ULTRA VIOLET CAMPAIGN MANUAL - The Sigma Kappa Foundation

ULTRA VIOLET CAMPAIGN 

MANUAL

TABLE OF CONTENTS 

Introduction To The Ultra Violet Campaign ............................................................................................ 2 

Goal Setting .................................................................................................................................................. 4 

Planning ......................................................................................................................................................... 7 

Implementation ......................................................................................................................................... 11 

Evaluation .................................................................................................................................................. 18 

Ultra Violet Campaign Event Concepts .................................................................................................. 19 

Event Concept #1 – Ultra Violet Challenge ...................................................................................... 19 

Ultra Violet Challenge -- Race Ideas & Details ............................................................................ 21 

Ultra Violet Challenge – Implementation Details ....................................................................... 24 

Ultra Violet Challenge – Implementation Timeline .................................................................... 25 

Event Concept #2 – Ultra Violet Games ............................................................................................ 27 

Ultra Violet Games – Implementation Details ............................................................................. 28 

Ultra Violet Games – Implementation Timeline .......................................................................... 29 

Event Concept #3 – Ultra Violet Nights ............................................................................................ 31 

Ultra Violet Nights – Implementation Details ............................................................................. 33 

Ultra Violet Nights – Implementation Timeline .......................................................................... 34 

Ultra Violet Campaign Fundraising ......................................................................................................... 36 

Financial Considerations For A Successful Fundraising Event .................................................... 36 

Handling Contributions .......................................................................................................................... 39 

Submitting Fundraising Contributions: Which Form To Use And Why .................................. 40 

Fundraising Ideas ..................................................................................................................................... 41 

How To Hold A Silent Auction ............................................................................................................. 44 

GLOSSARY ................................................................................................................................................... 47 

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INTRODUCTION TO THE ULTRA VIOLET CAMPAIGN 

The Ultra Violet Campaign is a new fundraising and awareness event concept designed to 

replace Sigma Kappa Foundation’s Lollipop Campaign. The Ultra Violet Campaign concept 

was developed to provide collegiate and alumnae chapters with effective and engaging 

opportunities to raise funds and awareness for Sigma Kappa’s philanthropic priorities. These 

are important endeavors, and it is our hope that this manual will be a useful resource to your 

chapter in launching its Ultra Violet event so that Sigma Kappa can continue its distinguished 

history of philanthropic service. 

Although the Foundation’s former Lollipop Campaign was designed to raise money only for the 

Foundation’s Alzheimer’s/Gerontology Fund, Ultra Violet events are designed to raise 

unrestricted dollars to support any of the Foundation’s many causes: 

• Alzheimer’s/Gerontology 

• Leadership & Educational Grants 

• Scholarships 

• Sister-to-Sister Disaster Recovery Fund 

• Educational Area Grants 

• Maine Sea Coast Mission 

• Alumnae Heart Fund 

The Ultra Violet Manual 

This manual provides the necessary event resources and a menu of event concepts that chapters 

of Sigma Kappa Sorority may choose for their fundraising efforts. All activities, large or small, 

are completely customizable in order to meet the needs and interests of each individual 

collegiate and alumnae chapter. 

While the ideas presented in this manual were created with Sigma Kappa’s philanthropic focus 

of Alzheimer’s disease in mind, the Ultra Violet Campaign fundraising events are designed to 

generate funds to support the Sigma Kappa Foundation’s mission to educate, lead and inspire 

Sigma Kappa members and society through educational programming and philanthropic endeavors. 

What is Philanthropy? 

The word “philanthropy” comes from the Greek language and means “love of humankind.” 

Today, the word has come to mean different things to different people, depending on their 

experience. 

The Center on Philanthropy at Indiana University defines philanthropy as “voluntary action for 

the public good.” Therefore, a philanthropic event is a service-related event. For example, 

visiting a nursing home is a philanthropic event. Having a kickball tournament is not, but 

having a kickball tournament in which underprivileged children participate as an after-school 

activity might be. In developing your Ultra Violet event, consider whether it is a philanthropic 

event or a fundraising event and title it accordingly so others understand what you are doing. 

Fundraising and Sigma Kappa 

Fundraising is not the same as philanthropy. Generally, fundraising is the process of garnering 

financial support for a philanthropic cause. An event designed to raise money in support of a 

particular philanthropy is called a “fundraiser” or “fundraising event.” The event also presents 

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an opportunity to educate the public and raise awareness for the cause, so it may still have 

philanthropic aims even if its primary purpose is to raise money. 

This Ultra Violet manual is heavily focused on event fundraising, but chapters should not feel 

limited to this method of fundraising. There are many ways chapters can raise money in 

conjunction with their Ultra Violet event(s). Fundraising events should be fun and reflect the 

personality of the chapter while promoting the philanthropic interests of the organization. 

Why “Ultra Violet”? 

We conducted a survey of more 8,200 collegiate members and solicited feedback from key 

national officers and volunteers to collect ideas for the name of this campaign. The Ultra Violet 

name represents the collective responses of members and volunteers who wanted to create a 

fun and recognizable brand as an umbrella for the event choices presented in this manual. We 

incorporated the violet, symbolic of Sigma Kappa, and the color purple, which represents both 

Sigma Kappa Sorority and its philanthropic work with the Alzheimer’s Association, as purple 

has been an integral part of the Alzheimer’s Association’s recently launched awareness 

campaign. 

The Ultra Violet Campaign is designed to create immediate recognition for Sigma Kappa 

events intended to raise funds for Sigma Kappa Foundation to fund educational and leadership 

programs for Sigma Kappa women and the current Alzheimer’s disease research grant through 

the Alzheimer’s Association. 

Sigma Kappa’s Relationship with the Alzheimer’s Association 

Sigma Kappa is one of the Alzheimer’s Association’s leading advocates in the fight against 

Alzheimer’s disease. Sigma Kappa Sorority’s 152,218 collegiate and alumnae members in 229 

chapters and Sigma Kappa Foundation’s research grants generously and enthusiastically 

support all areas of the Association’s mission: funding research, supporting care programs and 

promoting public awareness. 

The Ultra Violet Brand 

Chapters may choose from a variety of Ultra Violet fundraising and awareness events or 

develop their own. However, all events must carry the “Ultra Violet” name and all promotional 

materials, decorations, apparel, etc. should have a similar look and feel that is aligned with the 

Ultra Violet Campaign brand – including the use of violets and the color purple – and 

incorporating Sigma Kappa logos/language and the use of customizable marketing materials 

available at www.sigmakappafoundation.org/ultravioletcampaign. 

Thank you for Supporting the Heart of Sigma Kappa through the Ultra Violet Campaign! 

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GOAL SETTING 

As Stephen Covey says, “Begin with the end in mind.” The best place to start planning your event is by 

determining what your chapter wants to accomplish. Saying your goal is, “To raise money for the Sigma 

Kappa Foundation,” is a great start, but it doesn’t provide a lot of direction for your event or planning 

efforts. Instead, begin with a goal setting process: 

Determine Your Desired Outcomes & Objectives 

Clearly articulate what you want your event to accomplish. 

• Do you want your event to be: athletic, educational, intellectual, social or other? 

• Will it build community relations? 

• Do you want this to become an annual event? 

• How will you measure improvement over time? 

• Why do you want to raise money for the Sigma Kappa Foundation? 

• How much money do you want to raise? 

• How will you measure whether or not your goals were achieved this year? 

Determine Your Target Population 

Clearly define the audience or participants for your event. 

• Who will attend/participate? Other fraternity/sorority chapters, other campus 

organizations, athletes, student leaders or the entire campus? Your Ultra Violet event does 

not have to be Greek specific. 

• Who do you expect to contribute to your fundraiser? 

• Are there external audiences you might also target in your fundraising and awareness 

efforts, for example: parents, alumnae members and/or the local community? 

• Consider inviting other campus or community groups to participate or become co-sponsors 

with you, thus expanding your pool of participants, improving relations with other campus 

groups and enabling you to increase your fundraising potential. 

• How will your audience affect or determine the type of venue you will pursue? 

• How will you promote it? What will attract the attention of your target population? 

Fundraising Considerations 

• How much money do you want to raise, and how did you determine that goal? 

• Do your fundraising goals match your audience’s capacity to give? 

• What will be the most successful type of fundraiser in your campus community? 

• Does your fundraising plan fit with your budget and the event concepts? 

• How can you maximize the opportunities to raise money at this event? 

Philanthropy vs. Fundraising – Helping Your Chapter Understand 

Before you get too deep in brainstorming or planning for your event, find out how much your 

chapter members understand about philanthropy and fundraising. Conduct a chapter workshop 

on the meaning of philanthropy and ask your members about their philanthropic experiences 

and their level of interest. Get everyone in the mindset of thinking philanthropically. It is a 

goal of the Sigma Kappa Foundation that each chapter develops a “culture of philanthropy.” 

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Understand Your Purpose 

Your chapter’s Ultra Violet event should support the Sigma Kappa Foundation’s mission to 

educate, lead and inspire Sigma Kappa members and society through educational programming and 

philanthropic endeavors. 

Lead 

Publicize the Foundation’s mission. 

Promote a positive image of Sigma Kappa. 

Positively impact your campus and community. 

Educate 

Raise awareness about Alzheimer’s disease and the mission of the Sigma Kappa Foundation 

in your chapter, campus and community. Promote the benefits of the Greek experience, 

using Sigma Kappa as your example (e.g. Sigma Kappa develops leaders, encourages 

scholastic excellence, gives scholarships, provides educational programming and supports 

important causes like Alzheimer’s disease research). 

Inspire 

Engage members of your chapter, campus and community in fun philanthropic events. 

Enlighten chapter members and the general public on the importance of brain health. 

Be sure to visit our website (www.sigmakappafoundation.org) frequently for Alzheimer’s 

disease educational tips and updates to this Ultra Violet Manual. 

Spend Time Brainstorming Ideas 

Start planning early enough (at least the semester before) to allow chapter members time to 

brainstorm the types of activities, the scope of the event and to share with you what they are 

willing and able to support. 

• What types of events will your chapter most likely support and get excited about? 

• Does your chapter understand the mission of the Foundation? 

• How can you help educate those who aren’t familiar with the mission? 

• How do your goals affect the theme of the event? 

Set Your Ultra Violet Goals 

Determine 3-5 well-defined goal statements for your event. Some examples might be: 

Raise funds: 

• Raise at least XX amount of dollars or XX% more than last year 

Increase community awareness of Alzheimer’s disease and Sigma Kappa Foundation: 

• Distribute XX number of fliers or involve XX number of participants 

Develop an event that will involve non-Greek organizations/parents/alumnae/community: 

• Involve XX number of organizations/participants 

Further educate the chapter about Foundation-funded programs: 

• Increase XX percentage of correct responses to a survey assessing chapter members’ preand 

post-event knowledge of Sigma Kappa Foundation programs 

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Goals will help you: 

• Stay on track during the planning process, 

• Ensure your event is sending the right message to your audience, 

• Know what “being successful” means to you. 

After you have established a set of goals: 

• Have the chapter vote to formally approve them. 

• Publicize them to ensure the chapter knows the goals and direction of the event. 

• Recruit committee members and team captains who will embrace the goals and help the 

event stay on course. 

• Constantly evaluate your goals throughout the planning process of your Ultra Violet event. 

• Consider modifying them if you find your goals no longer adequately meet your needs. 

After you have finished your event: 

• Identify areas where you met expectations and where you need future improvement. 

