Direct Mail Fundraising for GLSEN Chapters
Table of Contents
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Nonprofit Org U.S. Postage Paid City, State Permit No. XX |
A Properly-Designed Bulk Mail Permit Imprint
WHAT DO WE DO ONCE IT IS IN THE MAIL?
First off, cross your fingers for good luck! Then carefully track returns. If you're using GLSEN/National materials, donations will be mailed to New York, and entered into the national database, thus kicking out a thank-you letter from us (required by law, and which must include a statement about tax-deductibility of the contribution - i.e., "Note: Your donation is tax deductible to the extent allowed by law. The IRS requires us to inform you that no goods or services were provided to you in exchange for this donation."). As with other memberships, you will receive the chapter rebates for these donations quarterly. If returns are directly to you, you need to send your own thank yous, and be sure to send on the data and appropriate rebates to GLSEN National so we enter it into the national database so the person gets the newsletter and other materials. Unless a mailing is for a specific local project for which all proceeds remain in your community (such as a scholarship fund approved in your chapter's programming plan for that year), we encourage you to take advantage of GLSEN's services in terms of database management, sending thank-yous, and sending renewals by having donations sent directly to New York. It will save you some of the time and effort.
A FINAL NOTE
You can lose a bundle on direct mail. Read the above closely (it's all based on research) before you design your campaign. Try to project costs and potential revenues before spending a dime (remem-ber that 1-3% return - you won't be exempt from that!). And proceed accordingly. Prospecting pieces rarely make money: they bring in new donors. It is in the follow-up with your donors, asking for repeat gifts, where you'll make your money. So try to balance the two, doing enough of each to build your membership as well as to generate a steady stream of income. Good luck!
ATTACHMENT #1: PLANNING YOUR DIRECT MAIL STRATEGY
1) Assemble a Direct Mail Committee
Putting together a direct mail effort requires a great deal of time and effort as well as a variety of skills. You must build a group that can meet this challenge. The committee must serve three functions: design, production, and execution of the mailing. "Design" involves the writing and "look" of the piece, so you'll want folks with those skills (graphic designers, writers, etc.). "Production" involves folks who will negotiate with printers, oversee the process, and handle business details (a great place for a control queen!). "Execution" involves securing lists for mailing and similar activities, which means you need folks with good people skills and/or extensive contacts in the community. Your group must balance these qualities and be composed of a group of committed folks who can work together if it is to be successful.
2) Plan Your Year.
Now that you have a committee, it is time to design your strategy for the year. Take out calendars and deiced how many direct mail "drops" you want to do. Consider intangibles such as people's tendency to give year-end gifts, the fact that most folks are away in the summer and throw away direct mail pieces right away as they sort through their mail when they get home, and the like. You want to spread out your campaign so that they incur a steady cash flow but you also want to make sure they land at times when folks are likely to reply to them. Plan accordingly!
3) Brainstorm.
Spend some time thinking of ideas and concepts you can write about that will interest members and potential donors. Try to link your mail to current events, the political climate, timely work you're engaged in, or notable recent achievements, so that people understand why they need to give now. And always try to find a way to insert the "human interest" angle so that the personal impact of your work is evident to readers. Use the ideas from your brainstorming to craft the pieces you will send.
4) Make a time table for each campaign.
Once you've planned what you want your letters to say and when they should be in people's mailboxes, you should devise a production schedule to get them in their mailboxes on time. The rule of thumb is this: take the date you want folks to get the letter and count back 12 weeks. That's the gestation period for a successful direct mail campaign. Use the worksheet in Attachment #2 to plan an individual campaign.
5) Assess results.
Learn from your experience by carefully tracking your results. Try to "code" responses so you can see which are the most successful efforts. One way to do this is to color-code reply forms so you know which campaign folks are replying to. Another is design a reply form that specifies which campaign the contribution came from. And it's always good, if your lists are from different sources, to somehow code them (by color, a special form, or similar activity) so that you can know which lists are successful and which aren't. This kind of self-assessment of your efforts will help you determine the size of target of future mailings so costs are down and returns are up!
ATTACHMENT #2: WORKSHEET FOR PLANNING AN INDIVIDUAL CAMPAIGN
Note: This is the plan we follow for GLSEN's large campaigns which always involve mailings of at least 30,000 pieces. For a smaller mailing, you can probably shorten this timeline and make it less bureaucratic: you may be just running your letters off a personal computer and not need not go to a printer at all, for instance, so a lot of the steps in Weeks 3-8 can be cut. Feel free to adapt this, as it is a guideline, not a Bible. But remember the Number 1 rule of all tasks – It's going to take longer than you think – especially since everyone involved is a volunteer!
