Sharing the Annual Fund Fundamentals
July 18-20, 2011
Hobart and William Smith Colleges, Geneva, NY

Monday, July 18, 2011

10:00 am - 6:30 pm
STAFF Registration Center
Scandling Campus Center Lobby

11:00 a.m.
Conference Steering Committee Meeting
The Blue Room, Ground Floor; Scandling Campus Center

Lunch for all attendees
The Common Room, Ground Floor; Scandling Campus Center
Includes an orientation session with members of the Steering Committee for first-time conference attendees and guest institutions.

2:00 – 4:00 p.m.
Plenary Session I: Volunteer Panel
The Vandervort Room, - 2nd Floor; Scandling Campus Center
Moderated by Barb Knauf, Associate Director of Alumni and Parent Programs, St. Lawrence University
Featuring a panel of alumni volunteers to help define an ideal experience from their point of view. Please be prepared to engage this group as your very own focus group!

Steve Chase ’61 (50th Gift Chair, Colby College), Whitney Brice ’87 (member of the Leadership Gifts Committee at St. Lawrence University), and Lisa DeLucia ’04 (Hobart and William Smith Colleges)

4:15 p.m.
Optional campus tour
Office of Admissions, 629 S. Main Street

5:30 p.m.
Welcome Reception
Scandling Campus Center Patio
Wear gear from your institution!

6:30 p.m.
The Vandervort Room, Scandling Campus Center
An introduction of our guest institutions, the history of STAFF introduction of our guest institutions, the history of STAFF, and a conference overview.

8:00 p.m.
Keynote Address from President Mark D. Gearan, Hobart and William Smith Colleges
Introduced by Robert O'Connor, Vice President for Institutional Advancement, Hobart and William Smith Colleges

9 p.m.
Informal Gathering and Networking On Campus
Scandling Campus Center Patio
Featuring Jazz Music by Bob Mastellar, Hobart ’60

Tuesday, July 19th

6:00 a.m.
Morning 5k Run led by Casey Peterson, Director of Development, Hobart and Williams Smith Colleges.  Met at Caird/deCordova Circle.

7:30 am –5:00 pm
STAFF Registration Center
Scandling Campus Center Lobby

7:30 a.m.
Breakfast Roundtable Discussions
The Vandervort Room

Partnering with Alumni Offices: Lisa Spivak, Mills College Scandling Campus Center
Phonathon: Justin Johnston, Hobart and William Smith Colleges
Donor Challenges Focused On Dollars: Theresa Kidd, Wesleyan University
Young Alumni Initiatives: Rush Hambleton and Samantha McCracking, Connecticut College
Athletics: Lafayette College staff
Faculty/Staff Campaign: Dickinson College staff

8:30 a.m.
Plenary Session II: Mark J. Marshall, Managing Associate and Cassie Ritter Hunt, Senior Associate, Bentz Whaley Flessner
The Vandervort RoomScandling Campus Center

Annual Fund Moves Management
The Annual Fund is much more than a solicitation tool. It is the largest prospect management tool at most institutions. Can we utilize this mainstay of fundraising to effectively advance relationships for our colleges? We will explore strategies and tactics for mass prospect management that strengthens annual giving and ultimately giving to all of our programs.

10:15 a.m.
Coffee Break
Scandling Campus Center Lobby

10:45 a.m.
Breakout Session I

Advanced Session: How to Make an Ask (Directors/Associates Track)
The Geneva Room
Mark J. Marshall, Managing Associate, Bentz Whaley Flessner Melly Academinc Center
Getting out of in front of donors is the best part of the job! This session will explore ways to maximize your face time with donors. Donors have become very sophisticated in their interaction with development staff and we need to be prepared to represent our institutions well. This session will discuss personality styles, individual skill sets, and process. How do we pull these all together strategically for ourselves as annul giving leaders and also for coaching our team members and volunteers? We will focus on developing your own tool box.

Stewardship – It’s Not Just About the Big Guns (Directors/Associates Track)
Room 103; Stern Hall
Natalie Akin, Associate Director of the Annual Fund, Davidson
We all know how important it is to make sure our big donors know how much we appreciate them, but what about those who may not be able to give as much, but give every year without fail? What about young alumni who haven’t hit their peak earning years? All donors, if well stewarded by your college, are more likely to think of your institution if/when the time comes when they can make a significant philanthropic contribution. So, what are we doing to make sure all donors feel appreciated? Come hear what Davidson College is doing to steward both young alumni donors and loyal donors. We will be talking about events, communications, chotchkies – the works! – and lots of statistics will be shared. Bring ideas you have about unique ways to make sure all donors are well stewarded.

Parent Giving: 2 Truths and a Lie (Assistant/Associate Track)
Room 204; Stern Hall
Leslie Carney, Director of Annual Fund, Rollins College
How many ways do parents support your institution? Do your parent volunteer efforts all support fundraising? Parent giving is critical to our annual funds, but often parents want to help in ways outside of fundraising. This session will discuss recent trends in parent programs and share 2 successful ways to engage parents and 1 to avoid.

