School Auction-Wording for Letter of Solicitation?

[uromac]

Hi!

My sister volunteered - or rather by default became the chair for her school's auction/dinner with a raffle for a very small pre-school (50 kids). I told her when I was involved 'back in the day' (ds20 & dd16)- for school fundraising activities we had a 'solicitation letter' on school letterhead that we were given. She went to her school and they do not have a letter as people in the past have just gone to places they know to ask for donation for this event, but she was told if she could write one - they would type one up for her event. She is new to the area and in this economy it has become very difficult to get anything of value. She is worried about writing a legitimate letter for businesses - does anyone have a copy of one - or know the approximate wording. I believe it was only a couple of sentences when I had one and we could say that it could be used for tax purposes for the businesses.

Right now they have items made by students/classes and homemade items.I also suggest people raid their homes for any items to donate, but they just had a rummage sale, so most items of value were sold there. BTW, I have raided my own 'stash' of stuff as I am a 'hoarder' and have used this as an incentive to 'destash' - another dis thread ! I also suggested a 50/50 raffle - which is always a success in my area and she is excited about that . Her school community is really not excited to 'help' out in other ways -e.g. pool funds to purchase gift cards, restaurant certificates, etc... so any help would be appreciated as there goal is to raise $1000 and honestly most people that attend are strapped at this moment and honestly are not really very willing to pitch in much -they are a committee of 5 only people. Does anyone else have other ideas - by the way they are tied to the Chabad - a pretty strict religious jewish organization- IMHO -so that complicates matters in regards to food, music, behavior, items etc...what can and can't be done at this function as males and females are together, music what can/can't be raffled (e.g. all movies have to be approved for a 'movie'night basket)...and permission has to be granted for everything before they do anything. I belong to a very reform synagogue so a lot of the things we do are 'frowned upon' - but I do not want this to seem disrespectful in any way - I would just like to help her out, but as I'm in NJ and she's in FL it is difficult and she just wants to make this event to be better - so any ideas would be greatly appreciated.

Thanks in advance!

 

[mom2d&b]

check out PTOTODAY.com There is a section on the site that is for file sharing. Lots of great files. No need to be a PTO or PTA, anyone can access the info.
Good Luck with the auction

 

[neatokimmo]

Wal-mart will donate a $50 giftcard. This is how I worded our letter (sort of)

Our not for profit preschool is experiencing a shortage in supplies. With X kids, we are in need of wipes, paper towels, juice and cleaning supplies.

In the past Wal-mart has been very generous in helping us with these supplies. I would appreciate any help you could provide. Please call me if you have any questions.

I wouldn't raffle the card. But if you use it for supplies, that frees up $50 in daycare money for something to be bought to resell.

 

[micheleq]

I thought I had a copy of our letter to send via e-mail. Here's the gist of it...

Dear Local Merchant/Business Owner:

(Insert name) Preschool is a not for profit group. On (insert date), we will be hosting a fundraiser with proceeds going our scholarship fund. Through this fund, several children who would not otherwise be able to attend our school will get that opportunity.

We are asking area merchants to help make this fundriaser a success by donating goods or services. Your donation will be duly noted in our program.

For your records, our Tax ID# is (insert).

Sincerely,
(name and signature of school director)

Basically, you'll need a letter that includes school letterhead, the school's tax ID number (that is a draw for some businesses -- their contributions are 100% tax deductable), and I would have the director of the school sign the letter in addition to your sister as the chair of the event. Having a program where the merchants will get free advertising is another huge draw for businesses to donate.

I wouldn't ask parents to buy gift cards or items to auction off -- always ask the merchants first. You can bundle gift cards or small items together to make larger baskets. If there are parents that have a special talent or job, ask them to dinate their time or service. We have a lawyer donate time to create a family will, personal trainers donate an hour of time, massage therapists donate a session, etc.

Good luck fundraising these days is tough, but it can be done. Our school raised over $10,000 this past November

 

[tommya60]

When we did this type of thing for DD's elementary school some of the most popular items included lunch with a teacher (each teacher had a special lunch with x number of students--perhaps a parent could help chaperone if that is an issue), reserved parking space for 5 special event days (the principal had to be there early anyway, she just parked in front of the school and gave up her space that day--serious money maker. Back to School Night, Holiday event, Open House) Ride to school in a police car, stopping for orange juice and donuts (crazy amount of money). Tutoring by the older kids for the younger kids (parents liked it, the kids not so much). One year we decorated a wall at the school in tiles the kids painted.
Hope this helps!

 

[neatokimmo]

I thought of something else. Since you said PreSchool, you have a lot of hourly non teacher employees.

See if any would volunteer to babysit outside of work and sell off "date nights".

 

[uromac]

Hi Again!

Thanks everyone! I forwarded her the link to this thread and she loves your ideas and help - keep them coming - she asked me to relay a A BIG THANK YOU to everyone !!

ps - she told me I was mistaken her 'pre-school' is even smaller - 15 kids total! - and some of the non - preschool/religious community attends this event (last years event had 8-10 total tables)

Thanks again!!

 

[uromac]

I thought of something else. Since you said PreSchool, you have a lot of hourly non teacher employees.

See if any would volunteer to babysit outside of work and sell off "date nights".

I personally love that idea - a lot of those family's that belong there have A LOT of kids to babysit - although it would not be too much for a pre-school teacher !
!!