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More Than Free Pizza:
How to Maximize Your Success
in Securing and Building Upon
In-Kind Donations
Heather Hiscox, MPH
Seven Degrees Consulting
Who am I?
www.shutupandlistenblog.comwww.sevendegreesconsulting.com
What is an in-kind donation?
What is an in-kind donation?
 In-kind donations are those donations that are
provided in goods and services rather than
money (or cash)
Examples:
 store donating trash bags for a cleanup
project
 restaurant donating food for an event
 individual donating used clothes to local thrift
store
 free media advertising (print, radio, TV)
What is an in-kind donation?
An in-kind donation could also be donating
your time or professional services. This
could include:
 regular volunteers at museums
 an accountant doing the taxes for a non-profit
 company staff helping to plant trees on
company time
What do I ask for?
What is your goal?
What do you need and want?
Brainstorm and make a list
 Paint brushes to paper plates, landscaping to
transportation
Be creative
 Consider options that add value, enhance
your mission, build relationships
What do I ask for?
Prioritize by cost and need
 Food before balloons
 Think of sponsorship/underwriting
opportunities
 Track costs for next year
Consider this…
Are you ready to ask, collect, track,
acknowledge and steward a gift?
Are there restrictions on
 What you can accept?
 Who you can ask?
What benefits will you offer the donor?
 How will they be acknowledged? What do
they get?
Tax issues
 How much and what is tax deductible?
Who is going to do all of this?
Who will ask for goodies?
 Delegate
 All about relationships
 Spread the wealth
Who will track donations?
 Accountability
 Stages: First contact, follow up, collection,
thank you
Who is going to do all of this?
Who will enter the data?
 Be report ready
Who will collect the stuff?
Who will organize and store it?
How will you say thanks?
How are you going to thank donors?
Who will send thank you notes and when?
If donors will be publicly acknowledged
 How, when, where, by whom?
Who will move donors to give again and
how?
Who do I ask? Who loves you?
Current and past donors
 Search your database, printed materials,
team brainstorm
 Ask all previous donors
 Who owns and does what?
Vendors
Don’t fear cannibals
Who could love you?
Scan the yellow pages
Google
 Look for ads
Network
 Ask for referrals
 What about talking to other fundraisers?
Read and be aware
Get Organized
Create a spreadsheet of prospects
 Name of organization
 Contact name and info
(Phone/Email/Website/Mail)
Track progress
 Did we get/pick up the …
 Did we send the…
 Did we add them to the…
 Did we thank them for the…
 Did we get the logo or ad?
Get Organized
Detailed Notes (before and after call)
Color code
State Your Case
What will you send to prospects?
 Info about organization (tax ID number)
 Needs
 Benefit levels
 How they will be recognized (Annual Report,
website, event handouts, etc.)
Make it cost efficient for you and attractive to donor
 Giving form with instructions/due dates
 PDF to attach
State Your Case
Be compelling – with your help…
 Make an impression
 Clearly state how their donation will save you
money that you can to carry out your mission
 Why You?
 Why Now?
 Tell a story
 Use numbers, statistics
 Include photos, quotes/testimonials
Prep your Askers
Nearly anyone can ask with training
 You are not asking for you, you are asking for
those we serve
 Practice, practice, practice
 Be prepared, persistent, patient, positive
Review wish list
 Identify relationships
Share expectations
 Accountability, follow up
Prep your Askers
Insist on good notes, record-keeping
Collect contact info to share (get emails,
schedule for repeat contact)
Promises, promises
How will you share the list?
Who is ultimately responsible?
Okay, they’ve said yes!
Make it easy for them
 Do you have someone to pick up the
donation?
 Do you have a way to get them what they
need?
Get what you need from them right away
(contact info, logos, artwork, item
description, retail value)
See if they can go further (promotion)
What do I put in the Thank You?
How do you estimate the value of an
in-kind gift? YOU DON’T
“Thank you for your generous gift of ________(Full Description)
which we received on ____(Date). Your generous contribution will
help to further the important work of our organization.”
“While, according to IRS regulations, you will not be allowed to
declare the value of your donation from our acknowledgment, we
can say that, but for your generosity, we likely would have had to
expend approximately $________ for what you gave as an In-Kind
contribution. These are dollars saved which we are able to apply
directly to support the programs and services we provide for the
well-being of those whom we serve in our community.”
- Tony Poderis
After your event/program
Go beyond the letter – make it special
(letters from participants, photos,
handwritten cards)
Keep your promises
 Ad to be placed, photos to send, website,
plaques, annual report
Highlight donors in the giving level they
are due
 Don’t fall into “real” money trap
Keep them engaged
Once they give, do not lose those contacts
(i.e. holiday cards, invites to future events,
save the date for next year)
Find out why they decided to give – is
there more there?
How can you get them more involved?
Not so fast
What about leftovers?
 Storage/Insurance
 For Sale
 Communicate
How do you account for this?
 Only enter into annual budget in-kind gifts
that directly relieve you of paying cash to a
vendor/supplier (others are extras, not
normally budgeted for)
Do you have a gift acceptance policy?
Invest in the process.