Day 1
Committee meets to determine "pitch" for campaign (i.e., the "selling points" of the letter and the types of enclosures to send along).
Weeks 1 & 2
"Design" folks write initial draft of letter send around for review "Execution" folks identify potential sources of list, and determine rough size of mailing.
Meeting 2 (Day 14)
Committee reviews drafts of letter and discusses direction of final appeal; "execution" folks report back on list sources and size of mailing determined.
Weeks 3 & 4
"Design" folks finish final draft of letter and lay out visuals "Production" folks put out bids to printers to get quotes on cost of materials "Execution" folks begin to secure lists.
Meeting 3 (Day 28)
"Design" folks present package for final approval; "execution" folks report on progress of list procurement; "production" folks present quotes on costs and printer is chosen.
Week 5
"Design" folks make final changes to package and deliver camera-ready copy to printer; "production" folks make deal with mailing house or assemble volunteers to stuff the mailing.
Weeks 6 & 7
Printer takes forever to finish.
Week 8
Production folks deliver final products to mailing house or to volunteers; "execution" folks supply labels.
Weeks 8 & 9
Volunteers/Mailing House process letters; letters go in the mail.
Weeks 10 & 11
Donors receive letters (Week 10 if first class, week 11 if bulk).
Week 12
Campaign completed: returns start to come in and committee monitors results.
ATTACHMENT #3 SAMPLE DIRECT MAIL PIECES FROM GLSEN
Sample A – January 1996: package includes letter, "lift note" of Anne Simon's testimony before Congress, and return envelope
I go to school every day, feeling that I can't be honest, that I have no right to be proud, that I am a second-class citizen. – lesbian high school student
I was pushed, kicked, thrown against lockers, and – worst of all –- spit upon, like some vile piece of trash. – gay male high school student
School is not a place where I can feel comfortable, so it is not a place where I want to be. – lesbian high school drop out
March, 1996
Dear Friend,
If you ever felt out of place or just "different" at school, the voices of the above students probably speak to you. For decades, gay and lesbian students have come to expect such treatment, and little has been done to make schools places where they can hope to be treated better. School is so bad for many of them that 28% of gay and lesbian students drop out, almost three times the national average. Schools are also places where young straight people learn to be prejudiced against gay and lesbian people – people who are often their own family members. But now there is something you can do to help change that: you can support GLSEN in our work to make schools places where respect for all is taught.
The Gay, Lesbian, and Straight Education Network is the only national organization dedicated to ending homophobia in K-12 schools. Our mission is to create schools where every person is valued and respected, regardless of sexual orientation, and we welcome all who share that commitment as members. Through community organizing, curriculum development, on-site trainings, and public advocacy, we make a difference in what is happening in our schools. And our work has produced results. In 1993, we led the fight that made Massachusetts the first state in the nation to ban discrimination on the basis of sexual orientation in its schools; in 1994, we helped establish October as the first-ever Lesbian, Gay and Bisexual History Month, an occasion now honored by three governors and over one hundred different community organizations; and by the end of 1995, we had built a network of over thirty local chapters, all over the country, working together to create programming that would change the climate of their community's schools.
But the most important differences we have made have often been at the one-on-one level. This is what one lesbian senior wrote to us about the impact a GLSEN member had on her life:
One day I went to this teacher and asked him a question ... Because I was so distraught, I began to cry. He took time out of his class to help me. From that time on, he has been there to talk about whatever I am feeling. With this teacher, my life, which is normally fairly stressful, has been a little happier and easier to deal with.
Straight students often benefit just as much as lesbian and gay ones from our efforts. One member shared with us this excerpt from a college application essay written by one of his heterosexual students:
When I heard that the young teacher who would later be my coach, history teacher, and advisor, was gay, I was shocked. "No, he can't be," I thought. "He's a nice guy." It is sometimes hard for me to believe how much I have grown and changed since then ... I am proud of how much I have learned from him and changed because of his influence.
But not everyone is a fan of our work. Our efforts have drawn the fire of the Religious Right, who have targeted many of our programs and members. Examples of their work recently include that:
These kinds of attacks are why we need your help. The next generation deserves better. If they're straight, they deserve to learn understanding instead of bigotry. If they're gay or lesbian, they deserve a chance to go to school without fearing harassment or mockery. And they all deserve to learn the fundamental lesson to which we all pledged allegiance ourselves as kids: that America is a land of liberty and justice for all.
