Donor Thank You Letters: What to Include

On any occasion thank you notes are appropriate and appreciated. In your personal and business life a thank you note can go a long way. When you receive a gift or form a new relationship with a vendor, business contact, or donor, writing a thank you letter never goes over looked.

Adding your own personal touch is a sure way to make a donor remember you for their future giving plan. Be sure to include details that are specific to that donor – something too generic will lose the reader’s interest and seem effortless. Details could be the specific person or persons you worked with to receive the donation, a mention of a meeting you had together to solidify the relationship, or the amount donated and what the donation is going or has gone towards.

If you’d like your note to be long and more descriptive a great way to do this is to tell the donor the background of their gift. If the donation aided a specific community, a family in need, or an educational program/scholarship you offer at your organization/company. Show how much the donor’s gift helped.

Additional inclusions could be:
 Dates of future events you may have. This will give them a chance to attend and learn more about the cause of your organization.
 A picture representing what their donation went towards.
 A token of appreciation from your organization – a certificate, medal, etc.
 A promotional piece – pen, USB, business card, etc.

One last tip: Avoid digital signatures. This could be seen as a negative aspect in your letter.

How to Start Your Fundraising Plan

Creating a fundraising plan is one of the most complex segments you can be involved in, in an organization. A frequently asked question surrounding this segment is “How can we bring in more donors to support our cause?” Creating a plan will lay out all the steps you need to take in order to accomplish your overall goal.

The first step is to list all of your donors or supporters from the past three years. Put the companies/organizations who have been the most generous with donations at the top of the list. This list should consist of 20 or more companies/organizations.

Next you should make a list of your most loyal donors or supporters. This should consist of companies/organizations from the last 5 years that have attended an event you held or made a donation at any time.  You should note what event they attended, when it occurred, and how many times they have attended that specific event.

Finally, compile a list of board members, committee chairs, and people/members who are most involved with your organization. This list should include details of where they have worked and their company’s/organization’s giving history within the last 3 years.

Along with these three lists, create a document focused on future donors. Pick a remote area and research all of the for-profit and non-profit organizations you think can relate to your organization. You should note their contact information, address, company/organization, and cause (if applicable).

After these four lists have been completed, organize the documents to present to your fundraising committee. Present the list of suggested future donors, comment on the past donors, and discuss what each contributed or could contribute to.  Make the process interactive, allowing everyone to make suggestions on how to get more support from the community and more donations from past and future donors. When this process is complete, rate the suggestions in order of importance. This will allow you to create a timeline and assign jobs for the committee to accomplish.

Taking these steps will ensure a great start to your plan and put you and your fundraising/sponsorship committee in the perfect position to reach out to those who may be able to impact your organization’s cause the most!

Social Media Platforms to Help Your Association

Social media marketing is one aspect of communication that continues to grow. Every month there is a new trend for public users as well as business users. Other than the usual Facebook, Twitter, Instagram, Pinterest, and LinkedIn there are other numerous sites not being utilized to their full potential.

One site that can be very beneficial to associations and nonprofits is Causes. An application that works with Facebook to encourage fans to take action and get involved. Causes is the place to discover, support and organize campaigns, fundraisers, and petitions around the issues that impact you and your community. Build a passionate audience around social, political and cultural issues, so members can collaborate quickly and effectively on solutions to today’s toughest problems.

Youtube is a chance for your organization to hit the media stream. Produce interviews, tell personal stories, and share accomplishments that the association has had in the community. Increase publicity, supporters, and donations through video promotion. Youtube allows the viewer not only to read about who you are and what you do but to listen to what members who have benefited from being a part of the association have to say.

Crowdrise is about giving back, raising lots of money for great causes and having the most fun in the world while doing it. Companies can launch their campaigns as games. Donors earn points through donations or by spreading the word about the organization and campaign across the social web.

