FUNDRAISING CAPTAINS: TOOLKIT

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1 FUNDRAISING CAPTAINS: TOOLKIT TABLE OF CONTENTS Fundraising Captain Volunteer Job Description Fundraising Captain Examples Auction Check List: Pre, During & Post Auction Volunteer Opportunities & Roles Fundraising Captain Script & Auction Rules Auction Bid Sheet FUNDRAISING CAPTAIN VOLUNTEER JOB DESCRIPTION The OneSight Fundraising Captain is an important leadership role, as you ll be in charge of encouraging clinic members to raise funds for OneSight that will contribute to quality eyewear that you will dispense during your upcoming OneSight clinic. Key Responsibilities: Before the clinic Attend Clinic Leadership Team & Team conference calls prior to Clinic. Attend a 30-minute training call specific to the Fundraising Captain role. Instruct team members to go to MyOneSight to set up their individual fundraising pages and to access OneSight-provided toolkits. Celebrate progress and provide fundraising updates. During the clinic In partnership with your program manager, organize an onsite fundraising and engagement activity such as a silent auction and/or 5K run/walk.

2 After the clinic Celebrate total team fundraising goal with team members. Share wins and learnings with OneSight. FUNDRAISING CAPTAIN EXAMPLES Below are examples to send to your team members. Please feel free to customize and personalize as you wish. The primary purpose of the s is to educate team members on the fundraising goal progress and available fundraising resources and encourage and inspire team members to share the OneSight story and their clinic experiences. Please note: The OneSight training call will include the recommended communications timeline for how often and when communications are to be sent to team members specific to each clinic. Introductory/Welcome Hi Team, Around the world, 1.1 billion lack access to an eye exam and a pair of glasses. As a 2016 OneSight clinic team member in [insert clinic location], we will help deliver vision care and glasses in [insert location], but an additional way to make a difference is through online and on-site fundraising. Our team goal is $X. Clinic fundraising proceeds will contribute to quality eyewear that you will dispense during your upcoming OneSight clinic. Here s how it works: Go to myonsight.org and set up your personal fundraising page. Check out the OneSight fundraising resources which include how to set up your fundraising page. [INSERT LINK] Share your personal fundraising page with friends and family. Read forthcoming fundraising communications from myself and [INSERT PROGRAM MANAGER]. Clinic fundraising is a personal decision. OneSight s new online fundraising platform, makes it easy to share clinic stories while also encouraging friends and family to make secure donations. If you choose to participate, please set up your page by DATE (set date at approx. 1 week after this ). This will help us communicate our fundraising goals leading up to, during and post clinic. Let me know if you have any questions. Looking forward to meeting everyone in a few short months.

3 Best, [FUNDRAISING CAPTAIN] Progress Update/Check-In So far, we ve raised $X. Way to go! Remember, clinic fundraising is encouraged per, during and post clinic. Your online fundraising page will remain live through the end of the year. One of the best ways to increase fundraising dollars is to share your experiences. Sending an to family and friends with photos and links to our Team s blog [insert link] are great ways to generate awareness of the vision care crisis and increase donation dollars for OneSight. Learn more fundraising and social media tips at [INSERT myonesight.org LINK] Access our team page at [insert clinic team page]. Auction Reminder Hi Team! Hard to believe we re just one short week away from our clinic. As a reminder, in addition to online fundraising, there will be an on-site silent auction. If you d like to participate, we ask that you bring an item to be auctioned off. This will be a fun night to relax and bond with our team while raising additional funds for OneSight. All auction funds will directly support OneSight charitable and sustainable programming and will go towards our team s overall fundraising goal of $X. Currently, we ve raised $X. $X to go to reach and hopefully exceed our goal. Trying to figure out what to bring? Check out a few best sellers and items that folks have brought in the past. [LIST ITEMS] Please note: Credit cards will be the ONLY acceptable form of auction payment this year. Donating online via OneSight s fundraising platform at any location, in any country, is secure and safe. OneSight s new fundraising platform accepts all major credit cards (Visa, MasterCard, AMEX and Discover) from more than 100 countries. The bank that issued the card will convert your online payment to US dollars and may charge the cardholder a foreign transaction fee. Let me know if you have any questions and see you soon! AUCTION CHECK LIST: BEFORE, DURING & AFTER CLINIC Prep (prior to clinic) Send the Auction Template to team members. Make sure to share the new auction payment rules.

