A. Motivation: Benefits of Using These Guidelines

    1. You will be able to do an efficient and effective job in an area that demands exactness.

    2. Your ministry will have a sound financial base.

    3. Your donors and everyone involved will know that your funds are being handled properly.

    4. You will be a good steward before the Lord.

B. Directions: Guidelines for Maintaining Financial Accountability and Control

    1. Establish sound financial procedures.

    2. Establish a checking account if one does not already exist.

    3. Establish a budget for control purposes as soon as possible.

        a. Have each coordinator (Lecture Series, Prayer, Publicity, Physical Arrangements and Follow-up)
            submit an estimate of their expenses. These expenses should include cost of literature supplies,
            material, printing, postage, advertising, food, travel, auto, phone, rental, security, etc. Use a form
            similar to the form at the end of this section.

        b. For control purposes, your actual expense should be within 15% of your estimated expense.

        c. Project potential sources of income. Income sources should include retreat profits and contributions
            from outside sources.

        d. Establish your budget and determine your needs (see sample budget form at the end of this
            section). Be sure to carefully explain all large expenditures in the notes.

    4. Establish a strategy to raise the needed income (i.e., appeal to churches, direct mail appeal,
        personal contact, etc.)

        a. For personal contact, have some sharp, reliable students contact businessmen, women's groups,
            churches, etc., in order to share the vision and financial needs. It is best to have a man and woman
            go together. Have the students use press packets or other appropriate literature with a budget
            schedule to present the outreach. Know exactly what you want to ask the individual or group to do
            for you. Be specific as to involvement. (Perhaps you might want to ask them to underwrite the paid
            advertisements.)
           

            For example, "Mr. Donor, from our budget you can see we need (amount) for paid advertising
            expenses." Make sure the students are familiar with the mechanics of investing. Be sure to send
            personal invitations to each investor to attend the lecture series.

        b. Encourage students to write home or to their local church for support. Again, use a press packet or
            other literature. Include in the press packet a cover letter, a copy of the budget, a copy of Rusty's
            local schedule and any other pertinent information. (See end of section for sample cover letter).

        c. You might consider a direct mail appeal to your mailing list (see sample letter at the end of this
            section).

        d. Note that sometimes you can get money from the university or Student Activities funds to help
            pay for the Lecture Series. Student Activity funds often go untapped and are intended for campus
            organizations. A selling point is that your budget is probably much less than other things they
            sponsor. Be careful, though, not to ensnare yourself in a situation where outside support puts
            unnecessary restrictions on what we do.

        e. Hold a fund-raising banquet the night before the outreach. Or, have a fund-raising banquet at the
            end of the outreach, using testimonies from the outreach.

        f. If you have any questions concerning the details of raising support, talk to your local director.

    5. As income is generated, be sure to keep careful records.

    6. Establish a system for disbursement of the income to pay bills, etc.

        a. You might set up a petty cash fund to use in purchasing small items. Keep receipts on every
            disbursement.

        b. You might work out a billing system with local merchants.

        c. Be sure everything is paid on time


Sample Cover Letter to Potential Donors



Date

Dear (Pastor, Parent or Businessman):

The Lord has placed a wonderful opportunity before us at (campus) and I want to tell you about it.

As you can see in the enclosed news release, Rusty Wright is coming to our campus. Rusty is an award-winning author, syndicated columnist and university lecturer. Educated at Duke and Oxford universities, he has spoken on six continents.

Rusty appeals to students because he is straightforward about problems facing men and women today – and steadfast in his conviction that Jesus Christ offers practical solutions.

I have been asked to work as chair of the follow-up committee for Rusty's lectures. We are praying that hundreds will respond to Christ and be given an opportunity to grow in their faith. I would appreciate your prayers concerning this opportunity.

As we plan and prepare, we have many needs. We are sharing these needs with certain individuals and churches, asking each to pray about whether or not the Lord would have him or her invest financially in our ministry.

Our present need is (amount). An in-vestment of $100, $500 or even more would help us greatly as we seek to raise the expenses of bringing Rusty to our campus. Might this be something you would be interested in helping with?

We would be honored if you would prayerfully consider this, discuss it with (wife, congregation) and let us know what you decide. I would like to telephone you in a few days to learn your thoughts about possibly helping.

All checks should be made payable to (ministry name) and re-turned in the enclosed envelope. A tax receipt will follow. Thank you so much for your consideration.

Sincerely,



Note: Hand-write the following PS:

P.S. I’m looking forward to talking with you on the phone!



Sample Letter to Area Mailing List



Date

Dear Friends:

Rusty Wright, an award-winning author, syndicated columnist and university lecturer is coming to (campus) on (dates) for a major outreach for Christ. Educated at Duke and Oxford universities, he has spoken on six continents.

Rusty appeals to students because he is straightforward about problems facing men and women today – and steadfast in his conviction that Jesus Christ offers practical solutions. Often 10-15% of those present have indicated that they received Christ through his lectures. During his time on our campus, he will be speaking in classrooms, at a special faculty luncheon and at a campus-wide three-night lecture series.

The students here at (campus) are really excited. Over 100 Christian stu-dents are involved in making Rusty's visit a strategic part of reaching this campus with the gospel. In addition to posters, newspaper ads, banners, etc., they have planned a mass distribution of 15,000 flyers. We are anticipating attendance here to reach (numerical goal).

This is a special event for which we need special financing of (amount) to help communicate the gospel to a wide audience. Thirty gifts of $100 each would help ensure maximum exposure to the message of Christ. Might you be able to help us?

Thanks so much for considering this. We are concerned for our university, our nation and our world.

Sincerely,



P.S. All checks should be made payable to (ministry name) and re-turned in the enclosed envelope. A tax receipt will follow.

 

Committee Budget Expense Worksheet

Name of Committee:

Committee Coordinator:

Date:

Sample Overall Lecture Series Budget Worksheet