Fundraising doesn’t have to be a chore; it can be fun. In fact fundraising is my absolute favorite thing. I get to make great connections with people who love to give to something they’re passionate about. I also get to help a cause I am passionate about. Most of all at times I get to throw some awesome parties and it doesn’t cost a penny or very few pennies. Yeah you heard me right, not one penny. I have put on events for up to 500 people and spent nothing (okay I spent $2.67 on some last minute food coloring). In this blog I will share 10 of my secrets of item procurement. I will also list a few places, that if asked with plenty of notice, there is a 99% chance of a donation if you have a 501c3 status.
1. Start January 2. Most companies have limitations on the amount of donations they make throughout the year so if you ask in August there is a good possibility that they have met their limits. Don’t ask a week before your event because your sponsors need notice to get the item ready and record it in their books.
2. Start local but think big. Local vendors are the most likely to donate to your cause but if you are in a small town there is a chance that they have already donated to other charities and bigger cities have more to offer. Also remember internet businesses donate also. For one event I was able to procure an entire wait staff’s aprons, trays and tray stands from one internet company because the owner said no one had ever come to him.
3. Don’t look for a package, make one. If you want to have a wine country trip to Napa don’t call a travel agent. Call a local Napa bed and breakfast for a room, call a small winery for a free wine tasting, find a local restaurant for an evening out and contact several airlines (first tip, all airlines donate tickets, contact all of them and leave your location unspecified so you can use it accordingly). Now you you have an amazing trip that you didn’t have to pay for.
4. Think small. One of the items that I have learned that sell well at auctions is quilts. Quilts are easy to have donated and can make you an easy $200 at your silent auction table.
5. All sports teams donate. Contact your local pro sports teams. The Sounders here in Seattle are the most generous. One year they even donated a made up gift basket with tickets, a team autographed ball, t-shirts and stickers. That item went big.
6. Use the dollar store. If you have gift baskets and you feel it looks empty head to the dollar store for filler. No one cares about those filler items anyway it’s just to make the basket look pretty (get your baskets there too if you can’t get them donated). For spa packages I like to pick up some loophas, lotions and candles.
7. Utilize your resources. If you know someone who owns a restaurant ask them. Make sure not to ask more than once a year though. Don’t over use your resources because they can become burned out. What I’ve learned is most of my resources have become ambassadors of the charities I have them donate to. For example my parents donated a motel/dinner package at White Pass (and White Pass donated ski lift tickets) and now they never miss the charity events. Plus they have gained new customers from their kindness.
8. The hardest item to procure is printing costs. It is possible. I have found online companies are more likely to donate because most local places donate to schools (which is extremely noble and understandable).
9. Offer everyone who donates a sponsorship level. The bigger the item the bigger their name appears in the program (always have a program, it’s the best way to thank your sponsors). Also large sponsors like airlines will actually offer you a banner to hang up. It’s okay to do that. Attendees of your event will see how you thank your sponsors and someone in that room may have something to offer for next time.
10. Don’t limit yourself. I once held a comedy event at a large casino and the casino was unable to offer tables because they had a vendor for that. I contacted their vendors and they donated. I contacted a separate company which donated table cloths (which we were able to keep to use for the future). Our center pieces were made of vases donated from Fred Meyer with floating daisies donated by a local florist. The event made $70,000 and cost $2.67 for food coloring to color our water in the vases.
These tips are pretty basic and there is so much more to procurement. There are a few things to keep in mind: you will need more time and volunteers; you will get 50 no’s before you get a yes, don’t be discouraged; send a lot of thank you’s after the fact. I once was told do not ask for something again until you have sent seven thank you’s; be it a card, a phone call, an email, in person, etc. Your thanks is what keeps your donations coming. I will continue to post other fundraising tips including asking for money, event ideas and venue selection. So keep posted.
If you are involved with non-profit fundraising, event planning or promotions, the best way to get free publicity is through a Public Service Announcement. The FCC requires so many hours of PSA time a year using radio and television. Both are beneficial but radio PSAs are completely free if done correctly. It’s really simple to create a radio clip.
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