Eventbrite is a platform to create your own event webpage, connect to other social sites like Facebook, Twitter, and LinkedIn through an application to easily promote your upcoming events through a special tab on each page. You can announce and promote an event, manage RSVP’s, collect ticket prices, and invite people to attend.

Socialbrite is a great place to learn and stay up to date with the social media issues in the nonprofit world. This application offers resources, reviews and discussions about social media in associations and nonprofits. It allows you to spread the word on issues, concerns, trends, or upcoming events you may have within your community or organization.

There are several sites like the above that are geared toward helping associations and nonprofits connect with people on the social web. We hope that one of these sites listed above will help the future of your association and/or nonprofit! 

Why Join? How an Association Can Improve Your Profession

With several types of associations in the Metro Detroit Area it won’t be difficult to find the one just right for you. Popular categories include environmental, medical or automotive. If you’re swaying on whether or not to join, there are a few resources you can use to decide:

• The membership committee

Reaching out to someone on the membership committee is a great way to discuss what you are looking to get out of joining and how to achieve the benefits you’re looking for.  They can share their experiences they’ve had with the group and guide you in your decision.

• Low cost or free networking events

Networking is a positive way professionals get to know those within the same profession. Most member driven associations will host frequent casual networking events so members can grow relationships and create connections for further support. This is a great first step in learning what the association entails.

• Association website

The association’s website (depending on how advanced the group is) can give you a bigger picture of what benefits they offer.  Educational programming, networking opportunities, publications for purchase, mentorship or fellowship programs, or career development areas such as a job center could all be presented by an association and benefits you could receive as a member.

• Association staff

Association staff are a good first step as they can give you the basic information about the group and connect you with those who are willing to discuss in depth how you can benefit from joining.

Problem solving skills, leadership, and communication are all great qualities to have in the business world. Associations engage people from all different backgrounds and talents. You will be able to build your own network to help you in advancing your professional knowledge and to teach you new tricks to the trade.

An association’s purpose is to promote what your profession is all about, give members the opportunity to create relationships, and offer educational programming to enhance one’s career.  If you’re interested in any of those benefits, join an association today! If you’re still unsure, reach out! It never hurts to discuss what your reservations are; there is always a representative willing to help!

The 6 Parts of an Event Part 3: Pre-planning

 

There are several parts to pre-planning an event/meeting.  In this post we will briefly explain some of the basic components of the process.

 

• Transportation
  • Find out what you need transportation for e.g. off-property events
  • If you need transportation for off-property events research nearby companies, their pricing, and look into any ratings you can find.
  • Research airport shuttles, taxis, trains, and alternate city transport options for those coming in from outside of the event city.

 

• Rooms/Housing
  • If you need rooms for your event/meeting be sure to set-up a block within the host hotel or nearby hotels from your event location.  If the hotel is not large enough for the size of your group, research and set up additional blocks in “over-flow” neighboring hotels.

 

• Registration
  • Decide on the levels and registration pricing for those levels.  Typical categories include: Member, Non-member, Student, Guest and Speaker.
  • Choose the platform in which registration will be conducted.  There are several online options such as Cvent.  Larger organizations/associations will most likely have an in-house software based program.

 

• Meetings
  • Once you receive the meeting schedule, place each one in the appropriate sized space.  Meetings could include committee, board, sessions, or special events.

 

• Exhibits
  • Be sure the amount of exhibits you expect will fit within the designated space.  Design the booths to fit in the room for the best possible flow.  If you include areas such as an internet café, meeting spot, or charging station place these accordingly with space for seating.

 

• Demonstrations
  • If demos will be a part of your event/meeeting (typically within the exhibition hall) estimate the attendance and place the stage and seating appropriately.  Be sure to place where it is will be visible to attendees.

 

• Security
  • Typically security will be needed for an exhibit hall.  Depending on your organization will depend on the products on the show floor and if you will need safekeeping to be sure no other guests within the hotel or event location enter the exhibit room.  If security is not required, it is a good to take a precautionary step and ask the hotel to lock up the room every night and open it every morning at a certain time.

