Overview. Community Fundraising Toolkit. Lurie Children s Foundation luriechildrens.org/circleoffriends

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1 Overview Community Fundraising Toolkit

2 1. Introduction What is Circle of Friends? Who can join Circle of Friends? How will this toolkit help me? Where in the hospital will my donation go? 2. How Lurie Children s Foundation Can Help 3. Let the Planning Begin 4. Fundraising Ideas 5. Create an Online Fundraising Page 6. Publicizing your Event 7. Social Media Tips 8. It s a Wrap! Send in donation/proceeds Share your event photos Logo use Start thinking of your next fundraiser Attend other fundraisers 9. Frequently Asked Questions 10. Templates Donation Form Excel Budget Formula Sheet Customizable Advertising Flyer Media Alert Template Thank You Letter Template Table of Contents

3 What is Circle of Friends? The community fundraising program that benefits the patients and families of Ann & Robert H. Lurie Children s Hospital of Chicago. Overview Who can join Circle of Friends? The program is open to anyone in the community, ranging from schools, businesses, private foundations and grateful patients and families, who are interested in hosting independent fundraisers in support of the hospital. From bake sales to holiday gatherings and more, any type of fundraising event can make a difference and the Circle of Friends team is available to help along the way. How will this toolkit help me? This toolkit was designed to make planning your community fundraiser as easy as possible. From creating a timeline and a budget, to organizing and publicizing your event, it is a complete planning guide that will allow anyone to become a successful fundraiser for the hospital. Feel free to use a few of our ideas and suggestions or all of them whatever works best for you! Where in the hospital will my donation go? There are many pediatric specialties, programs and services at the hospital that your donation can support. If you have a specific passion for a specialty, such as pediatric cancer, we will work with you to ensure your donation goes directly to that area. If you d like details about the funding areas listed below or would like different funding ideas, please us at Children s Fund (Donations are directed to the area of greatest need in the hospital.) Heart Center Cancer and Blood Disorders Falk Brain Tumor Center Neonatology (NICU) Neurosciences, including Epilepsy Family Services

4 Here s what we can provide to help make your fundraiser a success! Consultation on fundraisers and events Approve use of our logo, when appropriate Community Fundraiser Toolkit, including: timelines, FAQs, fundraising tips, helpful templates and more Promotional support for public fundraisers through use of: Lurie Children s Hospital Event Calendar Circle of Friends Facebook page Hospital-branded giveaways (e.g. balloons, stickers) Tax ID number for donation purposes only Celebratory check presentations and tours, when feasible Your own personalized fundraising page: luriechildrens.org/cofonline Letter of authorization to validate the authenticity of the event and its organizers Assistance in selecting an area of the hospital for your donation to support Services we are unable to provide: Our sales tax exemption number Insurance or liability coverage Mailing list of donors and/or vendors Lurie Children s stationery Funding or reimbursement for your expenses Celebrities or professional athletes for your event Publicity (newspaper, radio, television, etc.) Guaranteed attendance of physicians or hospital staff / ChildrensCircleOfFriends How Lurie Children s Foundation Can Help NEW

5 Deciding to host a community fundraiser for Lurie Children s is a huge accomplishment in itself thank you! Here are a few steps to help you get started. Let the Planning Begin Form a planning committee. Bringing together a group of enthusiastic and dedicated people who share an interest in raising money for a great cause will increase the probability of a successful event. Brainstorm. Gather members of your planning committee to brainstorm ideas for your fundraiser. Give free rein to your imagination several heads are better than one! Choose the right event. The type of event you choose should fit the size, interests, talents, goals and time availability of your planning committee. Identify your audience. Consider who is most likely to attend and support the type of event you have selected. Develop a budget. Try to identify expenses and possible sources of funds, including securing in-kind products and services. This will help keep your costs down, which is something everyone will appreciate. We encourage you to maintain fundraising costs at 20 percent of your budget. Develop an event timeline. A timeline is important in planning a publicity strategy for your event. Schedule the event. Select a time that is appropriate and convenient for those who will be attending. Be sure to check local community calendars for conflicting events. Open a bank account. You may find that you will need to establish a bank account to accommodate incoming revenue and expenses. This can be done by visiting a local bank and creating a business account under your event s name.

