Fundraising Procedures for Sections
All fundraising must be in accordance with Appendix 2 MLA Guidelines for Seeking Outside Funding Section 2.1.1 Fund Raising Activities by Association Committees or Sections Policy of the Section Council (Appendix A). In addition all sections using MLA for web hosting their section resources must conform to the MLA Web Hosting Agreement (Appendix B). Fundraising is different from advertising which requires no board approval.
Each year based on the Strategic Plan for the Section fundraising will be designated in one of the following areas:
• Support of the Business Meeting at the MLA Annual Meeting
• Establishment and ongoing support for awards and scholarships
• Other priorities set by Chair and Executive Board
Once priorities are set and the amount that needs to be raised determined then Fundraising Committee will put together a list of publishers to be approached by the Fundraising Committee. Please note no fundraising may be done before October 1 of the current MLA year. This allows NPC to obtain support for the Annual meeting.
Before approaching any publisher approval must be sought from MLA Board if the amount to be raised is over $2000. In order to seek this approval a letter must be sent to the Section Council Liaison to the MLA Board (often Section Council Chair). It should include the following information as designated in the MLA Guidelines for Seeking Outside Funding:
An indication that Board approval is sought for fund raising or to accept outside funding (in the case of an unsolicited donation).
The date when Board approval is needed.
A description of the purpose for which the funds are being sought or accepted, with documentation on the importance and relevance of the project or activity to MLA and the potential results of not funding the proposal.
A list of the prospective sponsors or sources which will be approached in the case of fund raising.
The total amount of outside funding that is to be requested or accepted, and a description of the time frame if relevant.
Evidence of the Association’s ability to carry out the activity or project if funding is received.
If activity involves future funding commitments, the statement should describe long-range plans and possible sources of future financial support.
This should be submitted to the Board Liaison as close to October as possible so that fundraising can begin promptly and secured well ahead of the Annual Meeting.
If the amount to be raised is less than $2000 then an email must be sent to the “board liaison (or in the case of a section to the Section Council Chair) with copies to the MLA Treasurer and the director of financial and administrative services. The statement should include the names of prospective sponsors, the amount of the support requested, and a description of the purpose for which funds will be raised”.
Determining Possible Sponsors
Members of the Fundraising Committee should suggest possible publishers to approach for Fundraising. The section should avoid the larger publishers that are typically major sponsors at the Annual Meeting for MLA unless they are approaching a targeted publication in a publisher’s catalog. Keep in mind that database publishers in this area may be also worth approaching. When compiling the possible list of publishers keep in mind that not all will give. While the Fundraising Committee may only need to raise $1500 it may be necessary to list with MLA that we are requesting $3000. After all some publishers will not wish to become a sponsor or others may not give what is needed to support the goals of the Section for the coming year. See Appendix C for an example of a request for under $2000.
Once the list is determined and notification has been given to MLA and if needed Board approval has been received the Fundraising Committee can begin fundraising.
Attempt to get a name of someone who is a sales representative working with a librarian or institution. Those sales representatives will often know who handles this sort of inquiry and will be able to assist in making a direct contact.
In addition calling first and discussing interest of the publisher in being a sponsor can often prevent wasted time. Details should be sent via email and a written commitment should be obtained via email or regular mail. See Appendix D for an example.
After written commitment of the publisher to be a sponsor is confirmed an Invoice should be sent by the Committee Fundraiser following Appendix E. Funds should be sent to Treasurer.
After the money has been received then notification can be sent to the Director, Financial and Administrative Services at the Medical Library Association with a note of what is being supported and that this sponsor should be listed as a Sponsor of the Business Meeting or other reason. Referring back to the original email sent to the Section Council Chair or Section Council Board Liaison (or Chair) for MLA Board approval and then the approval will be appreciated since so much communication is sent to the Director.
The Printed Program/Online PDF is created finalized in March so completing Fundraising before then should be a priority so listing of the Sponsor can be done.
The Executive Director of MLA will send a letter to the sponsor thanking them for their support. In addition the Chair of the section should send a letter modeled after Appendix F.