Prayer Garden Sponsorship Plan (Page 3 of 3)

Sponsorship Activities • Processing sequence for handling requests for sponsorships • A person wishing to become a sponsor is required to fill out our specially designed "Intent to Sponsor" form, which collects all of the information needed for us to acquire the sponsored item, and submits the form and payment to the church office. • A church office worker does the following: • Receives “Intent to Sponsor” form and the sponsorship payment • Issues the sponsor a receipt for payment • Records the following information in the " Internal User Only" section of the “Intent to Sponsor” form: • Date payment made • Type of payment (cash, check, or credit card) • Amount of payment • Check number or last 4 digits of credit card (if applicable) • Receipt number - number on receipt given to sponsor • Makes a duplicate copy of the form – this copy is sent to the data processing person and the original is returned to the sponsor. • Records the sponsorship in a control log • Places the payment and a copy of the receipt in an envelope which is given to the church Accounting Department • Accounting Department actions  Enters amount of payment in their accounting program  Deposits payment • Computer data entry person does the following: • Receives the copy of the completed “Intent to Sponsor” form from the church office and enters all data into the “Prayer Garden Project” computer program • The program generates a "Thank You" card which is printed and mailed to the sponsor and contains the following information: o A message that states the item sponsored, the date of sponsorship, and the amount of the payment. o A “proof” drawing - If the item sponsored is an olive tree or a bench, the drawing is a replica of the associated plaque. If the item sponsored is a brick, the drawing is a replica of the brick.  The drawing contains the inscription wording exactly as it would appear on the plaque or brick.  This drawing is considered to be a "proof" of the sponsored item for examination by the sponsor. If the sponsor finds an error in the "proof", they are directed to notify the church office so that a change can be made before the item is actually produced. • The program also generates a slightly-modified version of the "proof" drawing that is added to the large “Bricks Sponsorship Chart" displayed in the front foyer of the church. • Creating the order for sponsorship bricks - The "Prayer Garden Project" program is used to create the order.   • Promotional Activities • Promotional support materials were created – for information, see link below. • The Sponsorship Program was introduced to the congregation after all weekend masses just prior to the 12/12/2015 annual celebration of Our Lady of Guadalupe. • "Intent to Sponsor" forms were periodically distributed after weekend masses.  Volunteers were available at these times to provide assistance to individuals needing help in completing forms. • Weekly "Progress Posters” of the fund raising results of the Sponsorship Program were displayed in the church vestibule, church office, and religious gift shops. • Announcements concerning the Sponsorship Program were made after weekend masses. • Notices about the Sponsorship Program were posted in the church bulletin For detailed information on promotional materials used in the Sponsorship Program, click here.

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