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PLANNING 

Once you have established the goals for your Ultra Violet event, it’s time to choose your event and create a 

working timeline that will help you and your team implement a successful event. Select the type of event 

from one of the concepts highlighted in this manual or adapt your already successful annual event to 

match the Ultra Violet Campaign brand. 

Event Concepts 

This Ultra Violet manual contains three event concepts that will help you, from start to finish, 

with many of the details and timelines necessary to host an effective event. 

Consider the following as you evaluate the options: 

• How will you choose which Ultra Violet event to host? 

• What will work well on your campus? 

• What have been your successes and challenges with past events? 

• What motivates your chapter? What will your chapter get most excited about? 

• How does your chapter want to be known on campus for its philanthropy and fundraising? 

Scope 

Determine the scope of the program early on to keep 

• Time: One hour, several hours, one day, several days, a week, etc. 

• Type: Athletic event or other competition, educational speaker, dinner, dance, auction, etc. 

• Budget: What can be spent in each budget category, what types of things can be donated 

and what happens if you must go over budget in a certain area? 

Planning Team 

Once you’ve chosen an event concept, establish a small but effective team with a broad range of 

skills to help you implement your Ultra Violet event. 

• Determine who will lead the planning team and serve as the Ultra Violet Event Chairman. 

(For most chapters, this will be the Vice President of Philanthropic Services.) This person will be 

in charge of the timeline, establish committees and serve as a contact for outside vendors 

and participants. 

• Decide on the major components of your event and create a sub-committee for each (e.g. 

program, decorations, funding, volunteers, food, marketing/PR, social media, etc.). 

Approach 

Consider the best ways to reach the goals you’ve set. How will the planning committee… 

• Measure progress toward your goals? 

• Divide up responsibilities? 

• Establish deadlines (and accountability for meeting them) throughout the planning process? 

• Utilize chapter members, advisors, alumnae and parents to assist during implementation? 

Co-Chairmen & Committees 

• Delegation is key!! 

• Appoint co-chairmen who will each be responsible for a particular aspect of the event. They 

will keep a tracking sheet related to their responsibilities, work with a committee and 

report to the Ultra Violet Event Chairman and/or your advisor. 

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• Appoint committees. Each co-chairman should have a designated committee to help her 

with her responsibilities. Utilize already established chapter committees for certain tasks, 

develop a new list of committees specifically related to the event and ask chapter members 

to sign up for a committee. 

Educate 

Sometimes we forget that education and philanthropy can be fun and interesting. The more 

information chapter members have, and the more they know about the good work of Sigma 

Kappa Foundation, the more enthusiastic they will be about your event. 

• Educate chapter members about the cause, including the Sigma Kappa Foundation and its 

programs as well as Alzheimer’s disease. (see Additional Resources to educate on these topics) 

• Members should be able to effectively communicate about the Sigma Kappa Foundation and 

Alzheimer’s disease to the campus community and participants before, during and after 

your Ultra Violet event. 

• Ask the President/EVP for time during an informal chapter meeting to discuss these items 

in a workshop format. (see Additional Resources for the Chapter Educational Workshop) 

Timeline 

Determine a target date for your event and work backwards to establish a realistic weekly plan. 

• Utilize the timeline in this manual, specific to the event concept you chose, as a starting 

place for creating your own planning timeline. 

• Avoid selecting an event date that conflicts with other campus/community events, 

midterm/finals week or religious holy days. 

• How many weeks are there between now and your event? Realistically, is there enough 

time to plan all aspects of the event? 

• Ask each sub-committee to create a timeline for their responsibilities and use it to structure 

the planning process. 

Risk Management Plan 

Health and safety are number one priorities for any chapter event. 

• Do you have the resources and leadership to manage the risks involved with any event? 

• Do you have the appropriate paperwork and approvals to move forward with planning? 

• What will you do to ensure that health and safety are the first priorities, always? 

Budget 

Remember – you are planning a fundraising event! Determine the resources that will be 

necessary to hold the event and budget accordingly, keeping in mind opportunities for income 

through fundraising efforts, event registration and/or ticket sales. 

Meet with your advisory board chairman and vice president for finance for budget guidance. 

Expenses: 

Your chapter should budget funds to pay for your Ultra Violet event. 

• Allow your event budget to determine the scope of your event. Don’t plan beyond what you 

can afford. 

• If your chapter finds it necessary to solicit donations to your chapter, rather than directly to 

Sigma Kappa Foundation, in order to cover the cost of your Ultra Violet event, you must 

consider the IRS 35 percent rule (see Glossary for a definition of the rule). 

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• Ask important questions like: How much will the location cost? What is included in the 

price? How many people need to attend to make it worth the expense? Does the type of 

event and the promotional plan fit within the budget? 

• Throughout the planning process, ask if things can be donated before agreeing upon the 

payment amount. 

• If you can pay for your entire event from your chapter budget, checks from donors should 

be made payable to “Sigma Kappa Foundation” so their gifts will be tax-deductible. 

Fundraising: 

• What is your chapter’s goal for an overall amount raised? Look at amounts raised in 

previous years to guide your decision making and goal setting. 

• Consider every opportunity to raise funds before and during the event (see Ultra Violet 

Campaign Fundraising for several specific fundraising ideas). 

• Your donors will likely want a tax deduction for their charitable donation, which is only 

possible when checks are made payable to “Sigma Kappa Foundation.” The chapter should 

collect the checks and forward them to Sigma Kappa Foundation immediately following the 

event. (The chapter should NOT cash the checks.) The Foundation will process the gifts 

and issue appropriate receipts to each donor acknowledging the gift’s tax-deductibility. 

IMPORTANT: Sigma Kappa Foundation cannot issue a refund of a donation if a chapter 

overspends its budget and needs the donation back to pay for expenses. Budget carefully. Once 

you choose your event, you will have a better sense of how much money to allocate in your 

chapter budget. The following is a sample budget (your budget will be specific to your event): 

Hall rental $500 

Newspaper advertisements/flyers/public relations $200 

Postage for business/parent solicitation letters $100 

Decorations $200 

Food $500 

TOTAL BUDGET $1,500 

Fundraising Guidelines 

While the Ultra Violet Campaign is designed to allow your chapter the creative control of 

designing its own fundraising event(s), there are a few guidelines that need to be followed. 

1. All events held by a collegiate or alumnae chapter represent the Sigma Kappa name and 

are therefore governed by the Sigma Kappa National Policy Handbook. 

2. All Ultra Violet events are to portray a positive image of both Sigma Kappa and your 

chapter members. The event should be fun and should not unreasonably interrupt the 

academic or personal responsibilities of chapter members. 

3. All Ultra Violet events are to be exempt from illegal acts, harassment, hazing and risks 

to personal safety. 

4. Per the National Policy Handbook, if the Ultra Violet event is a sporting event, a Social 

Function Review Form (SFRF) should be completed. (Failure to complete the SFRF 

accurately and in the timeline specified may result in the event not being “officially recognized” as 

a Sigma Kappa event.) 

5. Sigma Kappa members shall follow the alcohol policy in the National Policy Handbook. 

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Approval of Fundraising Activities Conducted by Collegiate Chapters 

The Vice President of Philanthropic Services handbook provides essential guidelines and 

references for the preparation and approval of a chapter fundraiser. 

All collegiate chapters shall complete a fundraising event form for each chapter event. 

Alumnae chapters should contact Sigma Kappa Foundation with any questions about events. 

Chapter advisors and the Collegiate Province Officer can provide more specific assistance with 

this process, which is overseen by Sigma Kappa Sorority. 

Forms 

As you prepare for your Ultra Violet event, you will need the following forms: 

• Social Function Review Form 

• Fundraising Event/Activity Approval Form 

• Resource: Submitting Fundraising Contributions 

• Chapter Contribution Form 

• Fundraising Event Individual Gift Form 

• Fundraising Event In-Kind Gift Form 

• General Waiver of Liability Form (must request from Sigma Kappa Sorority NHQ) 

Please see “Forms to Complete” under VPPS Annual Supplies on Live Sigma Kappa or at 

www.sigmakappafoundation.org/ultravioletcampaign. 

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IMPLEMENTATION 

Effective planning and a comprehensive timeline will guide your implementation process. Form your 

teams, divide responsibilities and follow your timeline, making notes along the way that will help you, 

when it is over, to evaluate and prepare for even greater success next year! 

Responsibilities 

Chapter involvement is a key component of a successful Ultra Violet event. One person cannot 

conduct a successful event alone, nor is fundraising/philanthropy just the job of the Vice 

President of Philanthropic Service. The Ultra Violet event is meant to be a cooperative 

endeavor, which requires full support of all members in order to achieve success. Be realistic 

about responsibilities and expectations, especially making sure you have enough help to plan 

the event you desire in the time available. 

Involving the Chapter 

Make the event something your members feel connected to – involve them in selecting, 

personalizing and planning an event specific to your chapter goals and abilities. 

Co-Chairmen 

Each co-chairman will lead a committee and report progress frequently to the Ultra Violet 

Event Chairman. Consider an application process for selecting co-chairmen. You might come 

across chapter members you hadn’t considered who would be perfect to lead a committee. 

Alternatively, you can choose to appoint co-chairmen who already hold a related position in the 

chapter (i.e. PR could handle advertising, Vice President for Alumnae Relations could 

communicate with alumnae about the event, Treasurer could lead the funding committee, etc.). 

Forming Committees 

People enjoy participating when they get to contribute in a meaningful way. Committees will 

take on specific responsibilities during the planning process. Look for younger leaders within 

the chapter who want to get involved, can adequately manage their time and can positively 

direct others. Each committee will report to an event co-chairman. 

Possible committees might be: 

• Program 

• Decorations 

• Funding/Fundraising 

• Volunteer Coordination 

• Food/Beverages 

• Marketing/Public Relations 

Delegating Tasks 

If you aren’t good at delegating, this is a good time to begin learning how. Start your Ultra 

Violet event on the right foot with a clear understanding of the following: 

• How will you delegate tasks to co-chairmen and their committees? 

• Who else is available to help? 

• What process will you use for accountability to make sure everything gets done (well!)? 

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Other Local Resources 

From year to year, be sure to keep a contact list of names, addresses and telephone numbers for 

important contacts like: 

• Your local alumnae chapter and advisors; 

• Businesses and community contacts; 

• Campus contacts (i.e. specific university offices, local caterers, newspapers, 

hotels/restaurants, etc.), dean of students, fraternity/sorority advisor; 

• Chapter membership, specifically the President, Vice President for Alumnae Relations, Vice 

President for Finance and Public Relations Chairman. 

Campus 

If your event is being held on a university campus you should communicate regularly with your 

fraternity/sorority advisor, representatives from other campus organizations and at least one 

other university official during the planning process. 

Collegiate and Alumnae Collaboration 

Both collegiate and alumnae chapters can support one another’s Ultra Violet events. 

• Collegiate chapters—don’t miss out on opportunities to invite alumnae members to attend, 

volunteer or donate to your event. 

• Alumnae chapters—include any local collegiate chapters in your event plans. 

Deadlines 

It is important to have a written format to guide you, your co-chairmen and committee 

members through the planning process. Develop a timeline or check list based on important 

deadlines. Each of the Ultra Violet event concepts in this manual includes a sample timeline that can be 

modified to fit your event. 

Clear Lines of Accountability 

Early in the planning process determine how often committees and co-chairmen should be 

reporting their progress to you. Having deadlines along the way will help with accountability 

and minimize last minute emergencies. Also, schedule dates into your timeline to meet as a 

group with co-chairmen to discuss their progress. You’ll need to meet more than once as a 

group, but not more often than every other week. Plan accordingly and respect their time! 

