Getting donations for banquets

[HydeParkHunter]

I just volunteered to help my local National Wild Turkey Federation chapter prepare for their annual fundraising banquet. Specifically, soliciting for (non-firearm) donations like gear, gift cards and trips. They say they’ll take anything.

I’m completely new to this. And while I’m sure the Chapter folks will help guide me; I wanted to reach out here for advice. I have to believe there are a few banquet veterans on this site that might offer some tips on what to do… or what to avoid.

I have a donation contact list from last year, and I have a few ideas of my own, including reaching out to outfitters and travel organizers.

Any feedback from those with experience is appreciated. Thank you!

 

[insanelupus]

Last year's list helps tremendously, especially if you record what they donated and who the Point of Contact (POC) was they worked with at the business. If their record isn't that complete, start one to help them keep better records next year. It makes the process far easier.

I also found it is easier to say no on the phone, email is even easier to say no to or not make reply at all. So I would solicit in person if possible. I'd try to work with whoever the POC was last year. I'd also mention what they donated last year early in the conversation.

I helped locally with an annual firearms banquet and tried hard through the year to frequent the businesses that supported us and develop a relationship with the POC when I was in store. Stopping in once a year with my hand out always felt slimy. But small town dynamics also allowed me to foster relationships at other functions and casually.

I also would listen to the POCs, especially those who attended the banquets, with their suggestions and comments. Sometimes I'd pass them along, but sometimes they were impractical. If so, I'd try to set expectations.

I found approaching it like a business transaction might make the no that inevitably comes on occasion easier, but at that point I still wasn't satisfiedwith the experience.

I also found treating it like a business relationship often helped accomplish the goals of the organization I represented and I looked forward to and enjoyed the process far more.

Your mileage may vary.

*Edited to clarify POC

 

[2ski]

If you had to think about what POC means from the above guy, it took me half his post to figure out it meant Point of Contact. Love it when people use acronyms like we all just magically know what they mean. They should make a POC for us to all reach out to when we get confused on acronyms... I kid dude. I'm sure you're a military guy and it's just ingrained.

As to the original question, man just ask. You'll get no's. You'll get yeses. With each ask You'll get more confident. Reach out to brands that you know a turkey hunter is going to buy from. Reach out to a gas station for a gas card. You're going to get more than gas when you go out turkey hunting right? Here's the other thing noone realizes. If I'm a sporting good store and let's say my markup is say 10% on ammo. We'll pick a product with a low margin. If you buy a box of ammo, I am only actually spending 90% on the donation because the 10% margin was my profit in selling to anyone without a gift card. Does that make sense? I could do a better job of explaining it if need be. And you're probably buying more than just that ammo. Or at least I hope. And then if it's a higher margin item, I have to spend even less actual money as a % of my perceived donation. And I get advertising out of it. So it's a win win for me.

As was said, walk in, with a flyer so they can see you are who you say you are. And a letter from the board of directors or someone. Noone likes to get scammed. If the person isn't available, leave the flyer and then say "I'll come back another day".

But when it comes down to brass tax, just ask. People act like there's a magical formula for certain things and when it comes down to it, just have the nuts to ask. If you're told no shake their hand, smile, say thank you and move on. Shoot invite them to the banquet because you might at least get someone that participates and brings in money by just buying a ticket to the thing to. It's all about relationships. And a no this year could turn into a yes next year. Shit, it's been a year for alot of businesses. They don't have the funds they did last year.

 

[timberland]

As an archery shop owner for 17 years, I always donated to whitetails unlimited and NTF, and it drove me nuts to get hit up by ducks unlimited, some flyfishing group or mushroom pickers. It was my discretion, but I always tried to donate items that would help support or build my business, and items that people wanted or appreciated. As a committee member for WTU and NTF, we hit up people and businesses that we did business with, so that was easier. My pet peeve was donations that the donor couldn't sell and had sat on his shelf for 5 yrs.

The donor appreciates any advertisement, extra mention in the banquet, and the tax write-off. make sure you promote those in your request.

FYI, I quit NTF when we reconciled after the banquet, and I found out the local chapter kept like 10% or less of the proceeds. I started investing my efforts into local organizations.

 

[Jimmy]

As a small business owner with small margins, it feels like I get asked by 100 people a year for free stuff. I can't say yes to everyone.