Newcomer Session: How to Make an Ask (Newcomers)
The Sanford Room
Laura Christian, Associate Director of Annual Giving, Wellesley College Melly Academic Center
Nervous about making the ask? This session will focus on creating a toolbox for new Annual Giving professionals to use when soliciting a gift for the first time. We will discuss the nuts and bolts of preparation, the face-to-face meeting, as well as post-solicitation follow up. Come build your own toolbox, or come and share your tips and tricks for a successful ask.

Working Lunch
Scandling Campus Center Cafe/Patio
Roundtable discussion segmented by: Newcomers hosted by Skylar Beaver, Middle Management (for AF staff who have supervisory roles) hosted by Lisa Burton and Senior level Annual Giving staff hosted by Ron Marquette. 

Director’s Lunch Discussion
The Common Room
Scandling Campus Center

1:15 p.m.
Breakout Session II

Phonathon: Retention and Student Leaders (Newcomer Track)
The Sanford Room
Andrew Brewer, Assistant Director of Annual Giving, Claremont McKenna College Melly Academic Center
Nicki Redmond, Assistant Director of Annual Giving, Dickinson College
Phonathon programs are only as strong as their student callers. In this session you will hear how Dickinson and Claremont-McKenna maintain a high attendance rate, motivate callers through group and individual incentives, and keep them returning to the phonathon each semester. We will also discuss ways in which you can utilize student leaders in your calling program.

Leadership Giving & Upgrades (Assistant/Associate)
The Geneva Room
Chris Clark, Director of Annual Giving, Carlton Melly Academic Center
Barb Knauf, Associate Director of Alumni and Parent Program, St. Lawrence University
All of our institutions focus on raising the most money we can year in and year out. Of course, we also balance this with the want for high participation rates. This session will present two different leadership giving programs from both Carleton and St. Lawrence, and have a discussion about strategies that have worked and those that have not worked. We will also utilize data from our institutions that will help us put into perspective the potential for growing our leadership support.

Using Data to Guide Your Annual Giving Strategy (Directors Track)
Room 204; Stern Hall
Cassie Ritter Hunt, Senior Associate, Bentz Whaley Flessner
A tremendous amount of information is gathered by our institutions every year, but we are often stymied by how to make it work for us. Before “analysis paralysis” sets in and the data overwhelms us, we will use this session to discuss how the information in your database can work for you and help guide your decision-making process for annual giving. Topics will include data-driven segmentation and strategies, prospecting for your leadership gifts, and partnering with your Advancement Services team for data management.

Segmenting & Personalizing Your Annual Fund Message (All)
Room 103; Stern Hall
Kristen Einstein, Director of the Annual Fund, Hobart and William Smith Colleges
Loni Kline, Associate Director of the Annual Fund, Bucknell University
In an ideal world, we would speak with every one of our constituents every year to secure their support, right? What do we do in the “real world” where that is not possible? We will discuss the who, what, when, why, and how of segmenting our constituent base and making it personal. We will dig into topics from how you divide up your potential donors, to best practices and vehicles for personalization, to analysis and doing better next time.

2:30 p.m.
Ice Cream Break
Stern Hall Patio

3:00 p.m.
Breakout Session III

Amherst Connects – A New Engagement/Participation model (Directors Track)
The Geneva Room
Elizabeth Anema, Director of Annual Fund, Amherst College Melly Academic Center
Alumni engagement is becoming a new standard at Amherst in conjunction with Alumni Fund participation. By evaluating the various intersection points in which an alumnus engages with the College, Amherst Connects provides rich metrics that challenge the conventional methodology for determining participation beyond giving, and could lead to more effective strategies for stewarding engaged alumni via class communications and volunteer outreach.

Social Media Structure for Engagement Leading to Philanthropy (All)
The Sanford Room
Muchadei Zvoma, Assistant Director of Annual Giving Marketing and Technology, Middlebury Melly Academic Center
Focusing on Facebook but touching on other social media platforms like Twitter and Flickr, we will look at ways of structuring your college’s social media universe to maximize on alumni online engagement, which should lead to greater alumni philanthropy.

Building a Bridge To Get the GOLD (Newcomers)
Room 204; Stern Hall
Terrence Williams, Associate Director of Alumni Relations & Annual Giving, Haverford College
Hugh McStravick, Assistant Director of Annual Giving, Gettysburg
Are you experiencing big drop-offs from senior giving to the first year out? Have a first year out program that you are particularly proud of? Join us for a presentation and discussion on some of the best practices in creating a better transition between Senior Class Gift programs and Young Alumni Giving. By the time you leave, you should have new ideas and the necessary tools to build your own bridge from Senior Class to GOLD!

Young Alumni: Our Leadership Donors of Tomorrow (Newcomers/Assistants)
Room 103; Stern Hall
Erin P. Bain, Associate Director, The Barnard Fund, Barnard College
Aislinn Hougham, Assistant Director of Annual Giving, Bates College
It can be a challenge to get Young Alumni to give at any level—so much so that even annual fund officers forget about presenting leadership giving societies to the most recent graduates. The reality is that it’s up to us to educate this demographic about the importance of leadership philanthropy before they reach their peak earning years. From identification to marketing and from personalized messaging to personal attention, we’ll discuss how Bates College and Barnard College are working to grow their ranks of young alumni leadership donors. We’re looking forward to hearing your ideas and finding out what is (and isn’t) working at your institution.