6 What activities do you enjoy? Whether it s cooking, crafting, or exercising, simply add a fundraising component to it. It s the perfect way to give back to a great cause while doing something you love. Ideas to get you started Fundraising Ideas There are many simple ways to make a big difference in the lives of Lurie Children s patients. Here are some ways you and your kids can make an impact: Office Jeans Day Pie Smash Potluck Game Night Bake Sale Coin Drive Craft Sales Movie Night Sell messages in School Papers or Company Newsletters Trivia Lemonade Stand Car Wash Cook Off Picture with Santa, Easter Bunny, etc. Wishing Well If you re feeling a bit more ambitious Why not open up your fundraising efforts to a larger crowd? Organize a fun event with a truly meaningful mission. Here are some great ways to engage friends, neighborhood residents, coworkers and more: Bike-A-Thon Variety Show Car Show Luncheon Garage Sale Holiday Gatherings Fun Run Read-A-Thon Flea Market Auction Scavenger Hunt Super Bowl Party Golf Outing Toy Drive with Monetary Donation Walk-A-Thon Sports Tournament Black-tie Event Fashion Show Music Concert Talent Competition Boat Racing Dance-A-Thon Restaurant or Retail Promotion School Fundraiser Church Fundraiser Dine Out for a Cause

7 Creating an online fundraising page is a great way to add to your event, fundraiser or athletic event. Create an Online Fundraising Page Events or Fundraisers (luriechildrens.org/cofonline) Sign up for our new online program and you will gain immediate access to many free online fundraising tools and tips. Our online program can take your fundraising to a new level and make it easier to reach out to your network of friends, family and colleagues. It s a great complement to any event or can even work as a stand alone fundraiser. Athletic Fundraising (luriechildrens.org/teamluriechildrens) Team Lurie Children s allows athletes to make their training and race experience even more meaningful by raising money for the patients and families at Ann & Robert H. Lurie Children s Hospital of Chicago. You can sign up as an individual or form a team with family, friends or colleagues. Free online fundraising tools include: A personal fundraising page (pictured below) templates to communicate about your fundraising efforts with family, friends and colleagues and to send thank you notes Helpful event checklists Tracking donations or updates on your fundraising progress A personal blog to keep family, friends and donors informed

8 Lights...Camera...Action! These tips and tools will help maximize publicity of your event through the media at very little cost. Publicizing Your Event Create a timeline to maximize publicity A timeline is important in planning a publicity strategy for your event. Keep this timeline in mind as you put together a publicity plan: 3-4 months before the event: Identify your target audience based on demographics, interests and location, and develop a targeted media list. 4-6 weeks before the event: Distribute media materials (i.e. media alert,* Facebook posts, etc.). 2 weeks before the event: Make follow-up calls and send s to media who received the information. 1 week before the event: and/or fax a media alert (see step 10) with the basic information about your event (who, what, when, where and why) to the TV news assignment desks and photo desks at the daily newspapers. Boilerplate language The following paragraph should be included at the end of every news release: About Lurie Children s Ann & Robert H. Lurie Children s Hospital of Chicago is a state-of-the-art hospital located in downtown Chicago on the campus of its academic partner, Northwestern University Feinberg School of Medicine. The hospital is ranked as one of the nation s top 10 children s hospitals in U.S.News & World Report. The hospital relies on philanthropic support to care for more than 174,000 children each year. Learn more at luriechildrens.org. ###

9 Social media is a powerful tool to get the word out about your event. Share your story Whether you re promoting your event or celebrating its success, social media can play an important role in your fundraising. Remember these tips when spreading the word through your social media accounts Tell your friends and followers why you have created this event. Be specific about event details, your goal and the difference it makes for Lurie Children s patients. Be sure to include a link to your online fundraising page, if applicable Post consistently! Share updates before, during and after your event. Tag us in Sample Post: On February 17, as part of Circle of Friends, I will host a Read-A-Thon to raise vital funds for the patients and families at Ann & Robert H. Lurie Children s Hospital of Chicago. My goal is to raise $500. I hope you will support my efforts by making a gift today. The hospital relies on philanthropic support to fulfill its lifesaving mission, and any amount will make a difference! Visit luriechildrens.org/cofonline! Create lasting memories Social Media Tips The best way to attract attention to your posts is through photos. Here are a few tips on taking great event photos to share: Write out a shot list in advance to make sure you get photos of everything and everyone you want Take candid and close-up shots that capture the different aspects of your fundraiser Include kids in the photos, if applicable Take photos of corporate sponsors, if applicable Include 3-4 people for the best publicity shot Post the photos to your social media accounts that are most appropriate for your event Use these photos as a way to thank your supporters After your event the best 3-5 photos to or directly to your Circle of Friends liaison

10 The proceeds from your fundraiser will leave a lasting impact on the more than 174,000 patients and families treated every year at Lurie Children s thank you for your support! After your fundraiser, all you need to do is: Send in your donation/proceeds Mail a check or cash within 30 days following the conclusion of your event to: Ann & Robert H. Lurie Children s Hospital of Chicago Foundation Attn: Circle of Friends 225 East Chicago Avenue, Box 4 Chicago, IL It s a Wrap! Checks should be made payable to Ann & Robert H. Lurie Children s Hospital of Chicago Foundation or Lurie Children s Foundation. Include a short note explaining your fundraiser. Once we receive your donation, a letter from the Foundation s finance department will be sent to you for tax purposes. Logo use As stated in the guidelines, use of Lurie Children s logos is allowed for up to 30 days after your event. Remove logos from any materials after this time. Say thank you! Sending thank-you letters, notes or s to everyone who participated in or supported your event shows your appreciation and reinforces their goodwill about supporting the hospital. Start thinking of your next fundraiser The best time to think of a new idea is right after an event or fundraiser. Think of what parts went well and what could be changed to make the next event even more successful. Attend other fundraisers Visit our Facebook page to find other Circle of Friends fundraisers and meet other people who share your passion.

