other correspondence, including race entry, payment for guests, all funds not being credited to your fundraising totals, should be mailed directly to TEAM M4M at 9106 Parliament Drive, Burke, VA 22015.

 

Handling Contributions:

 

1. For Check Contributions:  Write your name in the memo/note section of each check, batch and enclose with a Participant Donor Form to identify yourself as a team member so we can credit your rundraising account.  Note:  If there is no address on the check, please use the Cash Donation Form to identify the name and address of your cash donors so we may properly acknowledge their gift.
2. Foreign Currency:  Foreign donors, including Canada, should make their check payable to you.  You will need to convert their donation into U.S. dollars.  Complete a cash donation form.  Or, have them donate using a credit card.
3. For Cash Contributions:  Convert the cash contributions and any foreign currency into a check or money order.  Complete a Cash Donation Form for all cash contributions to ensure proper acknowledgment of the gift.
4. For Credit Card Contributions:  Please note, we accept only MasterCard, VISA, and American Express.  Submit the completed credit card donor form and make sure the expiration date is included.  In addition, be aware of the expiration date so that you are not submitting expired credit card information.
5. Matching Gift Contributions:  Be sure that MRF is eligible for the match before submitting the following to MRF (some companies do not match gifts made to health organizations):  1) the donation, 2) a copy of the check or donor form with credit card info, and 3) matching gift paperwork, provided by the company.  You will be automatically credited the matching gift amount.

 

Forwarding Contributions to Melanoma Research Foundation:

 

1.                  Accumulate your contributions and periodically forward them to Bill Marsch c/o MRF, 24 Old Georgetown Road, Princeton, NJ 08540 with the donation forms outline above.  Do not wait too long before submitting them, as credit cards/checks expire.  Make sure to always enclose a Donor Form with your funds to identify yourself as a team member, so we know to credit YOUR fundraising account.  Be sure to use sufficient postage.

 

2.                  Maintain a listing of your contributors or make a copy of all donations, in order to verify that all of your contributions have been properly posed to your account.

 

Statements of Activity:

 

             Approximately one month after the Kick-off you will receive your first

             statement of activity, which will include all of your contributions that have

             been received to date.  Please understand that the closing date on your

             account is prior to the date your statement is mailed.  If you have

             questions regarding your statement or the progress of your fundraising,

             please contact Kendel Paulsen (703.992.4504). 

 

Thanks You’s and Receipts for Donors:

 

             We send thank you cards to all donors under $100 and than you letters to

             all $100 and over donors.  These thank yous, in addition to the donors’

             canceled checks or credit card statements, serve as a receipt.  Please note: 

             MRF does not sell or share our mailing lists.  Your donors’ names will be

             in our database only so they may be thanked for their donation and they

             may receive future correspondence about MRF or TEAM M4M.