PIH Engage Fundraising Toolbox
This toolbox is designed to give you all of the materials and information you need to get started organizing a fundraising event for PIH Engage! You can also find all of these materials and more useful information under “Fundraising Materials” on the PIH Engage website.
Fundraising Event Reporting Form
It’s really important that you fill out a fundraising event form after every fundraising event that you or your team hold. That way the national team can keep track of all of the fundraising events happening across the network.
Any time you are planning a fundraiser that will involve anyone writing a check to PIH or donating cash you will need the following two materials.
1. Donor Thank You Form-Every donor who donates cash should fill out one of these forms. All cash should be collected and then converted to a single Cashier’s Check at a local bank or store. The Cashier’s Check should then be mailed to PIH along with all of the Donor Thank You Forms.
2. Donor Reporting Form- There should be ONE Donation Reporting Form sent in each final mailing. On this form, report:
- The TOTAL amount of money included in the mailing
- What team or individual the mailing Is coming from
- To which (if any) online personal fundraising page this money should go to
Partners in Health Employer Identification Number (EIN)
Sometimes if you partner with corporate sponsors for an event, the may ask for PIH’s EIN for tax purposes. In that case you can give them the following information:
PIH is a 501(c)(3) nonprofit corporation, EIN 04-3567502
Personal Fundraising Webinar
If you or somebody on your team has not watched the personal fundraising webinar, you need to do so as soon as possible. This webinar fully explains PIH Engage’s philosophy and approach to personal fundraising, offers concrete steps on how to do personal fundraising, and shares best practices from across our network. That webinar can be found here.
Use this branding reference sheet to guide you when using the PIH Engage logo for any sort of fundraising materials. It’s really important that you read this resource carefully and do not misuse the logo in any of your materials. You can use this link to download the most up to date PIH Engage logo for use on any branded material you create this year.
Strides in Solidarity Toolkit
Use this comprehensive toolkit to help you plan and execute a Strides in Solidarity run or walk with your community as a culminating fundraising event. This toolkit contains step by step instructions on how to have the most successful Strides event possible!
Tips for Success
1. Your campaign starts now: You are running a personal fundraising campaign, not just a personal fundraising page. A successful fundraiser begins planning their campaign’s timing and strategy long before a link to a fundraising page appears on Facebook
2. Set an ambitious goal: Setting an ambitious goal will push you to work harder during your campaign. If you hit your goal, raise it higher to keep donors involved.
3. Write letters: Writing a well thought-out fundraising letter and sending it via snail mail to family and friends shows your deep level of commitment to your cause, and shows that you care about each individual you are contacting for a donation. Your extra effort will often be rewarded with significant donations to your campaign.
4. Ask in person (if you can): Meaningful connections can be formed through quick conversations, and in-person asks often lead to long-term commitments. Make sure to give good context when asking—don’t just pester people for money—discuss why PIH’s work is meaningful first. Then, invite them to join you, and PIH, through a donation to your fundraising page.
5. Use social media for reminders, but don’t expect it to fundraise for you:There is a big difference between 500 people seeing a link you post, and 500 people receiving a personalized letter, email, or text from you. More personal is always better, and a link appearing in a sea of other links is about as impersonal as it gets.
6. Exhaust all of your networks: By inviting your network to donate, you are inviting them to be part of a movement. Everyone wants to participate in meaningful projects—lots of people are just waiting for the invitation.
7. They aren’t just donating to PIH, they are donating to you: Be sure to stress why PIH’s work is meaningful to you. Don’t just talk about maternal mortality in Rwanda; talk about how fighting maternal mortality in Rwanda has influenced you, the members of your PIH Engage team, and your community.
8. Connect to a larger movement: You likely aren’t running a marathon or hiking Everest with other team members as part of your personal fundraising campaign. However, you still have a team with an overarching goal: a successful winter fundraising campaign. Be sure to share your team’s overall goals with potential donors. Additionally, your team is a part of an even bigger network: PIH! Discuss the magnitude of and importance of PIH’s work with potential donors to ensure that they feel they are a part of PIH’s success by donating. Make your campaign creative, personal, and fun!
9. Follow up: Don’t just ask once! Plan strategic pushes at different points in your campaign. Start with letters and in-person asks, then follow up with polite reminder emails. Don’t update your network daily, but be sure to share how the campaign is going. People are forgetful, and often a little reminder goes a long way!
