What we have done is look at he last or past pto's accomplishments and who did them. What the school has received by your pto and by fundraising efforts and who was the contacts then. We keep copies of everything done, even articles about our school -good and bad - so we can address what has happened. If you can, look for a person with telemarketing experience that is a PTO member and see if they would mind volunteering a Monday or Wednesday, to call and set appointments for your school during the day. If you get someone that is very good at it the better off you will be. Look at it as you are going to apply for a job, the only difference is you are wanting to receive your paycheck before the work is done so you can acheive the work goal you have set aside for yourselves. Some companies and organizations might want you to set up the order for whatever you are planning such as office equipment or playground stuff or even some construction project prior to investing. Make sure you have all your ducks in a row prior to setting up appointments. I am in the south and that southern hospitality is a big thing here. Respect and pre planning is a big first or you might give someone the wrong idea of your interests. The moral here is, be prepared before you go "prepared". Does this clarify things any. Always here to help. Holly
Holly--thanks for your breakdown! Our town seems to be a tough nut to crack when it comes to get money, but I think your method will have a good affect on a lot. I know going personally is the best, but I'm SO uncomfortable doing that--I don't know why, but I am. I guess it's that possible uncomfortable encounter that I'm afraid of.
How do you handle it when you're brand new and don't have any accomplishments?!? My group's first accomplishment IS what we're asking money for--what would you suggest?
I doing everything personnally when possible. I bring a school colors folder (20 cents) and put a cover letter of what we are doing (the reason for the contact) and overveiw of our schools accomplishments and how our PTO has helped in the past 3 years (stuff bought for the school ect.)and a list of fundraisers with the amounts received and the ones planned for the year. We also leave a letter with them that gives them a personal invitation to visit the school during school events,PTO meetings, or just to tour the school. They need to contact the principal or the PTO VP or Secretary for the tour first. It is good for that school year that they are sponsoring. I do it as though a proposal and I leave my card (printed on my computer) for quick reference. I keep a copy of the "proposal" in a 3" binder for history reference. Also in the proposal we also leave a School Letterhead letter with all the impertanent info for tax purposes if a donation is received at the meeting. If not there is a request form also for them to have someone to pick up the "money" and we leave the tax letter with the amount of the donation with a receipt so we have a copy for our records as well. This will save your treasurer a lot of head aches when it comes to balancing the books at the end of the year. Hope this helps.
We just leave an in-kind that we made. We have the school phone and fax # address along with the treasurer's name. A line for what location, how, much was given and the date. When I am in charge I asked to get a copy of each one so it is easier to keep up with the listings and I also ask that each collector intitial the in-kind just in case there is a problem.
hi Shelly, I ask for donations via phone mostly. Then when I go to pick it up, I leave a donation request letter for their tax purposes. We have in the past faxed our donation request letter also. If you e-mail me, I'll get it over to you.
I am a PTO president and the gal that is in charge of our big fundraiser has asked me to come up with something that she can leave with companies that she calls on while asking for donations. May I ask what type of thing you would either send or leave with companies when you're asking for a donation? Is it a colorful brochure or some kind of typed letter? What does it say? I'm clueless!
Thanks!
Shelly
