Feb/Mar - work up a generic gimme letter - I’ve attached one. I discovered last year that I get more response if I ask for specific items. After I’ve completed the generic gimme, I begin the tedious task of filling in the specific needs.  I mail them as I complete them.  As soon as I receive a response, I write a thank you.  If they are a local bank or merchant, I make up a sponsor certificate and deliver it in person.  (I always laminate the certificates for fast food and restaurants.  I give fast food places two certificates: one for the inside customers to see and one to hang in the drive-thru window.)

·         Try to have all of these letters out by the end of March.
·         Contact the local schools and set up times in April/May to speak with the kids for about 20 minutes to promote the SRP. When you visit the schools, you need to have a flyer ready that has general information about the SRP.  You should have enough for each child to take one home.

April/May

·         If you haven’t heard from someone, it’s time to make a personal visit.
·     Take your business cards, wear one of your library logo shirts (if you have them), put on comfy shoes, and charm the devil...money, movie passes, whatever!... out of them.
·         Don’t be afraid to play competitors against each other.  “Dairy Queen is able to give us 500 ice cream cones; do you think you could give us something?”  (That usually works.)
·         At this time, you will have several Sponsor Certificates up over town. I love this part! Get a patron (a board member or Story Time Mom is great!) to notice the signs - secret shopper!  If I point out the sign in Wendy’s to Jennifer, she’ll go into McDonald’s and say “What’s the problem???”  This works sometimes.

These are a few of my tricks.  If you want some sample letters, etc. I’ll be glad to help out.  Above all, you have to remember that if they say “no”, you are no worse off than you were before.  But if they say ”yes” one time, you’ve got them! Jamie Holtsclaw, Children’s Librarian, Greensburg Public Library, jholtscl@in-span.net

Here are the answers to your questions:

1)   To answer your first question, I usually only ask for 2 big events a year: Summer Reading Program, and Staff Development Day.
2)   I usually make a list of places that are local and fun for the patrons such as pizza places, bookstores, movie theaters, etc.  I include their phone numbers, and then call each one asking for the manager.  Then, I tell them who I am and what I’m calling about.  I then ask if they could possibly make some donations for this event.  Usually, they’ll say yes.  Sometimes they’ll direct you to a corporate office that you need to fax or call with your request.  I always make up a donation letter as well, because most companies usually need that for their records.  I’ll include a copy of mine attached to this e-mail.
3)   I usually ask for whatever they can donate-tangibles are great, but a lot of times they’ll give gift certificates or food coupons.  McDonald’s and Hometown Buffet are very generous with their donations usually.
4)   We usually make a list of all who donated prizes and hang it up on our bulletin board during summer reading so they get promoted, as they should.
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One of the most useful things is to let everyone know that you are always looking for free things.  Many years ago, a factory that made Hallmark cards and other related stuff was reorganizing.  It had lots of paper products it didn’t need anymore - shiny pink paper, heavy black paper, cream color stiff board, etc. They thought of us and of course we said yes. We found a staff member with a truck and loaded it in. If you get to know your patrons well, that is a good place to start.  They are in the library - they see what it has to offer, tell them to keep you in mind. I’ve never gone out to businesses, so can’t help you there.
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I was surprised by how easy this actually is.  I just asked.  When I first started I had some flyers to put up at local businesses for library programs, and if they seemed supportive, I asked if they’d like to contribute a gift certificate  The local pizza place, cafe and grocery store all agreed.  I now have an ongoing relationship with them, and they oblige whenever I ask.  I make sure not to take advantage and only ask every few months.  Because we’re a small community, many of the business owners live here, so they’re happy to help out, and some of them are library patrons themselves.  Typical freebies we’ve received for programming and prizes have been pizzas, soda, $5 gift certificates to the grocery store and cafe.  Good luck.
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Don’t be sheepish when you approach people; some businesses have some sort of policy prohibiting donations, and will tell you that right away, but in my experience most places are happy to give.  We have Baskin Robbins ice cream, pizza, and other “child appeal” places very close by, so their staff knows the library.  We try not to overdue our asking, since everyone has limits - but when we wanted 20 certificates for free pizza slice for participants in our talent show last year, the place gave us about 30 for slice + soda. We do give “special thanks to...” in our press releases and library newsletters - not because they ask us to, but of course they love the good PR.  My advice is just to ask for what you want - and you’re likely to find it.
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Stop begging. I am not being sarcastic or dismissive. This is what successful fundraisers told us at a FOLUSA seminar at ALA Toronto. During that seminar, the focus was on how we could get more funding from organizations. Of course we had creative solutions to asking for money, but none of them would work, the speakers argued, if we did not feel we should be receiving the donations in the first place. Libraries sometimes project the sense that they do not DESERVE to have these perks. Therefore, get over the idea that you are begging. Once I did this, it was very easy to ask for stuff from companies.