 

• Food & Beverage
  • The food & beverage choices will depend on the event/meeting, your group’s likings, and budget.  Make it a point at every event to record what foods were eaten and what was left untouched – it will help you understand what the attendees enjoy.  Be sure to also pay attention to current food trends. Dietary needs/restrictions are becoming more common e.g. gluten free.

 

• Décor
  • Décor will be needed for the exhibit area. It would be wise to hire a “decorator” or “Convention Services” company. Décor could include:

1. Pipe & Drape
2. Specialty Furniture & Accessories
3. Booth Accessories:

• Tables
• Folding Chairs
• Wastebasket
• Risers
• Carpet & Floor Covering
• Specialty Lighting
• Staging
• Display Equipment

1. Graphics & Signage:

• Headsigns
• Pegboards
• Posterboards
• Literature Racks
• Sign Stands

 

• Entertainment
  • Entertainment can be used in many different ways.  If the event/meeting is on the elegant side, a string quartet may be to your liking.  If you’re in a tropical location and are throwing a luau, a fire dancer would be fitting.  Have fun with it – no matter what the entertainment is!

 

• Off-property Events
  • This is a great chance for attendees to get into a different setting and see some of the attractions of the host city.  Choosing locations that will appeal to your group will spike interest and make an off-property experience a success.

 

• Tours
  • If guests of the attendees will be present at the event/meeting, lining up tours and activities for them to choose from is crucial.  Guests pay to be at the conference and to see the host city; they also want to be involved with other guests so even small activities on-site like a breakfast or a space set aside to socialize will be beneficial. 

 

• Shipping
  • Shipping needs depend on the size of the event/meeting.  The situation could be a few boxes sent via UPS or loaded pallets sent via a trucking company.  Either way, it’s a process that will need to be figured out as early on as possible.  Try to anticipate what supplies will be needed and get an estimate for budget purposes.  Choose the date(s) for packing and shipping so you can inform everyone involved e.g. event staff.  Make sure distance, season, and shipping method is accounted for when estimating when the shipment will arrive at the event location – this will also guide you in choosing the date to ship out from your headquarters.

 

• Suppliers
  • Suppliers could include lighting, audio visual, greenery/centerpiece designs, photography, etc.  There are several outlets you may need for a conference/event.

 

• Signage
  • Signage could include room indicators, sponsorship, directional, session/presentation, speakers, special events, tours, or various exhibit hall signs like demonstrations and internet café.

 

• VIP’s
  • Include your special guests in your meeting specifications – their picture, full name, if they’re bringing a guest, guest name, likes, dislikes, etc.  The more detail you can give your event location contact, the more they will be able to impress them.  Be sure to put in any special requests your organization would like to give your VIP’s and speak with them on occasion to see if there have been any issues you can solve. KEEP YOUR VIP’S HAPPY!

 

There are always items that will come up that are specific to your event when in the pre-planning phase; be prepared as you possibly can and be ready for the last minute items that were not thought of.  Remember Murphy’s Law, “Anything that can go wrong, will go wrong.”  Don’t stress, think through a problem, and solve it in the best way you can.  You’re a planner, that’s what you do!

Now that you’ve figured out the event logistics, what’s next? Find out in part 4, coming soon!

The 6 Parts of an Event Part 2: Contracting

You’ve gone through your first steps; developed goals and objectives, made a site selection, and created a preliminary costing. So, now what? You move into the contracting steps:

1. RFP/Space Inquiry
Before you contact the venue you will need to construct an RFP (Request for Proposal). An RFP should include specific details about your event such as:
• Contact information; contact name, phone, email, organization, etc.
• Basic event information; event day, date, time, etc.
• About your organization; brief description
• About the event; brief description
• Group Profile; Majority gender, age range of guests, guest professions, expected attendance
• Event History; year of event, location, total cost
• Concessions wish list; what you would like to receive complimentary from the venue e.g. meeting space
• Event Requirements; a grid lining out your entire event – Date/Time, Function, Location, Set-up, Menu, Notes
• Proposal Requirements; what you require is included in the proposal; floor plans, menus, etc.