Build on Past Success 

If your chapter has recently conducted a successful fundraiser for Sigma Kappa Foundation, we 

encourage you to continue raising funds through that event. By incorporating the Ultra Violet 

name, the color purple and Sigma Kappa Foundation logo, your efforts will help Sigma Kappa 

obtain national recognition for fundraising activities, while building on the past success of your 

unique event. 

This event manual is designed to create maximum flexibility in collegiate and alumnae chapter 

fundraisers; it is not meant to replace successful events that already exist. We hope that this 

Ultra Violet Campaign Manual will be a helpful resource as you continuously improve your 

event through creative fundraising techniques, focused solicitation letters and exciting new 

twists to your already successful event. The addition of Ultra Violet branding may also assist in 

turning your existing event into a more established campus tradition that the campus and your 

alumnae look forward to year after year. 

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Fundraising 

The primary purpose of your Ultra Violet event should be to raise awareness and educate the 

public on Alzheimer’s disease, while raising funds for Sigma Kappa Foundation and its 

philanthropic endeavors, which include educational and leadership programming, scholarships 

and funding for Alzheimer’s disease research and gerontology studies. 

Funds raised through Ultra Violet events will be donated to Sigma Kappa Foundation, a 

501(c)(3) nonprofit, charitable organization, which will then grant funds for the above 

purposes. All gifts made directly to Sigma Kappa Foundation are tax-deductible to the full extent of the 

law, while gifts made directly to a Sigma Kappa chapter are not tax-deductible. 

Fundraising can be difficult and time-consuming, but a well-organized plan is the key to 

success. Answer the following questions: 

• How are you going to make money? 

• How are you going to manage your fundraising activities? 

• Who is responsible for fundraising, a specific committee or the entire chapter? 

• Who is going to collect the money, and how will it be collected? 

Here are a few tips and tools to planning a financially successful event: 

• Set a fundraising goal and keep a running tally of your progress toward achieving that goal. 

• Share the fundraising information in this Ultra Violet Manual with everyone involved in 

fundraising so they will have a clear understanding of their responsibilities as well as access 

to necessary resources. 

• Solicit event sponsorship (this should be planned during the prior year, since many 

organizations budget only once a year to determine the amount they are going to donate to 

charity). 

• Work with your college or university and community members to secure donations of food, 

ads in local papers and radio stations and discounts on hall rentals, all of which will save on 

expenses. 

• Keep in mind this is a fundraising event to raise money for a good cause, and you want to 

reach your fundraising goal. 

• Be creative. Review the “Fundraising Ideas” section of this manual, brainstorm your own 

fundraising ideas and consider which would be most effective for your specific event and 

campus community. 

• Use the “Sample Solicitation Letters” included in this manual to solicit donations from 

individuals and businesses. 

• Make sure all checks are made out to “Sigma Kappa Foundation.” 

• When it’s over, evaluate fundraising efforts and brainstorm improvements for next year. 

Public Relations 

One important component of your Ultra Violet event should be to educate and raise awareness 

for Sigma Kappa philanthropies. It’s also a great opportunity to promote Sigma Kappa and gain 

recognition for your chapter. Marketing, public relations, media participation and advertising 

will play an important role in your success. Therefore, your publicity strategy should be a 

significant part of your planning process. 

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At a minimum, the PR committee will be responsible for promoting the event on campus 

through fliers, posters, banners, T-shirts and invitations if applicable. (Visit 

http://www.sigmakappafoundation.org/ultravioletcampaign for templates of each.) 

The PR committee should also plan to issue a press release two or three weeks before your 

event. Send it to your local campus and/or community papers, television and radio stations 

announcing the details of your event. Be sure to supply appropriate fliers and similar press 

materials to your campus/community (see Ultra Violet Campaign Resources document). And, 

keep samples to submit for your final report for Standards of Excellence. 

Social Media 

Consider all the ways you use technology to communicate with your friends. Social media tools 

like Facebook, YouTube, Twitter, etc. provide great opportunities for you to get the word out 

and get people talking about your event. 

Develop a strategy to use these tools. Start by creating a committee whose sole responsibility is 

to activate the social media strategy. Think of several ways to invite, educate and fundraise. 

Here are just a few ideas. Be creative and develop your own. (Then tell us what worked for you 

so we can tell other chapters!) 

Twitter 

• Find out who uses Twitter in your chapter; form a committee and ask them to develop a list 

of Tweets related to the cause and your Ultra Violet event. (Share the Sigma Kappa 

Foundation and Alzheimer’s related Talking Points listed in see Ultra Violet Campaign 

Resources document to help them get started, and research your own facts to share.) 

Examples: “Every 70 seconds someone in America develops Alzheimer’s.” and “The average 

college students leaves a four-year institution with nearly $21,000 in debt.” 

• A few months before the event share the list of Tweets with chapter members and 

encourage them to update their status every so often with the items on the list and 

encourage them to create their own. 

YouTube 

• Create fun and educational videos to promote your event or invite people to attend. Have 

chapter members post the videos on their Facebook/MySpace pages. 

• Are you holding a dance, skit or Karaoke contest? Record videos and post them following 

the event. 

Facebook 

• Create a buzz about your event, including who’s going to be there, how much fun it’s going 

to be and how you’re raising money for a good cause. Share your goals, your progress 

towards your goals, who your newest sponsors/vendors/donors are and thank them for 

their support. 

• Afterwards post photos, videos and comments about how much fun it was. Tag people in 

pictures to get others talking about it as well. 

A Word of Caution: Consider how you are representing the name of Sigma Kappa. Be sure to 

portray a positive image of the sorority and your chapter members. 

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Scheduling 

Select potential dates for your event at least six months in advance. Most of the event concepts 

mentioned in this manual will require a minimum of six months to plan. 

• Consider the availability of your participants and target audience. 

• Review the academic calendar for midterm and finals schedules as well as days to avoid. 

• If there is another campus or community event already planned, don’t try to compete unless 

your planned event is a natural complement to what is already happening on campus 

(Homecoming, Parents’ Weekend, etc.). 

• Speak with other Greek organizations and the fraternity/sorority advisor for potential date 

and location conflicts. 

• You may have to select several tentative dates, consider the availability of your location and 

present the dates for your chapter to vote on the preferred date. 

• When planning an outdoor event, consider a rain date or indoor alternative location. 

Location 

Scheduling the date and choosing the location go hand-in-hand. 

• Keep your budget in mind when considering location options! If you’re not careful, this can 

become one of your largest expenses. 

• Set up an appointment to visit the location before you confirm—don’t take their word for it 

that it will meet your needs. Consider the following: 

o Is the event space large enough? 

o Does the event space require you to use their food? 

o Can you bring in outside food vendors at this location? (If so, make sure they are aware 

this is a fundraising event and ask if any of the food can be donated.) 

o Is the space conducive to the type of event you want to have? 

o Could there be another room available? 

o What expenses are included and what will cost extra? 

o What about linens, napkins, etc? 

o Is a dance floor available? If so, what is the price? 

o Is a DJ or band permitted? 

o What lead time is required for planning? 

o Is the vendor able to be flexible with you to meet your needs? 

• If you need a hall or space on campus, reserve it early in the process. Many venues are hosts 

to numerous other events and organizations, so it’s important to reserve the space as soon 

as your chapter has agreed on the date and location. 

• If you are planning an outdoor event, it may be necessary to also book indoor space in case 

of inclement weather. 

• Always get a contract! 

Decorations 

• Keep the Ultra Violet theme in mind as well as the color purple. 

• What will go on the walls, tables and surrounding areas? 

o Consider banners, mounted photos, easel displayed photos and free standing photos, 

especially photos of chapter members participating in philanthropic events. 

• Think of decorative items used during recruitment that may already be in the chapter’s 

possession. Think about how to best display silent auction items/materials and how many 

tables you’ll need for the quantity and types of items donated. 

PAGE | 15

• If you’re hosting a meal, table centerpieces might need to have table numbers that you give 

to your guests so they will know where they should be seated. 

Supplies 

• Meet with your co-chairmen to brainstorm the supplies that will be needed for the event. 

• Remind co-chairmen that this is a fundraising event. Ask them to consider using items that 

the chapter currently owns (like decorations) or asking a business to donate services or 

items that will be needed. 

o For example, if you plan to send formal invitations, they should include a response card. 

Can these be donated by alumnae, businesses or parents? 

o Can you get the printing donated so you will only need money for postage? 

o Ask the Vice President for Alumnae Relations about using funds from her budget for 

postage to send items specifically to alumnae. 

• Consider the following needs for the day of the event: 

o Nametags 

o Decorations 

o Table numbers for each table 

o Food (if not included with the event location) 

o Linens 

o Brochures and advertisements 

o Invitations 

o Tape, glue guns, miscellaneous office supplies 

o Display boards/Power Point presentation 

Photographer 

• Consider having a photographer present for the duration of the event to take formal 

pictures of guests and activities. 

• Find out if the photographer is willing to donate his/her services, or if photos will be 

available for purchase by guests, find out if the photographer will provide a portion of the 

proceeds back to Sigma Kappa. 

• Supply the photographer with a list of requested people or “shots” to capture. 

• Request photos that could be submitted for publication in the Sigma Kappa Triangle and 

Sigma Kappa Foundation-Gram. 

Entertainment 

Before you plan any entertainment, keep in mind, this is a fundraising event. Meet with your 

planning team to assess whether or not this is a necessary expense. While professionalism and 

presentation are important, entertainment is often an “extra,” which would minimize the funds 

that could go toward the philanthropic cause. Watch your budget carefully and try to get 

goods, services AND entertainment donated whenever possible. 

Some questions to consider related to entertainment: 

• Are you going to have a band or DJ? Do you need a Master of Ceremonies? 

• Are you going to have a guest speaker share about the philanthropic cause? 

o Does this speaker have a speaker’s fee? 

o Do you have to pay for travel expenses? 

o Does the speaker need any special audio/visual equipment? 

o Do these items fit your budget? 

PAGE | 16

• Could you have individuals speak who have experienced or been affected by the cause? 

• Are you going to have a live auction as opposed to a silent auction? 

o If you have a live auction, do you need an auctioneer? Who? 

• Are you going to have a Power Point presentation to display information about the cause? 

o Do you need to rent equipment from the event location? Some locations will not let you 

bring your own equipment, so it is best to ask. 

o Have you scheduled time on the day of the event to test the equipment? 

o Consider file compatibilities and any potential technical issues you might encounter and 

how you plan to solve them on the spot. 

Solicit Input 

A successful Ultra Violet event is marked by good communication. Along with communication 

skills, the mark of a good leader is the ability to solicit and implement change. Once you have 

made the initial preparations outlined above, review your event plans and troubleshoot any 

potential pitfalls. Take advantage of your resources within Sigma Kappa and on campus. 

• Share your event plans with your Chapter Advisor, Advisory Board Chairman (ABC), 

Collegiate Province Officer (CPO), and/or National Headquarters. 

• Make an appointment with your fraternity/sorority advisor to see if he/she has any 

concerns or suggestions. 

• Solicit input from other alumnae as well as campus and community leaders about how to 

ensure your event is successful and well attended. More heads are always better than one 

when planning an event like this. 

Thank You 

Everyone who contributes time, energy or financial donations should be thanked in a timely 

manner. Don’t wait until the event is over to thank your donors or to acknowledge the cochairmen, 

committee members and other volunteers who are working hard to make the Ultra 

Violet event a success. 

• Send “Thank You” cards to: businesses, parents, alumnae, alumnae groups, volunteers, etc. 

