Volunteers Guide to Success

In a grass root campaign like ours, the success depends on the Volunteer. In making a personal contact you are the key to the success of the whole fundraising effort. The brochures, announcements, newsletters and meetings will produce little unless you follow-up with your contacts.

Fund-raising is built on a premise that most people are good-hearted and would like to help; they are interested in seeing the Polish Home to be successful and continue as a vibrant community hub. They will respond positively, if they are approached in a pleasant, thoughtful, informed and knowledgeable manner.

Your responsibility is to give your host or contact the opportunity to ask questions and have them answered, to give them reasons they should support this campaign and explain to them the importance of contributing to the Polish Home Expansion and Remodeling Campaign. All gifts of any amounts are appreciated. Your goal is to pickup their personal pledge response, whatever that may be. A YES or a NO.

Your enthusiasm is contagious: you should always be enthusiastic and talk up the campaign wherever you go and with whomever you meet. Never feel apologetic when you call upon somebody, as you work on behalf of the whole community. They will admire you for the dedication and willingness to work for greater good.

Keys to Successful Contacts

1. Know the facts & the campaign material: the Booklet, the Pledge Card, the FAQ sheet and the Volunteer Guide. Study this material and be familiar with reason for the campaign, gift plans etc. Read FAQ to know concerns people have. Be sure to have all of your materials with you when you visit somebody or contact people on other occasions.

2. Be frank about costs and sacrifices

a) Tell the donor what it will cost: $350,000 to build the extension with new rooms and the elevator and then likely more in future.

b) Ask the donor if they considered a pledge. Be frank about our expectations of $500 - $1000 per family. If somebody cannot afford much and wants to make a one time donation of $100, ask if they could commit to $100 a year for 5 years – this is $500! If they think about a $1000 or more, then $100 a month for 2 years would amount to $2400! Or may be they prefer $200 a quarter. Be flexible about gift schedule.

3. Contact assigned prospects only. In order to avoid duplication of effort and the annoyance of donors being contacted several times, contact only the people assigned to you by the Pledge List Master.

4. Do not pre-judge anyone. Everyone should be approached fairly and equally. Focus on thoroughly communicating the information that you have to share, not to the outward appearance of the person you are visiting.

5. Make your own pledge first. After you have decided how you will support this appeal, you will feel more positive in you approach to others. Making your own pledge also strengthens what you have to say.

6. Have your first contact be positive. Having several and productive contacts in the beginning will be an uplifiting stimulant when you approach other prospects who might be less interested in the appeal. Select and plan to visit your best prospects first, people you know, friends and neighbors.

7. Make a personal contact. Sending literature and letters or communications by email are not good enough. If at all possible pay a home visit to the prospective donor. Call to arrange an appointment. 

The most convenient times for making visits or phone calls are Saturdays and Sunday afternoons from 12 to 7 pm and weekday evenings from 6:15 to 8:30 pm. Do not call after 9 pm.

Once a visit is arranged, be sure to identify yourself when the door opens. Ask if you may come in. Try not to discuss the appeal at the door.

Begin by asking “Have you thought about your participation in the Campaign?” Follow up by providing the outline. “Thank you for meeting with me! If you could allow me 15 minutes to explain the project I would be happy to answer all your questions.”

8. Work in pairs when making a visit. When two busy people call upon a prospective donor, the importance of the appeal is emphasized. Husband and wife pairs have been very successful. Two volunteers working together will complement each other.

9. You are a volunteer seeking a response! Once you are in the home, begin by discussing the Polish Home and the need for the changes. Remind them about the goal and the need to raise as much as possible. Always suggest that they consider a pledge, if they haven’t made a decision in terms of their participation.

 Keep in mind that all gifts are accepted no matter what the size, preferably over a period of 2 years, but also up to 5 years. It is just as important that we have the full participation of all contacts as it is to reach the goal of the campaign.

 Keep in mind that few people are genuinely unable to give more. Often, they are simply not used to giving on a monthly basis.

10. First installment (down payment). Please do not insist on a down payment. It is not necessary! It’s nice to have it, but you should not jeopardize the pledge. People might be reluctant to hand money to a volunteer, let them mail it or start payments later.

11. Mark the pledge card accurately for the pledge. Be sure to enter the total, the first installment (if made), and plan chosen by the donor. Be sure to note plans longer than 2 years and gift matching where applicable. Ask the donor to sign the card, but if s/he is reluctant, assure him that the signature is not legally binding and accept the pledge anyway. In any case, issue the receipt stub accurately completed, including your signature. Do not forget to thank the donor for the pledge.

12. Return the Pledge Card to the Pledge List Master. We need proper records for pledges, so it is paramount that the Pledge Card with all the notes specific to the donor and pledge is returned.

13. Report reasons when the pledge is not received. If the pledge is not received, make a note what the reason was (moved out, not at this time, declined etc.).

14. Contacts & FAQ. R. Kott (425) 885-6695, A. Okinczyc (206) 241-6080, R. Golubiec (206) 935-7535, R. Koczarski (425) 746-5934.

Guide edition June 2005