Soliciting Scholarship Program Donations & Grants Standard Operating Procedures 2015-2016 PURPOSE: This SOP establishes guidelines for soliciting donations & grants to support the VFW Scholarship Programs at the Department level. BACKGROUND: A. VFW Scholarships: At the turn of the 20th century, the founders of the Veterans of Foreign Wars created an organization that would honor and serve veterans and perpetuate the values and ideals for which those veterans had served. Although men of vision, it is doubtful they could imagine the millions of Americans impacted today by the VFW s youth, scholarship, and recognition programs. Every year, tens of thousands of students participate in the Voice of Democracy Scholarship Competition and the Patriot s Pen Essay Contest, garnering more than $3.5 million in scholarships and incentives (Reference SOP # 18-Program Awards, Paragraph C (VOD Program), and Paragraph D (Patriot Pen), for Department awards). B. Fund Raising: In today s highly competitive economic environment, a business entity s public image is of paramount concern and importance. Primary aspects of this image are name brand recognition, the quality of the product of service offered, pricing, and customer service before and after the sale. However, another very important aspect that contributes to a favorable public image is the public s perception of the organization s involvement in, and support of the communities in which it operates. In this regard, support of and donations to Veterans and Student Youth Programs, is a powerful and winning combination. The VFW s Motto of No One Does More for Veterans, speaks for itself. In addition, the VFW s support of its Youth Scholarship Programs is widely known and recognized. Our mission is to package our requests in such a manner as to communicate an appeal for donations to prospective donors that convinces them of the value of supporting our requests. In short, we must Close the Sale. C. The Process: 1. An individual within the Department of Idaho will be identified as a central point of contact for administrating the program. The responsibilities of the Program Administrator will be to provide overall control, direction, and oversight of the program for the Department of Idaho. Duties will also include promotion of the program, assisting with the preparation of solicitation requests, as needed, and periodic reporting of progress and results. This individual will report and be responsible to the State Commander. 1
Page 2 Fund Raising Scholarship Programs 2. After identifying a potential donor, the first step in participating in the program is to contact the Program Administrator. Coordination at this point will ensure that the target donor is not already in play, and allow the Program Administrator to maintain visibility over ongoing solicitation efforts throughout the Department. 3. Under normal circumstances, the initial contact with a business entity when soliciting a donation should begin with a written request. Very few, if any, organizations will be willing to seriously consider a verbal request for a donation of funds. See Attachment #1 for a sample Solicitation for Donation. 4. Program success will be measured by our ability to convince prospective donors of the worthiness of our cause. And, to ensure them that there will be a reasonable return on their investment and trust in us. It is recommended that requests for donations or grants be in the range of $2,000 to $2,500. It is believed that requests for donations within this range will be the most successful approach. Requests for larger amounts may be beyond the ability of many business entities to meet. Remember, business entities, just like the VFW Department of Idaho, have budgets that are established at least one year in advance that they must operate within if they are to be successful. 5. The Department has a list of potential donors/foundations in the State of Idaho which have made charitable donations in the past. These print-outs provide a profile of the foundation, contact information, funding interests, and application guidelines. D. Benefits to the Donors: As indicated in Paragraph 2.B. above, our job is to package our requests in such a manner as to communicate an appeal for donations to prospective donors in such a manner as to convince them of the value of supporting our requests. Following is a list of items and recognition that the Department of Idaho will provide donors for their support: 1. Extend an invitation to the donor to attend the Awards Banquet at the Mid-Winter Conference in Boise, Idaho, at which time our State Winners will be recognized and honored. Donors will also be recognized. 2. Publish a page in the Convention Booklet at the Annual Convention, acknowledging donors and support. 3. Release a news article to State news outlets with picture and accompanying write-up, acknowledging donors support and appreciation. 4. Recognize donors on the Department Web Site. 2
Page 3 Fund Raising Scholarship Programs 5. Write-up articles on donors in the Department Newspaper which goes out to all members within the State. 6. Present a Citation of Appreciation/Plaque to donors from the Department of Idaho. 7. Provide notice of tax exempt status of donation to donors. The Idaho Department of VFW is a Not for Profit 501C organization. E. Benefits to the Department: Funds realized through this program will be used to supplement money raised in our annual Department Raffle. Funds raised through these two sources should enable the Department to maintain its support of the VFW s important Youth Programs and also continue to balance the Department budget. By order of the Commander Attested this day 10 June 2015 Rick W. Johnson Commander Thomas E. Black Adjutant/Quartermaster Attachments: 1. Grant request letter. 2. List of items and recognition that the Department of Idaho will provide donors for their support. 3
Attachment 1 (PLACE ON OFFICIAL DEPARTMENT OF IDAHO LETTERHEAD) Date Firm s Name & Address Dear Mr./Ms XXXXXX: I am writing to you at this time to inquire about the possibility of support from the (Name of Firm Here). The Veterans of Foreign Wars of the United States is our nation s largest organization of combat veterans. Our Motto is No One Does More for Veterans. What makes the Veterans of Foreign Wars great is, the quality of our people who unselfishly dare to make a personal difference in the lives of fellow comrades, our communities, and our Nation. Serving and caring for others, is the motivation that drives members of the VFW. In addition to our pledge to Leave No Veteran Behind, the VFW also sponsors annual patriotic student speech and essay contests for school children in Grades 6-12. These two Youth Programs are entitled the Voice of Democracy and Patriot s Pen Contests. Through participation in these two programs, students throughout the State of Idaho are eligible to win monetary prizes and scholarships for their college education. Our youth are our future. VFW youth programs are a wonderful opportunity for them to increase their knowledge and express their feelings about our Nation s freedoms and liberties, through written and spoken communications. The experience they gain in increasing their ability to effectively communicate in writing and speaking will help prepare them for the future. In addition, there are some nice monetary prizes, scholarships, and recognition for their participation and success. Last year, 875 students throughout Idaho participated in the Voice of Democracy Program, receiving a total of $10,348 in monetary awards and scholarships. There were 2,292 students who participated in the Patriot s Pen Contest, with a total of $10,370 in monetary prizes and scholarships awarded. The VFW Department of Idaho is seeking a donation of $2,000, to be used exclusively for Idaho s Voice of Democracy and Patriot s Pen Programs. Although through your generosity, any amount would be greatly appreciated. Please find enclosed an information insert which outlines the Department of Idaho s commitment to your business entity for your pledge of support. If your organization has a formal application, please forward it to my attention. Thank you for considering our request to support our youth, and best wishes for continued success. Sincerely,, Commander Department of Idaho, Veterans of Foreign Wars 4
Attachment 2 (This is the enclosure that will accompany the solicitation request for donation) Following is a list of items and recognition that the Department of Idaho will provide donors for their support: A. Extend an invitation to donors to attend the Awards Banquet at the Mid-Winter Conference in Boise, Idaho, at which time our State Winners will be recognized and honored. Donors will also be recognized. B. Publish a page in the Convention Booklet at the Annual Convention, acknowledging donors, and their support. C. Release a News Article to State news outlets with picture and accompanying write-up, acknowledging donor s support and appreciation. D. Recognize donors on the Department Web Site. E. Write-up articles on donors for the Department Newspaper which goes out to all members within the State. F. Present a Citation of Appreciation/Plaque to donors from the Department of Idaho. G. Provide notice of tax exempt status of donation to donors. The Idaho Department of VFW is a Not for Profit 501C 19 organization. 5