2. Site Inspection
Once the RFP is submitted it’s always a good idea to see the available spaces in person. You want to make sure it will be acceptable to your guests and it will work for your program. It’s important to check the following items:
When doing a site visit you want to check the following:

• Condition/cleanliness of entire venue
• The lighting
• Furniture style and condition
• Handicap accessibility
• The attitude of the venue staff
• If a room block is involved check the condition/cleanliness of the different level rooms (standard queen, king, suites, etc.)
• Locate the kitchen area and its proximity to your event space
• Locate your staff office and if it is adequate in size, its proximity to the event space, and condition/cleanliness
• Locate the bathrooms and their proximity to your event space
• Bathroom condition/cleanliness
• Locate elevators and their proximity to your event space
• The ceiling height of your space (if applicable)
• Determine if there is a built in sound system
• If the venue has equipment such as tables and chairs in the room check condition/cleanliness
• Determine if heat/air conditioning is controllable within the space

3. Negotiation
Once you have received the proposal, you want to review it thoroughly. There is always room to negotiate for something you feel would be beneficial and cost effective for your group. Never be afraid to ask for something you want, the worst that could happen is they could say no. Be sure to keep record of any agreements made over email or an updated proposal documented of what was agreed upon.

4. Contracting
You should receive the contract shortly after the proposal is finalized. Depending on your event will depend on the size of the contract. Basic clauses that you will want to have included or have reviewed are:

• INDEMNITY
• INSURANCE
• INDEPENDENT CONTRACTOR
• HOTEL I-9 COMPLIANCE
• FORCE MAJEURE
• CHANGES IN OWNERSHIP/MANAGEMENT
• CANCELLATION
• DISPUTE RESOLUTION/ARBITRATION
• AMERICANS WITH DISABILITIES ACT
• CHANGES, ADDITIONS, STIPULATIONS, OR LINING OUT

These are very important clauses but some are not always necessary depending on the event and event size. It’s always important to understand the clauses within your contract in case of any disagreement or negotiations that will need to take place with the differing party. It is crucial that any changes to the original contract are initialed and both parties sign once everything in the contract are agreed upon.

Now that your event/meeting is contracted, what’s next? Find out in part 3, coming soon!

The 6 Parts of an Event Part 1: Determining to Hold a Meeting

In this six part series, Infinity Management Group will describe its breakdown of an event/meeting.  The first part is determining whether or not to hold a meeting; how do you decide if it’s worth all the planning that is to come?  There are three components to decide: 

• Goals and Objectives
• Budgeting
• Site Selection

Let’s start with goals and objectives.  Infinity has blogged about this topic and how it relates to an organization as a whole however, it’s important to know how it’s connected with determining whether or not to hold a meeting.  Speak with the meeting owner and ask three questions:  is the gathering meant to accomplish anything, does it have a solid purpose, and is the purpose related to a larger goal that will help or advance the association/organization?  If all of answers to these questions are yes, you have a good starting point to planning.  If the answers are no, you may need to re-evaluate if the meeting is worth holding.

If you decide to continue with the meeting you will need to research and compare venues.

1. Determine the meeting location – local, national, or international. 
2. Decide the type of space; hotel, conference center, other local meeting space, etc. 
3. Determine the size of your meeting space based on the anticipated attendance.
4. Look into pricing for food and beverage, audio visual, and physical space.

Once you have all of this information gathered and some potential meeting sites, your final step to move forward is completing a preliminary budget/costing.  The meeting owner should give you a maximum spending number for the meeting (if not you need to ask) – could be a flat amount or a per person amount. (E.g. $50.00 per person, per day).  Below is an example of some items you may want to budget for:

Creating this budget will give you and your meeting owner an idea of what you’re likely to spend and if your organization/association can afford it.

