KUMCIO Fundraising Chair

Greetings!
Welcome to the stressful, yet rewarding, world of KUMCIO fundraising! Last year, we
raised $26,145.66 which covered our costs and allowed us to pay $800 each to go on the
mission trip. Over the costs required for the clinics, anymore that you raise will go towards
making it cheaper for everyone. Hopefully this manual will help answer some of the questions
you may have as to how to proceed as the fundraising chair. However, feel free to be creative!

The most important tip I can offer is to make sure you utilize the strengths and
connections of the group. You must actively remind people to pursue their own personal
connections. Second, you need to remember to send out ample reminders. So, when
advertising by email, you’ll have to find a happy medium between bugging people and making
sure people remember to come to your event. People need advance knowledge of the event,
but they will need a nudge to get there. Also, as busy students are your “employees”, you must
expect that many people will forget to complete tasks they have been assigned and that many
people will procrastinate till the absolute last minute. So, make sure you remind everyone of
their tasks and set deadlines earlier so as to leave some wiggle room. It is your job to delegate,
so make sure that everyone is pulling their weight. Ultimately, though, it is your responsibility
that everything gets done!

This manual will include information on the fundraisers we did this year to include:
Poinsettia Sale, Belize Auction, Mardi Gras, Donations from friends/family/departments, and
the Guatemala Golf Tournament. Some of these will not be your responsibility, but this manual
will include them all.

If you have time, another fundraiser or two would definitely help with the budget. Some
other fundraising ideas include: a car wash, selling morning coffee to students, and a trivia
tournament at a bar. Also, something I would like to get started is bringing money down to
Belize specifically to buy a bunch of handicrafts in order to sell them at school. I know of
another medical school mission trip that does this with great success. Whatever other
fundraisers you choose, just remember that raffles are illegal in Kansas.

Don’t stress, take on one task at a time and you’ll do great! You don’t need luck, just hard work!
 General Information
About google docs: I utilized google docs extensively and I suggest you do as well. I especially
used it for collected auction items, but I also created a “doc” for: donation request addresses,
what desserts people planned to bring to the auction, and more.

You have to have a gmail to create a google doc, but you do not have to have gmail to utilize
the google doc. So, you can create one and send out the link to everyone in the group.

If you not familiar with this process, here’s what you do:

Create a gmail account. At the top of your gmail there is a “documents” link. In Google Docs,
click on “new,” then, “spreadsheet.” Then, you create your spreadsheet and save it. Then, click
on “Share” then, “Share with the world.” Here, a link will pop up. This is the link you can copy
and paste into emails out to the group.

Other Resources:
 Use Ryan Gove! He is the head of student engagement. He should be able to answer
questions for you and give you input about the auction, because is actively involved
other auctions.
 You can always email me with questions: pdowell@kumc.edu.
 There are class representatives that can announce events in class for you. But, if you are
a “class goer”, you could also go up and announce the events.
 In the student engagement office, there is a free color printer available for student
group use. You will have to buy/bring paper. They are open during normal business
hours, but the president will have access all times via their student id. The president
should be able to talk to Ryan Gove to give you access to the office as well. There were
some problems with the printer, but hopefully it will be fixed soon.
 If you leave 30 fliers with the student engagement office they will hang them up all over
campus. Also, you can leave 30 with the hospital and they will hang them up for you. To
get to the desk where you drop of the fliers in the hospital, just turn to your left when
you enter the main hospital doors
 There is a mailing center on campus where you can drop of things to be mailed on
campus. This requires no stamps. There is a listing of all departments addresses
included. The mailing center is located at G001 Delp. Here’s a web link for the mail
center to get a listing of the most recent mail stop codes: http://www2.kumc.edu/mail/
 For all dates, review the M1 and M2 calendars and look for a good date that people can
attend. You don’t want to have any event right before a test. The first week of class is
ideal, but usually M1 and M2’s calendars will not line up.
 For every fundraiser, you will have to fill out a Fundraising approval form which can be
found online. The president can obtain the necessary signatures.
 For the auction, you will have to fill out a form to allow us to serve alcohol on campus.
 The president is the only club member that can reserve a room, so you will have to
coordinate with him/her about this.
 Facilities management is responsible for table/chair reservation. Many times, though,
the closet which houses these tables is open. When utilizing Hixon, the closet with the
tables is right outside of the M1 classroom.
 Outside the cafeteria is a table you can reserve for fundraising activities. Here’s a link
describing how to do so and the rules:
o http://www.kumc.edu/studentcenter/hospital_display.html
 KUMC International Outreach
KUMC Mail Stop 4018
3901 Rainbow Blvd.
Kansas City, KS 66160-7190
 We make thank-you cards for the larger donors.
 Make sure you make all documents (such as fliers) into pdfs and/or 97-2003 version so
that when you email advertise everyone is able to open your documents.
 Online, we utilize our website for donations which go through paypal. We especially use
it for the Poinsettia sale of which you will find more information below.
 Please speak to me about our 501-c3 number. It’s a bit complicated.
 Here’s the link to an online manual which describes many aspects/rules of student
organization. Under “money matters” there is fundraising information and many of the
forms you will need. Also, when purchasing items, we are tax exempt which will save us
some money. Forms and info about this is also found in this link.
o http://www.kumc.edu/studentcenter/srwd_organizations.html
 Mardi Gras Fundraiser
This fundraiser doesn’t make too much, but it’s easy to set up.

