Community Fundraising Guide
Dear Friend,
Thank you for considering hosting a community fundraiser to support the Cholangiocarcinoma Foundation’s (CCF) research and patient service efforts.
Your interest and enthusiasm make CCF special. Together, we can continue to bring awareness and raise critical funds to support groundbreaking research efforts and life-changing patient services. We are providing additional tools and guidance, hoping that our passionate community will continue to increase and grow awareness and fundraising efforts worldwide.
This packet includes information to give you a solid base from which to grow a successful fundraising campaign or event. If you have questions or need specific help, please contact CCF’s Community Fundraising & Events Manager at (801) 597-3706 or by email at candace.tise@cholangiocarcinoma.org.
Sincerely,
Candace Tise, Community Fundraising & Events Manager
Fundraising Explained
Why Fundraise?
By fundraising, any person with any set of skills can make a positive impact on CCF and the cholangiocarcinoma community. All proceeds go to CCF programming, research, and advocacy efforts. Fundraisers can specify if they would like their funds to be directed toward a specific program, such as Research Grants, or they can allow CCF to use the funds in the areas with the greatest and most timely need.
Every donation is an investment! An event that raises $1,000 is just as important as an event that raises $50,000. Each provides financial support and increases awareness of cholangiocarcinoma. Both are essential to the mission of CCF.
Fundraising accomplishes several important things:
- Provides donations that allow CCF to fund critical research efforts, ongoing advocacy, and educational programming.
- Increase awareness of cholangiocarcinoma in your communities! Many people have never heard of CCA, and hosting a fundraiser can bring valuable awareness to your network.
- Unites your community and your network for a meaningful cause.
- Honor and celebrate loved ones who have been touched by cholangiocarcinoma.
Getting Started
Fundraising Ideas
The first step is to make a plan. This guide will guide you through the process. Below are some ideas that may help you start thinking about what type of event you want to host. We encourage creativity and are always available to help you with ideas.
If you have an idea that you want to try out, feel free to contact the Community Fundraising Team for support.
- Any “a-thon” (bike-a-thon, read-a-thon, dance-a-thon)
- Garage Sale
- Car Wash
- Carnival
- Dress down day at work with CCF T-Shirts
- Sporting Events (5k runs, volleyball tournaments, walks)
- Bake sales & hoagie sales
- Collection jars on store counters
- Parties (Tea, Tupperware, Gold, Basket, Jewelry)
- Service for donations (leaf raking, snow shoveling, cleaning)
- Community dinners
- Halloween trail
- Breakfast with Santa
- Displays at schools, malls, or religious institutions
- Bingo (and all variations: chicken scratch, cow plop, etc.)
- Auctions (live and silent)
- Personal Letter Writing
- Social Media Campaigns
- Exercise Classes (Zumba, Yoga, Boxing, etc.)
- Trivia Night
- Golf Outing
Getting Started
The first step is to make a plan. The following will guide you through the process.
Now that you know how important your efforts are, you’re ready to jump in and do something! To be the most successful, pause for a moment and think about: the available resources, the type of fundraiser you want to organize, your strengths and interests, your network, and their availability. The goal is to match your strengths to the fundraiser. Remember, there is no “right” way to fundraise. Discover what works best for you!
Make sure to set your goal! A goal will give you something to strive for and another reason to celebrate when everything is completed and your goal has been achieved.
CCF can provide helpful resources (like this Guide!) and provide our established rules and guidelines to ensure the event accurately represents CCF.
Upon connecting with the Community Fundraising Team, you will:
- Complete and submit a Fundraiser Request form
- Meet with the Community Fundraising & Events Manager or Coordinator to discuss your event and ways the foundation can support you.
- Read, sign, and submit all required forms
- Have the opportunity to connect with other CCF Community Fundraisers to share ideas and experiences.
- Receive resources and materials including:
- A personalized fundraising web page
- Awareness bracelets
- CCF talking points
- Brochures and other educational tools
You have your idea, connected with CCF, and have been approved to host a CCF fundraiser. Now, the fun begins—it’s time to start planning!
As with all events, it is important to set a date early. Once your date is set, consider other details like:
- Location
- Sponsorships
- Materials needed
- If and what number of volunteers are required
- Event insurance
- Benefits for participants
In the Examples Section below, there are several timelines and event planning templates, as well as a potential sponsorship list, social media examples, and sponsor letter templates for your use. We encourage you to use these resources and the tips.
The most important step is to have fun! Even though there will be hiccups along the way, remember to be present and enjoy the day. It is time to celebrate your hard work and the light you bring to the community. Don’t forget to take lots of photos and tag CCF in any posts or photos you share of the event. We are eager to see it!
Share the story of your event with your stakeholders. Be sure to post photos and updates about the event on social media, tagging all sponsors and supporters.
CCF recommends sending individualized thank-you notes to all sponsors, volunteers, vendors, and donors. It is important to build relationships and show appreciation for your supporters.
Lastly, schedule a meeting with the Community Fundraising Team to discuss your event.
Annual or Semi-Annual events are a great way to support CCF and build off the success of past events. You will learn what went well and what could be improved upon, and the first event will give you a blueprint from which to start.
Event Checklist Guide
- Event Details (date, location, type of event)
- Name of Event
- Event Logo/Colors
- Hashtag for social media
- Sponsorship levels and benefits
- Budget
- Swag or giveaways
- Planning committees (i.e., volunteer committee, sponsor committee, marketing committee)
- Secure all required permits (occupancy, insurance, etc.)
