STEP 1: DEVELOP A TARGET LIST
STEP 2: DEVELOP YOUR FUNDRAISING WEBPAGE
STEP 3: DEVELOP YOUR SOLICITATION EMAILS/LETTERS
STEP 4: FOLLOW-UP TO REACH YOUR GOAL
STEP 5: ACKNOWLEDGE YOUR DONORS
STEP 6: FUNDRAISING MANAGEMENT
STEP 7: SENDING IN YOUR DONATIONS

STEP 1: DEVELOP A TARGET LIST

The first step in your marathon fundraising process is to develop a target list of individuals to solicit. You will be surprised at the number of people you know and how supportive they can be towards your fundraising goal. Consider including the following people on your list:

• Family
• Friends
• Co-workers/Associates
• Members of organizations you are affiliated with (professional development, temple/church, sports club, etc.)
• Businesses you patronize
• Other individuals you know (ex: neighbors, doctors, hair stylist, etc.)

 

STEP 2: DEVELOP YOUR FUNDRAISING WEBPAGE

Each marathoner will have access to a personal City Year webpage. Your webpage will be the most important tool in your fundraising process . In order to best utilize your page you should consider:

• Personalizing your page with pictures and messages to your donors.
• Customizing your fundraising emails from this page.
• Tracking online and offline donations.
• Communicating with fellow marathoners via bulletin board.

 

STEP 3: DEVELOP YOUR SOLICITATION EMAILS/LETTERS

It is important to communicate to your contact list in a variety of ways. Send emails to people you know use email as their primary communications tool. Mail hard copy letters to people who do not use email often, or from whom you expect a large donation. For these “heavy hitters” a personalized mailed letter may be more appropriate. Take a look at our sample letters and add your individual touch. The more times (and ways) you ask for support, the more you shall receive! Other solicitation letter tips include:

• Provide instructions on where donations should be mailed and to who checks should be made out to. Ask guests to send credit card and cash donations directly to you so that you can log and forward them according to the instructions provided in the "Fundraising Management” section. All checks should be made out to “City Year Philadelphia.”
• Include a Sponsor Form and a return envelope with every letter you mail. Keep in mind it usually takes two to three weeks before donations begin to appear on your account, so you should send solicitation letters as early as possible.

 

STEP 4: FOLLOW-UP TO REACH YOUR GOAL

Reminders and follow-up with your target list is imperative. Many people will receive your solicitation letter, think to themselves that they would love to help, and then put the letter aside, completely forgetting they even read it! Consider unique ways to send reminders to your target list such as providing personal training updates. These update can include information on how your training is going, how much money you have already raised, and how far you are to reaching your fundraising goal. At the end of your update, you can ask people for a 2nd (or 3rd) time if they would consider sponsoring you for this great cause, and again walk them through the donation steps.

STEP 5: ACKNOWLEDGE YOUR DONORS

Always make sure to thank your donors. Donors will receive a thank you and confirmation of their donation from City Year, but a personalized thank you from the solicitor is much more valuable. A personalized note may also help for your fundraising next year!

STEP 6: FUNDRAISING MANAGEMENT

Properly managing your fundraising contributions is one of the most important - but often overlooked - aspects of fundraising. By accounting for and forwarding your donations, many potential problems can be avoided. Please keep in mind that the Philadelphia Marathon and Best Buddies Pennsylvania do not accept cash donations. Donations can only be submitted in the form of a money order, check or credit card.

There two ways you will receive donations – online and offline:

• Any credit card donation made through your website is considered an online donation. These donations are automatically logged and will not require any accounting work on your part.
• Any check, credit card, or money order donation which you physically receive is considered an offline donation. A check, money order, or "Sponsor Form" with a donor’s credit card information would be considered an offline donation.

 

In order to effectively manage online and offline donations, we recommend utilizing three different tools:

1. The Tracking Tool on your personalized website which will allow you to view all online donations and enter any donations received offline.
2. The Sponsor Form which is essential to complete for every offline donation. Please fill-in all information as missing information may result in the inability to process a credit card or mail a thank you letter to a donor.
3. The Pledge Tracking Form will help you track both online and offline donations. You can utilize the Sponsor Forms and your Online Donation Statistics report to fill out the Pledge Tracking Form. Please include the following on the tracking form:
   • Sponsor name or name of your donor.
   • Check Number or Credit Card Number with Expiration Date. If the credit card donation was made online, put "Credit Card.” If the donation was received offline and you did not enter it yourself online, please write the card number and the expiration date.
   • Offline or Online Donation
   • Amount Pledged or total amount donated
   • Entered on Website. Indicate if you have accounted for your donations online

 

Recording Donations:
While online donations are automatically logged, we recommend that you record them on your "Pledge Tracking Form" for your records. Offline donations should be accounted for and processed in the following recommended manner.

1. Complete a "Sponsor Form" for every offline donation.
2. Enter your offline check and credit card donations on your personal website.
3. Print a fundraising report.
4. Update your "Pledge Tracking Form."

 

STEP 7: SENDING IN YOUR DONATIONS

After you have accounted for your donations, you are ready to send in your money! We recommend that you make photo copies for your fundraising records in the event you need to reference them in the future. City Year will only accept donations in the form of credit card, check, and money order – cash is not accepted nor are donations collected the day of the race.

Please mail all donations to:

City Year Greater Philadelphia
Attn: Philadelphia Marathon
2221 Chestnut St., 2nd Floor
Philadelphia PA 19103

**All information gathered from Best Buddies Pennsylvania, MassGeneral Hospital for Children, and Blue Sky Collaborative.