Fundraising Coordinator

Description of Responsibilities

The Fundraising Coordinator handles solicitation of sponsorships and donations from businesses and individuals. Responsibilities include:

• Create the donation/sponsorship solicitation letters for the new appeal. Letters have been tailored based on past giving to First Night Chatham.
  • Use the “Solicitation Letter to New Donors (no donation prior years)” mailing letter from the prior year to create the letter for the current year.
  • Update the “Solicitation Letter to Repeaters – Sponsor-Patron-Benefactor” mailing letter from the prior year to create the letter for the current year.
  • Update the “Solicitation Letter to Repeaters – Platinum-Gold-Silver” mailing letter from the prior year to create the letter for the current year.
• Prepare the spreadsheet for the solicitation mailing list. This is done using prior years' history, business mailing lists, and other lists of potential donors. Add or remove past names based on individual considerations. Review this list with First Night Chatham chairperson and past chairs and/or past donations coordinators.
• Gather together materials needed - letterhead, envelopes, inserts, thank-you postcards and envelopes, stamps, etc. Paper goods supplied by Watermark, stamps purchased and reimbursed.
• At a fall First Night Chatham meeting, distribute the list of individuals and merchants who will be contacted, ask committee members to annotate those they will contact personally.
• Generate donation/sponsorship solicitation letters. Signatures may be Chairperson and/or donations coordinator, as agreed. Signatures may be digital if appropriate. Contact committee members who will personalize letters to do so. Update tracking file.
• Mail out the letters. Late October or early November has been the timeframe in recent years, but Coordinator may adjust as needed.
• Schedule visits with the key donors; history data is available. Generally mid-November.
• Make follow-up phone calls or visits as needed; utilize committee members who personalized the donations letters.
• The goal is to receive donations by the time the First Night Chatham program is finalized, so the list of donors can be included. In all solicitation letters, make sure to mention the "closing date" for the program. Donors who miss the deadline won't get their names in the program, but names will be added tothe website, and included in the Thank-You Ad in the Chronicle in January. Follow-up can continue past the program deadline for selected donors.
• As donations come in:
  • Update tracking file to reflect the amount and date received. Track thank-you note status on this file.
  • Generate and mail a “Thank You" letter or postcard for each donation received. Include appropriate tent card if donor is a business.
  • Provide detailed list (by donor level) and balances by category just prior to program publication “due date”, this will be used to check program and website accuracy.
• Prior to the January debrief meeting: Finish all thank-you letters. Provide fundraising report/summary and updated job description to the Chair electronically.