Study on the Solicitation Process of the BOFI for the IBOF

Abstract

This study deals with the solicitation process done by the Bamboo Organ Foundation Inc. (BOFI) for the International Bamboo Organ Festival (IBOF), particularly among its corporate sponsors and sustaining members. The study aims to answer the question: “How does the BOFI solicit support from corporate sponsors and sustaining members for the IBOF?” The study gives a description of the steps undertaken by BOFI regarding the solicitation process and also draws a general profile of the corporate sponsors and sustaining members of the IBOF, beginning at least from the 30lh festival. Based on the information on this two, the study did an evaluation of the solicitation process, particularly its weak points, and the growth and decline in number of the corporate sponsors and sustaining members. The BOFI is a nonstock, non-profit organization. It survives mainly through donations. Among all its activities, the IBOF, which is an annual musical festival held on February, is its biggest, most visible and most important activity in terms of the preparations and people involved, the expenses incurred, and the highest income earned used for the fulfillment of the Foundation’s mission which is to preserve and maintain the historic Bamboo Organ as well as to participate in the spiritual, educational and social enrichment of the people of Las Pinas. IBOF Collection from the government donors is the highest income contributor to BOFI. But it is starting to decrease already. The BOFI needs to do well in its solicitation of funds from other sources such as those from the sustaining members and corporate sponsors since it is the area in the solicitation which can still be improved by BOFI. The solicitation process of the BOFI is done as early as April, when it begins to source its previous and prospective corporate sponsors and sustaining members. The BOFI Secretariat awaits the copy of the IBOF program from the Program Committee, and when this is ready, the BOFI Secretariat prepares, prints and lets the BOFI President approve the solicitation letters around the month of October. The letters are released by November to at least the first half of December through the post-office. The other solicitation letters which are sent by fax or emails arc done also from December to at least two weeks before February. Follow up is done by BOFI Secretariat and some volunteers around December to two weeks before the festival proper. The BOFI Secretariat receives the cheques or the deposited money from its corporate sponsors and sustaining members, and transfers these to the account of the Foundation. While describing the solicitation process of the BOFI for the IBOF, particularly among its corporate sponsors and sustaining members, the study found out the areas in the solicitation process that needs improvement. This includes BOFI as having no uniform system followed in picking names from its database and directories to whom it will send its solicitation letters. Another weak point is that it does not do well in its monitoring of responses and just how many letters it has sent. This is connected to the next weakness of scattering its resources and possibly wasting some of its time, money and labor regarding its solicitation efforts. Although the BOFI may try to implement or develop a system to improve its solicitation, it will need to allot additional budget for this. Given the current resources of the BOFI, it can only support a few volunteers, and office supplies which help in its solicitation. Lastly, the study also stressed the visible decline in number of the corporate sponsors and sustaining members at least within the last four years. Since the BOFI does not follow a system in choosing its possible corporate sponsors and sustaining members for the IBOF, the researcher has derived a general profile of the existing corporate sponsors and sustaining members of the IBOF based on their nature of occupation, type of business, location, and loyalty status. This will be helpful to BOFI such that it can pursue more of such groups and individuals. Basically, the BOFI has solicited support from around the same circle of people or same target market. BOFI just needs to look into the motivations of these individuals and groups as to what makes them support IBOF. The BOFI, therefore, needs to look into these matters since it is the life of the IBOF, and the overseeing, care and protection of the Bamboo Organ which is at stake. All the proceeds of the festival are channelled to the preservation, maintenance and repair of the Bamboo Organ and the cultural activities around it. Both are cultural heritages of the Philippines and are unique in the world.