Business donations can help a PTA offer programs and events and takes some of the financial burden off of your members by avoiding the need for fundraisers. But reaching out to businesses doesn’t come naturally to most people, and it can feel a little awkward when you first start. Here are eight tips to get you going.
- Remember Who You Represent.When you approach a business for a donation, you are representing your PTA and the work you do for children. PTA is a nationally-recognized brand. So when you approach a business, you have a lot to offer and are asking on behalf of a good cause. Don’t sell your PTA short by making too small a request—businesses will be interested in being associated with your brand.
- Coordinate Your Requests.PTAs run several events and programs over the course of the year, so make sure you’re not asking the same businesses for donations for each one. Have your leaders for the various programs work together at the beginning of the year to divide up the businesses you’ll be approaching for each event. Try and match potential donors with relevant programs, like asking an art supply store to help sponsor your Reflections program.
- Find Out Who Your PTA Already Knows.Check past years’ records to see which businesses have donated before. Look at your membership and school population—are any of the families at your school business owners. Don’t just look at parents, but also grandparents, aunts, and uncles as well. They all have a stake in the success of the students at your school.
- Know What You Want.Decide in advance what you would like from a potential business donor. Is it a simple financial donation, door prizes to hand out, or materials to help you put on your event. Be specific in what you are asking for.
- Offer Them Something in Return.Be sure to offer your business donors a publicly visible recognition of their support. That can be a window cling or certificate citing them as a “Proud Supporter of Lincoln PTA,” signage at your event thanking the sponsors, mentions in your newsletter thanking them for their support, or a small banner spot on your PTA website or newsletter for a certain period of time. Note that when doing the latter, PTA is not endorsing the business, the business is supporting the PTA. Think PBS-style sponsor (This PTA event was brought to you in part by ABC Business, provider of fine art supplies.), not traditional advertisement.
- Don’t Burn Your Bridges.A business may say no for a variety of reasons—they may have already filled their planned quota of non-profit donations for the quarter or the year, they may feel that the event doesn’t fit their business, or they may not currently have the resources to spare at that time. Thank them for their time, and ask if they’d be willing to sponsor a different PTA event sometime in the future.
- Follow Up After Your Event.Be sure to send a thank you note to every donor with a handwritten signature. Include a receipt if the donation was strictly financial, and note the amount of the donation either directly or as the value of the in-kind donation so they have a record for their tax filing. Consider sharing photos of your event or thank you notes from the kids who participated.
- Keep Records of Who Donated.By keeping track of the businesses who have donated in the past, your PTA will know who to approach first in the future. You can also then thank a donor for their past support when asking them to donate again.