ASRC Community Fundraising Kit

Welcome to the ASRC Community Fundraising Kit Dear valued fundraiser On behalf of the Asylum Seeker Resource Centre, thank you for considering the ASRC as the beneficiary of your fundraising event. The money raised from your fundraising event will go directly to providing urgently needed aid and medical care for asylum seekers. Since opening our doors in June 2001, the ASRC has become the largest provider of aid, advocacy and health services for asylum seekers in Australia. We work directly with asylum seekers, both living in our community and detention, to provide direct aid and support as they seek refugee status in Australia. We have assisted over 7000 people seeking asylum and provided more than 1 million hours of free help, vowing to turn no person in need away. With only 18 full time and 14 part time paid staff, the majority of our work is conducted by a dedicated team of over 600 volunteers, delivering 23 specialised direct programs and critical services to over 1,000 asylum seekers at any one time, such as: • Counselling including Kidszone • Casework • Legal services and representation • Material Aid (such as nappies, blankets, clothing, metcards and phonecards) • Foodbank (providing one week of groceries to an asylum seeker) • Community Meals (free hot lunch available at ASRC Monday to Friday) • Health Centre (including access to onsite Doctors, Nurses and physios) • Employment Services, and • Community Development (services such as mentoring, social and recreation activities, and

women’s group). We also campaign and lobby on behalf of asylum seekers and all Australians who want to change the unjust policies that Australia has adopted. Most importantly, at times of despair and hopelessness, we are there to offer comfort, friendship, hope and respite. We rely heavily on the kindness of the public as 95% of our funding comes from community donations and philanthropy. Throughout this pack you will find helpful information, ranging from successful fundraising tips, to a registration form for your event. Now it’s over to you to read the pack and begin planning your event! Thank you and good luck! ASRC Fundraising fundraising@asrc.org.au

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ASRC Fundraising Kit

A step by step guide to running a successful event. CONTENTS:

• Part 1 – What event is right for you?

• Part 2 – 10 steps to a successful event.

• Part 3 – 3 steps to securing sponsorship.

• Part 4 – How can the ASRC help you?

• Part 5 - Contact details

• Part 6 - Fundraising Event Registration Form

Part 1 What event is right for you?

There are many fun and easy ways to raise funds for the ASRC and here are a few ideas to get you

started!

Run 4 Refugees event

• Guest speaker Lunch: Organise a breakfast, lunch or dinner and invite a guest speaker from

the ASRC or high profile community member and charge per plate.

• Movie night: Organise a movie night at Cinema Nova (or other independent cinemas)

• Music night: Run a music-oriented fundraiser night at your local pub or café

• Auction: Organise an auction with donated goods at a corporate or community event.

• Collection buckets: Put out collection buckets at your workplace drinks or at a local

community or club events.

• Sport event: Put your body on the line and collect sponsorships for a marathon, walk, cycle

or swim.

• Birthday gift: sick of receiving birthday presents? Why not ask your friends to donate to the

ASRC instead of buying you gift. Tell them to visit www.asrc.org.au to make a donation!

• A charitable Christmas: Donate instead of giving gifts at Christmas time.

• Garage sale: Clean out your closets and hold a garage sale – everybody wins!

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• Cake stall: Set up a stall and sell lamingtons or lemonade at your local school, church or

sporting club.

• BBQ: Have a BBQ or Sausage Sizzle.

• Food drive: hold a food drive at your school or workplace.

• Benefit concert: What the heck… organize a benefit concert. Let’s think BIG!

• Comedy night: Organise an Art Auction or a Comedy Night.

• Raffle: Put together a raffle amongst friends, family, co-workers or classmates.

• Coffee fee: Charge one met ticket for a coffee at your workplace.

• Food drive: Hold a food drive at your school or workplace.

• Personal Challenge: Take on something adventurous and challenging and ask your friends

to sponsor you. Use our online fundraising page to take up a challenge and get people to

sponsor/support you. Visit www.asrc.gofunrasie.com.au

• Promote ASRC catering: use ASRC catering for your event, or recommend ASRC caters to

your next school or work function. See www.catering.asrc.org.au for more information.