So…are you moving forward with your event/meeting?

Stay tuned to part 2 of “The 6 Parts of an Event” series!

Meet our New Client; Association of Fundraising Professionals (AFP) Greater Detroit Chapter

Infinity Management Group, LLC is proud to introduce our newest client, the Association of Fundraising Professionals (AFP) Greater Detroit Chapter!

AFP Greater Detroit, seeks to foster the professional development and growth of fundraising professionals, to preserve and enhance philanthropy and volunteerism, and to promote the highest ethical standards in the fundraising profession worldwide.

AFP believes that diversity and inclusion create a strong, vital and unified force for the effective pursuit of an organization’s mission and achieving philanthropic success.  Through its educational programs, AFP Greater Detroit acts as a resource to fundraising and nonprofit professionals throughout Southeastern Michigan.  AFP Greater Detroit offers the best networking opportunities, an unwavering commitment to the highest ethical standards, and the most exciting and cutting edge educational and professional advancement opportunities.

They have more than 270 members from seven counties in southeast Michigan. The AFP Greater Detroit Chapter offers the best networking opportunities, an unwavering commitment to the highest ethical standards, and the most exciting and cutting edge educational and professional advancement opportunities. These include professional advancement workshops, funder’s panels, and other great networking opportunities such as AFP Connects.

Infinity Management Group will handle association, event, and project management for AFP Greater Detroit that will include:

• Committee and governance support
• Event planning and management to include monthly meetings, networking events, National Philanthropy Day and other special events
• Finance and accounting
• Government relations and advocacy activities
• Marketing, communications, public relations, media relations, social media, research and advertising
• Membership recruitment, retention, and activation strategies
• Publishing, editing and graphic design
• Volunteer recruitment and management

Check out our newest client, AFP Greater Detroit, at www.afpdet.org.

Like AFP on Facebook: https://www.facebook.com/AFPDetroit

Follow AFP on Twitter: https://twitter.com/AFPDetroit

New Year, New Management? – Give Infinity a Call

The New Year is a time for your organization to reflect upon the past year and to admire all of your accomplishments, right? Well, perhaps it has brought about a time of change; a time to move on from your current management company and find a team that has new and fresh ideas.  Infinity Management Group is just that; new and fresh!  Our services will not only deliver the standard needs your organization is looking for but offer creative pricing solutions to increase your profit and will give an innovative viewpoint to your management style, projects, and events to ensure everything is done with the most efficient process.

Our services include:

Association Management

Infinity Management Group, LLC staff is knowledgeable in all facets of association management and can “hit the ground running” to provide immediate service to your members and customers.  We handle the day-to-day programming and administration so that your members and customers enjoy the benefits of being involved. 

Association management services include:

• Committee and governance support
• Event planning and management to include meetings, conferences, tradeshows, special events, sporting events, fundraising events, and more!
• Finance and accounting
• Government relations and advocacy activities
• Marketing, communications, public relations, media relations, social media, research and advertising 
• Membership recruitment, retention, activation strategies and administration
• Program content development
• Publishing, editing and graphic design
• Volunteer recruitment and management
• Don’t see a service? Let us know so that we can help!

Project Management

Infinity Management Group, LLC combines a systematic approach with artful solutions to achieve successful outcomes.  IMG works to establish trust and credibility, problem solving, and managing expectations. Our staff has developed their project management skills through experience, practice, and intuition. They know when know how and when to react to project problems and more importantly how to develop thoughtful solutions within budget.  

Project management services include:

• Scope of Project – defining the mission, setting goals, establishing objectives
• Budgeting
• Scheduling/time management
• Risks assessment
• Project planning and implementation
• Resource allocation – staff and materials 
• Communications strategy
• Implementation
• Quality control/assurance

Event Management

Our extensive experience allows us to plan every aspect or simply one component. From pre-planning logistics to post event follow up, our reliable Event Managers assist in planning all facets of your meeting through our Strategic Meeting Management (SMM) process.

