Obtaining Prizes

Want to host a Raffle, Tombola or other fundraiser where you need prizes to give away? This section will guide you through options on how to ask for prizes and donations from businesses.

Obtaining Prizes: Step by Step

Step 1: Have a clear goal

Figure out how many prizes you are aiming for, and if there is something in particular you are looking for. You might be after lots of smaller prizes so people entering your raffle have more of a chance to win something, or perhaps a first, second and third prize which are tiered on value.

Step 2: Create a Template Letter

Companies get a lot of requests so make sure you check out the top tips below in order to be successful and stand out from other requests.

Step 3a: Use your Contacts

Before you print or email letters out to all the businesses you can think of, appeal to any existing audience you have. Post a message on Facebook or social media saying you are looking for raffle prizes. Family and friends from home might be willing to donate something and support you whilst at University.

Step 3b: Search out Companies and Businesses to contact

Research and compile a list of businesses you are going to reach out to for support. Certain organisations and businesses will be inundated with requests (well-known cake businesses or beauty salons) but think of more unique organisations that might be less likely to have been contacted by others so more willing to support. It's also worth adding to this list any local attractions you could contact that could offer a free pass or ticket.

Step 4: Contact and Follow up

Reach out using your template, making your request as personal as possible.

To save on paper, ink and any postage costs, we'd recommend sending any requests via email. However, the exception being if you plan on delivering letters in person, or trying to speak to a local manager of a chain supermarket or shop who may have delegated responsibility for budget allocations.

A week after you've sent your emails or letters, pop a reminder in your calendar to follow up, keeping it short, friendly and to the point.

Step 5: Aim for a Variety of Prizes

Once businesses acknowledge and agree to providing a prize, they may be open to discuss what they're able to donate. Your raffle will be more appealing if you're offering things that suit differing interests.

Step 6: Decide on your ticket price

Once you've got your donations secured, consider what you will sell raffle tickets for. If you're prices are worth hundreds of pounds, but you're only selling tickets for a £1 and don't expect to sell many, your hard work securing donations is going to go to waste. Figure out your ticket prices dependent on the value of the donations.

Step 7: Say thank you

Sounds simple, but make sure to keep in contact and say thank you for taking the time to donate a raffle prize and in any promotion for your fundraiser. You might find it easier to secure funding for future fundraisers if you keep the business in the loop with how well your event went and thanking them for their support.

Template Fundraising Letters

For Raising Money for your Student Group

Re: Request for Raffle Prize Donations

Dear Sir/Madam (or even better, a name if you have one)

[Student Group] is a group at the University of York that [list what you do]. I/We are raising money for [include any specifics on what you are raising money for] because [include why you are raising money for the specific thing].

On [date] I/we are organising a fundraiser [include details, what, where and when] which will include a raffle and I am looking for raffle prizes which I can use to help raise funds for [specific thing raising money for].

I would be hugely grateful for any donation [company name] is able to make to help support my fundraising efforts. We are contacting you because [any specific reasons why a certain business is a good fit, sweet talking the company to convince them!] All donations will be properly thanked and acknowledged on the evening. [Also include here anything specific, we will ensure your company is used on our fundraising promotion].

If you require any further information please do not hesitate to get back to me.

I look forward to hearing form you soon.

[name and contact details]

For Raising Money for Charity

Re: Request for Raffle Prize Donations

Dear Sir/Madam (or even better, a name if you have one)

[Student Group] is a group at the University of York that [list what you do]. I/We are raising money for [charity name]. [Charity name] works to support [insert details on what the charity does and the causes it supports].

I/we chose to fundraise for this charity because [insert personal touch on why you chose to fundraise for this charity].

On [date] I/we are organising a fundraiser [include details, what, where and when] which will include a raffle. I am hoping to raise [insert amount] which can help fund [anything specific your fundraising is supporting at the charity].

Please also find attached a letter of support from [charity name].

If you require any further information please do not hesitate to get back to me.

I look forward to hearing form you soon.

[name and contact details]

Final Top Tips

Think like a business owner

Often a cash donation can feel to businesses like they're taking money from their own pocket, as effectively that is what they are doing. But, see if a business could give away a service such as a free session rather than a monetary donation.

Make requests personal

If you can find out details on the business, as a letter titled 'To whom this may concern' or 'Dear Sir or Madam' shows to the business owner that you've printed the same letter multiple times and just shared with the same business owner.

Talk about your event

Let the owner know what your fundraising event is, and any things you are raising money for (e.g.: new equipment / specific charity). This makes it more personal and shows the business the wider cause they are supporting.

Make requests relevant to the business

This may be time consuming but if the business can understand from your application why donating a raffle prize could also be beneficial to their business, they're going to be more willing to donate. An organisation in Leeds is going to be less likely to donate a prize if the promotion of the raffle isn't going to bring extra people through their door, as a business may not be willing to donate just on the basis of giving to a worthy cause.

Questions?

Contact your link staff member or our Volunteering Team (volunteering@yorksu.org)