Profits: $535

Where: Private Room at The Levee. 4235 Baltimore Ave, KCMO, 64111. www.thelevee.net

What: Basically, this is just a Mardi Gras themed party. People had to buy their own alcohol (In
the private room is a set-up bar and a bartender from the Levee will be there). We charged $3
at the door and encouraged more when people walked in.

Who to Contact: (816) 561-5565 We were in contact with Chuck and Joe, but if you call the
number they will put you in contact with the right person. They may direct you to their website
where there is an electronic form to fill out under “private parties.” Just a heads up, it says on
the form that they will get back to you in 24 hours, but it was more like 72 hours.

When: February 21st. We advertised the start time to be 9pm, but most people didn’t arrive till
about an hour later. We arrived at 7:30pm to set-up. We moved some tables and chairs out in
order to create a dance floor. It lasted till about 1am.

Music: We had a DJ that donated her own time and brought all her own equipment. We gave
her a leftover gift card from the auction to thank her. She was a tremendous help, but I think it
could be done without a DJ if a DJ is not available. There were speakers in the room, but I would
talk to the Levee to see what you need to bring (ie: CD players, etc.) You could just create a
playlist and let it play!

Manpower: 2 people to set-up. Rotating people every hour to take donations at the door. You
might need someone or multiple people to act as a DJ if you do not have one.

Décor: We had some décor, but we no longer have any. Not too much is needed, though. What
we had were some boas, and beads that we gave out at the door to people that gave more than
the minimum donation. I don’t think the boas were necessary, but the beads were fun. You
could use money from the account to buy beads in bulk which are not that expensive. Ask me
before you buy anything, I think I have some beads from when I went to Mardi Gras.You might
be able to request money from SGA/MSA for this purpose. The Levee has a coat rack, so don’t
worry about needing one. We used the same donation jug (modified water jug) that we used
for the auction at the door. It works well, because it’s hard to steal money from it and people
can stick money in themselves which encourages them to donate more.

How to advertise: Emails and announcements in class. We advertised prizes for best costume,
which were also leftovers from the auction. I think this helped turn-out.
 Poinsettia Sale
Last Year’s Profits: $1240

Included Documents:
1) Poinsettia Sale Flier
2) Paper Order Form

Greenhouse:
 This is the company we have always gone through. They are a reliable greenhouse,
although we do not make great profit margins through them. I would suggest calling
around to see if we can get poinsettias cheaper through another company.
Greeson Greenhouses
(Chuck and Jackie Greeson)
39903 E. Boswell Rd.
Lone Jack, MO 64070
816.697.2957

Instructions:
1) Plans the days.
a. You will need to call the Greenhouse to figure out when they can give you prices,
when they can deliver, and how soon they need the orders before they deliver.
i. Tip: The person organizing this last year made the calls to the
Greenhouse in early October. She remarked that she had to keep calling
them, because they didn’t have their prices set immediately and they
wouldn’t call back even when they said they would. So, keep on them.
b. We called on 10/14/08.
c. The Greenhouse’s deadline was Thanksgiving (If their deadline is later this year,
it would be nice for students to try to sell poinsettias to their families over
Thanksgiving). Our deadline for orders was the 25th. We faxed them on the 26th.
d. We had the pick-up day as Dec. 8th from 11am till 6pm.
e. There is a $20 delivery fee
f. Delivery truck arrived at 9:30am. This allowed plenty of time.
2) Fill out a Fundraising Approval Form.
3) Reserve Hixon Auditorium- coordinate with the president.
4) Print fliers in the Student Engagement office. Gold paper looked really nice – see
example. Give 30 to the Student Engagement office and some to the hospital.
5) Our Webmaster (same as this year – Steven) helped out tremendously with the sale. He
set up an order form online so people could order and pay online. He also created a
spreadsheet of all our orders and index cards (see below) to help things run smoothly.
a. Keep in mind that $0.055 of every dollar goes to paypal. So, when possible cash
or check is better.
b. Information on the index cards: 
  Last name, first name
 Order (plant type: quantity)
 Total of order
 Paid status (either YES or NO)
 Deliver to: only included on orders for delivery and includes the location to
deliver the order to
6) Things to remember on the delivery date: signs and other advertisements for the extras,
index cards, and donation jar. You might need a back-up plan for where to put extras if
they don’t all get sold – we didn’t have this problem, though.

Manpower:
 Dec 8th, the delivery day:
o Volunteers for on campus and other deliveries. (We had 3 people doing the
deliveries and they went out at noon).
o We had 3 shifts) 9-12, 12-3, and 3-6, and 3 people at each shift.
 Other help:
o You need people to help advertise and deliver fliers.
o Also, we did a tabling earlier in the sale to try to get more sales. We sold a few,
but not too many. Instead on the 8th, I would suggest doing a table to sell extras.

