Procurement 101

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.

Guide to Less Charity Event Spending

Here is a picture of the Holiday at the Hospital event volunteers sponsored by F5. This event cost Swedish Medical Center's Pediatric Unit $0.

Everyday I see charities spend unnecessary money. Isn’t the point to make money for your cause? There are charities I have actually been involved with spend an absurd amount of money on something that could have been donated. I am a strong believer in procuring anything you can for an event or fundraiser. Another great option is a corporation gift or sponsorship. You can spend that extra money that may have felt excessive if a company with big pockets steps in to help. However, be aware of how you are spending that money too. I’m sure if the company gives you $10,000 to spend if you spend $5,000 the remainder can go back to your cause. Major gift donations are great and the best way for your charity to raise its profits however, events are fun and show your donors what you are up to. So it’s important to not spend all of their money to put it on. I would like to share some tips on how to plan a successful event at little or no cost.

1. Don’t be excessive – I watched a charity fundraiser on TV last night and watched the artist sing into a diamond encrusted microphone. It was probably hers (I hope the charity didn’t pay for that) but it raised some questions in my mind. Keep things simple. Don’t give people in your audience the opportunity to think you are wasting their money. Only use what you need with a few little added touches to make the event worth their while. You can make a beautiful event without diamond encrusted microphones.

2. Procure everything you can – Don’t ask for money ask for items. This includes venues and celebrities. It’s a lot easier to get a yes because it’s more affordable for everyone. Now, if someone offers money take it for the charity and if you are unable to procure everything you NEED use that money to make any purchases. Celebrities love to give their time too.

3. Don’t just assume only local businesses will give – I have been able to procure items such as printing costs (one of the hardest things to get donated) from online companies. Donating is a write-off and for some they are never given the opportunity. I literally had a printing company I had formally worked with beg me to donate their services at the end of the year because they didn’t meet their giving mark.

4. Don’t hit up the same people every time – It’s not only rude but it becomes harder to get a yes. There may be a time that you really need them and they’ll say no because you always ask. There are certain companies and organizations that you can ask every time (ie. sports teams, Microsoft, basically really big names). You will get a no from these companies sometimes but as long as you thanked them for the previous donation it’s ok to ask again. Which leads me to number five.

5.  Say thank you – I have heard that you should thank someone for their donation seven times before asking them again. I  think this  is spot on. Say thank you in person, on the phone, in a note, in newsletters and using creative ways to ensure they know you appreciate them.

6. Recruit reliable volunteers – This can be the hardest part of the job. Finding a volunteer may not be hard but reliable…yeah. Luckily I have a trusted group that I can always count on. My brother once told me if it wasn’t for me he’d never volunteer , now he does more than most people he knows. There are people like you out there that want to help. It may take a few events to get there but you’ll find them.

7. Do golf tournaments even make money? –  With the economy being in the state it is, it’s the easiest thing to give up. No, not charity, golfing. Someone may not have $5,000 to play a foursome and you probably just spent $25,000 on the venue (golf courses are the hardest venue to procure). Plus you are limiting your contributions to come from people who play golf (mainly men). Save the course space for large charities.

8. Walks and biking events are an inexpensive event – Many vendors will jump at the chance to sponsor, cities will typically donate the permits needed and it encourages physical activity. Don’t be discouraged if the first two years are slow. It’s all about woird of mouth and future years will pick up.

9. Auctions and raffles – Here is when procurement is key. There is seriously companies out there that sell items for auction and charities use this service. If you plan ahead and spend some time you can get free airline tickets, hotel stays, jewelry, electronics and so much more. I have personally procured all of these items multiple times. You can do it. Don’t waste money that should be going to your cause.

10. Advertise with a free PSA –  Radio stations and television stations are required by law to run so many hours of non-profit Public Service Announcements. See our previous post for more info on PSA’s.

Just remember to be patient. If you want a successful low cost event you can’t expect to get it done over night or without hard work. It takes planning and dedicated volunteers. I have more detailed information on procuring in a former post (you may see some repeat information but it’s all important). You too can make the event of your dreams for nothing. I promise. Contact us to help you put on your low, low, low (or even free) cost event.