If you're already a customer of mine, and you've spent money at my place, you're at the top of the list over a random. Pet peeve is someone I've never seen before, who I'll never see again until next year asking for money.

 

[N.ID7803]

I am in the same position with The Foundation for Wildlife Management (F4WM), I have been doing it for a few years now though. At first it was uneasy asking for outright donations, but like others have said once you get to talking about the organization, most want to help in some capacity or at least would like to attend the banquet.
The list you have is gold and an easy conversation starter about donating again. I usually start with past donors first then work others in as needed.
You will get a lot of No's and a few Yes's, but just keep at it. Also dont totally leave the email thing out to companies, it has been hit or miss for me, but have received some really nice donations and have had some great conversations with folks.

P.S. F4WM has a bunch of banquets coming up in 2025, if anyone would like to attend or donate something, no item too small

 

[mtnbiker208]

as a business owner who gets asked weekly for donations. I ignore all emails, letters, texts and phone calls for donations. The thinking is pretty simple. If you can not come ask me, in person. I don't worry about your club, organization, company ect.

 

[CorbLand]

Never been a banquet guy but of the few I have been to some of the hottest items were things people don’t really think of it seems. I would suggest thinking outside the box for companies to reach out to.

Went to one and some local auto shop donated 10 oil changes. The auction for those was crazy. Not a big money maker as far as total funds but people were bidding like crazy. Most went for 30-40 bucks a pop and that was back in 2012-2015 time frame.

Another was a raffle that you put your tickets into a bin. There was a bin for a discount on concrete work by a local contractor. There was a good amount of tickets in that one.

 

[N.ID7803]

@mtnbiker208 where you at Ill come chat!

 

[wytx]

If the org. has done any work or anything in your area be sure to point that out when talking in person.
Don't over look individuals too, non business owners. We donated rifles, pistols and various things as private individuals due to being avid hunters.
Lots of youth drawing donations too, rifles and shotguns.

 

[deertrout]

I've been involved with leading or planning a few fundraising banquets. I would advise anyone interested in supporting their local conservation group to stay as far away from banquet stuff as possible. Out of all the non-profit stuff, it'll burn you out the fastest.

Definitely take corbland's advice and think outside the box. There are a lot of people at banquets who don't care about guns or hunting gear or framed prints. Wine tastings, beer tastings, golf rounds, event tickets, etc. Most pro or college sports teams will be happy to donate a jersey or a football...or some will let you send gear in to be autographed.

Bundling is huge. We had a local store donate a GoPro, and we bundled that with some parasailing tickets we got from a tourism place. A lot of times at our banquets, people will Google the retail value of something and won't bid over it. Well if you bundle multiple items, they tend to bid more than face value for stuff, often by a lot.

The other thing we had a lot of success with was offering experiences. I had a buddy who was a chef at a great local restaurant, and I was a fly fishing guide at the time. We offered a guided float trip where I met my buddy at an access halfway through and he cooked them a 5 star meal. Guided fishing trips typically got us about $300 at the time, private dinners got about the same, but we got $1200 for that trip and all it cost us was the grocery bill for the chef.

The trick with live and silent auction stuff is to have things/experiences/combos that you can't go to the store and buy. Offer something unique and people will open up their wallets. Doesn't have to be crazy.

Open bars and $20 bottomless cups help, too.

 

[Marble]

I just volunteered to help my local National Wild Turkey Federation chapter prepare for their annual fundraising banquet. Specifically, soliciting for (non-firearm) donations like gear, gift cards and trips. They say they’ll take anything.

I’m completely new to this. And while I’m sure the Chapter folks will help guide me; I wanted to reach out here for advice. I have to believe there are a few banquet veterans on this site that might offer some tips on what to do… or what to avoid.

I have a donation contact list from last year, and I have a few ideas of my own, including reaching out to outfitters and travel organizers.

Any feedback from those with experience is appreciated. Thank you!

I've been on the NWTF committee for over 10 years. I can provide some guidance.

First off, nothing wrong with asking for gun donations from all of your local shops. A lot of places will donate or substantially reduce the cost. Often times a last minute need shows up for a gun. If you have extra guns, you can always do a card cut. Sell one deck of cards and you'll make a profit, sell two and you'll be really good.

If there is a lake near you, ask marinas to donate boats.