Part 2

10 Steps to a Successful Event

• Step 1: Pat yourself on the back: You are raising money for a fantastic cause and the

ASRC appreciates your commitment. Thank you!

• Step 2: Don’t be afraid to ask for help: Ask your friends and family for support, as

organising an event on your own can be tough and the more people you have to help, the

more fun and successful your event will be.

• Step 3: Put together a strong team: Working with people who share the same passion for

the cause your raising funds for, will make the event more successful. Once you have a

strong team, assign jobs to your fellow event organisers and keep a check list of what needs

to be done.

• Step 4: Be creative but realistic!: Unique and interesting fundraising events are bound to

catch the attention of the public. However, do not spend large amounts of time on an idea

which may seem exciting, but may only return $50.

• Step 5: Do your research: For example, be sure to research the suitability of your venue for

your event, such as cost of hire, size, and availability and how far in advance you would be

required to book. Never neglect the possibility of using local resources for venues such as

school classrooms, halls, your own home or local churches.

• Step 6: Sponsorship: Do not shy away from asking for sponsorship help. If you require

venue space, technical help, auction items or money, asking organisations and individuals is

a great tactic. You are after all asking on behalf of a fantastic cause. If they so no, do not let it

put you off as others might just say yes, but you won’t know unless you try!

• Step 7: Keep a budget. Consider all the expenses related to your event and research

whether you can reduce costs through the donation of materials or financial support. Will your

event make a worthwhile return?

• Step 8: Add on events: Many fundraisers in the past have found that running extra raffles,

silent auctions and other add on events during their fundraiser, returned better financial

results. This way your event does not rely on the cost of entry alone.

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• Step 9: Publicise! Publicise! Publicise!: The more people at your event, the more chances

there are to raise more money and awareness for your cause. Try advertising through your

local paper; perhaps you could approach them to see if they could run a small article on your

event? Also try school and community noticeboards such as the library, town halls, local radio

stations, flyer handouts and even create an event page on Facebook, which you can invite all

your friends to. If you’re raising money for ASRC, you have access to a free individual and

personalised, online fundraising page which makes it easy for the public to donate at any

time. It’s simple to set up a page, just go to http://asrc.gofundraise.com.au and follow the

prompts to start your own fundraising page.

Remember to consider your target market when thinking of where to advertise your event and

don’t forget the power of social networking sites!

• Step 10: Enthusiasm and Passion!: Remember to be enthusiastic and excited about your

cause! Keeping yourself and others enthused about the efforts at the ASRC, such as keeping

informed about real life stories from asylum seekers, will keep you motivated for your event.

This will also help to remind you about the difference your fundraising truly makes in the lives

of Asylum seekers and Refugees.

Part 3

5 Steps to Securing Sponsorship/Donations

• Step 1: Who to ask?: Approach businesses such as restaurants for dining vouchers,

cinemas for tickets, shops for goods, bottle shops for wine, deli’s for food hampers, or clubs

and individuals who can offer donated goods or services for raffles and auctions.

Alternatively, ask for cash donations which can be used directly for your fundraiser. No

amount is too small – you can either approach your work place for a large donation or ask

your friends to donate a week’s worth of coffee money.

• Step 2: Personal approach: Companies or individuals will usually be more willing to help if

you ask for their support in a more personalised manner. Emails and letters are easily

ignored, but face to face contact is hard to ignore!

• Step 3: Tax deductibility: Remember to always emphasize the tax deductibility of a cash

donation; this is often a large selling point for donators.

• Step 4: Be prepared: Be well prepared when approaching people for sponsorship. Many

sponsors will want to know things about your event, such as the location, theme and target

market of your event, and having solid answers will comfort your prospective donator.

• Step 5: Sell your event: Many sponsors will want to know what they get out of supporting

you, other than their tax deductible donation. Try to sell the benefits of them supporting your

event such as the publicity they will gain. Could you maybe put their logo on your publication?

Or run a thank you letter mentioning their business in your local paper.

Part 4

How can the ASRC help you?