5:00-5:30 p.m.
Buses will load for event, Medbery Parking Lot

6:00 p.m. – 11:00 p.m.
EVENT—Ventosa Vineyard
We will enjoy a tour winetasting with winemaker Jenna LaVita, William Smith ’08 and dinner and dancing overlooking the vineyard and beautiful Seneca Lake!
*Transportation will be available back to campus/your hotel throughout the evening.

Wednesday, July 20

6:00 a.m.
Spinning Class led by Michael Hoepp, ’05, Chief of Staff for the Bristol Field House
Office of the President, Hobart and William Smith Colleges Caird Center for Sports and Recreation

7:30 am – 1:00 pm
STAFF Registration Center
Scandling Campus Center Lobby

8:00 a.m.
Breakfast Roundtable Discussions
The Vandervort Room, Scandling Campus Center

Tips for Newcomers: Eric Rohn and Jillian Beukema, Grinnell College
Donor Challenges focused on participation: Sue Reiger, Middlebury and Barb Knauf, St. Lawrence
Parents Councils: Carolyn Kimberlin and Matt Mullen, Colby College
Senior Gift Campaigns: Justin Johnston, Hobart and William Smith Colleges
Partnering with Communications:  Greg Gallagher, Claremont McKenna College

9:00 a.m.
Plenary Session III: Changing With the Times: Rethinking the Traditional Annual Fund
Bruce McClintock, Chair, Marts and Lundy and Maria Aldrich, Director of the Annual Fund, Davidson College, The Vandervort Room , Scandling Campus Center
The times are changing… and so are your constituents! With so much competition for philanthropic dollars and continued economic uncertainty, how are you inspiring your constituency to support your Annual Fund? National trends suggest that donors have an increased desire to designate their gifts. How does serving your donors intersect with your institutional goals? And what does this mean for the traditional Annual Fund? In this session, let's examine these trends and explore opportunities for maximizing support. As an example, we will look at Davidson College's experience in evolving their Annual Fund.

10:30 a.m.
Coffee Break
Scandling Campus Center Lobby

10:45 a.m.
Breakout Session IV

Applying Business Models III (Directors/Associates)
The Sanford Room
Jim Trapp, Director, Annual Giving, Williams College Melly Academic Center
Jon Hysell, Director, Annual Giving, Hamilton College
Businesses continually renew their strategic plans to avoid complacency and to remain flexible for anticipating fundamental changes in their markets. Since much of Annual Giving work is cyclical and highly tactical, we are well served to begin early to cultivate internal capabilities that address future needs. A clearly stated strategic plan can create the foundation for both current and future work. Such a plan should articulate the top line activities with contingencies that anticipate change. The session will include a facilitated conversation about what comprises the current strategic needs of a high performing annual giving shop and a discussion about what we, collectively, project to be the most critical changes that may emerge in the immediate future, three to five years out.

Evolving Your Annual Fund: Rethinking the Traditional Annual Fund Part II (Directors/Associates Track)
The Geneva Room
Bruce McClintock, Chair, Marts and Lundy Melly Academic Center
Maria Aldrich, Director of the Annual Fund, Davidson College
As a follow up to the plenary session, we will take a more in depth look at evolving your Annual Fund using Davidson College as an example. Prompted by the 2008 recession, Davidson redefined its Annual Fund to include all restricted current-use gifts with the hope of inspiring its donor base. Will a similar shift in Annual Fund strategy work for your institution? Join us for a lively discussion on incorporating restricted current-use gifts in the Annual Fund.

Student Philanthropy Education (All)
Room 204; Stern Hall
Elizabeth Anderson, Assistant Director, Oberlin College
Kathy Marcello, Executive Director of Annual Giving and Alumni & Parent Relations, Dickinson College
Our institutions do a great job of educating students about the liberal arts and technical subjects, but often fall short in teaching students about their role in securing their college’s future. How can we appeal to students to view themselves as philanthropic partners essential to the long-term success of our institutions? Participate in this intriguing session on the successes Oberlin College and Dickinson College have earned through their student philanthropy education programs.

Milestone Reunions: Making the Most of Your 25th Fundraising Efforts (Directors/Associates)
Room 103; Stern Hall
Beth Reynolds, Alumni Fund Development Officer, Williams College
Are you maximizing your fundraising efforts around your 25th Reunion? Do you have a robust volunteer corps who are trained and ready to help? Do you have a multi-year effort in place to help you gain momentum? Do you seamlessly weave together Reunion planning as well as annual, capital, and planned giving efforts for these Reunions? Did you answer NO to most of those questions? Come hear how Williams structures their 25th Reunion effort to maximize their fundraising potential. Session will last approximately 30 minutes with 30 minutes devoted to a question and answer session.

Farewell Lunch
Pick up at Library Atrium Melly Academic Center

12:00- 2:00 p.m.
Conference Steering Committee Meeting
Room 117; Stern Hall