Just ask
Be amazed by your creativity and others
generosity
Increase your donor base and donor
engagement (volunteers are donors too)
Be a hero – preserve your organizational
resources
Heather Hiscox, MPH
Nonprofit Fundraising & Business Development
heather@sevendegreesconsulting.com
(520) 465-6155
Social Enterprise
Fund Development
Communications – Social
Media/Marketing Support
Program/Project Management
Coaching
Idea Exploration
Interviewing and Market
Identification
Business Planning
Rapid Experimentation
Product Development
www.shutupandlistenblog.comwww.sevendegreesconsulting.com

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In-Kind Donations: More Than Free Pizza

  • 1. More Than Free Pizza: How to Maximize Your Success in Securing and Building Upon In-Kind Donations Heather Hiscox, MPH Seven Degrees Consulting
  • 3. What is an in-kind donation? What is an in-kind donation?  In-kind donations are those donations that are provided in goods and services rather than money (or cash) Examples:  store donating trash bags for a cleanup project  restaurant donating food for an event  individual donating used clothes to local thrift store  free media advertising (print, radio, TV)
  • 4. What is an in-kind donation? An in-kind donation could also be donating your time or professional services. This could include:  regular volunteers at museums  an accountant doing the taxes for a non-profit  company staff helping to plant trees on company time
  • 5. What do I ask for? What is your goal? What do you need and want? Brainstorm and make a list  Paint brushes to paper plates, landscaping to transportation Be creative  Consider options that add value, enhance your mission, build relationships
  • 6. What do I ask for? Prioritize by cost and need  Food before balloons  Think of sponsorship/underwriting opportunities  Track costs for next year
  • 7. Consider this… Are you ready to ask, collect, track, acknowledge and steward a gift? Are there restrictions on  What you can accept?  Who you can ask? What benefits will you offer the donor?  How will they be acknowledged? What do they get? Tax issues  How much and what is tax deductible?
  • 8. Who is going to do all of this? Who will ask for goodies?  Delegate  All about relationships  Spread the wealth Who will track donations?  Accountability  Stages: First contact, follow up, collection, thank you
  • 9. Who is going to do all of this? Who will enter the data?  Be report ready Who will collect the stuff? Who will organize and store it?
  • 10. How will you say thanks? How are you going to thank donors? Who will send thank you notes and when? If donors will be publicly acknowledged  How, when, where, by whom? Who will move donors to give again and how?
  • 11. Who do I ask? Who loves you? Current and past donors  Search your database, printed materials, team brainstorm  Ask all previous donors  Who owns and does what? Vendors Don’t fear cannibals
  • 12. Who could love you? Scan the yellow pages Google  Look for ads Network  Ask for referrals  What about talking to other fundraisers? Read and be aware
  • 13. Get Organized Create a spreadsheet of prospects  Name of organization  Contact name and info (Phone/Email/Website/Mail) Track progress  Did we get/pick up the …  Did we send the…  Did we add them to the…  Did we thank them for the…  Did we get the logo or ad?
  • 14. Get Organized Detailed Notes (before and after call) Color code
  • 15. State Your Case What will you send to prospects?  Info about organization (tax ID number)  Needs  Benefit levels  How they will be recognized (Annual Report, website, event handouts, etc.) Make it cost efficient for you and attractive to donor  Giving form with instructions/due dates  PDF to attach
  • 16. State Your Case Be compelling – with your help…  Make an impression  Clearly state how their donation will save you money that you can to carry out your mission  Why You?  Why Now?  Tell a story  Use numbers, statistics  Include photos, quotes/testimonials
  • 17. Prep your Askers Nearly anyone can ask with training  You are not asking for you, you are asking for those we serve  Practice, practice, practice  Be prepared, persistent, patient, positive Review wish list  Identify relationships Share expectations  Accountability, follow up
  • 18. Prep your Askers Insist on good notes, record-keeping Collect contact info to share (get emails, schedule for repeat contact) Promises, promises How will you share the list? Who is ultimately responsible?
  • 19. Okay, they’ve said yes! Make it easy for them  Do you have someone to pick up the donation?  Do you have a way to get them what they need? Get what you need from them right away (contact info, logos, artwork, item description, retail value) See if they can go further (promotion)
  • 20. What do I put in the Thank You? How do you estimate the value of an in-kind gift? YOU DON’T “Thank you for your generous gift of ________(Full Description) which we received on ____(Date). Your generous contribution will help to further the important work of our organization.” “While, according to IRS regulations, you will not be allowed to declare the value of your donation from our acknowledgment, we can say that, but for your generosity, we likely would have had to expend approximately $________ for what you gave as an In-Kind contribution. These are dollars saved which we are able to apply directly to support the programs and services we provide for the well-being of those whom we serve in our community.” - Tony Poderis
  • 21. After your event/program Go beyond the letter – make it special (letters from participants, photos, handwritten cards) Keep your promises  Ad to be placed, photos to send, website, plaques, annual report Highlight donors in the giving level they are due  Don’t fall into “real” money trap
  • 22. Keep them engaged Once they give, do not lose those contacts (i.e. holiday cards, invites to future events, save the date for next year) Find out why they decided to give – is there more there? How can you get them more involved?
  • 23. Not so fast What about leftovers?  Storage/Insurance  For Sale  Communicate How do you account for this?  Only enter into annual budget in-kind gifts that directly relieve you of paying cash to a vendor/supplier (others are extras, not normally budgeted for) Do you have a gift acceptance policy?
  • 24. Invest in the process. Just ask Be amazed by your creativity and others generosity Increase your donor base and donor engagement (volunteers are donors too) Be a hero – preserve your organizational resources
  • 25. Heather Hiscox, MPH Nonprofit Fundraising & Business Development heather@sevendegreesconsulting.com (520) 465-6155 Social Enterprise Fund Development Communications – Social Media/Marketing Support Program/Project Management Coaching Idea Exploration Interviewing and Market Identification Business Planning Rapid Experimentation Product Development www.shutupandlistenblog.comwww.sevendegreesconsulting.com