Once you have chosen and registered your event, the ASRC can offer you assistance for your event

in many supporting ways.

Here are some of the ways we can support you:

• Tips - Advice and tips on how to run a successful event.

• Speakers: we can provide an ASRC speaker (depending on availability) for your event if

required – please make sure you request this on your application form.

• Online Giving Personalized Webpage - ASRC has a partnership with a great, safe and

secure online giving provider which you can make full use of for free. Simply by going to

http://asrc.gofundraise.com.au you can set you your own personalized fundraising website

which you can update with activities, photos, and amount raised so far etc. People can also

donate directly to your fundraiser and will automatically receive a tax receipt

• Registration letter - a letter of registration and support for your event from the ASRC which

can be used to prove your event in sponsorship request letters you send out.

• Material support such as ASRC postcards and brochures to help promote your event around

the community and at your event. We can also provide you with general ASRC information

about where money raised will go and the real difference the money people donate will make

to the lives of asylum seekers.

• Tax receipts - we can provide a bulk tax receipt for your events final total. However if people

donate online via you personal fundraiser page or your general appeal page, they will receive

their receipts automatically when they pay online.

• Promotion – we can help promote your event by including it in our weekly bulletin and also

on our website.

• Registration letter - a letter of registration and support for your event from the ASRC which

can be used to prove your event in sponsorship request letters you send out.

• Merchandise – provide ASRC merchandise to be sold at your event.

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• Certificate - a thank you certificate for holding your event.

The ASRC is not able to offer:

• Reimbursement: We cannot reimburse you for any expenses incurred from your event.

• Approaches: The ASRC is unable to approach any sponsors or funders on your behalf for

your event. It is important to state that you are conducting a fundraiser with proceeds going

to the ASRC and not an ASRC event or an event on behalf of the ASRC.

• Organization: The ASRC staff are unable to organize the whole event for you.

• Permits: We cannot apply for permits, insurance or licenses; this is the responsibility of the

event coordinators.

• Prizes: We cannot organize or offer any prizes or auction items.

• Logo – Due to other sponsorship and event arrangements, we are unable to provide our logo

for use.

Part 5 - FAQS

Are donations made to our fundraiser tax deductible? Yes, all donations to the ASRC over $2 are

tax deductible. However the ASRC is only able to provide a receipt for the lump sum your event

raised. We cannot provide receipts individually to people who supported your event unless you set up

a personalized online giving page (as detailed above). If a person receives a service or a product this

is not considered a donation.

Will I receive a receipt for my donation?

Yes. Once you provide the ASRC with the donation, a receipt for the lump sum will be sent to you via

email when processed and approved. If you set up a personalised online giving page, or if people

donate directly to our general page (www.givenow.com.au/asrcgeneralappeal) then receipts will be

automatically sent directly to the people who donate.

Can I use the ASRC logo in my event or use ASRC letterhead for my event?

Use of the ASRC logo must be approved. If you wish to use the logo, please tick this option within the

registration form for your event in the ‘what help do you need from the ASRC’ section. The ASRC is

unable to provide any letterhead for fundraising events.

Can my school put on an event?

Yes! And we have additional information which you can use when organizing an event at your school.

Email youth@asrc.org.au for more information.

Can the ASRC reimburse me for the costs of my event?

The ASRC is unable to reimburse you for the costs involved in your event. All costs incurred in the

running and planning of the event are the sole responsibility of the organiser.

Do we have to register our event?

Yes, registering your event allows us to help you the best we can. If you do not register your event, it

will be difficult for us to offer you assistance on issues such as logo use, tax deductibility, material

support or publicity.

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Can the ASRC help me approach sponsors/donors/funders?

Unfortunately, due to the relationship ASRC has with existing funders and sponsors we are unable to

help approach any possible funders and donors for your event.

Can I say this is an ASRC event on my flyers/web page?

As the ASRC has its own events calendar, community fundraising events cannot be promoted as

ASRC Events. However, you can say on your promotional material that the proceeds from the event

will go to the ASRC.

How will my fundraising help the ASRC?

