Most non-profit organizations have fundraising committee positions that last for at least one year. Each year, new members receive training and learn from their predecessors. All results of previous fundraising events and relevant details are available, so that the new committee does not have to start everything from scratch.
However, when a fundraising committee is being established for the first time, it is important to get things organized to enhance future management. There should certainly be a team leader who is in charge of chairing meetings, distributing minutes and resources, and settling disputes when necessary. A financial officer should also be appointed to keep track of the money collected through fundraising events.
Among the other thousands of tasks to get organized, some fundamental documents need to be prepared:
- Names, addresses, telephone numbers and email addresses of all fundraising committee members and volunteers.
- Details of fundraising product suppliers you plan to use and are considering using, including notes on the types of goods and services provided.
- Financial books, to keep notes on fundraising account details, receipts, income and expenditure records, check and credit card statements, etc.
- Copies of your organization’s fundraising and money handling policies and procedures, as well as your planning documents such as schedules of fundraising events, committee meetings and training of volunteers.
- Documentation on all fundraising committee meetings, discussions, decisions, actions and reviews. Each fundraising event should have its own folder, which is to be filed separately from that of general committee affairs.
Setting up a new fundraising committee is not difficult, as long as you are prepared to pay attention to details and patiently plan and implement every single step. With all essential documentation retained and properly categorized, you will find your tasks and those of future fundraising committee members very easy.
