Requesting Donation: Suggestions Needed

[kelleigh1]

I'll start by saying that I'm not posting this to ask anyone here for donations. (Although if you want to donate, I won't say no.) But I need some ideas on who to ask and how to go about doing it.

Here's the situation: our bowling league does a number of fundraisers throughout bowling season to raise money for the American Brain Tumor Association in the name of the son of one of the guys in our league who passed away about 6 years ago from a brain tumor. (A number of other family members also bowl in the league.)

One of the things that we do is an annual tournament which is really a fun day of bowling. (Anyone in the Attleboro, MA / Woonsocket, RI area who may be interested in joining us at this fun event on April 15th, let me know. The more the merrier.) In addition to bowling, there are hundreds of raffle tickets sold. All of the items in the raffle are donated either by members of the league or other area business, etc.

I'm helping to get more raffle donations this year so we can have even more great prizes and possible sell even more tickets. Being a Pampered Chef consultant, I always donate something from Pampered Chef. I've also gotten our local minor league baseball team to donate tickets.

What I'm looking for is some other great ideas of who to ask and how to approach people for a donation. What should I say?

Thanks in advance for any advice.

 

[mamacatnv]

Start pounding the pavement - have a flyer that states the cause, the date the item is needed and a phone number to contact. Make sure to let the business know what they will get in return ie: mention on a poster, printing in the program for the event etc...

I have done several fund raisers over the years with sports leagues and the schools. Start early, be prepared to be persistent. When you visit a business for your personal use ie restaurant, dry cleaners, hair salon, spa, gym, mini golf, skating whatever, hit them up. Get the name of the person who can authorize and hound them. Offer to pick up the item.


Approach: "Hi, I am ________ from ________Bowling center/league. We are holding a fund raiser in April to benefit the American Brain Tumor Association and would like to know if you would provide us with an item for our raffle." (Hand them Flyer)

If they say yes, great get it right then and there - invite them to attend your event

If they say you need to speak with ______(manager/owner) get name, number and best time to reach. Ask the person to pass along the flyer, make sure your name and number are prominent on it. Follow up in person if possible, if not make a call.

If it is a business that doesn't necessarily have a raffle type item ie Realtor, Dr's office, manufacturing company, etc. offer to purchase a gift cert. from a local grocery store or restaurant in their name.

Bring kids if possible, it is harder to say no to pleasant well behaved kids - have them wearing an American Brain Tumor Association t-shirt if possible. Have a few printed if needed w/your event and date.

Good Luck

 

[RickinNYC]

You absolutely should talk to the organization that would be the beneficiary of any event you host. Plus, doing so, they might then allow you to use their logo on any letters you send out. Additionally, alerting the organization that you're going to solicit donations would be incredibly important because you never know, they might be contacting the very same companies for other events.

FYI, if you don't know who to ask for, just call their main number and ask to speak to someone in their "development department." That's the department that handles PR, marketing, special events, fund raisers, grants, foundations, private donors, major funders, etc.... They're the money folks.

FYI, I work for a non-profit so I might be able to help you in terms of answering questions. Just send me a PM if you need me!

 

[kelleigh1]

Thanks!

Rick: thanks for the tips. Chad's father is in constant contact with the ABTA and they have given him the letterhead, etc. that we need. They know that we are soliciting donations, so we're good. But thanks for that tip. I'm sure that many people don't even think of that.

 

[clh2]

I would also include the id number of the organization. I think it is called a 501(c)(3) for a nonprofit, charitable corporation. This allows the donating company to deduct it on their taxes as a charitable donation.

 

[FinallyBoughtDVC]

First of all, good luck with the event!

Second - I've been on both sides.

I have raised funds for our PTA and have done Chinese Auctions (similar to your raffle) and have raised a ton of money for PPMD (Parent Project Muscular Dystrophy).

I am also the owner of a very popular retail store. I am asked, at least 5 times a day, for donations. I give to every legitimate organization who asks (I know how hard it is to be the "askee"). I've also been the person going store to store looking for donations - most merchants, when approached correctly and politely, will donate.

The best way to approach this is to write a SHORT letter explaining the following:

1. The name of the group doing the fundraiser
2. The name of the recipient of the fundraiser (include Tax ID#)
3. When the event will be held
4. How many are expected to attend (many business owners are looking for exposure - while we may want to think they are donating prizes out of the goodness of their hearts - they are also looking to advertise their business to as many people as possible).
5. Where the event will be advertised
6. Name and phone number of at least two people who can stop back to pick up any donated items.

You MUST be able to leave the letter with the merchant - do not walk around with only one (I keep them for my accountant). Make a day of it - map out your territory and go into each establishment, quickly introduce yourself, explain why you're there and if it is possible to speak to someone about it. If there are customers being helped - do not interrupt or get in line in front of them.

I prefer people to either drop off or mail the letter. I don't do phone calls (I never really know who I'm speaking to and I just don't have the time). If the organization is instantly recognizable and legitimate, my empoyees are authorized to give a donation (an item or gift certificate to raffle). If my employees don't recognize the group or if it is a request for a cash donation, they leave the letter for me.

