Blue strike webinar simple tips for publishing your donor list - feb. 25, 2014 final

SIMPLE TIPS FOR PUBLISHING YOUR DONOR LIST

BLUE STRIKE

Blue Strike Webinar: Publishing Your Donor List February 25, 2014 bluestrike.org

This is a 45-minute webinar for development staff who have responsibility for generating a donor list for use in communications and fundraising materials.

We will look at simple steps for pulling together the content of the list, formatting and design, and then discuss ways to use your list throughout the year as you do outreach and cultivation.

Developed for organizations engaged in advocacy, civic engagement, policy, and public interest law.

WELCOME


INSPIRING SUPPORT FOR CIVIC ENGAGEMENT

BLUE STRIKE


DOUBLE CHECK AND. . . TRIPLE CHECK!


Three sections will cover:

How-to guide for information gathering, editing, polishing and avoiding errors;

Formatting, design, and production – a look at actual samples of good lists; and

Using your donor list for fundraising.

We will wrap up by 2:00 PM.

WEBINAR AGENDA


DETERMINE FRAMEWORK

GATHER CONTENT

EDIT

POLISH

SECTION 1:


Establish your timeframe. Use your fi scal year and put the dates at the top of your list.

Determine gift amount levels:$1,000 to $2,499 $2,500 to $4,999 $5,000 to $9,999 $10,000 and above

Name your giving levels: gold, silver, bronze or creative names refl ecting your organization’s mission and history

FRAMEWORK DECISIONS


CREATIVE GIVING LEVELS


CREATIVE GIVING LEVELS


1

• Make sure all gifts are entered in database of record. Check all systems are synched. Reconcile online gifts, stock transfers, foundations, bequests, and memorial gifts.

2

• Run a list of all donors for the year. Ask for salutation, spouse name, full name, source codes, flags, join date, cumulative total and all gifts. Run lists extended window.

3

• Eyeball for accuracy. Do a spot check of 7 – 10 records to make sure the data-pull captured everything. Run a new list if you need to.

POPULATE YOUR LIST


4

• In Excel, sort by cumulative gift amount. Segment by giving level, then sort alphabetically by last name. Remove duplicates.

5

• Clean up names, salutations, couples. Check corporate and foundation websites. Ask for grant letters and other records for “this is how to list us” info.

6• Export new list to Word. Get out last year’s list.

Set it up side by side with new list. Compare.

POPULATE YOUR LIST (CON’T)


7• Add new names. Err on the side of inclusion.

8• Remove lapsed donors. Keep a list of removals for

secondary review. Don’t exclude 14-month donors.

9• Move donors up/down. Be circumspect about who

you remove or downgrade.



10

• Apply special codes. Look to join date, source codes or flags to designate special gifts or special donors.

11

• Look at the list through your board members’ eyes. Check to see where each board member’s name appears.

12

• Send the removals list around for secondary

review.



Click icon to add picture

SHARE WITH A HANDFUL OF REVIEWERS!

FINAL STEP


BASICS

FORMAT

DESIGN

PRODUCTION

SECTION 2:


Introductory paragraph, including date range

Lists of donors a. individuals b. institutional-corporate foundation c. bequests d. planned gifts e. memorial/tribute gifts

Key for special gifts and categories

Disclaimer

Contact name, phone, and email

BASIC COMPONENTS OF A DONOR LIST


UNION OF CONCERNED SCIENTISTS

INTRODUCTION


The FreeBSD Foundation Privacy Policy

We would love to acknowledge everyone who donates to the foundation, but we also would like to respect your privacy. The Foundation will not sell or provide your address, phone number, or email address to anyone, nor will we send you unsolicited mailings. Please indicate if you wish to make your donation anonymously through PayPal by indicating this in the "Optional Note" fi eld. Otherwise, if paying by check, please write this on your check. If you do not see your name, or it is incorrect, please let us know by sending an email to donations at freebsdfoundation dot org. We will only publish the name of the actual donor .

