Harvard College Fund Runion Campaign Handbook

Harvard College Fund Runion Campaign Handbook free pdf ebook was written by Harvard University Alumni Affairs And Development Communications on August 27, 2010 consist of 36 page(s). The pdf file is provided by alumni.harvard.edu and available on pdfpedia since April 09, 2012.

reunion campaign handbook contents welcome 1 what is harvard college reunion fundraising? 2 planning a reunion campaign 3 reunion..our team at the fund know how we can support your..life— almost everything that sets harvard apart. it is important for reunion...

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Harvard College Fund Runion Campaign Handbook pdf




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Harvard College Fund Runion Campaign Handbook - page 1
Reunion Campaign Handbook
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Harvard College Fund Runion Campaign Handbook - page 2
Contents Welcome What Is Harvard College Reunion Fundraising? Planning a Reunion Campaign Reunion Campaign Calendar Organizing the Gift Committee Goal Setting Solicitation Gift Planning Pledge Guidelines Ways to Make a Gift 1 2 3 6 10 13 19 23 28 29 b seCtion
Harvard College Fund Runion Campaign Handbook - page 3
Welcome! Dear Harvard College Fund Volunteer, Thank you for participating in your reunion campaign. We are very grateful for your leadership and your commitment of time and resources. Whether you are a class co-chair, vice chair, or committee member, your meaningful involvement and hard work will ensure our continued success in supporting Harvard’s undergraduate and University priorities. This guide presents an overview of how to structure a reunion gift campaign. You may find these principles useful in other fundraising activities as well. We encourage you to visit yardline.harvard.edu often for convenient access to solicitation assignments, an electronic version of this handbook, and many other helpful fundraising materials. We hope that you enjoy the experience of advancing your class’s fund- raising activity. Please let our team at the Fund know how we can support your efforts. With gratitude, Charlie Cardillo ’91 Executive Director Alice Roebuck Director of Reunion Giving yardline.harvard.edu 1
Harvard College Fund Runion Campaign Handbook - page 4
What is Harvard College Reunion fundraising? The Harvard College Fund (HCF) maintains a robust and highly successful tradition of reunion giving. Every five years, classes engage in organized fundraising campaigns driven by reunion milestones. These campaigns aim to inspire high levels of class participation and secure leadership contributions in support of Harvard’s current priorities. Our reunion efforts involve large gift committees and require dedicated volunteer leadership. From the 5th reunion to the 60th and beyond, reunion campaigns build com- munity and form the backbone of the Harvard College Fund. Our reunion drives generate fundamen- tal resources for the Faculty of Arts and Sciences (FAS). These are not incremen- tal funds; cumulative class gifts support financial aid, curriculum development, advising, arts, athletics, residential life— almost everything that sets Harvard apart. It is important for reunion leaders to know that the commitments secured during reunion years are, in fact, a planned component of the FAS budget. As Harvard’s financial model continues to evolve in response to macroeconomic conditions, our reunion campaign model must also adapt to align with Harvard’s ambitious goals. For every campaign, the Harvard College Fund team will work with you to establish the proper blend of 2 WHat is HaRvaRd College Reunion fundRaising? endowment and immediate-use contri- butions—a blend that includes gifts des- ignated to Harvard’s timeless priorities in perpetuity as well as those given for immediate needs. Every contribution makes a difference and the balance of designations ensures a winning result. Harvard continues to succeed thanks to its loyal alumni/ae leaders, who have provided guidance and support for gen- erations. Your gifts enable scores of promising young scholars and world- class faculty to explore, teach, and create. Your gifts make possible leading-edge research and help transform the under- graduate experience. Your time and resources change the lives of people who go on to change the world. Simply put, your hard work matters. It matters to every Harvard College stu- dent and faculty member. It matters to all the classmates whom you connect to one another and to Harvard. Thank you for investing your energy in this impor- tant process—and know that the Harvard College Fund team is ready to partner with you to achieve our shared goals for the College and the FAS.