Thanking your supporters is important and beneficial for your future events. 

• Highlight and thank individual chapter members during a chapter meeting for their efforts 

in assisting with the planning or implementation process of the event. 

PAGE | 17

EVALUATION 

When all is said and done there’s one more step: gathering feedback from chapter members and 

participants. What you learn during the evaluation phase will build on the investment you 

made in this year’s Ultra Violet event and help the chapter plan for next year’s. Don’t overlook 

this very important process. 

Participants 

Provide participants the opportunity to submit an evaluation at the end of your event. What 

worked? What didn’t? What could be improved for next time? Their feedback will provide you 

with a unique perspective that will be important to consider for future Ultra Violet events. 

Planning Team 

Meet with your planning team to evaluate the success and challenges of your Ultra Violet 

event. 

• Did you meet your goals? Why or why not? 

• Were there any (positive or negative) surprises? 

• What would you do differently next year? 

• Did you stay within budget? Why or why not? 

• What was the impact of your event on the campus or community? Was it entirely positive? 

• What did you learn from the process that you would recommend repeating or doing 

differently next year? 

External 

Speak with your chapter advisor, fraternity/sorority advisor, other fraternity/sorority 

presidents, parents, alumnae, student leaders and any campus administrators who encountered 

your event. Ask about their impressions of the event, and specifically request any constructive 

criticism that might help in preparing for next year. 

Portions of this section were adapted from 

Student Services: A Handbook for the Profession by Susan R. Komives & Dudley B. Woodard, Jr. 

PAGE | 18

ULTRA VIOLET CAMPAIGN EVENT CONCEPTS 

EVENT CONCEPT #1 – ULTRA VIOLET CHALLENGE 

Summary 

The Challenge concept is an event in which teams of participants complete an obstacle course 

and solve trivia questions in order to move to the next station. At each station, Sigma Kappa 

members (or other volunteers) present a “challenge” to teams that must be completed in order 

to receive the next trivia question and move on to the next obstacle. The first team to reach the 

finish line is the “winner”. 

Name Possibilities 

Use one of these names or think of your own. Remember to include the words “Ultra Violet” to 

maintain the Ultra Violet Campaign brand. Also, be cautious of using names that are already 

taken by other organizations or are trademarked. 

• Ultra Violet Race 

• Ultra Violet Challenge 

• Ultra Violet Cup 

Alzheimer’s-Related and General Slogans 

• “Sigma Kappa is racing to create a better world.” 

• “Race to inspire” 

• “Racing to create a better world” 

• “Striving to create a better world” 

• “Race to pace a bright future” 

• “Racing to end Alzheimer’s” 

• “Support the heart and minds of SK” 

• “Sigma Kappa Sprints” 

• “Sigma Sprints” 

• “Every 70 seconds, someone develops Alzheimer’s. Sigma Kappa is racing to stop this 

disease in its tracks.” 

• “Sigma Kappa is racing to end Alzheimer’s.” 

Event Description 

There are four event options to consider in the Challenge category. Consider the facilities 

available to your chapter when selecting which option to implement. Multiple events could be 

staggered throughout a short period of time, like a day or a week, or during a year-long 

philanthropy initiative. Whichever you choose, adapt the suggestions in this manual to fit your 

campus situation. These are merely guidelines; all final plans should be approved by your 

chapter’s executive committee. 

Challenge Concept Options 

• 5K Race 

• Sudoku Sprint or Splash 

• Puzzlemania Marathon 

• Challenge Course (various activities) 

PAGE | 19

Target Audience Options 

• Entire Community 

• Alumnae/Parents 

• Entire Campus (faculty, staff and students) 

• All campus housing units 

• All Greek organizations 

Leadership & Volunteer Roles Needed 

Recruit committee chairmen and volunteers to serve in the following areas: 

• Program 






Budget Considerations 

• Costs covered by individual chapter annual budget 

• Costs covered by chapter and in-kind donations from local businesses 

• Costs covered by friends and family members 

• Set a target fundraising goal for the event as well as create a plan for expenses that need to 

be covered to stage the event. All proceeds must be forwarded to Sigma Kappa Foundation. 

Only checks written to “Sigma Kappa Foundation” are tax-deductible to the donor. 

Team Formation 

• Teams may be formed by Greek organizations or individuals. 

• Encourage each team to come up with a team name, slogan, etc. Ideally, you could post this 

information on a webpage along with team photos. 

• Encourage teams to design their own T-shirts or costumes to wear on race day. 

• Decide in advance what size teams you want. Pairs work well, but you could also have 

larger groups. Any all-Greek teams with new members must include at least two new 

members and any number of active members. 

• No team may consist of only new members. 

• Select winning teams in different categories including first to finish, most money raised and 

most spirited, etc. 

Variations 

• Physical challenges can range from simple tasks to carnival style games (such as running 

backwards around a landmark or hitting a target with a water balloon). 

• Mental challenges may include memory games, answering trivia questions about your 

school or being tested on Alzheimer’s facts. You could relate questions to the Alzheimer’s 

“70 seconds” statistic (every 70 seconds someone in America gets Alzheimer’s) or require 

tasks be completed in 70 seconds or less. 

• Consider building a tradition around your annual event by awarding a traveling trophy 

with the names of winners and years engraved on it. The winning team keeps the trophy 

and returns it the following year so it can be awarded to the newest winner. 

PAGE | 20

Ultra Violet Challenge - Race Ideas & Details 

Option A - 5K Race 

Engage the entire community in a 5K road race held on a Saturday or Sunday morning. Race 

participants are accustomed to paying a set fee to enter. Offer individual awards for winners by 

age group and/or team awards. Scoring for teams could be similar to a cross country meet in 

which the top 5 from any organization counts each finisher’s placement toward a cumulative 

team score. This could also be adapted to include a team score by adding together a set amount 

of member times rather than placements. This type of event provides numerous opportunities 

for local business sponsorships, T-shirt sales and food concessions. 

Most colleges have access to a cross country course and perhaps use of the needed timing 

elements if requested well in advance of the event. Keeping the race off public roads helps 

minimize health and safety concerns. Adequate parking is something to consider if the public is 

invited to participate. 

Option B - Sudoku Splash or Sprint 

Participating teams are given a blank Sudoku board of equal difficulty to solve. Team members 

may complete a lap of swimming or running to earn additional clues (numbered squares). One 

clue per lap is earned. The first team to solve the Sudoku puzzle wins, regardless of the number 

of laps completed. 

Teams may include swimmers/runners and separate Sudoku solvers or every team member 

could participate in both aspects of the event. Other teams could receive placement prizes as 

they finish. 

Other considerations unique to this event: 

• On campuses without a pool, use a track or other field event for running laps. 

• Use of campus facilities should minimize rental costs to stage this event. 

• Certified lifeguards must be present at all times at any pool facility. 

Option C - Puzzlemania Marathon 

Individuals or groups must complete a 500 or 1000 piece puzzle as quickly as possible. This 

could be an all-night event with shifts available if desired. This could also be the final event for 

a challenge course. 

• A large hall with tables & chairs for each team would be required for this activity. 

• Participants should be given the chance to bid on the puzzle they want to complete; 

alternatively, every team should be given the same puzzle. 

• Puzzles should be new to make sure all the pieces are intact. 

• Participating teams could keep the puzzle as part of the registration fee. 

Option D -- “The Ultra Violet Race” Challenge Course (Various Activities) 

Included below is a list of possible activities that could be completed as part of a challenge 

course. Teams may be formed based on Greek organizations, campus housing units or 

individuals. Each team should be a specified size (pairs work well but larger groups could work 

also). Teams are encouraged to have a team name, slogan, T-shirt or costume. 

Scoring could be a combination of timing and point accumulation. 

PAGE | 21

1. Points are awarded after each activity is completed. The team accumulating the most 

total points in the shortest amount of time is the winner. 

2. Offer teams the opportunity to earn bonus points for correctly answering trivia 

questions after the completion of each activity. 

Winners can be selected for different categories including first to finish, most money raised and 

most spirited. This event is applicable for entire campus participation in smaller teams. The 

Logic Pursuit listed on the following page could be adapted to this format as well. 

Challenge Course Activity—Memory Theme Game 

Arrange a selection of themed items in a separate location or on a covered table. Themes could 

include Greek paraphernalia (each group on campus could contribute an item), dorm 

accessories, holiday decorations or just miscellaneous interesting but known items. 

Competitors are allowed a specified amount of time to view the items. After leaving the viewing 

area, they must document the items they remember, gaining points for the number of items 

correctly recalled. Suggestions for campus competition: 

• The number of items in the collection should depend on the amount of time the competitors 

have to observe the collection. 20 items – 1 minute, 50 items – 3 minutes, etc. 

• Items should be small enough to fit on a table that can be covered prior to and after the 

reveal part of the competition. If larger items are included, a locked room that participants 

can enter only during the viewing phase of this game should be used. 

• A second viewing can be used as part of the challenge if desired. 

• Any number of competitors is possible as long as viewing and writing times are consistent. 

• This event could be held prior to the all-campus competition day. 

Challenge Course Activity—Carnival Games 

Participants are challenged to hit a target with a balloon, fish for a clue, shoot hoops or any 

other similar carnival activity. The more creative the better! There are a wide variety of options 

available depending on your chapter’s resources. 

Challenge Course Activity—Logic Pursuit 

Participating teams collect clues to a logic puzzle (i.e. “John is neither the lawyer nor the 

firefighter.”) by completing individual tasks at activity centers in an arena setting or at specified 

sites on campus. Centers could include mental challenges, memory games, trivia questions 

about your school or multiple choice questions about Alzheimer’s disease. Carnival style games 

could also be used as well. This event could be run similarly to the Sudoku Splash where clues 

are earned all at one site by completing a number of swim or track laps. 

Challenge Course Activity—Variations of Other Race Ideas 

The following activities are adapted from those previously mentioned. These could be used as 

the final event in a Challenge Course with previous points earned from the other events giving 

a number of start clues to the Sudoku board or early start time for the puzzle. 

Puzzlemania Marathon 

If used as part of a challenge course, points could be awarded as follows: completion with 

fastest time (10), under 5 hours (20), under 4 hours (25) and under 3 hours (30). 

PAGE | 22

Sudoku Sprint or Splash 

If this event is used as part of a challenge course, points could be awarded as follows: 

completion of the puzzle with no laps or fastest time (10), completion with less than 40 

laps (15), less than 35 laps (20), less than 30 laps (25) and less than 25 laps (30). 

Make it Simpler 

• The size of teams can vary from pairs to groups of 4-6. Smaller teams are easier to manage. 

• Limit the number of stops and/or distance between them. The more stops or the further 

apart they are, the longer your event will last and the more volunteers you’ll need. 

• Choose simpler challenge events. 

Multi-Event Caution: If considering multiple events during the week, you might be better off 

having one or two big revenue-generating events than five or six planning-intensive events. 

Work smarter not harder. 

PAGE | 23

Ultra Violet Challenge – Implementation Details 

Promotional Ideas 

• Set up a promotional booth at the student union or other busy locations on campus 

• Promote at chapter homecoming activities or university sporting events 

• Coordinate with the Week of Giving 

• Set up a promotional booth during Parents’ Day 

• Set up promotional table at local Walk to End Alzheimer’s 

Health & Safety Concerns 

• With any type of physical activity or sporting event, there is a risk of injury. 

• Waivers should be provided with the registration materials for each team and collected 

prior to the event. 

• Advisory board representatives should be present during the event. 

• Review the Sigma Kappa Risk Incident Procedures prior to the event, and follow the 

procedures if an injury occurs. 

