Fundraising Committee Handbook

Created By Aaron Right In The Nelson

Edited Spring 2016

"The Object of this Fraternity shall be for the development of the best and truest
fraternal spirit; the mutual welfare and brotherhood of musical students; the
advancement of music in America and a loyalty to the Alma Mater."

Table of Contents

1. Introduction
2. Role of Committee Members
3. Materials Available
4. Established Fundraisers
4.1 Singing Grams
4.2 Spaghetti Night
4.3 Miss Phi Mu Alpha
4.4 Brother Auction
4.5 Candy Apples
4.6 Piano Smash

5. Materials Used
6. Profit Report
7. Goals

Introduction
The fundraising committee is one of the most important components to having the chapter run
efficiently and effectively. It is crucial that all operations performed by this committee remain well
organized and planned. By having a successful fundraising committee, the chapter is able to
avoid raising chapter dues and therefore allow Upsilon Psi to accomplish its goals of advancing
music in America.
This handbook should be used to not only gain advise on how to run operations, but to use as a
foundation for all future committee heads. By keeping this handbook updated Fundraising can
be accomplished much more efficiently due to the lack of having to start from scratch.

Role of Committee Members

Head
-

Organizes/ Overlooks All events

Presents to chapter weekly

Monthly Report to Vice President

Co-Head
-

Overlooks and ensures all positions are being done correctly

Aides Head with report and presentations

Social Media Planner

-

Creates and maintains social media events

Chapter Communications
-

Ensures Brother participation by reaching out

Event Coordinator
-

Books all venues

**All members should be held accountable for all events. Effort should be made by every member**
to participate and contribute to each fundraiser

Materials Available
There are several materials available to use for little to no cost that can be used for fundraisers.
The following list provides such items and where to get them.

Funding:
Within the budget, the Music committee has been allotted $165 in which it can spend on
materials such as; music, snacks, drinks, decorations, etc. If any additional funding is required a
proposal must be sent in. Any purchases require a proposal sent to the executive board in order
to be reimbursed.
Recital Halls:
All recital Halls within the school of music are available to be reserved in advance. Meet up with
Mr. Dwyer to discuss reserving the room of interest and he will show you times and dates
available. Try to book at least 4 weeks in advance.
HOT Equipment:
If you contact a HOT graduate assistant/ staff, they will allow you to borrow certain equipment
from HOT band. Such as tables, water jugs, as well as an ice machine. We are not entitled to
these resources but if asked nicely they will almost always be willing to work with us.
Bulls Market:
Every Wednesday starting at 8 am Bulls Market rents out tables for free which can be used to
sell merchandise, services, etc. There are restrictions regarding food and what specific activities
can be done. For more info or to reserve a table go to http://msc.usf.edu/bullmarket.php.
Sams Club:
For any large food purchases or large quantity of any other goods Sams club is the go too
place.

Established Fundraisers
4.1 Singing Grams:
The week before valentines day in early February Upsilon Psi hold a Singing gram sale at the
Bulls Market. Starting at 8am and ending at 3pm grams are sold to the student body at USF.
Orders are taken to either deliver a gram or sing to someone then and there. Business primarily
picks up at 1pm. Exposure to other fraternities and sororities is a must to be successful.
$3 Serenade

$5 Serenade + Rose

$10 Serenade + Rose Delivery

4.2 Spaghetti Night:

Spaghetti Night is best done in March before the chapter of the other music fraternities and
sororities at 5pm. A mini-recital along-side the food sale creates a nice atmosphere and allows
for Upsilon Psi to advance music in America. Outside of MUS is the best location.
$5 Food Buffet

$7 Food Buffet and Limitless Drinks

4.3 Miss Phi Mu Alpha Pageant:

This event is best done in April. Contestants compete in several rounds consisting of talent,
formal wear, and fun attire to crown the Miss PMA. The winner receives a sash ad crown as well
as a bouquet and the runner up receives a consolation prize. Usually done in Barness/CRH/IRH
$5 Per Contestant

4.4 Brother Auction:

Usually held alongside with the Miss Phi Mu Alpha Pageant, brothers are auctioned off to all
members of the audience. A short biography is made before the auctioning of each brother and
the winner of the auction receives the services of the brother for duties such as; a date, cleaning
a room, etc. There will be no reimbursements for expenses of any dates.