The ASRC is there to care for the most vulnerable and at risk asylum seekers in our community,

many of whom have nowhere else to turn for help. Around 75 per cent of those we help have no

income and no guaranteed access to work rights or Medicare.

The ASRC receives less than five per cent of its funds from the State government and is primarily

staffed and operated by volunteers. It relies solely on donations from individuals, companies and

philanthropic bodies, and its various fundraising activities in order to offer a range of programs and

services.

Where will the money I have raised go?

The money you raise will go directly to providing critical services to asylum seekers who are some of

the most vulnerable people in our community. ASRC provides services such as food, health care,

legal advice, counseling, metcards, clothing and bedding to over 1,000 asylum seekers at anyone

time. The money you raise will help ASRC deliver these services.

In the past financial year, the ASRC helped over 1,000 asylum seekers.

• We provided 7,490 Metcards - reducing social isolation and allowing clients to pick up their weekly food at the ASRC.

• We supplied weekly groceries for 120 families every week - over 75% who have no income.

• We cooked hot lunches for 500 people every week through our Community Meals Program.

• We legally assisted over 450 asylum seekers from 56 countries - successfully representing 83% at the primary stage of the refugee process.

• We case managed over 1,000 asylum seekers - including 395 new cases. • We provided over 100 hours of counseling services a week – of which 60% was delivered

by volunteers. • We secured over 200 employment and education opportunities through our Employment

Service and Catering social enterprise.

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• We staged a sell-out theatrical production “Journey of Asylum – Waiting”, involving 22 asylum seekers and launched by Minister for the Arts Honorable Peter Batchelor and Australian of the Year Patrick McGorry.

• We grew our volunteer staff to over 600 active volunteers who provided 2,000 hours of assistance per week (the equivalent of 58 full-time staff).

• We successfully lobbied the State Government to introduce a travel concession card for asylum seekers.

Key statistics on why your donation counts:

• 95% of our funding comes from donations and philanthropy.

• Every $1 you give us enables us to provide $20 worth of aid.

• $30 a month will enable us to provide food for a family seeking asylum.

• $50 a month will provide free medical care to 10 asylum seekers.

• $200 a month will fund our Human Rights Law Program.

• $10 will enable us to provide food for a week to five asylum seekers.

• $20 will provide an asylum seeker in detention with a phone card to call their family

overseas.

• $100 will provide financial aid to five asylum seeker families in crisis.

• $1000 will fund our Aid and Advocacy Program for two weeks and provide essential

materials to 800 asylum seekers.

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What more can I do?

There are lots of ways you can be part of the ASRC and help out – some of them can even be done

from the comfort of your own lounge room!

Become our friend on facebook

� Sign up at www.asrc.org.au

Follow us on twitter

� @Asrc1

Sign up to our Survival newsletter and donate used mobile phones!

� To find out what material aid and foodbank items we need most, sign up to our Survival

newsletter to keep up to date with our AID programs. If you are thinking of organizing a food

drive at your work, school or amongst friends then Survival will help. Email food@asrc.org.au

to sing up.

� Have an used, working mobile phone lying around? The ASRC is in desperate need of

mobile phones for members – so we happily take donations of mobile phones. You can also

approach your workplace to ask what they do with old work phones as we are always happy

for more phone donations. Email material_aid@asrc.org.au to donate your old mobile phone

or for more information.

Promote the ASRC speakers program

� Looking for a speaker at your next social gathering, work function or book club? Contact the

ASRC speakers program to hear from ASRC members, staff, and volunteers. It’s the best

way to spread the word. Contact speakers@asrc.org.au

Sign up to our regular supporter update

� Sign up to our regular supporter update via www.asrc.org.au

Volunteer at an ASRC event

� The ASRC runs events throughout the year and is always in need of volunteers to help at

these events. Events such as run for refugees, trivia night and end of year member party.

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Email volunteer_admin@asrc.org.au to be a part of our volunteer event bank or visit

http://www.asrc.org.au/prospective/about/ to find more about volunteering at the ASRC.

Attend an ASRC event

� Visit www.asrc.org.au to find out when the next ASRC event is – all proceeds go to the

ASRC.