For women's stuff, have a woman go to beauty places and get donations for services for eye lashes, hair, nails etc. These types of donations usually turn into repeat business for the salon.

Your chapter should have the slips from last year regarding who donated. They should all be contacted. When talking to them, or anyone who is donating, ask for suggestions on who you should ask for a donation.

Local travel agency will sometime discount a trip or donate.

Where is the chapter located?

 

[2ski]

Never been a banquet guy but of the few I have been to some of the hottest items were things people don’t really think of it seems. I would suggest thinking outside the box for companies to reach out to.

Went to one and some local auto shop donated 10 oil changes. The auction for those was crazy. Not a big money maker as far as total funds but people were bidding like crazy. Most went for 30-40 bucks a pop and that was back in 2012-2015 time frame.

Another was a raffle that you put your tickets into a bin. There was a bin for a discount on concrete work by a local contractor. There was a good amount of tickets in that one.

Totally. I helped get some stuff together for a silent auction for a benefit. Believe it or not, the item with the most action was a package I got from a brewery 80 miles from where the benefit was. There were things that made more money but the silent auction for this went onto the back page.

 

[SBFD63]

I'm the chairman for a fishing tournament fundraiser for our volunteer FD. This year is the first year I have to do what you are doing. Previously I had a co-chair who did it and was good at it. I hope you get great advice so I can steal it.

My approach is going to the places I frequent and anyone who previously sponsored. I'll beg from there.

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[Kpm]

Our most successful committee member was retired and he would pick a business area and ask to Speak to the owner or manger generally they would say they are out. He would drop a flyer. He would then follow up about a week or two Later and bring the flyer again. He hit like 30-40 in a day. Rotating areas. Persistent and volume of visits. I’d say he probably got a response from about 40% and had 10-20% buy or donate. He’s now in poor health and what do you know our Banquet numbers dropped! He was a damn banquet sales machine.


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[HydeParkHunter]

Thank you to everybody for your input, all good points.

I've only ever been to two banquets, but one was this banquet in '23 when I walked away with a South African hunting trip at a very fair bid price. I'm looking to help, give back, and just get some experience in how these work. As for the crowd, my impression there were a lot of general hunters that were banquet regulars, whatever the cause. I didn't feel like it was just a bunch of hardcore turkey hunters meeting to geek-out. It's Idaho so I shouldn't have been too surprised. More couples than I expected.

Marble - thanks for reaching out, I'll PM you this weekend. It's the Gem State Chapter out of Boise. And to be clear, I'm confident I'll be getting support. Sounds like things are just getting going for this spring and regular meetings have already been scheduled.

I like CorbLand's advice and think of non-hunt items that everybody uses. Love the oil change gift card idea. I'll approach BSU about some sports memorabilia. I've got a few other ideas myself. Between whitewater rafting, skiing and ziplining found around here, I hope to find some 'experience' items. Guns are a big part of it, but it seemed like specific folks on the team that have that covered.

All the 'being prepared' advice makes total sense:

1. Start with the existing list of doners from last year.
2. Have the flyer and show that I'm who I say I am.
3. There will be a lot of 'no', and that's OK, keep smiling and genuinely thank them for their time.
4. Have an elevator speech about what NWTF is about and what's been done locally.
5. Be able to articulate some sense about how much advertising value they'll get.

Any more input welcome. Thank you all!

 

[2ski]

Make sure to emphasize the kids education portion of the foundation. People love anything that helps kids.

 

[insanelupus]

2ski brings up a good point and leads into one more I don't think was mentioned.

If your organization has funded or led a project locally in the recent past (5 years-ish) have that information at the ready as well. When the benefit is realized locally, it often helps encourage donations, more so than general support of an idea at a state/national level.

 

[mi650]

Coming at it from the opposite end, don't forget to thank your donors.

Years ago, I was a warehouse manager. I donated labor, storage, packaging, and shipping to the RMEF for a bunch of misc. stuff for a banquet. All-in, about $2500.

After it was over, I never got so much as a thank you email. Needless to say, RMEF isn't on my list of favorite organizations.

 

[180ls1]

That is a great thing you are doing!

I am the President of the San Diego Chapter. We do an outdoor sporting event in place of a banquet where we raffle off hunts and gear. We also do 2 JAKES events where we help 100+ kids shoot, learn biology, conservation and so on. I am happy to connect should you have any further questions but the people above covered things very well.