Infinity Management Group’s SMM process begins with an assessment of your events goals and objectives. We work closely with you to outline which tasks and responsibilities need handling. Our services range from contract negotiation, coordination and execution of sourcing destinations, hotels, and convention centers to program design and tedious event details.

Your designated point of contact at Infinity Management Group will become your virtual event planner. This provides you expertise in event planning, which helps leverage industry relationships to save you time and money. Infinity Management Group’s comprehensive event planning services include:

• SMMP Initiatives
• Hotel Site Selection, Inspection and Contract Negotiating
• Host Site/Venue Selection, Inspection and Contract Negotiating
• Annual Budget Development and Management
• Exhibit Hall Sales, Management, and Activity Planning
• Booth Space Management and Traffic Strategies
• Registration/RSVP’s
• Speaker and Entertainment Coordination
• Communications, Materials, and E-Correspondence
• Travel and Transportation
• Security
• General Service Contractor Management
• Audio/Visual, Lighting, and Technical Requirements
• Food and Beverage
• Special Events and Activities
• Pre-event meetings/site visits
• Pre-event mailers/invitations 
• Room/Space Logistics and Layouts
• Amenities and Gifts
• Promotional Products
• Decor 
• Shipping/freight
• Staffing
• Onsite operations
• Invoice Reconciliation
• Post-Convention Feedback
• Cost Savings/Process Improvement Initiatives 

Holiday Help; Detroit Spotlight

The holidays are a time where organizations and communities come together to try and make this time of year a little less stressful on those less fortunate.  Infinity wanted to take the time to recognize some of those groups who are in the business of giving.

Detroit Holiday Meals on Wheels, provided by the Detroit Area Agency on Aging (DAAA), is a program that provides hot nutritious meals on Thanksgiving, Christmas, Easter, and Labor Day.  Holiday Meals on Wheels program (HMOW). HMOW is primarily supported through private and community funds.

Homebound seniors who would otherwise not receive a meal on a holiday or weekend will receive these meals. These individuals are:

• The homebound 60+: Seniors who want to maintain their independence.
• The lonely and isolated: Two out of three seniors live alone.
• The poor: Over 90% of seniors have incomes less than $5,000 a year.
• The very old: Many seniors are 75, 85, 95, and older.

For more information on Detroit Holiday Meals on Wheels or the Detroit Area Agency on Aging visit http://www.daaa1a.org/DAAA/index.asp.

Capuchin Soup Kitchen is open six days a week and offers hot and healthy meals to those in need. Not only does Capuchin offer meals but they offer substance abuse services, harvest 6,000 pounds of produce for Detroit’s hungry, run “On the Rise Bakery” giving those recently released from prison or who have just finished a substance abuse program an employment opportunity to start over, offer children’s programs such as tutoring or educational fieldtrips, and  provide clothing to people in need, as well as furniture and appliances to families following a stay in an emergency shelter, or who have suffered a household fire.  For more information on Capuchin Soup Kitchen visit http://www.cskdetroit.org/.

Our last, but not least, spotlight on giving is Gleaners Community Food Bank of Southeastern Michigan.  Last year, Gleaners distributed 41 million pounds of emergency food to more than 550 partner soup kitchens, shelters and pantries in Wayne, Oakland, Macomb, Livingston and Monroe counties.  Gleaners is looking for volunteers this season to work three or four hour shifts at Kroger locations each Saturday and Sunday in January.  For information on Gleaners volunteer opportunities, programs, and events visit http://www.gcfb.org/site/PageServer. 

It’s important for us as planners to remember that this time of year may be busy with year end wrap up and preparation for 2014’s program schedule but giving back is a simple gesture, even if you can only recognize the giving organizations or people, every bit of promotion grows awareness.