Shipping
Don't overlook the need to establish how everything will come together to make your fundraiser work. If you are ordering items that must arrive by the date of your fundraiser, make sure to prepare well in advance and have a contingency plan ready in case the items you ordered do not arrive by a certain date.
Shipping costs can add up. When researching vendors or fundraising companies, make sure to inquire about shipping costs and price breaks. Many companies provide free shipping if you order more than x amount of goods. You can also try to negotiate if your need does not meet that magic number.
Printed materials need to be delivered with sufficient time to send out invitations or post signage. You need to establish a calendar specifically detailing the date you will receive what you ordered, a follow-up date, and a last “must have” date, after which time you will no longer accept the delivery because you've spent more money to get a rush order from another printer or company.
It is very important that you provide explicit shipping details. You need to take the following steps:
Secure in writing exactly what date the items will ship out.
Secure in writing by what date the items will arrive.
Provide a shipping address and backup address if necessary.
Line up someone ready to accept the shipping order(s).
Get explicit details as to whom you can contact if the order is wrong or late.
Don't rely on someone's good word when the success of all of your hard work depends on that individual delivering the products on time and to the right place. Make a detailed plan and have it in writing.
If you are taking orders for wrapping paper or magazine subscriptions, the orders will either be delivered to one location for you to distribute or sent directly to the individuals who bought them. In the first scenario, make sure you have a central location where someone can receive the shipment, organize it, and store it. Volunteers may say it's fine to deliver to their house because they know they will be home during the day. However, when 800 rolls of wrapping paper show up, these volunteers might wish they had not signed up to receive the goods. Make sure there is some storage space available.
