Often in-kind contributions aren’t given the attention they deserve. They significantly affect the bottom line of any event, whether a donation involves products or services.
The one challenge is these contributions often get lost in the shuffle. Event volunteers may use these items or services for their particular area and handle “the ask and thanks and appreciation” directly with their contact. The larger event planning body may not even realize what transpired only that Chris did a great job and didn’t spend her budget. When Chris is no longer involved, those freebies disappear creating a hard cost to the event if an essential item.
Treat in-kind contributions as if they have value. Let the donator determine the value of their product or service. Designate your treasurer or your sponsor VIP coordinator as the person to maintain the completed forms and the master list. Track the quantity of products and services, the total value and the number of people or vendors making the donations.
The worst possible thing you can do is treat someone’s company donation as if it has no value. Make sure to prepare thank you notes for your event’s chairman and the person who secured the product or service to jointly sign. After all, wouldn’t you like to know you could go back again next year?
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.