Volunteer to hold an ASRC stall at a community market or festival on a weekend.

� We often need volunteers to attend various community markets and festivals across

Melbourne to promote the ASRC, as well as help sell the ASRC merchandise. Contact

fundraising@asrac.org.au for more information.

Who do you know?

� Who is in your list of personal and professional networks and contacts? Do you know a

celebrity, sports person, musician, etc who would be willing to donate a signed memorabilia

as a raffle/auction item? Or maybe you know the owner of a restaurant or retail outlet who

may like to donate vouchers or items? If you have any ideas, email fundraising@asrc.org.au

Promote the ASRC Catering and Employment social enterprises.

� Use ASRC Catering for your event, or recommend ASRC caters your next school or work

function. See www.catering.asrc.org.au for more information.

� Promote the ASRC’s employment program, ASSET. ASSET (Asylum Seeker Service for

Employment & Training) is a pioneer of asylum seeker employment and education services in

Australia. Since it began in 2004, it has assisted over 600 asylum seekers in all areas of

employment and training. See http://www.asset.asrc.org.au/ for more information.

At your workplace

� Ask your workplace if they offer workplace giving and if so, ask to add the ASRC to their list of

possible charities. Contact manita.r@asrc.org.au for more information.

Keep an eye on our campaigns

� Take action by writing letters and making a few phone calls. Keep up to date with all the

ASRC’s campaigns by visiting http://www.asrc.org.au/learn-more/

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Do you have any more questions?

We are more than happy to answer any questions you may have, please contact us at

fundraising@asrc.org.au

CONTACT DETAILS

Address: 12 Batman Street, West Melbourne, Victoria 3003.

Phone: (03) 9326 6066

Fax: (03) 9326 5199

Fundraising: fundraising@asrc.org.au

ASRC Website: www.asrc.org.au

Part 6

Asylum Seeker Resource Centre

FUNDRAISING EVENT REGISTRATION FORM

CONTACT DETAILS:

Organization/Community Group: (If Applicable) ………………………….………………………

Address: ………………..……….………………….…………………………………………………

………………..……….………………….………………………….. Postcode: ………………...

Mr/ Mrs/ Ms/ Dr (Please circle)

Name of event coordinator (Full) ……………………………………………………….................

Phone contact (Day)………………..….................... (Mobile)……………………………………

How did you hear about the ASRC and why have you chosen to fundraise for the ASRC?

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

EVENT DETAILS:

Title and brief description of event:

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

Date of Event: …………………………………………………………………………………………

From: .….…………........ Until: ……………….………………………………………………………

Venue of event: …..……………………………………………………………………………………

Venue’s address ………………………………………………………………………………………

…………………………………………………………………………… Post code ……….……….

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How will the funds be raised: (e.g. ticket sales, auction etc)

……………………………………………………………………………………………………………

What proportion of the amount raised will be donated to the ASRC?:

……………………………………………………………………………………………………………

Will any other charities/not for profit organizations benefit from this fundraising activity?:

YES / NO (if yes, please list)

……………………………………………………………………………………………………………Why the

ASRC? ……………………………………………………………………………………………………………

EVENT BUDGET

Estimated funds that will be raised on the day $………………...

Estimated out of pocket expenses: $………...............

Estimated funds to be donated to ASRC: $...........................

WHAT HELP DO YOU NEED FROM THE ASRC? Please tick

• Promotional materials (posters, brochures or display materials)

List…………………………………………………………………………………

• An ASRC representative to attend your event

• Inclusion on the ASRC website

• Inclusion in the ASRC volunteer bulletin

• Letter of event registration from the ASRC

• List of media contacts to promote your event

• Other……………………………………………………………………………….

AUTHORISATION

I, …………………………………………………………… (Event organizer’s full name) have read,

understood and agree to adhere to the terms and conditions outlined by the ASRC in running this

event.

Thank you!

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Please forward your completed form to the ASRC to:

12 Batman Street,

West Melbourne,

Victoria 3003.

Or email to the Fundraising division: fundraising@asrc.org.au