11 Can I use Ann & Robert H. Lurie Children s Hospital of Chicago s Tax Exemption number? Because Lurie Children s is not hosting your event, it is considered a third-party event. For this reason, you will not be able to use the hospital s IRS 501(c)(3) charitable classification, federal tax ID number or tax-exempt certificate. However, you may use the hospital tax ID number for donation purposes only. Contact your Circle of Friends liaison or Can you help me get a permit for my event? FAQs Frequently Asked Questions The organization and execution of the event is the responsibility of its event organizer. The event organizer must obtain any necessary permits or licenses. Who will provide insurance for my event? Lurie Children s cannot provide insurance for third-party events. The event organizer is responsible for obtaining insurance for the event. What can I give people who made donations for tax purposes? Circle of Friends third-party event organizers cannot use Lurie Children s tax exemption status in conjunction with the event. However, Lurie Children s Foundation staff can provide an authorization letter confirming the organizer s intent to raise funds for Ann & Robert H. Lurie Children s Hospital of Chicago. Will each of my donors get a receipt? Lurie Children s will not issue receipts for donors or sponsors who make payments directly to your thirdparty event. If your donor requests a receipt, please be sure the check is made out to Ann & Robert H. Lurie Children s Hospital of Chicago Foundation or Lurie Children s Foundation and leave the check in its original form before sending to the foundation. How do I open a bank account for my event? If a separate bank account is being established by a third party for an event, it must be opened in the third party s name. Lurie Children s policies do not permit a third party to establish a bank account in the name of Ann & Robert H. Lurie Children s Hospital of Chicago. The event organizer is responsible for all event expenses. Can someone from the foundation or hospital attend or help me plan our event? Because of the large number of events and the limited number of staff, staff members are generally unable to attend and plan Circle of Friends events. We are happy to provide guidance for your event, but we do not have the staff to handle the organizational and administrative tasks associated with third-party events. Can we have a check presentation and tour at Lurie Children s? Yes, we can arrange for a check presentation and tour to be held in the hospital lobby or at the foundation. Please contact your Circle of Friends liaison to schedule a time. How long does it take to get my Community Fundraiser Proposal and Waiver approved? Proposals will be approved within 2-3 business days of receipt.

12 To help simplify your plans, we have provided the following templates suitable for any fundraiser: Templates [Event Name] [Date & Time of Event] [Location of Event] Excel Budget Formula Sheet Customizable Advertising Flyer [Your Logo Here] Circle of Friends Donation Form MEDIA ALERT Contact: [EVENT CONTACT NAME] Phone: [CONTACT PHONE NUMBER] Donor Information Last Name* First Name* Company Title. Mr. Ms. Mrs. Miss. Dr. Please print neatly. Middle Initial. [NAME OF EVENT] Suffix. Sr. Jr. I II III IV V VI Gender. Male Female Birth Date. / / Who: [NUMBER OF EVENT ATTENDEES and NOTEWORTHY GUESTS] What: [NAME OF EVENT] benefiting the fundraising efforts of [ORGANIZATION NAME] and Ann & Robert H. Lurie Children s Hospital of Chicago When: [EVENT DATE and TIME] Where: [EVENT LOCATION] Why: [INCLUDE FUNDRAISING GOALS HERE] Donor Address Address* City* State* Zip Code* - Phone Number* - - Extension. Address* Gift Information About Lurie Children s Ann & Robert H. Lurie Children s Hospital of Chicago is a state-of-the-art hospital located in downtown Chicago on the campus of its academic partner, Northwestern University Feinberg School of Medicine. The hospital is ranked as one of the nation s top 10 children s hospitals in U.S.News & World Report. The hospital relies on philanthropic support to care for more than 174,000 children each year. Learn more at luriechildrens.org. Name of Event or Team Organizer. Gift Type* One-Time Gift Recurring Gift (Each Month for 12 Months) Gift Amount* $100 $75 $50 $25 Other Amount $ Payment Information Checks should be made payable to Lurie Children s Foundation. Pay Method* Cash Personal Check Credit Card Card Type. American Express Discover MasterCard Visa ### Card Holder. Card Number. Expiration Date. / /. Signature* Date* Please sign and return this form with payment to: Teamraiser Id: 1410 Lurie Children s Foundation Attn: Circle of Friends 225 East Chicago Avenue, Box 4 Chicago, IL Media Alert Template Donation Form Thank You Letter Template Visit luriechildrens.org/circleoffriends to download these templates. REV021815

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