Harvard College Fund Runion Campaign Handbook - page 5
Planning a Reunion Campaign Harvard reunion campaigns follow a model that has proven successful over the years. Below, you will find some general guidelines for your reunion effort. We recognize that every class is different, so each campaign is designed to fit the particular class and its stage in life. Adjacent classes may have significantly different wealth, leadership, personality, and history. Younger classes differ sub- stantially from older classes, as activities, interests, understanding of philanthropy, and capacity for giving evolve. For every reunion campaign, it is crucial to create an engaged and effective gift committee. The gift committee is led by co-chairs (typically the most generous, visible donors in the class). Co-chairs set the bar, the strategy, and the tone of the drive. They also work together with the HCF to establish a fundraising goal that includes an appropriate mix of endow- ment and immediate-use contributions. Immediate-use gifts go directly to the students, faculty, and programs that require them most during the current fiscal year. Endowment giving supports timeless needs—like professorships— that serve future generations. Both kinds of giving are critical to Harvard. Engaging volunteers—vice chairs and committee members—to solicit others comes next. Capitalize on the unique talents and resources of your classmates. Over the course of the drive, you will build involvement, enthusiasm, and, ulti- mately, commitment to an individual gift. Conference calls with class leaders, committee meetings, regular reports, and events are standard components. Throughout the campaign, you will work closely with your HCF class officer and other Harvard staff members. The HCF will handle all administrative details. The more your officer knows about your class and various relationships, the more he or she can offer help in making effective solicitation assignments and coordinat- ing visits with administrators and faculty. It also helps to collaborate early with your Harvard Alumni Association reunion program committee. Synergy among all of the reunion elements facili- tates success in your overall experience and your gift drive. Finally, you will enjoy more support dur- ing the next reunion cycle if you main- tain connections in non-reunion years through social events and the annual giving program. yardline.harvard.edu 3
Harvard College Fund Runion Campaign Handbook - page 6
Key Points for success n Give everyone plenty of advance notice regarding events and deadlines. Do not be shy about putting your classmates to work. n Start early n Begin planning at least 12–24 months in advance. Seek advice from reunion chairs and leaders in other classes. n n Realize that most of the reunion cam- paign dollar total will come from your committee. Do not underestimate an individual’s willingness to be generous. Ask for specific gift amounts. n n Identify leaders for major gifts, special gifts, immediate-use gifts, and participation. n n Seek broad, diverse, and regional representation. Bring your team together n n Hold pre-reunion regional events to build enthusiasm. Attend the HCF Assembly and Kickoff Meeting in Cambridge in the fall. Hold regular co-chair and leadership conference calls to keep your campaign on track. Hold meetings to identify donors and volunteers. Inform classmates about Harvard’s fundraising priorities. n Enlist a strong gift committee n Establish enlistment guidelines and gift-level expectations. Lead by example and make your own gift. Enlist leaders personally. Enlistment is a solicitation. Be specific when describing expectations—you are asking fellow classmates to make a gift and to complete solicitation assignments. Assign a manageable number of solici- tations to each committee member. n n n n Conduct regional receptions and dinners with key prospects as hosts/hosting committees. Dedicate some time early on to solici- tation training. n n Set fundraising goals with care n n Remember: committee members seldom raise more from an individual than they themselves have given. n Inform and educate n Expect that everyone is pressed for time. Your personal outreach will make a difference. Recognize that uninformed classmates may be difficult to engage. Include a specific target for immedi- ate-use gifts as a component of your overall campaign. (Your class officer can guide you in this process.) Recognize that the top 10 gift decisions will set the pattern of giving for everyone. n Keep your sights high and look for opportunities to celebrate successes at every level of the gift scale. n 4 Planning a Reunion CamPaign
Harvard College Fund Runion Campaign Handbook - page 7
n Remember: your overall goal will have the greatest impact on the final total in the last stage of your campaign. Communicate regularly n Keep all committee members informed as individuals and as a collective team. Make communications short, readable, and personal. Celebrate the work of committee members. Push for participation n n Recognize the important role of participation chairs and volunteers. Promote and publicize the value of all gifts. n n n n Be creative about your participation strategy. A combination of outreach by phone, email, and student calling can help you reach your goal. Visit yardline.harvard.edu regularly to report solicitation progress and track important milestones. n Ask the HCF staff for anything you need. Share your story Your ability to articulate your own, authentic reasons for supporting Harvard will be your most powerful tool when soliciting others. While the HCF staff can provide myriad facts and figures to make the case for giving, it is your own personal narrative that can be the most compelling argument for others to hear. When thinking about how to tell your story, consider what Harvard means to you and why you choose to give of your time and resources. Some people give to Harvard to express affection, loyalty, or a desire to give back. Others give to sustain Harvard’s role as a global leader in higher education. Maybe you give to help Harvard advance teaching and research that will benefit the world. When speaking with classmates, don’t be afraid to make the discussion personal—ask them how Harvard has affected their lives or encourage them to share favorite memories. You might ask, “Does one classmate or faculty member stand out in your memory? If so, why?” The connection you create should be a positive experience for both of you! yardline.harvard.edu 5