• Make sure that all event details comply with the Sigma Kappa Standards of Excellence. 

• All water activities must be properly supervised by certified personnel. 

• First Aid responders should be notified of any strenuous activities that may require an 

emergency phone call. 

• For a 5K race it would be recommended to have trained responders on site. 

• Campus security should be available if needed. Notify them of your event. 

• All activities should have sportsmanship as a paramount goal. 

• All efforts should be made to remove personal risk factors from in any part of your event. 

PAGE | 24

Ultra Violet Challenge – Implementation Timeline 

This timeline will get you started, but your event will have its own custom elements and 

unique factors that affect the planning process. Make sure to update this timeline as you 

develop your event plan. For example, if you decide you will need entertainment, work 

backwards from the event date and add into the timeline the contact points and action items 

that need to be managed to make the entertainment possible. 

**Add reminders into this timeline to check on the progress of projects delegated to 

committees. 

Semester Prior to Event 

If continuing an event your chapter has done in the past: Review and evaluate previous event 

plans/results with your Advisor and/or past event chairman. Decide on any changes to be 

made. Discuss strengths and limitations from previous event. Were fundraising goals met in 

the past? Were all expenses kept within the budget? How can the event improve this year? 

If planning an event for the first time: Evaluate and investigate what other Sigma Kappa chapters 

have done. What will work best for your chapter/campus? Review the list of event plans in this 

manual and select ideas that fit your needs and resources. 

• Choose the date, time and location for your event. 

o Check your chapter calendar and annual plan for philanthropic activities. 

o Consult the Greek calendar, university calendar and a calendar of holidays to be certain 

there are no conflicting events. Consider whether or not your event might complement 

homecoming, parents’ weekend or another general campus event. 

o Reserve the venue where the event will take place. 

• Choose co-chairmen and assign committee members. 

• Determine who you want to participate (campus, community, alumnae, parents’ club, etc.) 

• Determine if you will provide awards, trophies or prizes, and find out if you can get these 

items donated. 

• Secure sponsorships from local and/or national businesses—remember that checks should 

be made payable to the “Sigma Kappa Foundation.” 

At Least Three Months Prior to Event 

• Add information about the event to your chapter’s website. 

• Set up an informational program at a chapter meeting to educate members about the event. 

• Order supplies. 

• Design and copy promotional flyers. 

• Make copies of informational sheets to distribute. 

• Contact area alumnae chapter(s) to invite them to participate or hold a joint event. 

• Update your implementation timeline with any new information 

• Send a “Save the Date” e-mail those who are invited to participate. 

• Request donations from friends and families. 

• Speak to vendors about providing T-shirts and other items at a discount or as a donation. 

• Schedule opportunities to promote your event on campus/in the community and secure 

volunteers to help out. 

PAGE | 25

Two Months Prior to Event 

• Make copies of informational sheets and registration forms to give to other 

fraternities/sororities. 

• Attend Panhellenic and IFC meetings to set up chapter visits to promote the event. 

• Visit other campus organizations to promote the event and drop off registration forms. 

• Continue public relations with: posters, flyers and brochures; letters to alumnae and 

parents’ club and articles and pictures in community and campus newspapers. Enlist 

sponsors to assist with public relations—they are a fabulous resource. 

One Month Prior to Event 

• Collect registrations forms and T-shirt orders. 

• Set up an informational program at a chapter meeting that will take place before the event 

begins to prepare the chapter members for their role in the event. 

• Assign chapter members to contact each participating team to ask if they have any 

questions about the event; this is also a great time to get teams excited about participating. 

• Request any materials needed from Sigma Kappa Foundation at National Headquarters. 

One Week Prior to Event 

• Schedule members to work the event and provide them with detailed descriptions about 

their roles. 

• Continue public relations efforts. 

o Be sure promotional materials are visible on campus and/or in the community. 

o Run an ad and send press releases to the university and/or local newspapers. 

• Announce event times again at chapter meeting. 

• Send informational letter/flyer announcing the event to fraternity/sorority and campus 

organization presidents. 

Within Five Days Following the Event 

• Send all checks/credit card gifts to Sigma Kappa Foundation (see Handling Contributions 

and Submitting Fundraising Contributions: Which Form to Use and Why). 

• Thank all who participated and volunteered at the event. 

• Send press releases to campus and local newspapers sharing the success of the event. Be 

sure to include photographs. 

• Evaluate the effectiveness of your timeline and make notes for next year so you can 

continually improve. 

PAGE | 26

EVENT CONCEPT #2 – ULTRA VIOLET GAMES 

Summary 

The Ultra Violet Games is modeled after the Olympics. Sigma Kappa chapters would host a 

series of fun, competitive events (over one or two days or even an entire week) with teams 

earning points in each event to determine the winner. 



maintain the Ultra Violet Campaign brand. Also, be cautious of using names that are already 

taken by other organizations or are trademarked. 

• Ultra Violet Games 

• Ultra Violet Olympiad 

• Ultra Violet Tournament 


• “We are the Champions” 

• “Support the heart and minds of SK” 


• Chapters can choose from a variety of competitive events: 

o Athletic Events: tug-of-war, obstacle course, relay race or host a tournament (e.g. dodge 

ball, kickball, cornhole/bags game, powder-puff football). 

o Talent Contest: Ultra Violet Vaudeville – talent acts judged by Sigma Kappa alumnae. 

o Trivia Contest: quiz bowl style competition: include regular trivia as well as questions 

about your school and Alzheimer’s facts. 

• Winners could be in different categories including first place in each competition and/or 

overall, most money raised, most spirited, etc. 

• Host a celebration the night before the games begin and/or an awards ceremony at the end 

to ensure friendly competition among teams and provide a social aspect to the event. 

Team Formation 

• Teams may be formed by Greek organizations or individuals. 

• Encourage each team to come up with a team name, slogan, etc. Ideally, you could post this 

information on a webpage along with team photos. 

• Encourage teams to design their own T-shirts or costumes to wear on game day. 


Any aspect of the Ultra Violet Games could be adapted as a stand-alone one-day event. For 

example, choose only an athletic event or only a talent contest, etc. 

Multi-Event Caution: If considering multiple events during the week, you might be better off 

having one or two big revenue-generating events than five or six planning-intensive events. 

Work smarter not harder. 

PAGE | 27

Ultra Violet Games – Implementation Details 

Health & Safety Concerns 

With any type of physical activity or sporting event, there is a risk of injury. 

• Waivers should be provided with the registration materials for each team and collected 

prior to the event. 

• Advisory board representatives should be present during the event. 

• Review the Sigma Kappa Risk Incident Procedures prior to the event, and follow the 

procedures if an injury occurs. 

• Make sure that all event details comply with the Sigma Kappa Standards of Excellence. 

• All water activities must be properly supervised by certified personnel. 

• First Aid responders should be notified of any strenuous activities that may require an 

emergency phone call. 

• Campus security should be available if needed. Notify them of your event. 

• All activities should have sportsmanship as a paramount goal. 

• All efforts should be made to remove personal risk factors from in any part of your event. 



• Program 






PAGE | 28

Ultra Violet Games – Implementation Timeline 




backwards from the event date and add into the timeline the action items that need to be 

managed to make the entertainment possible. 


committees. 

Semester Prior to the Event 

If continuing with a past event: Review and evaluate previous event plans/results with your 

Advisor and/or past event chairman. Decide on any changes to be made. Discuss strengths and 

limitations from previous event. Were fundraising goals met in the past? Were all expenses 

kept within the budget? How can the event improve this year? 









o Reserve a field or gym space for the chosen date. 


• Determine who you want to participate (campus, community, alumnae, parents’ club, etc.) 

• Determine if you will provide awards, trophies or prizes, and find out if you can get these 

items donated. 

• Secure sponsorships from local and/or national businesses—remember that checks should 

be made payable to the “Sigma Kappa Foundation.” 

At Least Three Months Prior to the Event 



• Request donations from friends and families. 

• Design and copy promotional flyers. 

• Send a “Save the Date” e-mail those who are invited to participate. 

• Contact area alumnae chapter(s) to invite them to participate or hold a joint event. 

• Update your implementation timeline with any new information. 


• Speak to vendors about providing T-shirts or other items at a discount or as a donation. 

Two Months Prior to the Event 

• Make copies of informational sheets and registration forms to hand out to the fraternities 

and sororities. 

PAGE | 29

• Attend Panhellenic and IFC meetings to set up chapter visits to promote the event. 

• Visit other campus organizations to promote the event and drop off registration forms. 

• Continue public relations with: posters, flyers and brochures; letters to alumnae and 

parents’ club and articles and pictures in campus and community newspapers. 

• Enlist sponsors to assist with public relations—they are a fabulous resource. 

One Month Prior to the Event 

• Assign chapter members to contact each participating team to ask if they have any 

questions about the event; this is also a great time to get teams excited about participating. 


begins to prepare the chapter members for their role in the event. 

• Collect registration forms and any T-shirt or other orders (if applicable). 

One Week Prior to the Event 

• Continue public relations preparations. 

• Run ad and send press release to the university and/or local newspapers. 

• Hang flyers in visible places on campus. 

• Announce times at chapter meeting. 

• Schedule members to work the event and provide them with detailed descriptions about 

their role. 

Within Five Days Following Campaign 







improve. 

PAGE | 30

EVENT CONCEPT #3 – ULTRA VIOLET NIGHTS 

Summary 

Host a themed gala, party or dinner event with an Ultra Violet twist. Include an educational 

speaker or fundraising opportunities like a live auction or silent auction and/or charge a fee to 

attend the event. This is a great opportunity to invite parents, alumnae club members and/or 

university faculty and staff. 



maintain the Ultra Violet Campaign brand. Also, avoid using trademarked names or those used 

by other groups. 

• Ultra Violet Nights 

• Ultra Violet Lights 

• Ultra Violet Ball 


• “Join Sigma Kappa for a colorful night to remember!” 

• “Making memories for those we love.” 

• “Bringing back memories for those in need.” 


Host a gala, party, dinner, etc. with an Ultra Violet theme. These could even incorporate a 

food-related theme (cooking competition or demonstration) or fashion theme. 

• Decorate the party space with violets and plenty of purple (balloons, streamers and lights, 

etc.) and encourage guests to wear purple. 

• Create violet or purple-inspired themes, such as: 

o “Purple Rain” (retro party – play 80s music, encourage guests to wear 80s attire; could 

o even be a costume contest) 

o “Purple Haze” (also retro, but with 60s/70s music and attire) 

o “Ultra Violet Party” (modern dance party with DJ) 

o “Ultra Violet Beach Bash” (dance party with a beach-theme) 

o “Ultra Violet Runway” (modeled after the television show, “Project Runway,” teams are 

given packet of random items – garbage bag, tape, fabric etc. – from which to design an 

outfit. After a designated time period, outfits are modeled during a runway show or 

gala. Prizes could be awarded for best design and/or other themes – most creative, most 

outrageous, etc.) 

o “Purple Heart Party” (Valentine’s Day party) 

o “Celebrities in Ultra Violet”(costume party – guests dress as celebrities) 

o “Ultra Violet Vino” (Italian themed dinner party) 

• Add purple to food items or drinks such as blueberry, grape, blackberry or other purple 

colored juice (to maintain the flavor of food or drinks, use red and blue food coloring). 

• Create a signature food or beverage (“Ultra Violet Cosmo” or “Purpletini”). 

• Present facts about Alzheimer’s through invitations, handouts or signs around the room. 

