The best in-kind contribution form comes in two parts. The main portion should be given to the person making the donation, while the remainder should be submitted to the event’s designated contact (master list keeper).
All volunteers soliciting in-kind contributions should be required to collect a completed form and return it to the volunteer building the master in-kind list. Typically this will be compiled by the head bean counter (treasurer) or the person schmoozing with all the sponsors, like a sponsor VIP coordinator. And it doesn’t matter whether the event is the recipient of cold hard cash, in-kind product or services, or a combination of both…individuals and companies need to be tracked and recognized for helping make the event a success.
So what should the two-part form include?
FOR THE CONTRIBUTOR
The donator’s portion must include the name of the event and/or preferably the event’s logo, the mailing address, event location, phone number, email, web address and specific addresses to their various social media platforms. Feature a general statement about the event: 1) how long it’s been in existence; 2) who presents the event and why; 3) where the profits go; and 4) how many volunteers are involved each year in its production. All of this information provides credibility.
Also allow space where the person making “the ask” can write in their contact information – name, personal phone number and email address. This makes it easy for the donator to know who to call if the product hasn’t been picked up or if there is a change in the promised service.
Promotional exposure, often unexpected by the donator, is an important part of the relationship. Based on pre-established dollar amounts, detail the type of exposure, public relations and promotion the company will receive in exchange for their product or service.
- Will their name be featured in social media posts, and if yes, how many times?
- Will they receive @their-name-mentioned for their company and/or #tags (for topics of such as their product or services) by the event on its social media platforms, and if yes, how many?
- Will announcements mention their company be made throughout the event?
The greater the value, the greater the level of exposure the donator should receive.
FOR THE EVENT
The event portion of the form should include the contributor’s contact name, the company, mailing and physical address and respective zip codes, phone number, email address, web address and specific addresses to each social media platform.
The donator will select the dollar amount of their contribution and a brief description of what is being provided. The team member asking for the donation should also sign the form and date it. Indicate if the item will be dropped off or picked up and the “by when” date, or if a service is being provided when it will be rendered.
Leave a small space for the master list keeper to document when it was logged into their system.
To learn more about event and festival management, check out “Secrets to Successful Events: How to Organize, Promote and Manage Exceptional Events and Festivals.” For those with event planning experience, consider, “Secrets to Successful Events Resource Guide: 42+ Easy-to-Use Tools and Resources.” Both are written by internationally known author and speaker Lynn Fuhler and are available on Amazon and at major booksellers.