4.5 Candy Apples:

Around Halloween/October Candy apples are a great way to earn some easy money. A food
station complete with various candies and toppings alongside melted caramel is available for
customers to dress their apple to their liking. The sales can occur both within the school of
music during the day, and after HOT practice. There is no limit to the number of days this can
be done so it is best to just keep selling until there are no supplies left.
$3 per candy apple

4.6 Piano Smash:

Before the last home game of every football season a piano smash is held to demolish an old
retired piano as well as support school spirit as the piano is painted in the opposing schools
colors. It is important that the piano is first de-strung in order to ensure safety. The last HOT
practice before the game is the best time to hold this event. Pianos can be attained online
donation sites.
$3 1 Swing

$5 2 Swings

Materials Used
Singing Grams (February, week before valentines)
Item

2016

Projected 2017

Comments
Publix has buy 3 pack of 4 roses for $12, Good
amount.

Roses

25.66

25.66

Boquet

12.00

12.00 For Nash, $12 at a roadside cart

Total

37.66

37.66

Spaghetti Night Materials (March)

Item
24 Ibs of
Spaghetti
18 Pounds of
Sauce (3 Cans)
9 loaves of
French bread
Garlic powder
Lemonade
Plates
Parm Cheese (2
Large Conatiners)
Italian Seasoning
Forks
Total

2016

Projected 2017

Comments

23.92

17.94

Way too much pasta left over. 18 pounds should be

plenty next time

11.91

15.88

Not enough sauce, 24 pounds/4 cans next time

7.00

7.00

Good amount

$
$
$

6.48
6.88
10.98

$
$
$

6.48
6.88
5.00

Used a little less than half

One container barely enough
Used a third of total

11.96

11.96

Used about half of each bottle.

$
$

2.66
2.84

$
$

2.66
2.84

Used about a third of the bottle

Used about half

90.55

76.64

Miss PMA (April)

Item
Sash
Crown
Boquet
Consolation
Prize
Total

2016

Projected 2017

Comments

$15
$10
$12

$
$
$

15.00 Keep ordering from same site link is:

10.00 Get from Amazon
12.00 Winner

$15

15.00 2nd Place

52.00

52.00

Candy Apples (October)

Item

2015

Projected 2016

Comments

Apples
Candies
Caramel
Sticks

$
$
$
$

25.00
6.00
6.00
1.00

$
$
$
$

25.00
6.00
6.00
1.00

Total

38.00

38.00

Around a dollar an apple (aim for 25 in sales)

Offer a variety of 3 candies, oreos, cocunut
Need enough to melt into crockpot
Buy enough per apple

Piano Smash (November, Week of final home game)

Item

2015

Projected 2016

Piano Tuner
Spray Paint

$
$

5.00
6.00

$
$

5.00
3.00

Total

11.00

8.00

Comments
Must buy a new one every year. It gets worn down
Only need a can or two (red)

2015-2016 Profit Report

2015-2016
Sales
Costs

$
$

Singing Grams
376.70
37.66

Profit

339.04

Spaghetti Night
$
467.14
$
90.55

Miss PMA/ Brother Auction

150
$
37.00

45
38.00

7.00

376.59

113.00

Total Sales:

1,222.84

Total Profit:

1,009.63

Candy Apples

Piano Smash
185
$
11.00
$

Piano Smash
17%
Singing Grams
34%

Candy Apples
1%
Miss PMA/
Brother Auction
11%

Spaghetti Night
37%

Per Unit
Sinfonia Singing Bear

Shot Glass

Jelly Band

Sale
Cost

$
$

20.00
10.00

Sale
Cost

$
$

5.00
0.56

Sale
Cost

$
$

1.00
0.10

Profit

10.00

Profit

4.44

Profit

0.90

174.00

Goals
It is important that every semester a fund raising goal is set. By setting these goals it allows for
progress to be monitored. This is crucial to having a successful committee. A good goal to set is
$700. To put things into perspective, by having an additional $700 added to the chapters
account it would be as though an additional $20 were paid per brother, if the chapter consisted
of 40 brothers. This is a significant amount and substantially affect our chapters ability to
advance music in America.

Remember, the chapter is full of resources to accomplish any dream at hand. A thought of
today, can become a reality tomorrow.
Fraternally yours,
In ,
Aaron Right In The Nelson.