• Have a brief program during the event such as speaker. Also consider including spoken or 

written testimonials from chapter members about a Foundation scholarship they received 

or a leadership program they attended. Share with your audience the value of the cause they 

are supporting by attending your event. You should include Alzheimer’s, but don’t limit 

PAGE | 31

your focus only to Alzheimer’s. (See Talking Points on Sigma Kappa Foundation in the Ultra 

Violet Campaign Resources document.) 


Get creative! Ultra Violet Nights events can range in size and theme and be casual or formal. 

Multi-Event Caution: If considering multiple events the week prior to your gala, party or 

dinner be careful not to over-extend yourself or your chapter members. You may be better off 

focusing your efforts on the largest revenue-generating opportunity than several smaller 

events during the week. Work smarter not harder. 

PAGE | 32

Ultra Violet Nights – Implementation Details 



• Invitations 



• Auction Steering Committee (advisors/parent volunteer, etc.) 

• Silent Auction/Program 

• Live Auction/Program 




• Thank Yous 

Program Ideas 

The night of the event, provide a clear program to guests so they will know what to expect 

throughout the event. For a dinner event, consider providing a 5 ½ x 8-sized card at each seat 

with the time and program for the evening. Some program options might be: 

• Welcome reception, during the first hour, giving guests time to arrive and mingle 

• Silent auction, to begin prior to the primary event activity (dinner, dance, fashion show) 

• Live auction, which might occur later in the evening (but before dessert is served) 

• Speaker/presentation 

• Entertainment 

Chapter Member Involvement 

• Consider holding a friendly competition within the chapter. For example, give a grand prize 

to the chapter member who obtained the most donated goods. Or, have a grand prize for the 

chapter member who had the most number of guests attend. The grand prize can be 

something as simple as a certificate or plaque. However, be sure members are recognized 

for their contribution to the event! 

• If a silent auction is part of the event plan, every chapter member will need to get involved 

in soliciting donated items to be auctioned. 

• For a seated dinner event, a few chapter members should be designated to sit at each table, 

able to share and discuss the mission of Sigma Kappa Foundation and the purpose of the 

Ultra Violet event. 

• Educate chapter members in advance on their event assignments. Ask co-chairmen to assist. 

Promotional Ideas 

If your event is invitation only, versus an open invitation, develop ideas to promote the event to 

invited guests beforehand, as well as publicize the outcome of fundraising efforts on campus 

and in the community following the event. This is another opportunity to educate the campus 

and community about your chapter’s philanthropic efforts. 

PAGE | 33

Ultra Violet Nights – Implementation Timeline 




backwards from the event date and add into the timeline the contact points and action items 

that need to happen to make the entertainment possible. 


committees. 

Semester Prior to the Event 

If continuing an event your chapter has done in the past: Review and evaluate previous event plans 

and results with your Advisor and/or past event chairman. Decide on any changes to be made. 

Discuss strengths and limitations from previous event. Were fundraising goals met in the past? 

Were all expenses kept within the budget? How can the event improve this year? 









o Speak with other Greek organizations, chapter presidents and the fraternity/sorority 

advisor for advice about possible locations for the type of event you plan to host. 

o Set up meetings with location sites. Discuss possible dates for the event. 

• Reserve the venue where the event will take place. 

• Find out when the venue will need a final number of attendees, and set your RSVP date and 

invitation send-date accordingly. 

• Develop an implementation timeline modified from this example. 


• Determine your audience (who you want to invite to your event). 

• Decide if your event will include a Silent Auction (see How to Hold a Silent Auction). 

At Least Three Months Prior to the Event 

• Delegate tasks to committee members and other chapter officers. Explain their role in the 

overall event (i.e. What can the VPAR do to help? What can the PR chairman do to help?). 


• Identify local businesses that might sponsor the event. Send letters or set up meetings to 

ask for their support (see Sample Sponsorship Letter in see Ultra Violet Campaign Resources 

document). 

• Send letters to friends and family asking for silent auction item donations. 

• Work with PR to design and copy promotional flyers. 

• Develop an invitation list. Consider any VIP Sigma Kappa or university officials who 

should get a courtesy invitation. 

PAGE | 34

• Obtain addresses for invitees. 

• Send a “Save the Date” postcard to everyone who will be invited to attend. 


• Update your implementation timeline with any new information. 

• Contact a DJ or band if you would like one to be present. 

• Contact a guest speaker if you would like one present (maybe someone from your local 

• Alzheimer’s Association or an actively involved philanthropic alumna from the area). 


• Speak to vendors about providing T-shirts or other items at a discount or as a donation. 

Two Months Prior to the Event 

• If you plan to invite the entire Greek community, attend Panhellenic and IFC meetings to 

set up chapter visits to promote the event. Make copies of informational sheets and a list of 

silent auction items to distribute to fraternity and sorority chapters. 

• Send out invitations with a response card to alumnae, university staff, sponsors and parents. 

• Visit other campus organizations to promote the event 

• Finalize silent auction items. What do you still need? 

• Announce needed items at chapter meeting so sisters can work on getting items donated. 

One Month Prior to the Event 


begins to prepare chapter members for their role in the event. 

• Have silent auction committee members contact donors to arrange pick up of silent auction 

items that have been donated for the event. 

• Tally invitation response total to see how many will be in attendance. Contact the venue to 

let them know the final number. 

• Develop “To Do Lists” to assign to committee members for days leading up to the event. 

• Design a program to highlight the night’s activities and sponsors’ names 

One Week Prior to the Event 

• Continue public relations efforts. 

• Run an ad and send a press release to the university and/or local newspapers 

• Hang flyers in visible places on campus. 

• Announce times at chapter meeting for event set up, event times and event clean up. 

• Schedule members to work the event and provide them with details about their role. (Have 

an equal number of sisters signed up for set up, clean up and work during the event). 

Within Five Days Following Campaign 







improve. 

PAGE | 35

ULTRA VIOLET CAMPAIGN FUNDRAISING 

FINANCIAL CONSIDERATIONS FOR A SUCCESSFUL FUNDRAISING EVENT 

Funds raised through Ultra Violet events will be donated to Sigma Kappa Foundation, a 

501(c)(3) nonprofit, charitable organization, which will then grant funds for its philanthropic 

endeavors, including the Sorority’s educational and leadership programming, scholarships and 

funding for Alzheimer’s disease research and gerontology studies. 

Common Mistakes in Describing Support 

Sigma Kappa Foundation’s 501(c)(3) status as nonprofit public charity is a legal classification 

through the Internal Revenue Service (IRS). 

IMPORTANT: All gifts made directly to the “Sigma Kappa Foundation” are tax-deductible for the 

donor to the full extent of the law; gifts made directly to a Sigma Kappa chapter are no tax-deductible. 

Gifts to the Foundation support the overall mission to lead, educate and inspire Sigma Kappa 

members and society through educational programming and philanthropic endeavors. 

Alzheimer’s disease research support is one area of the Foundation’s philanthropic endeavors. 

Consider the following dos and don’ts to help you accurately explain to your donors how their 

money will be used: 

• DO: “Funds raised support Alzheimer’s research and the mission of the Sigma Kappa Foundation.” 

• DON’T: “Funds raised support the Alzheimer’s Association/Alzheimer’s research.” 

EXPLANATION: Funds raised through Ultra Violet events support the educational and 

leadership programs of Sigma Kappa as well as Sigma Kappa’s many philanthropies including 

grants that support Alzheimer’s disease research, gerontology studies and scholarships, etc. 

The Sigma Kappa Foundation raises funds for the Alzheimer’s cause and not the Alzheimer’s 

Association, which is its own legal entity known as the Alzheimer’s Disease and Related 

Disorders Association (ADRDA), also organized as a 501(c)(3) nonprofit public charity. The 

Foundation has granted more than $1 million to Alzheimer’s related organizations and 

researchers over the years, including, but not limited to, grants made to the Alzheimer’s 

Association. The distinction may seem subtle; however misrepresenting the Foundation can 

have significant tax consequences for the donor and organization. 

To better understand this concept, think of scholarships. Scholarships are really grants to 

support students’ academic achievement. The Sigma Kappa Foundation would not advertise 

that it raises funds for University of Tennessee just because it gives a scholarship to a student 

attending school there. The Foundation raises money for the cause of scholarships and then 

makes a grant to the University of Tennessee as a scholarship for a particular student. 

Chapters should say, “Funds raised support Alzheimer’s disease research and the mission of 

Sigma Kappa Foundation” to be more inclusive of the Foundation’s total mission in 

representing the use of funds to donors. 

PAGE | 36

• DO: “$XX or XX% of your donation will help pay for the event, and the rest will benefit the cause.” 

• DON’T:“XX% of proceeds will benefit the cause.” 

EXPLANATION: The burden is on the chapter to report the actual amount of a donation that 

will be used for the stated purpose. When gifts are made directly to Sigma Kappa Foundation, 

there is no concern. 

If the chapter is collecting the funds, using some of the money to pay for the event and 

forwarding the proceeds to the Foundation, there must be disclosure as to the actual amount 

that will go to the cause. Saying that a certain “percentage of proceeds” will benefit the cause is 

insufficient because there is no information on how much the proceeds will be. An event could 

have only $10 in total proceeds, or it could have hundreds of thousands. You may need to be 

more specific in your explanation. 

Questions from the Donor 

If a donor asks how much money Sigma Kappa Foundation spends on programs versus 

“overhead” (administration and fundraising), refer the donor to the Foundation’s website 

(www.sigmakappafoundation.org/annualreport) where financial reports are posted for the 

public to review. Furthermore, all charities’ tax returns can be found at www.guidestar.org. 

Our financial statements are public information and we operate with transparency. 

When the Budget Isn’t Enough 

If your chapter requires gifts of cash to help pay for the event itself (“cost recovery”) because 

you do not have necessary budget funds to conduct a fundraising event, please work with your 

advisors to monitor potential issues related to the IRS 35 percent rule. You will be required to 

notify donors that their gifts are not tax-deductible. In the future, your chapter must plan your 

budget differently to accommodate expenses related to your event. 

Corporate Recognition/Sponsorships 

One way to increase funds raised is to create Corporate Recognition Levels to recognize 

support from larger donors. For example, set three or four tiers of giving, and explain how you 

will recognize corporate donors and local businesses for their support. For example, corporate 

recognition for a sporting event might include: 

• Gold Level $2,000 - Recognition: Company logo on event T-shirt (3” x 3”), banner at event 

site, listing in program, framed certificate of gratitude and recognition at awards banquet. 

• Silver Level $1,000 - Recognition: Company logo on event T-shirt (2” x 2”), listing in 

program, certificate of gratitude and recognition at awards banquet. 

• Bronze Level $ 500 - Recognition: Company logo on event T-shirt (1” x 1”). 

It is important that corporate gifts are not viewed as purchases and that they do not generate 

substantial benefit in exchange for a gift. 

Use of Corporate Logos 

The IRS has recently reviewed its regulations regarding the use of corporate/company logos to 

acknowledge donations. No formal policy exists, so erring on the conservative side is best. 

Sigma Kappa Foundation’s legal counsel offers the following recommendations: 

1. List a corporate donor’s name to recognize generosity not to provide advertising. 

PAGE | 37

2. There should be no endorsements made about the corporate donor’s products. 

3. No exclusive agreements are to be made with a corporate donor. 

4. The corporate donor should not receive a substantial benefit for having made a donation. 

5. Logos should not dominate the printed material. Apply a “rule of reason” in being moderate. 

6. Avoid publishing slogans, as they could be misinterpreted as product endorsements. 

In-Kind Gifts of Products or Services 

Sometimes corporations are able to give products and services more readily than they are able 

to give cash. These gifts are often very valuable to a fundraising event and should not be 

overlooked, but please note that gifts in-kind are considered gifts to the chapter, not to Sigma 

Kappa Foundation, and therefore are not tax-deductible to the donor. 

For example, Domino’s Pizza can give $400 to a chapter fundraiser by writing a check to Sigma 

Kappa Foundation and the Foundation would cash the check and receipt Domino’s for the gift. 

However, if Domino’s wants to donate $400 worth of pizza to a chapter fundraiser—food for 

the golfers at a golf outing, for example—the chapter should provide a thank you letter, but no 

tax-deductible receipt should be issued. Sigma Kappa Foundation did not receive the pizza. 

The gifts of in-kind products and services must be included in a chapter’s calculation of gross 

receipts. The donor should provide a fair market value estimate of the goods donated. (See 

Glossary for more about the IRS 35 percent rule as it relates to these types of contributions.) 

Quid Pro Quo – Benefits in Exchange for Contributions 

When a donor receives a “substantial benefit” in exchange for a gift, the IRS requires that the 

Fair Market Value (FMV) of the benefit be disclosed to the donor in a specific way. FMV is not 

the same as the cost of the item—it is the “going rate” for the item in the marketplace, so if a 

company donates T-shirts to the chapter and the T-shirts are given to donors in exchange for a 

contribution, the FMV of the T-shirts must still be reported to the donor. The burden is on the 

chapter to make a “good faith estimate” of the Fair Market Value. 

If a donor will receive a substantial benefit for their gift such as a dinner, T-shirt or other item, 

the chapter must place the following statement on the solicitation materials and determine the 

FMV of the substantial benefit in order to fill in the blank: 

The amount of the contribution that is deductible for federal income tax purposes is limited to the excess 

of any money (and the value of any property other than money) contributed by the donor over the fair 

market value of goods or services provided by the charity. Our good faith estimate of the fair market 

value of the goods or services that the donor has received is $____. 

For more information on topics related to the Internal Revenue Service, please contact the 

Sigma Kappa Foundation and/or review the following: 

• IRS Publication 526: http://www.irs.gov/pub/irs-pdf/p526.pdf 

• IRS Publication 1771: http://www.irs.gov/pub/irs-pdf/p1771.pdf 

PAGE | 38

HANDLING CONTRIBUTIONS 

There are several ways a donor can contribute to your Ultra Violet event. 

Checks 

All checks must be made payable to “Sigma Kappa Foundation” in order for the donors to 

receive a tax deduction. Gifts to the chapter or “Sigma Kappa Sorority” are not tax-deductible. 

When checks are made payable to Sigma Kappa Foundation, the chapter should send them to 

the Foundation. The Foundation will cash the checks, mail each individual donor a tax receipt 

and will note the donation on the chapter’s record. 

It is extremely important for checks to be made out properly. Sigma Kappa Foundation cannot 

cash checks with Greek letters used in place of the words “Sigma Kappa.” Also, since there is no 

legal entity named just “Sigma Kappa,” it is important to write the “Sigma Kappa Foundation.” 

IMPORTANT: 

• A check is a financial and legal document. Only the donor should make changes to a check 

or correct mistakes—for anyone else to do so could be considered fraud. 

• If the donor makes a mistake in filling out the check, the donor should be contacted to 

either make the correction and initial it or write a new check. 

• The check should be made payable to “Sigma Kappa Foundation” and signed by the donor. 

• The handwritten “legal” amount should match the numeric “courtesy” amount on the check. 

For example, “thirty dollars and no cents” should match “$30.00.” 

• If the check does not have the donor’s name, mailing address and phone number, that 

information should be collected and forwarded with the check to the Foundation. 

• The check(s) should be sent to the Foundation within 5 days of the event. 

• Notes in the memo line help to match checks to the chapter and the event. 

Credit Cards 

Sigma Kappa Foundation accepts American Express, VISA and MasterCard transactions. You 

have two options for offering donors an opportunity to give using a credit card: 

1. Use the Individual Gift Form for donors to write their credit card information and then 

mail the forms to the Foundation. If you accept hand-written credit card information, please 

guard it carefully! Also, make sure that donors know their card will be charged as soon as 

the Foundation receives it, not at the time the donor provides the information. 

2. Have a computer on-site with Internet access and enter credit card information in the 

presence of the donor through the “Give Now” page on the Sigma Kappa Foundation. 

Online Giving 

1. If it is not possible to have a computer on-site at your event, provide the website address to 

donors who wish to give online: www.sigmakappafoundation.org/givenow. 

2. Request a custom online donation page for your chapter or Ultra Violet event and share the 

link to the page with friends, family, alumnae and other members of the community. 

NOTE: To ensure that the chapter receives “credit” for the donation, please tell the donor to 

select the Ultra Violet Campaign and the name of your chapter from the drop-down menu. 

NEVER SEND CASH - DO NOT DEPOSIT CASH IN MEMBER ACCOUNTS. If you’re 

given cash, get a money order or cashier’s check made payable to the Sigma Kappa Foundation. 

PAGE | 39

SUBMITTING FUNDRAISING CONTRIBUTIONS: WHICH FORM TO USE AND WHY 

Chapter Contribution Form: 

Used to submit chapter gifts resulting from: 

A) fundraising event proceeds 

B) budget appropriations approved by the chapter membership 

The chapter should write a check immediately after the fundraising event has concluded or the 

chapter decision to give has been made. A Chapter Contribution Form should be included with 

the check indicating who the funds are from (chapter name), how the funds were secured 

(source) and how the gift is to be used (designation). Funds must be designated according to 

how the event was promoted. 

Sigma Kappa Foundation places the designated gifts in their appropriate funds. Chapter 

recognition for fundraising can only be provided when checks are made payable to “Sigma 

Kappa Foundation” and received with proper documentation and postmarks. 

Individual Gift Form: 

Each individual gift made payable to “Sigma Kappa Foundation” should be accompanied by the 

Individual Gift Form. Ask each donor to complete the form when making a gift. 

The chapter should collect these individual gifts and forward them to the Sigma Kappa 

Foundation immediately following the fundraising event. Sigma Kappa Foundation staff will 

process the gifts and send appropriate receipts and thank you letters to the donors directly. 

All checks should be made payable to “Sigma Kappa Foundation.” 

In-Kind Donation Form: 

The chapter should acknowledge in-kind (non-monetary) donations to a chapter fundraising 

event from parents, alumnae, businesses or other donors by completing the In-Kind Donation 

Form. This form should acknowledge receipt of the donation by the Vice President of 

Philanthropic Services and should be given to the donor to keep for his/her records. 

Still not sure? Here is an example: 

A chapter holds a soccer tournament fundraising event on October 11. Fliers about the event 

say it is to “support the Sigma Kappa Foundation.” Donors complete an Individual Gift Form 

and include payment (all checks are made payable to “Sigma Kappa Foundation”). The chapter 

collects both and holds them until after the event. A few corporations were asked to write their 

checks to the chapter because the companies didn’t need the tax deduction and the chapter 

needed help to pay for event expenses. More money was given than was needed and the chapter 

has fundraising event proceeds totaling $1,500. After the event, the chapter votes to designate 

the proceeds from the corporate gifts: $1,000 to the Annual Fund and $500 to the 

Alzheimer’s/Gerontology Fund. The Vice President of Philanthropic Service completes the 

Chapter Contribution Form indicating the chapter’s vote on the designations of the funds, and 

gathers the donors’ checks and Individual Gift Forms. All of the forms and checks are placed in 

an envelope and mailed to the Sigma Kappa Foundation as soon as possible. Since the event was 

held on October 11, the envelope was postmarked by November 15 to receive full points for 

Standards of Excellence. 

PAGE | 40

FUNDRAISING IDEAS 

Remember, the goal of the Ultra Violet Campaign is to raise as much money as possible. There 

are lots of “add-ons” that can help your event raise more money than just donations alone. 

Consider ways to raise funds from non-chapter members. An event in which chapter members 

are the only participants and/or donors (especially if members are required to give) isn’t a 

sustainable event nor does it actually qualify as a fundraiser. 

Some fundraising ideas are listed below, but your chapter can get creative and think of more! 

• Individual/Team Entrance Fee 

The entrance fee should align with your target goal. Allow teams to secure donations in order 

to pay for their entrance fee as this will encourage them to start fundraising right away. 

• Individual/Team Pledges 

Ask team members to make their own pledges. It is much easier to raise money from others 

when you have already made your own gift. 

• Individual/Team Sponsorships 

Teams and players can get sponsors to either pledge a flat fee or a certain dollar amount per 

(goal, basket, points, lap, etc.). Recognize teams that raise the most money. Set team goals. 

• Corporate Sponsorships 

Local businesses can provide both monetary and in-kind support by providing facilities, 

refreshments, T-shirts, equipment, services, etc. 

• Individual Donor Levels 

Create individual donor recognition levels to recognize larger financial contributions from 

individuals and/or corporations. Set three or four tiers based on gift amounts (for example: 

gold = $2,000, silver = $1,000 and bronze = $500) and list these donors and levels in your 

event program and/or on a poster at the event. 

• Parent Contributions 

Secure donations and sponsorships from parents and their businesses, either through direct 

donations to the Foundation or sponsorships or in-kind donations to cover the cost of the 

event. If a check is written by parent, have them write it to the “Sigma Kappa Foundation” to 

ensure tax deductibility. 

• T-shirts Available for a Donation 

T-shirts can be a great source of fundraising income. Sell T-shirts prior to or at the event, 

include them as door prizes or provide to individuals or teams with the cost of registration, but 

be sure you set fees accordingly to cover your costs. Don’t forget to offer shirts to supporting 

organizations, alumnae and parents in return for their monetary contributions to the cause. 

• Bake Sale 

Have chapter members each contribute baked goodies for a bake sale. Sell on campus or at your 

event for a price per item (cookie, brownie, etc.) 

PAGE | 41

• Raffles 

Please check with your state government to determine if you must complete gaming paperwork 

to obtain permission to conduct a raffle. If you plan to have a raffle, consider pre-selling raffle 

tickets (not just day-of sales) to multiply your fundraising revenues. 

• Silent Auction 

Silent auctions are generally held in conjunction with a larger event (e.g. a gala or dinner 

party). Display donated items at or near the registration table. (See How to Hold a Silent Auction 

on the pages that follow for more information.) 

• Registration Table 

Think of ways to ask for donations when guests register upon their arrival at your event. For 

example, if you receive donated stuffed animals, display them at the registration table. When 

people register, ask if they would like to give $10.00 to select a stuffed animal that will be given 

to a resident of a nursing home or assisted living facility. You can use this idea with several 

types of items, depending on what is donated. 

• Bachelor/Bachelorette Auction 

Hold a live auction for dates with popular students. Include a donated gift card or pre-paid 

event tickets with the “date” to increase the opening bid. Model the event after the television 

show and make it funny and entertaining. 

• Student Leader Auction 

Auction a day of service (cleaning, cooking, car washing, etc.) from the student body president, 

newspaper editor, football captain, etc. 

• Social Event 

Also held in conjunction with the larger event, a social event with live music, etc., can increase 

revenue through ticket sales. 

• Karaoke Contest 

Add a Karaoke or other talent contest as one component of your event. Offer a desirable prize 

for the winner(s). Raise funds by charging an entry fee to competitors and/or partnering with 

the venue for a percentage of what is spent on food and drinks by your guests. This is a great 

opportunity to involve the entire Greek community and get people excited about your cause. 

• Photos 

Find a professional photographer who will be present at your event and will agree to take 

pictures at a discounted price. When you sell the photos, charge enough to make a profit. 

• Prizes 

Offer prizes (that are donated) to the winning team who raises more money for your cause. 

• Refreshments for a Donation 

By purchasing food and beverages at a discount (or getting them donated) and selling them at a 

premium, organizations have been able to bring in additional money at their events. You might 

ask for a “suggested donation” if you cannot legally sell food and beverage items. 

PAGE | 42

• Advertising Sales 

If the event is large enough to publish a program, ask participating teams to compete for ad 

sales (possibly earning their team extra points) in addition to ads that the sponsoring 

organization obtains. 

• Cash or Penny Wars 

Conduct a “Penny War” amongst participating teams. Place jars at the campus entrance or at a 

community businesses with participating team names on them (you will need a plan to make 

sure the money is not stolen!). Pennies count as positive points while silver coins and paper 

bills counts against the total. Teams will have to “bomb” each other’s jars with silver coins or 

paper bills to stay ahead in the game. Get the community involved, too. Secure a corporate 

sponsor who will match the amount raised by the winning team. 

• Restaurant Fundraising Nights 

Several chain restaurants are willing to offer a percentage of one night’s sales if you bring in a 

certain number of people. Available days are usually during the week so schedule it the week 

before your gala or within the week of your campaign in order to raise additional funds and 

build anticipation for your event. Be sure to have sisters in attendance the whole time and 

publicize it widely on campus and in the community. Provide educational information about 

Sigma Kappa Foundation and Alzheimer’s at a table near the door so guests will understand 

what they are supporting. 

• Centerpieces 

If using table centerpieces (or other items) that are perishable, auction them off towards the end 

of the event for people to take home with them. 

• Business Window Decals 

For an annual event, use the Ultra Violet logo to create an annual decal for local businesses to 

put on their front window, designating them as a supporter your event. Every year there can be 

a new decal (variation on the color, style or design) so businesses can show their commitment 

to philanthropy in the local community, while proudly promoting Sigma Kappa and its event. 

• Bowling Nights 

Hold an event at a bowling alley and ask the owner to split the proceeds with you if you bring 

in a certain number of people. Ask if they will split food and beverage proceeds and fees to play. 

PAGE | 43

HOW TO HOLD A SILENT AUCTION 

Establish a committee whose sole responsibility is to prepare for the silent auction. The 

committee should coordinate the effort to seek out donated items, but they should work with 

the rest of the chapter and divide up the responsibility of securing donations. Everyone knows 

someone who will donate something, and the more quality, sought-after items you have in your 

silent auction, the more funds you will raise. 

Ask for Donations 

Brainstorm a list of items (or types of items) you’d like to have donated and begin several 

months before the event to ask everyone you/your chapter knows about their connections to 

someone who might donate, especially the big ticket items. 

Consider things like restaurant gift cards, airline miles/tickets/vouchers, vacation home stays, 

tickets to sporting events/theatre/concerts, jewelry, rounds of golf, gift baskets, themed gifts, 

etc. Talk to local businesses (gift shops, clothing stores, gyms, movie theaters, bowling alleys, 

etc.) or service providers (photographers, attorneys, accountants, massage therapists, hair 

stylists, yoga instructors, landscapers, graphic designers, etc.) about items or services they 

would be willing to make. Consider asking the university’s athletic department, sports teams or 

bookstore if they would be willing to donate items. 

Conduct a letter-writing campaign to local alumnae, local businesses and parents of every 

chapter member to share about your event and request donated items for the silent auction. 

Explain the purpose and goal of the event and include the date and time for those who will also 

be invited to attend. Ask alumnae and parents if they would like to volunteer to help (give 

plenty of advance notice). 

Most of the time just sending a letter is not enough. Be sure to follow-up by phone or in person 

a few weeks after you send the letters. 

Keep a master list of silent auction donations (an Excel spreadsheet is ideal), including 

columns for: 

• Name of the donor (individual or business) 

• Value of the item (ask the donor to determine the value) 

• Who asked for the donation (who has the relationship with this person/business?) 

• Blank columns for writing: 

o Amount of the winning bid 

o Name and contact information of the person who won the item 

Create a bid sheet for each donated item, including: 

• Item number 

• Name of the item and short description 

• Value of the item 

• Who donated it 

• Starting bid – generally 20% of the retail value 

• Minimum bid increments (for example: items up to $50 value use $1 increments; items 

between $50-100 value, use $5 increments; items over $100 value, use $10 increments, etc.) 

• Blank lines for the bidder number and name, phone or e-mail and the amount of their bid. 

PAGE | 44

• Lines at the bottom of the page to write the winner’s name, payment amount and form of 

payment. 

Displaying Silent Auction Items 

• If you have access to the venue the day before the event, begin setting up silent auction 

tables so you aren’t rushing around at the last minute. If you can’t access the area until the 

day of, begin early in the day to set-up your tables. 

• Consider the best way to display items: on tables, hanging on a wall, displayed on an easel, 

framed, etc. 

• If you have a lot of items you might have to get creative. Consider combining a few smaller 

items to make a larger item if you need to (movie tickets with restaurant gift card for a 

“complete date night”). 

• Use stickers or labels to number each donated item. Create a bid sheet with the same 

number and display them together on a table or other flat surface for writing. 

• Bid sheets should either be taped to the table or on a clipboard with a pen. Consider the 

easiest way to collect bid sheets when the auction closes. 

• If different tables or items will close at different times, have clear signs on the tables 

indicating what time each table will close. 

Volunteers 

Several volunteers will be needed for different roles before, during and after your silent auction. 

Consider having the following teams: 

• Set-up – will work early on the day of the event to number items, prepare bidding sheets, 

display items and one or two people in charge of making sure you have adequate supplies 

for the silent auction. 

• Judges – will be assigned as “officials” during the silent auction to monitor the tables and 

close each item when necessary. They should know the rules of the auction, be familiar with 

all the silent auction items, be able to answer general questions and know who to go to for 

questions they can’t answer. They should have a special hat, sash, flower or nametag to 

wear during the event that designates them as officials. They will also be responsible for 

“closing” the silent auction tables/items. 

• Bank – several volunteers (at least five) should be assigned to the bank to process closed out 

auction items. 

• Take-down – will serve as “runners” for the bankers or judges after the silent auction is 

closed and stay after the event to help with clean-up. 

Timing 

The silent auction should be set to open and close at specific, well-publicized times during your 

event. Make frequent announcements that communicate to your guests what’s happening with 

the silent auction, what time tables are closing and maybe even what popular items are being 

fought over by several bidders, etc. To create urgency around the bidding, you could have 

sections/tables that close earlier than others. (Decide this in advance and announce it clearly.) 

This would also allow you to begin processing some of the closed items earlier in the evening. 

Consider having a “Buy It Now” price for some or all of the items in case you have guests who 

won’t be able to stay the whole time or who may be willing to pay more to avoid the auction 

process. Set your prices wisely so you don’t under-cut what you might have made in the 

competitive bidding process. A rule of thumb might be 80-90% of the item’s value. 

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When bidding closes for an item or items, judges should quickly collect the bidding sheets and 

pens, circle the winning bid and draw a line across any blank lines so that additional bids 

cannot be entered. Judges must also make sure that minimum bids and the minimum increase 

were followed. If a minimum increase was not met, select the most recent high bidder (above 

the minimum) who met the increase amount. When sheets are “closed,” take them to the “bank” 

for processing and payment. 

Processing Winners 

Think ahead in order to effectively close out your auction at the end of the night. You’ll need 

several volunteers to help process winning bids, collect payments and distribute items to the 

winners. This can be a demanding process, especially when people are ready to leave your event 

but may have to wait in line to pay for their item(s). Try to complete all transactions the night 

of your event; otherwise you’ll spend the next several weeks trying to contact people for 

payment and item pick up/delivery. 

If you decide to close auction certain items early and bidders are still bidding on other items, 

have them wait to make their payment until all items are closed. 

Sort sheets alphabetically by last name, combining items that were won by the same person 

(paperclip or staple them together) so they can pay for them all at once. You can either call 

names of winners or have them form a line when they are ready to pay for their items. Collect 

funds from each winner, making sure that checks are written out to “Sigma Kappa Foundation,” 

and write the form of payment on the bidding sheet. 

If the venue provides Internet access, bring a computer so you can access the Foundation’s 

online giving page to process credit card payments. Form a separate line for people who wish 

to pay by credit card. Ask for their credit card and enter the information on the form, designate 

the gift to the Ultra Violet Campaign and select your chapter from the drop-down menu on the 

page. Also, make a notation on the bidding sheet that the item was paid for, the amount paid, 

the date and the method of payment. 

Silent Auction Supplies 

• Bidding cards for attendees indicating their bidder number 

• Bid sheets for each item (plus extra blank sheets) 

• Plenty of pens (at least one for each item) and markers 

• Money holder (lock box or zipper pouch) and change ($1s, $5s and $10s) 

• Several tables and easels for displaying items and bidding sheets 

• Clipboards or tape to secure bidding sheets on the tables 

• Painters tape (blue from hardware store) to tape things to walls 

• Numbered stickers/labels for marking items 

• An info sheet at the banker’s table explaining who to make checks out to 

• Laptop computer if Internet access is available (to process credit card payments) 

• If your event is outside, consider how to protect items and bidding sheets from possible 

wind or rain. 

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GLOSSARY 

501(c)(3) Status – The Internal Revenue Service grants this status to allow certain types of 

organizations (for example: charitable, religious or educational) an exemption from federal 

income tax under section 501(c)(3) of the Internal Revenue Code. Donors who contribute to 

501(c)(3) public charities may be eligible for a tax deduction. Sigma Kappa Foundation has 

501(c)(3) status; individual chapters of Sigma Kappa Sorority do not. 

Fair Market Value (FMV) – FMV is not the same as the cost of the item—it is the “going 

rate” for the item in the marketplace. When a donor receives a “substantial benefit” in exchange 

for a gift, the IRS requires that the Fair Market Value of the benefit be disclosed to the donor in 

a specific way. 

Fundraising – The process of soliciting and gathering funds by requesting donations from 

individuals, companies or organizations for an important cause. Fundraising can be done faceto-face 

by one person asking another to invest in the cause. It can also happen over the Internet 

where donors give online to causes or organizations reach out to the public through e-mail and 

their website to ask for support. Fundraising is also conducted over the phone and by mail. 

In-Kind Gifts – A contribution of goods or services instead of money. 

IRS 35 Percent Rule – When chapters need to use some of the event income to pay for the 

event itself, there can be a risk of having more than 35 percent of gross receipts from nonmembers, 

which is a violation of Internal Revenue Code. In-kind gifts may be considered “nonmember 

income.” If you are concerned you might be at risk of violating the 35 percent rule, 

please contact the Sigma Kappa Sorority Director of Finance or Sigma Kappa Foundation. 

Philanthropy – A Greek word which literally means “love of humankind.” A present-day 

definition calls philanthropy “voluntary action for the public good.” 

Stewardship – The responsible caretaking, supervising or managing something that’s 

entrusted to your care. 

Tax-Deductible Donation – A contribution to a 501(c)(3) non-profit organization which may 

decrease an individual’s tax liability. 

Transparency – One of the five universal principles of fundraising as stated by the Association 

of Fundraising Professionals; fundraisers provide clear, accurate and comprehensible reports 

about the work they do, the way donations are managed and used as well as costs and expenses. 

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ULTRA VIOLET CAMPAIGN MANUAL - The Sigma Kappa Foundation

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