[MEMO][UCLA Spring 2013] GALA: Outreach Committee General Information

[Phoebe Hua]

Hello everyone! Gala is coming up and it is really important that we get donations in for raffle! Like HBAN, these raffles are part of how we raise money that night! With it being our biggest fundraiser of the year, and pulling in adults who are more generous with their donations, we need to get bigger and better donations than we had at HBAN! Please help with contacting at least 2 places!!

Here is UCLA's spreadsheet: https://docs.google.com/spreadsheet/ccc?key=0Ahb4OI70mUpddHpwcGlrSDRneEtIelFVZGREZnJqdFE#gid=0
keep in mind we don't need donations for each we are in charge of entertainment and wine/cheese/expensive stuff! It is the first 3 tabs in the document. I have copied and pasted the entertainment locations from our HBAN spreadsheet as reference so we don't contact the same places =) And the wine/cheese/expensive things is all new so don't worry about overlap there! 

DEADLINES:
end of week 2: have all the places emailed, mailed, faxed
week 1 and 2 = phone call parties during the day

then they will have 3 weeks to get back to us


Here are the instructions for how to contact places:

1) the spreadsheet of the different businesses is right here https://docs.google.com/spreadsheet/ccc?key=0Ahb4OI70mUpddHpwcGlrSDRneEtIelFVZGREZnJqdFE#gid=0
Here are the assignments:

1. UCI: local restaurants and businesses 
2. UCLA: entertainment and fancy wine/cheese/basket places
3. UCSD: electronics and other big incentive places (spas?) and trader joes
4. Ellen (nonprofit): other corporate places


*just a tip, when you search the business, add donation request at the end (i.e. Starbucks donation request). Sometimes this will take you to a donation form or tell you a specific email to attach our donation letter to. If it doesn't, then call the store branch closest to your school

Also, for food donations, please ask for a voucher or gift certificate. it will be easier to put into the basket


2. When you call, here is the script of what to mention:

your name, student at ____
non-profit, humanitarian org that goes by M.E.M.O.
having our annual Open Our Hearts Gala to fundraise money for lifesaving heart surgeries for kids with congenital heart disease
audience will be many professionals all over southern california including doctors, lawyers, and business owners
calling to ask about charitable donations (items, gift certificates, anything)
ask for email to send official letter and tax ID number
thank you; ask person's name

3. When you e-mail our donation letter, it should be similar to this:

To Whom it May Concern,

My name is Phoebe Hua and I am a student at UCLA. I volunteer for a non-profit humanitarian organization called Medical Educational Missions and Outreach (M.E.M.O.) On May 5, we are hosting our annual Open Our Hearts Gala to fundraise money to provide life saving surgeries for children with congenital heart disease. We were hoping that Crumbs could donate giftcards or vouchers for cupcakes so we could raffle them that night. Thank you so much for your consideration. I am attaching our donation letter with our official letter head.

Thank you,
Phoebe Hua
phoe...@gmail.com

and then attach the pdf version of the letter that is attached to this email

4. When there is a form for you to fill out for a donation request:
you will be the main contact person, so fill it with your name and phone number.
If they ask for address, you can mail it to designated address at respective school

copy and paste the donation letter (the final one will be attached in this email when tuan/gerry finish it)

*if they ask for documentation of our 501(c) non-profit status, you can attach the other form in this e-mail.
Our Tax ID is: 26-2349888

Thank you everyone!!!

i'm attaching our 501(c) nonprofit status and our donation letter

email or call ellen or i if you have any questions =)

[Phoebe Hua]

sorry THIS is the link to UCLA's spreadsheet. keep in mind we will only be finding places for the first 3 tabs: success (as in the donations we have received) entertainment, and wine/cheese/expensive stuff

https://docs.google.com/spreadsheet/ccc?key=0Ahb4OI70mUpddHdzRnhzQlJ3ZExaYjltbGVyWmVyM0E#gid=0

[Phoebe Hua]

some ideas for "expensive stuff": whale watching, boat rides, canal rides, parasailing, water sports etc... 

[Phoebe Hua]

sorry for the email spam!!

for addresses to mail products and donations to please use AMANDA'S ADDRESS: 660 veteran ave. #301 los angeles, ca 90024

DO NOT USE FOUNTAIN VALLEY OFFICE BECUASE THINGS GET LOST!!! 

ALSO, highlight the rejections RED

successful donations GREEN

and places we have to mail or fax YELLOW

[Amanda Tran]

   Do you mind if I sort the places in alphabetical order, Phoebe? I accidental did it to one page in the spreadsheet to test it and don't know how to change it back to the order it was in. This way, it'll be easier to reference the list and see what place has or hasn't been looked into.

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--
Amanda Tran

M.E.M.O. at UCLA, Co-President

mobile: (408) 759-1868

[Phoebe Hua]

yeah we can do that but we just have to make sure to scroll throught he list and contact those places that haven't been contacted yet. normally the ones we just listed but didn't contact yet were at the bottom of the list but putting them in alphabetical order does make it easier =) let's just be careful looking through the list to make sure all places were contacted!

[Phoebe Hua]

Hello!

Triet will be holding a calling party on Tuesday from 5pm to 7pm probably at a study room in YRL. We'll tell you the final location monday! Please come and send some emails/requests/ maybe some phone calls if they are still open at the time!

Triet's phone number is : 9095694973 if you have any questions or can't find him! =)

***Our deadline to submit all emails and requests is by the end of this week on Saturday so the businesses have enough time to get back to us. Remember that we're asking all of you to contact at least 2 businesses!! If you can't make it to the calling party (which i recommend going to becuase its so much funner to do with other people), then please be sure to contact them on your own by the end of the week

Some ideas we can try to contact: water sports, cruises, boat rides, canal rides, parasailing etc in LA and OC. Or the zoos and stuff!! =)

let us know if you have any questions! thank you! =)

[Phoebe Hua]

reminder to everyone to please contact at least 2 places by saturday night! =) thanks!

also, CHECK OUT ALL THE COOL PRIZES WE GOT ON THE FIRST PAGE OF THE INTERCHAPTER SPREADSHEET!!! =)

https://docs.google.com/spreadsheet/ccc?key=0Ahb4OI70mUpddHpwcGlrSDRneEtIelFVZGREZnJqdFE#gid=0

again, let me, amanda, or triet know if you have any questions! =)

THANKS!!!

[Tuan Dung Nguyen]

Hey Outreach committee, thanks for working constantly really hard! 
If someone can send me logos of all the places that have donated asap so i can put them on the programs, Ill really appreciate it! Thank you!

Tuan Nguyen

[jeannie radoc]

Do we have a W-9 form that we are able to access?

[Phoebe Hua]

this?

[jeannie radoc]

I think the W-9 is a tax form but its okay