Last Year’s Prices and Types of Plants:

 Pixie - $4.25 sugg. $6 (red, white, pink) – 5” pot, 6-8” tall

 Order in cases of 8
 Standard - $13.50 (red, white, pink) – 6” pot, 15-18” tall
 Order in cases of 8
 Extra large – sugg. $26 (red, white, pink) – 8” pot, 20-24” tall
 Order in cases of 6
 Christmas cactus, small – sugg. $6 (assorted colors) – 5” pot
 Order in cases of 8
 Christmas cactus, standard – sugg. $13.50 (assorted colors) – 6” pot
 Order in cases of 8

Large Orders to contact:

 One year (before my time), the KU Endowment Association made a large order. Here is
the website where contact information can be found:
http://www.kuendowment.org/passion/ContactUs.aspx?DepartmentUid=33
 Dr. Ling (Dr. Ender’s wife) at St. Lukes. Last year, she ordered 42 standard poinsettias.
You can contact her directly: sling@saint-lukes.org. Or you can contact her new
preceptee: Dustin Elliot (an M2). Or you can contact Carolyn Enders (an M3 who went
on the Belize trip her first year and the daughter of Dr. Ling). If you contact Dr. Ling
directly, drop Colleen Loo’s name.
  Many big orders came from the offices of parents. Ask everyone in the group to speak
with their parents about bringing it up at their work.

The number of Poinsettia’s we sold last year:

Here’s what the students were told as to how to distribute Poinsettia Sale Fliers:
 Find out location of the department you signed up for
 Go to the department- see secretary or head of
 Tell about KUMCIO – what are mission is, what we are raising money for- Belize mission
trip, why it is a good cause (If want more info, go to www.kumcio.org)
 Give them a couple of fliers. It would be great office decoration, but also great for
individual homes. Is there a place they can hang it up in the office?
 Tell them to order they can either: go to www.kumcio.org or can mail back the paper
order form to our mailstop
 Tell them the deadline: November 25th, Tell them they can be picked up on Dec 8th
 Follow-up with department- much closer to date- call or physically go
  
Ideas for next year:
 Increase the profit margin for the pixie poinsettia.
 Wichita and Lawrence may be a good market.
 The only extra poinsettias we ordered were just rounding the case numbers up to 8. We
sold these extras fast on the day of, esp the Standard Red Poinsettia. For next year, we
should get more extras and try to advertise that we will have extras.
 Emails Sent about the Poinsettia Sale:

KUMC International Outreach is holding our Annual Holiday Poinsettia Sale!

Please consider ordering a few for your family, friends, or to spice up a holiday event! Proceeds help
support our annual student medical missions to Belize and Guatemala.

Orders may be placed online at www.kumcio.org or by filling out the attached order form. Checks are
accepted, as well as major credit/debit card payments via PayPal. Please refer to attachments for
additional information.

Hurry! Orders are due no later than Tuesday, November 25th. Pick-up will be Monday, December 8th
from 11am-6pm in Hixson Atrium (or you may pay $2 for on-campus department delivery).

More information can be found at our website, www.kumcio.org. Please email kumcio@kumc.edu with
any additional questions or concerns.

POINSETTIAS TODAY!

This is a reminder that you have ordered poinsettias through KUMC International Outreach. If you
specified and paid for delivery, they will be delivered TODAY, Monday, December 8, 2008 between
11:00 am and 4:00 pm.

If you did not specify delivery, orders should be picked up TODAY in Hixson Atrium of Wahl Hall East
(building directly south across the street from Dykes Library, where skywalk across 39 th Street is). Orders
should be picked up between 11:00 am and 6:00 pm.

We will also have a few extras for sale throughout the day if you would like a few more or know of
anyone that may have missed out on ordering.

Please feel free to contact us with any questions.  Thank you!

 Monetary Donations
Profits: $9,567

There are a couple of different ways we earn monetary donations. One is through family/friend
donations and the other is through departmental donations.

Additionally, a suggestion I have for this year is to contact local doctor’s offices/KUMC alumni to
ask for donations.

Included Documents:
 A listing of all the local churches, banks, and hotels. They might be a good market for
donations or for the poinsettia sale.
 A form that people filled out that gave us their information and how much they wanted
to donate
 Donation letter
 KUMCIO brochure
 KUMCIO labels

For the Family/Friends donations:

 Each of the Belize participants were required to contact at least 2 friends and family to
get donations. Last year I created a google doc and then had everyone input their
family/friend addresses. Then, I did the work over Christmas break. It made sure the
work got done, but it took far too long. I would suggest this year passing out envelopes
at one of the meetings and making sure there is some sort of checklist to make sure
everyone does their part.
 Some members wrote to their family businesses
 Some members took up donations at their churches.
 Most of the monetary donations came from friends and family, so this was an integral
part of our fundraising. Make sure the members are aware of this.

Departmental donations:
 Everyone took at least 2 departments that they were required to contact and try to
solicit donations from.
 You must be pretty diligent about bugging the departments for donations
 Here are the departments that I know off hand that donated: KU endowment, KUMC
credit union, our advisor, preventative med