10. Write Thank-You notes: The best practice is to thank donors twice—once with a brief note, text, or email immediately after their gift is made and again after your campaign is complete. Donors will want to know about the impact your campaign has made, and be sure to keep them updated about other opportunities to donate or take action in the future!
1. Secure the Venue: Spaces available to the public for rental tend to get booked up months in advance, especially for weekends. Find and reserve a venue before doing anything else.
2. Stick to a Budget: Don’t lose focus and spend a ton of money trying to make your event the most popular or the coolest ever. It is important to have a fun and unique event, but remember to keep your eye on the final goal. Avoid any and all unnecessary costs. Try to get as much of your supplies or event costs donated as possible. For example, if your event participants will be exercising and need water, don’t go out and buy water coolers. Talk to a coach or an athletic trainer about letting you borrow theirs for the day, or get a local grocery store to donate bottles. Little things add up!
3. Secure Sponsorships: Obtaining local business sponsors is a great way to offset your costs and make more money on event day. Visit businesses in your area and ask them to contribute. Focus on businesses that are an important part of the community, or are involved in the activities your event will feature. Additionally, ask for a specific amount of money for a specific benefit in return. For example, if you were hosting a 5K run, you could tell Bob from Bob’s Sporting Goods that $150 will put BSG’s logo on the event program, $500 will place it on the event t-shirt, and $1,500 will make his store a “Presenting Sponsor”, allowing the logo to appear larger than all the other sponsors’ on these materials.
4. Make Sure People Come: Getting people to show up to an event is a long process and requires effort on your part. Be sure to make the event seem engaging and encourage enthusiastic future attendees to invite friends. Invites can certainly be sent through email or other digital means, but remembering to ask people to come in person is just as important. Keep track of who is coming to your event and utilize the PIH Engage website to gather RSVPs (visit engage.pih.org to post your event to the public) Follow up with those who say they are coming to get them excited for the event and to ensure they actually attend. A common rule of thumb in community organizing is to get commitments from potential attendees on three separate occasions. This greatly increases the chances of them actually attending.
5. Organize Volunteers: Volunteers are critical to the success of many events. If you are going to have volunteers at yours, you must put some effort into organizing and training them. Make sure you assign volunteers specific roles ahead of time, and don’t be afraid to turn aspiring volunteers away if you already have enough—encourage them to participate in the event instead. Eager participants are more helpful than volunteers with nothing to do!
6. Relax and Host an Awesome Event: Even with excellent planning, there will be issues on event day. Try to relax, and don’t overreact! You, your Team Members, the volunteers, and all the participants are on the same team. Always have a Plan B, and know who you can rely on to help out when something goes wrong at the last minute. Additionally, make sure your mission is front and center throughout the event. Provide several opportunities to donate and have an engaging speaker make a direct “ask” for donations near the end. Follow up with your attendees in the following days, letting them know how much was raised and how they can get more involved in the future.
7. Utilize Donor Thank You Forms: Be sure to have donor thank you forms on hand at all events, so that you can capture donors’ information, allowing for follow-up. If you don’t capture their contact information, we will be unable to thank them or ask them to get more involved. As soon as a gift is made, have the donor fill out a form. An example form is provided on the following page and more can be printed from the resources page of our website (engage.pih.org).
8. Report Back Right Away: We want to know how your event went! You or your Team Coordinator should report back to your coach as soon as possible. Hearing from you allows us to learn from your experiences. If something worked, we want to know so that other teams can replicate it, and if problems arose, we’d like to figure out how to avoid them in the future. You should also fill out and mail a Donor Reporting Form as soon as possible. An example form is provided at the end of this document, and, like the Donor Thank You Form, you can print more from the Resources page of our website (engage.pih.org).
Fundraising Lead Manual
The Fundraising Lead Manual contains an in-depth look at the role of Fundraising Lead, as well as lots of helpful material on how to have the most successful fundraising year possible! That manual can be found here.
Year-Round Fundraising Page
Use this link to make a personal fundraising page for you or your team to use year-round in the 2016-2017 campaign season. Using this link (and only this link!) will allow us to track your funds raised as part of the PIH Engage network.
Public Narrative Guide
Use this link to lead your team through Public Narrative workshop. This workshop will show you how to express values as a public narrative using the Story of Self, the Story of Us and the Story of Now. This is a key tool for organizing and compelling others to support the work you are doing with PIH Engage.