Harvard College Fund Runion Campaign Handbook - page 8
Reunion Campaign Calendar Reunion campaigns follow a carefully designed calendar intended to build effective committee structures and maximize fundraising results. Ideally, co-chairs are enlisted 12–24 months before June of the reunion year, so that there is sufficient time to build the gift committee, gener- ate momentum, establish goals, and complete solicitations before fiscal year-end, June 30. Committee formation During the spring and summer of the year before the reunion, co-chairs enlist vice chairs and gift committee members. In the spring or early fall, committee meetings are held in the areas with the highest concentration of class leaders (typically New York, Boston, and California). Live committee meetings build involvement, commitment, and enthusiasm for the drive and provide information valuable for assigning solici- tations and ask levels. Co-chairs devise strategies for these meetings and ensure that key people attend. Assembly and Kickoff (Cambridge) The Assembly fêtes, informs, thanks, and reengages attendees in their commitment to the College. Solicitations In October, the HCF holds an annual Assembly to launch the fundraising year. The Assembly weekend begins with a Kickoff Meeting for all HCF volunteer leaders. Friday evening events feature faculty members and/or illustrious alumni speakers. Saturday symposia aim to immerse alumni in the intellectual life of the College. 6 Reunion CamPaign CalendaR Before Thanksgiving, committee solici- tations begin in earnest and continue throughout the winter and spring. You will have convenient access to your solicitation assignments and materials through the HCF’s online portal: yardline.harvard.edu. To complement your individual activity, the committee receives regular status reports and updates from Cambridge. HCF fundraising success absolutely depends on peer-to-peer outreach—your influence as a volunteer cannot be overstated. Participation Throughout the year, while co-chairs and gift committee members solicit larger gifts, parallel efforts are under way to achieve participation goals. The partici- pation committee will be busy with
Harvard College Fund Runion Campaign Handbook - page 9
broad outreach—via phone, direct mail, email, and online communications—to build awareness and boost participation. Harvard College Fund Winter Summit (New York City) Held annually in winter, this gathering of volunteer leaders provides an oppor- tunity to connect as a HCF community and assess our midyear progress toward class-specific and Fund-wide goals. A similar event is held on the West Coast. Conference calls spring of your campaign. HCF vice chairs for reunion giving host conference calls at key points during the year for all reunion co-chairs across the classes. This ensures that all individual reunion cam- paigns remain connected to Fund-wide goals and messages. Harvard College Fund Annual Meeting (Cambridge) Conference calls with co-chairs and HCF class officers occur monthly. These calls typically focus on the campaign status, events, classmate engagement, strategies, solicitation assignments, and next steps. It can also be useful to schedule confer- ence calls for all active solicitors in the This meeting for all HCF volunteer leaders is held on Class Day before the official Commencement and spring reunion events. It is an occasion to cele- brate important progress toward our fundraising goals and discuss strategies for the final days leading up to June 30. June 30 Deadline for all reunion campaign gifts and pledges. “Don’t come home till that bag is full of money.” © Leo Cullum/The New Yorker Collection/www.cartoonbank.com yardline.harvard.edu 7
Harvard College Fund Runion Campaign Handbook - page 10
sample Program Planning Calendar Prior to June Volunteers July–Aug. Co-chairs formally enlist vice chairs Co-chairs and vice chairs formally enlist committee members Enlist participation chairs Sept.–Oct. Continue to enlist committee members at all levels Solicitation activity begins in earnest Nov. Committee members continue to make contact with assigned classmates and start discussion of gifts before close of tax year Enlist co-chairs Identify classmates to enlist as regional vice chairs and committee members Events Determine regions of priority Identify classmates who would be effec- tive event hosts Save-the-date for Harvard College Fund Assembly & Kickoff Meeting in Cambridge Plan regional pre- reunion social events Harvard College Fund Assembly & Kickoff Meeting in Cambridge Possible regional event Meetings Initial meeting of co-chairs Set committee meeting dates for fall Possible co-chair conference call Individual prospect meetings (ongoing through campaign) Committee meetings Meet with partici- pation chairs to outline strategy for reaching goal HCF vice chairs host conference call for all reunion co-chairs across classes Phonathons in New York and Cambridge Co-chair conference call Communications HCF direct mail appeal Letter and email from co-chairs to class announcing reunion gift campaign and inviting classmates to fall meetings Reunion CamPaign CalendaR Committee report Ongoing: Solicitation assignments are confirmed with com- mittee members 8
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