They shouldn't be taught that this doesn't apply if you're gay or lesbian, which is what they're learning now.
Please return the enclosed envelope with as generous a gift as you can afford. Let's give the next generation a gift of real meaning – schools where homophobia is a thing of the past. I'll look forward to hearing from you soon.
Sincerely,
Kevin Jennings Executive Director
P.S. Your gift today is critical for our future. According to the National Gay and Lesbian Task Force, 44% of all anti-gay ballot and legislative initiatives filed in 1995 dealt directly with school issues. And we don't expect things to get much better in 1996, with the upcoming elections offering new opportunities for demagogues like Pat Buchanan to try to exploit this issue to advance their candidacies. Please be as generous as you can with your gift. Each donor of $35 or more will receive a copy of our "What You Can Do" packet of ideas and resources for fighting homophobia in your community's schools. And remembers: next generation is counting on us! Each donor of $35 or more will receive a copy of our "What You Can Do" packet of ideas and resources for fighting homophobia in your community's schools.
Sample B – September 1995 "Back-to-School" Campaign letter Included a brochure featuring Grag Lougand as the "lift note" with a detachable contribution form and envelope
"I was pushed, kicked, thrown against lockers, and – worst of all – spit upon, like some vile piece of trash." – a gay student's testimony about life in his high school
September, 1995
Dear Friend,
I am writing to ask you to go Back to School – and to help end homophobia in this generation.
This September, hundreds of thousands of gay, lesbian, and bisexual youth will go back to school. The schools they return to are often hostile places for them. Witness these facts:
* 45% of adolescent gay male youths and 20% of \tadolescent lesbians are physically or verbally harassed at school * 28% of gay youth drop out of schools * One out of every three gay youth attempts suicide – meaning that a gay youth tries to kill him or herself every thirty-five minutes in this country.
Yet teachers and administrators around the country continue to think that homophobia is not a problem in their school!
That's why GLSEN is asking you to join our "Back-to-School Campaign." We need every gay, lesbian, and bisexual adult to write a teacher or administrator at their former school and tell them what it was like to be a student there. The enclosed brochure explains the campaign, but the basic message is a simple one: We need to stand up for our youth and demand that they be given the respect they deserve. You can do this by writing your letter today.
GLSEN is the only national organization that brings together gay and straight people working to end homophobia in schools. Begun in 1990 as a local group in Boston, GLSEN today has over twenty chapters nationwide and has been the driving force behind such initiatives as:
* the successful fight to make Massachusetts the first state to ban discrimination the basis of sexual orientation in its schools * the recognition of October, 1994 as The First Annual Lesbian, Gay, and Bisexual History Month in numerous official proclamations * the establishment of in-school support groups, called"Gay-Straight Alliances," for students in high schools in over twenty different states.
But our work is far from finished. In August, I traveled to Merrimack, New Hampshire, to support local organizers whose school board has been taken over by the Radical Right. That night, the Merrimack school board voted to ban any programming that did not condemn homosexuality. In Merrimack, guidance counselors can now lose their jobs if they refer suicidal students to a local gay youth support group or to a gay-supportive switchboard. English teachers can be fired for suggesting that Walt Whitman's poetry was enriched by his perspective as gay man. Health educators can be dismissed for saying that homosexuality is a normal variation on human sexuality. Freedom of speech has disappeared in Merrimack's schools.
These kinds of attacks are being made across the country, due to a well-funded and orchestrated campaign backed by the Christian Coalition.
GLSEN is expanding to meet this challenge. That's why we have mapped out our most ambitious calendar ever for 1995-96, with events in over fifteen states. That's why we'll stage our first lobby day on Capitol Hill this November. And that's why we need you to go Back-to-School this fall – to be the voice for thousands of young people who are at risk every day in our nation's schools.
Please write your letter today and make a gift to support GLSEN today. Join Greg Louganis and thousands of other gay and lesbian Americans in putting a human face on the issue of homophobia for your old teachers. And return the enclosed coupon with a donation so GLSEN can reach more and more people as we fight to end homophobia in our schools. I'll look forward to hearing from you.
Sincerely,
Kevin Jennings Executive Director
P.S. Your participation in the Back-to-School Campaign and your financial support of GLSEN will make a real difference in the lives of lesbian, gay, and bisexual youth. Please take the pledge to support GLSEN's work to end homophobia in our schools today.
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