4 Save the OneSight Fundraising Toolkit on a thumb-drive and bring to clinic as a back-up. Files are also available on myonesight.org. Check with the Program Manager to ensure that the following items will be available at your clinic location for the auction: o 2 or 3 (preferable) computers o On-site printing o 6-9 tables with linens (preferable) o Pens (approximately 20) o Podium (optional) o Projector (optional) o AV (as needed) Prep (during clinic/prior to auction) In collaboration with the Program Manager and hotel/venue staff, determine and secure/reserve the following: day/time, location and on-site availability (i.e., tables) for the auction. Once determined, communicate auction specifics at end-of-day clinic team meeting. o Please note: Pens are always in short supply. You may want to ask team members to bring a pen with them. Recruit auction volunteer support (see Auction Volunteer Opportunities & Roles ). Collect all auction items from team members at least two days prior to auction. o All items should be stored in a safe, secure location. Ask donors the value of their items. o All bid amounts should be placed in $5 increments. Keep in mind, the lower amount, typically the more participation and higher bids. Organize and group auction items. o Based on the item(s), it may make sense to group multiple donations together, from multiple donors. Make sure to ask the donors permission. Fill out the Auction Bid Sheet for all grouped auction items. Type directly on the documents. For your convenience, 40 templates have been created. In the event you need more, simply copy the document, insert a page break and then press copy. o Item: [List the auction item, i.e., Jewelry] o Item #: [Every item that is auctioned should be labeled, i.e., 1, 2, 3 41] o Description: [Be creative. Ask the donor if the item has personal significance.] o Donated By: [Team member(s) names] Print customized Auction Bid Sheets and approx. 5 additional blank sheets. Day of Silent Auction Stage auction area.

5 o Auctions require on average 6-9 large tables. o Depending on space, consider the recommended floor layout options. Display auction items. o Lay out items on various tables. o Ensure each item has a bid sheet with name of item and minimum bid. o Keep in mind people are shopping and so displaying products well makes a difference. o Allow at least 45 minutes for set up. Thank team members and share auction rules (see Fundraising Captain Script ). Work with volunteers to ensure the rules are followed and all payments are processed. AUCTION VOLUNTEER OPPORTUNITIES & ROLES Fundraising Captain o Kicks off auction and shares rules. o Announces total raised and hands out bid sheets to winners (after recorded by the Record Keeper). o Requests that winners form 2-3 lines (dependent on # of computers) to make payments. Auctioneer o Conducts live auction on select items (typically 3-4 items anticipated at $200 or greater value). Time Keeper o Announces when tables are closed for auction. o Keeps track of time and announces at 5 minutes, at 2 minutes and at 30 seconds when items per table will be closed for bids. o Collects bid sheets and hands to the Record Keeper. Record Keeper o Receives bid sheets from the Time Keeper. o Records winners and amount in the Auction Bid Sheet Recorder document. o Filters Auction Bid Sheet Recorder document, sorts via winners and shares with Fundraising Captain. Check-Out Lead o Uses Auction Bid Sheet Recorder document to share with winners how much they owe in total (Some team members will win multiple items). o Once a winner has made his/her donation, Check-Out Lead will mark as paid in the Auction Bid Sheet Recorder document. o Ensures that all winners pay prior to the end of night.

6 FUNDRAISING CAPTAIN SCRIPT & AUCTION RULES INTRODUCTION Thank you all for coming. Thanks to all the contributors. You brought some amazing things. [List a few different items.] Thank you to [insert volunteer team] that helped with setup and will help keep the auction moving smoothly and will be processing payments tonight. This will be a great, fun-filled night. Remember that your donations tonight will directly support OneSight s charitable and sustainable programming. A few rules, before we get started. RULES All sales are final. Winners are responsible for getting the items they purchase back home. Prices are reflected in US dollars. ALL payments are required to be made via credit cards. Cash and checks are no longer accepted. All major credit cards are accepted from more than 100 countries. DonorDrive is a secure, safe site on which to make online donations. Payments are expected to be paid in full by the end of the night. Bids are made by writing your name and amount on the auction pages in front of each item(s). You ll have about 10 minutes to check out items. Then, [VOLUNTEER] will point to a table and you ll have five minutes to place your bid on those particular items. [VOLUNTEER] has a timer and will announce when a table is closing at 5 minutes, 2 minutes and then 30 seconds. Have fun, but don t hurt yourself or others. [ITEMS] will be auctioned off by [VOLUNTEER] after the silent auction portion is complete. We ll then share the total amount raised and hand winners their auction bid sheet(s). To make your payment, please form a line behind the computers. [VOLUNTEER] will share your grand total and assist you with your online payment. For auction payments to be reflected on your personal fundraising page, please make sure to log in to your account. All auction donations will be added to our team s total fundraising goal. Once your donation is made, please hand your bid sheet to [VOLUNTEER], who will mark you as paid. CLOSING Any questions?

7 AUCTION BID SHEET ITEM: VALUE: DESCRIPTION: DONATED BY: NAME BID WINNER: PAYMENT AMOUNT: