Fundraising Suggestions

Due to AMSA's limited funds, the national office cannot directly assist individual chapters for their delegates, alternate delegates or committee members to travel to the convention. Listed below are several possible sources for assistance. It is important to seek funds now because many sources budget their money months in advance, and some funding sources may take a few months to release money. General suggestions to keep in mind when requesting funds from organizations:

1. Be able to articulate the purpose of the convention and what you expect to accomplish by attending.
2. Prepare a budget to establish reasonable requests.
3. Offer your contact(s) something in return: a presentation at their next meeting or a short paragraph for a newsletter.
4. Send thank-you notes to help your chapter receive more funds from the same organizations the following year.

DEAN'S OFFICE
Some medical school deans (or deans of student affairs) have limited funds available for student travel. These funds are generally allocated through the student government, AMSA chapter or other funds. Because funds are limited, deans should be contacted early so they can adjust their budgets accordingly. Click here for a sample fundraising letter.

COUNTY/STATE MEDICAL SOCIETIES
This category includes not only state and county affiliates of the American Medical Association, but also state and county specialty societies (especially the state chapter of the American Academy of Family Physicians). Some chapters have found it advantageous to write each specialty society and request a small amount (i.e., $100-200). The addresses of specialty societies are available from the state medical society. Generally, the support these organizations provide is for meetings and conventions. The AMSA Annual Convention should fall within their range of support. Once again, it is essential to contact representatives early.

MEDICAL SCHOOL DEPARTMENTS
Some departments, especially family practice, preventive and community medicine, will help out (but don't forget other departments). Try to see the department head as soon as possible. It is beneficial to show how the programs at the convention will relate to the department.

AMSA MEMBERSHIP INCENTIVE PLAN/REBATES
The AMSA Board of Trustees approved a membership incentive plan in 1986 and has revised the plan in subsequent years as a means of producing revenue for local medical chapters. The deadline for the AMSA national office to receive new member applications to be considered in this year's membership incentive plan is December 31, 2008.

Medical Chapter Incentive Plan

• For medical chapters who recruit up to 49% of their total entering class, the chapters will receive $2 for each new member recruited.
• For medical chapters who recruit at least 50% of their total entering class, the chapters will receive $5 for each new member recruited.
• For medical chapters who recruit at least 70% of their total entering class, the chapters will receive $6 for each new member recruited.

Medical chapters that meet their recruitment goal by December 31, 2008 will also receive a convention registration fee waiver.

Premedical Chapter Incentive Plan
After recruiting 10 new members, each chartered AMSA chapter will receive $2 for each new member recruited (not to include renewing members).

International Chapter Incentive Plan
Each chartered AMSA chapter will receive $1 for each new member recruited (not to include renewing members).

REQUIRE ATTENDEES TO SERVE ON A COMMITTEE
Students who serve on a Reference, Credentials or Nominations Committee have their registration fees waived. You can find forms online, but act soon! The deadline is January 12, 2009.

LOCAL FUND-RAISING PROJECTS
Probably the most reliable way to raise convention revenue is through local fund-raising projects. Find out what your school or community could use or want. Do not be discouraged if projects only bring in small amounts of money; this will add up over several weeks. Marketable items include baked goods, flowers, bagels, coffee, T-shirts, pizza, etc. Useful items for sale are calendars featuring classmates, secretaries or faculty, desk blotters, copies of old exams or a note-taking service. Other successful ideas include throwing a party or casino night for a small entrance fee, holding a raffle or offering aerobic classes for $.50 or $1.00 per session. Don't forget that your regional trustee, last year's chapter officers and your Chapter Officers Conference Handbook are all very good sources for fund-raising ideas.

It is important to emphasize that the best way to obtain convention funds is to show how you have minimized expenses (i.e., you will travel by car, put up to four people in one room, etc.). It is not unreasonable to request that individuals pay part of their own way.

GETTING CHAPTER MEMBERS TO ANNUAL CONVENTION

Keep Your Costs Low: Register and Make Travel Plans Early!

Remember to register by February 14, 2009 to save $30 per person on registration costs and to make travel plans as early as possible. Check with AMSA's official convention travel agency, Association Travel Concepts (ATC) for negotiated discounts with United Airlines.

If you have 10 or more people in your group, you can call an airline directly to see if you can obtain a cheaper group rate. Tell them your group consists of full-time medical students attending a conference. After you receive the first quote, ask to appeal this fare. The airline will ask you what fare you are requesting; give them an outrageously low price! You can try to get them to go lower, and then call other group departments of airlines and see if they will match the fare or go lower. You can call them back and tell them the fare is not enough for the entire group to go and you need a lower fare. Once you confirm the fare and pay a deposit, they will mail you a contract. The whole process might take a few days, but a great way to work on your haggling skills.

Sign Up for the Medical School Fair!
AMSA has a tradition of having an annual medical school fair for premedical students at convention. This has been a great way for medical schools to get funding from their dean's office. AMSA National has sample dean letters you can use explaining the benefits of attending the Medical School Fair and the AMSA Annual Convention.

You can offer to help put together a poster for the fair or do a brown-bag on what you learned at convention. You can remind your Dean that this is the largest annual gathering of medical students and it's important to have your school represented at this event. While asking your Dean to pay for the $99 Medical School Fair fee, try to also ask for funding for a hotel room for all four or five days of convention, travel and AMSA registration for one or two students.

Ask for Money!
Ask clinical department heads, medical societies (addresses of specialty societies available from state medical society) and alumni associations to donate money. This is how many schools fund convention every year. Keep in mind that if you send these letters out now, you may not get the money until after convention, but its worth sending out a round to replenish your funds. The national office has a form letter to help you. Remember to record who sends you money for posterity and send thank you notes.

Fundraising Projects
For a list of fundraising ideas, check out the fundraising tab of your COC manual. If you are at a loss, ask your Regional Trustees for advice.

For additional fundraising help or for copies of any sample letters mentioned above, contact AMSA's national president, Brian Hurley at 1-703-620-6600, ext. 202.

Sample Fundraising Letter

Dear Department Chair,

I am a second-year medical student writing to ask for your support of a student endeavor. This past year, Brown's local chapter of the American Medical Student's Association has been working hard to raise medical students' awareness about issues related to access to care. We have started a free care initiative at the Rhode Island Free Clinic, put together a resource manual on health-related community resources for the Greater Providence Area, and sponsored a lunch-time series called "Poverty and Health."

This year, AMSA's annual meeting is in Washington, DC/Arlington, VA. It is the largest annual gathering of medical students and the theme of the convention focuses on Health Care Justice: Pursuing the Dream of a Healthy Society. We have been fundraising all year to send 10 student leaders to the convention but have managed to only raise half of what we need. We are asking supportive departments for donations of $300 to help us represent our school at this important event. In addition, we are requesting that you pay the $99 table rate in order for us to represent the XYZ school at the AMSA Medical School Fair. For more information about this fair, please visit: www.amsa.org/conv/medfair

Traditionally, after the annual meeting, we hold a lunchtime discussion group to share what we learned with our classmates. We would like to invite you and interested residents to our discussion group to be held April 4 in Biomed 202. Alternatively we would be happy to lead a discussion on health disparities for residents in your department.

Please feel free to contact me with any questions. You can reach me at the address above or via phone (123-456-7890) or email email@email.edu.

Thank you for your support,

Sincerely,

John Doe
Co-President
XYZ University AMSA