How to Invite Participation - Successfully!

What is the best way to ask somone to volunteer their time for your organisation?  Below Foresee Communications gives us two examples of how this can be done.

Below we have two different letters written for the same purpose.  Which approach do you think would achieve more support for the fundraising activity?    

Dear (supporters / volunteers)

Fundraising is a struggle.  Usually our best hope for money is making funding applications to trusts.  Unfortunately these groups fund only a small range of activities or resources, and there’s never enough money to go around.  

You may be aware that we recently received a large government grant.  Here is some information about that funding:

-  the money has to go on buildings and alterations

-  the money includes our normal allocation for the next five years

-  there are no funds allocated for IT resources  

However, we have the opportunity to raise $5000 or more with your help.  We can have the contract for providing marshalling at the women’s run/swim series held throughout our region later this year.  A team of volunteers will need to be available for 11 Sunday mornings over six months at/near swimming pools around the region.  If we get a group of 30 committed people, the workload would be reasonably spread.  Twenty to twenty-five volunteers are needed every time, and we must have a core of repeat/ knowledgeable participants.  

If there are enough supporters, I will notify you about a meeting.  Please email me on .......    

OR

Dear (supporters / volunteers)

Calling all our outdoor enthusiasts out there!!  We’ve got a great opportunity to be trackside at an up-and-coming run/swim series – and we’ll receive $5000 for our efforts.  This means ALL of our counsellors will finally have a laptop each!  

Through the spring and summer months, a team of us will be required to act as marshals at each of the 11 run/swim events based at the different swimming pools around our region.  It will be an early start on those Sunday mornings, but we’ll be finished by late morning.  Morning tea will be provided, so we’ll have the energy to give full encouragement and friendly support to the participants as we take registrations and direct them on their way.  

So for those of you who are sick of selling chocolate bars, couldn’t make it to the auction evening, don’t do raffle tickets, or who laze away those beautiful spring and summer mornings in bed – this is your opportunity to get out and about in your region, network with fellow volunteers, encourage local women in their sporting challenge, learn about how an event series works – and, best of all, you can smile about contributing to providing better services to those who need us.

Give me a call on 555-5555 to register your interest, and I’ll call a meeting soon.  Or email me .....

Got you thinking?  Thanks Foresee Communications for this great example of how we can better attract volunteers to our cause!

Foresee Communications are fundraising and sponsorship specialists, providing fundraising and sponsorship resources, training and advice to communities and businesses since 1993.  For more information go to www.foresee.co.nz .