I usually get to them within a week or so. If you don't hear back within 2 weeks, it's not impolite to call and leave a message reminding the merchant about the event. If the merchant says they can't give at that time, tell them thank you for their consideration. I would even go so far as to send a thank you note for their time with a description of the event, how many people attended and a "I hope you'll be a participant next year" - so they remember you the following year.

Also - another lucrative fundraising idea is to sell advertising for the journal or program for the event. It's great if you can find a printer who is willing to do the printing for free (in return for free advertising) - this works great for doctors, lawyers, and other professionals who many not be able to donate something for the raffle but would like to participate. Even as a retail establishment, I will occasionally purchase an ad rather than donate a raffle prize if the audience is a group I am trying to reach.

My pet peeves:
1. People who come a week before an event - and expect me to jump through hoops because, "time is running out." I get even more furious when they say, "well, thanks for the donation, but it's too late to put you in the journal-ad-etc. because it's already been printed." If you set a deadline - stick to it!
2. People who come to my store during a busy time (Saturdays, for me). Keep this in mind - don't go to a restaurant during the busy lunch hour...
3. Not getting a thank you note - I like to keep a binder of all our thank yous for my employees to see (I encourage them to be philanthropic as well).
4. People who tell me what I should give.
5. People who drag their kids around with them while they're asking for donations - the kids invariably are bored, tired, whiny and cranky and touch every bloody thing in the store while they're waiting for mom. Consider volunteer work a real job and act and present yourself professionally.

Be organized, be polite and Good Luck !!!

 

[kelleigh1]

First of all, good luck with the event!

Second - I've been on both sides.

I have raised funds for our PTA and have done Chinese Auctions (similar to your raffle) and have raised a ton of money for PPMD (Parent Project Muscular Dystrophy).

I am also the owner of a very popular retail store. I am asked, at least 5 times a day, for donations. I give to every legitimate organization who asks (I know how hard it is to be the "askee"). I've also been the person going store to store looking for donations - most merchants, when approached correctly and politely, will donate.

The best way to approach this is to write a SHORT letter explaining the following:

1. The name of the group doing the fundraiser
2. The name of the recipient of the fundraiser (include Tax ID#)
3. When the event will be held
4. How many are expected to attend (many business owners are looking for exposure - while we may want to think they are donating prizes out of the goodness of their hearts - they are also looking to advertise their business to as many people as possible).
5. Where the event will be advertised
6. Name and phone number of at least two people who can stop back to pick up any donated items.

You MUST be able to leave the letter with the merchant - do not walk around with only one (I keep them for my accountant). Make a day of it - map out your territory and go into each establishment, quickly introduce yourself, explain why you're there and if it is possible to speak to someone about it. If there are customers being helped - do not interrupt or get in line in front of them.

I prefer people to either drop off or mail the letter. I don't do phone calls (I never really know who I'm speaking to and I just don't have the time). If the organization is instantly recognizable and legitimate, my empoyees are authorized to give a donation (an item or gift certificate to raffle). If my employees don't recognize the group or if it is a request for a cash donation, they leave the letter for me.

I usually get to them within a week or so. If you don't hear back within 2 weeks, it's not impolite to call and leave a message reminding the merchant about the event. If the merchant says they can't give at that time, tell them thank you for their consideration. I would even go so far as to send a thank you note for their time with a description of the event, how many people attended and a "I hope you'll be a participant next year" - so they remember you the following year.

Also - another lucrative fundraising idea is to sell advertising for the journal or program for the event. It's great if you can find a printer who is willing to do the printing for free (in return for free advertising) - this works great for doctors, lawyers, and other professionals who many not be able to donate something for the raffle but would like to participate. Even as a retail establishment, I will occasionally purchase an ad rather than donate a raffle prize if the audience is a group I am trying to reach.

My pet peeves:
1. People who come a week before an event - and expect me to jump through hoops because, "time is running out." I get even more furious when they say, "well, thanks for the donation, but it's too late to put you in the journal-ad-etc. because it's already been printed." If you set a deadline - stick to it!
2. People who come to my store during a busy time (Saturdays, for me). Keep this in mind - don't go to a restaurant during the busy lunch hour...
3. Not getting a thank you note - I like to keep a binder of all our thank yous for my employees to see (I encourage them to be philanthropic as well).
4. People who tell me what I should give.
5. People who drag their kids around with them while they're asking for donations - the kids invariably are bored, tired, whiny and cranky and touch every bloody thing in the store while they're waiting for mom. Consider volunteer work a real job and act and present yourself professionally.

Be organized, be polite and Good Luck !!!

Thank you for this! This is some great information. I'll be getting the letterhead from the organization later this week and I already have the tax Id number so I can work on the letter this week and then once I have the letterhead, I'll be ready to go.

 

[teacups]

I dont know your area... but here, I always ask pediatricians, veterinarians , dentists etc for donations as they dont get asked as much as retail places. If they dont know what to donate (who wants a free root canal?) they donate cash. I then create a big gift basket with those funds. Its comes out very impressive. I'd say that the post above covers just about anything I could tell you! She did an awesome job with all those details!!! Good luck to you.