- Set goals
- Communicate event details with the CCF Community Fundraising Team
- Promote your event (social media, CCF calendar, shops, newspapers, radio, church bulletins, schools, etc.)
- Solicit sponsors
- Print flyers for local businesses
- Secure rentals (event location, tents, porta-potties, etc.)
- Book vendors (entertainment, caterer, photographers, DJ, etc.)
- Order Swag/Giveaways
- Recruit and train volunteers
Connect with Donors
Writing physical and email letters is one of the most effective ways to connect with donors. It allows fundraisers to tell their stories and make a connection with little effort and little to no cost. CCF suggests sending a letter to anyone in your network with whom you would like to share your story. A sample letter is available here.
Communicating Your Event
Involving the local press can be a great way to spread the word about your event. Please contact the CCF communications team at comms@cholangiocarcinoma.org to get a press release or media advisory sent to local media outlets or to share the success of your event afterward with potentially interested media outlets. Talking points are available here.
- Set up the event
- Meet with volunteers and vendors to give instructions
- Take photos
- Send personal thank yous to sponsors and volunteers
- Email thank yous to participants and attendees (recap event success and money raised and share photos)
- Send funds raised to Cholangiocarcinoma Foundation
- Meet with key planning members and CCF Community Fundraising Specialist to review the highlights and areas of improvement for the event
- Share event success and photos on social media (tag sponsors and CCF) o Set a date for next year!
Sponsorship Tips
Partnering with local merchants is a great way to get the community involved and raise funds! Many local and national businesses have charitable giving programs and policies and support fundraising events. CCF suggests trying to solicit as many sponsors for your event as possible. Please see a list of tips and best practices for soliciting sponsors below.
- Be sure to ask for support with plenty of time in advance. We recommend asking for support from local businesses at least three months in advance. This allows you to advertise the sponsor’s participation in the event and include them on any event merchandise.
- When you ask, outline the “benefits” sponsors will receive for supporting your event.
- Ask for in-kind or underwriting sponsors and straight monetary sponsors. The goal for fundraisers should be to pay for as little as possible. For example, if a volunteer is hosting a race and plans on handing out snacks and water to the runners, the fundraiser can ask a local convenience store to donate water and snacks to the fundraiser.
- Ask local businesses for gift cards or product donations for raffles, prizes, and giveaways.
- Offer volunteer opportunities with sponsorship requests. Many large corporations (like Walmart) have Employee Volunteer programs, where they donate to organizations that offer volunteer opportunities for their employees.
Warrior Sponsor $1,000
- Company Logo listed on the back of event shirt
- Name/Logo shown on the webpage
- Inclusion of sponsor Name/logo in all advertisements
- Six tickets to the event, including event shirts
Cure Sponsor $750
- Company Logo listed on the back of event shirt
- Name/Logo shown on the webpage
- Four tickets to the event, including event shirts
Hope Sponsor $500
- Company Logo listed on the back of event shirt
- Name/Logo shown on the webpage
- Two tickets to the event, including event shirts
Awareness Sponsor $300
- Company Logo listed on the back of event shirt
- Name/Logo shown on the webpage
- One ticket to the event, including an event shirt
Fundraiser FAQ
We are grateful you chose to host an event benefiting the Cholangiocarcinoma Foundation (CCF). Our goal is to help you as best we can to get the information and resources you need and promote the event once it’s active. Please review these frequently asked questions about hosting a fundraising event with CCF. If you still have questions, please contact our Community Fundraising & Events Manager at candace.tise@cholangiocarcinoma.org.
Upon CCF staff’s approval of your fundraising event, you may use the CCF logo and taglines. Community Fundraisers are expected to follow logo usage guidelines established in the CCF Style Guide. When using CCF’s name and logo, please make sure it is clear that CCF is the beneficiary and not the event host (you may do so by including the word “benefiting” above the logo).
Depending upon staff availability, someone from CCF may be able to attend your event. We are also always happy to provide you with resources to ensure that the CCF brand is visible at your event.
CCF cannot solicit sponsors for your event. However, we will provide approved events with a list of possible sponsors and templates for solicitation letters.
Yes, you may direct the funds you raise to a specific area within CCF during the registration process. If you choose not to select a particular designation, the funds you donate will support the area of greatest need.
We recommend that you form a committee of friends, family, and others passionate about finding a cure for CCA. Additionally, CCF’s Community Fundraising Team is available to troubleshoot any problems and provide resources and support.
You are responsible for covering all expenses for your event. CCF does not reimburse fundraising expenses. You may deduct your event costs from the funds raised before you send your funds to CCF, but these costs cannot exceed 20% of the total amount raised. Many fundraisers try to obtain corporate or individual sponsorships/underwriters to absorb some or all of the event expenses. The fundraising team is happy to provide a list of tips and suggestions for securing sponsorships.
Sponsors receive a 100% tax deduction if they donate directly to CCF and do not receive any substantial return benefits other than an acknowledgment of the name or logo at the event. Please refer to https://www.irs.gov/taxtopics/tc506 for additional information.
Most gifts should be made through your online personal fundraising page (more information below). These gifts can be made securely using a credit or debit card, and you can watch your fundraising progress unfold in real time. Encourage your attendees, sponsors, and other donors to use the online platform to contribute whenever possible.
If paying by check, checks should be payable to ‘Cholangiocarcinoma Foundation” and include your event name in the memo line. We suggest sending checks by “Certified Mail” so you can track the check in the mail. Checks can be mailed to Laurie Kikel at CCF at the following address:
CCF – Your Event Name
5526 West 13400 South, #510
Herriman, Utah 84096, USA