FREE BSD FOUNDATIONSAMPLE DISCLAIMER


UNIV OF MICHIGAN GRAD SCHOOL SPECIAL RECOGNITION


UNION OF CONCERNED SCIENTISTS

SPECIAL RECOGNITION


Easy to editClean and simpleFlexible to useFont: 8 to 10 point

Times or VerdanaColumns One page front/backReview the bluelineSend a preview

copy, if possible

DESIGN AND PRODUCTION


Click icon to add picture

Sample of one-page format

PUBLIC CITIZEN


Use consistent format.

First name, middle initial, last name, suff ix.

Leave out prefi xes. Use

professional suff ix only.

Couples with diff erent last names? Alpha order by last name. Mary Adams and Jerome Baker go under the A’s.

FORMATTING NAMES


LEAGUE OF WOMEN VOTERS


DONOR CALLS

BOARD MEETINGS

GRANTS

REFERENCE

SECTION 3:


Donor calls - in person. Make the list part of your packet.

Board meetings - Ask the board chair or development chair to distribute at meeting. 1. it encourages everyone to fi nd their own name; 2. it lets them see who else is or could be on the list.

Recruitment - Include in solicitation mailings.

Foundations, charity watchdogs, IRS - Include in grant applications to demonstrate public support; healthy individual giving.

Use it as quick reference throughout the year.

USING YOUR LIST ALL YEAR LONG FUNDRAISING AND

OUTREACH


ADDITIONAL RESOURCES


Kivi Leroux Miller, But What About Donor Lists??? Kivi’s Nonprofi t Communications Blog, June 21, 2011

Marc Pittman, Printed Donor Lists: To do or not to do? The Fundraising Coach, March 30, 2010

Penelope Burk, The Cygnus Donor Survey, Where philanthropy is headed in 2012, June 2012

The 2012 Study of High Net-Worth Philanthropy, the Center on Philanthropy Indiana University

OTHER RESOURCES

http://www.nonprofitmarketingguide.com/blog/2011/06/21/but-what-about-the-donor-lists/

http://fundraisingcoach.com/2010/03/30/printed-donor-lists-to-do-or-not-to-do/

http://www.cygresearch.com/files/free/Exec_Summary-The_Cygnus_Donor_Survey_2012-US.pdf

http://www.cygresearch.com/files/free/Exec_Summary-The_Cygnus_Donor_Survey_2012-US.pdf

http://www.philanthropy.iupui.edu/research-by-category/the-2012-study-of-high-net-worth-philanthropy


INSPIRING SUPPORT FOR CIVIC ENGAGEMENT

BLUE STRIKE


Introduce Your Board to FundraisingTuesday, March 25, 2014 at 01:15 PM

Five Easy Ways to Upgrade Your DonorsThursday, Apri l 10, 2014 at 08:30 AMSponsored by Association of Fundraising Professionals-DC Chapter

Sending Your Executive Director on TourTuesday, Apri l 29, 2014 at 01:15 PM

Recapturing Lost DonorsTuesday, May 13, 2014 at 01:15 PM

The Magic of Thank You CallsTuesday, May 27, 2014 at 01:15 PM

Charity Watchdogs: Managing Your Profi le and RankingTuesday, June 24, 2014 at 01:15 PM

UPCOMING BLUE STRIKE WEBINARS

http://www.bluestrike.org/board_fundraising

http://www.bluestrike.org/board_fundraising

http://www.bluestrike.org/five_easy_ways_to_upgrade_your_donors

http://maps.google.com/maps?q=1575+I+St+NW,+Washington,+DC+20005,+United+States



http://www.bluestrike.org/executive_director_tour

http://www.bluestrike.org/executive_director_tour

http://www.bluestrike.org/webinar_lost_donors

http://www.bluestrike.org/webinar_thank_you_calls

http://www.bluestrike.org/webinar_thank_you_calls

http://www.bluestrike.org/webinar_charity_watchdogs




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Blue strike webinar simple tips for publishing your donor list - feb. 25, 2014 final