Decide what you want, and just ask for it. If you don’t get it, you are no worse off than where you were when you didn’t ask. It is easier, and less costly, for companies to donate products rather than money. However, companies like to contribute to worthwhile causes, especially if they can put their name on it. I got on the phone and just asked for donations. We posted contributors names before and after the program, especially Summer Reading. I sent thank you letters after the SRP was over, but I included how many kids participated, how many hundreds of thousands of pages/minutes/books the kids read, and the parent’s comments on what a wonderful program we created. I also sent the information in unusual envelopes or formats (think pop-up card, Ellison’s clipboard die, kid-created bookmarks). Don’t be afraid to toot your own horn (FOLUSA: if you don’t toot your own horn, it gets rusty from disuse).

And finally, find a way to draw up your own return on investment statistics (http://middletownpubliclibrary.org/roi.htm) for kids programs. If your library provides this kind of value, begging should not even enter your vocabulary.
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Businesses like to know how their donation is being used.  Show up with your flyer for the event in hand as proof of a legitimate program.  Anyone can show up on his or her doorstep representing the library.   If you can bring something on letterhead, so much the better, a “Dear Donor” letter.  > Identify yourself by name and as library staff and if you have a card, bring one.  If a staff member or mutual acquaintance gave you a name, tell them.  Present the flyer and state that you are looking for donations to support your program and how their donation will be used. >>I like to get services and experiences.  A manicure, a makeover, a free roller blade rental.

To thank donors, create contributor bookmarks, acknowledgment on the flyer, in person at the program, a thank you note to the editor, and a thank you note is a must.
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Question 1 - Personally, I do not ask for donations on a regular basis, probably because I, like you, hate to do it! In fact, I can only remember three programs where I have asked for them. For the YA SRC, I call a local pizza parlor each year to request six (free) pies for our party. It’s been quite a few years and they’ve never denied the request. I have also gotten gift cards from the local P.C. Richards for the SRC and a gift card from a local sport’s figure’s sporting arcade. I used the above donations as raffle prizes. (Check out Applebee’s website. For the past two or three years they have sent me 200 coupons for a free dessert. I went through quite a few phone numbers before finding the right department, but once I got them on the phone they were more than happy to oblige.) For a cookie-decorating program I did a few years in a row, I asked the local Waldbaums Supermarket for the cookies.

For an information scavenger hunt with a baseball theme I called a Modells Sporting Goods located three towns away and requested gift certificates for the winners. I ALWAYS sent a note thanking them for their generosity and also put something in the library newsletter. On occasion, I’ve also put a thank you on posters and flyers.

Question 2 - Whenever I call to ask for donations, I am very pleasant but also businesslike. I also think about what I’ll say ahead of time. Usually it’s just something like “Hi, this Carrie Guarria, the YA librarian from the Lindenhurst Library. How are you today? ** We’re having a ___ program for teens and I was wondering if you’d consider donating a gift certificate/pizza, etc. It would be much appreciated.” If you are having any kind of program annually, it is useful because you can always say in your request how much you appreciated the donations of the previous year(s). If you are requesting something from a large corporation, they may have a customer relation’s dept. that deals with donation inquiries. Often a faxed or mailed request on library letterhead is required. When speaking with a manager or supervisor from a small company, again, be upbeat but professional.
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We beg in two different ways at our library. For fast food places we usually walk in and ask, and hand them a letter. These requests are for coupons for summer reading program. For donations to our Teen Summer Reading Program I send out letters to everybody that might possibly have something I could use (I get a current issue of merchants from the Chamber of Commerce to get correct addresses). I say in the letter that I will be following up with a phone call in a couple of weeks. I’ve been at this for 3 years now, and so many of the merchants are familiar with me and my requests and they are really nice. I keep track of who doesn’t answer or help, and then I don’t bug them any more. Below you will find a sample letter that I send out.
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This is something that takes a little time to get comfortable with, depending on your personality.  I, however, brazenly beg whenever I have the opportunity! I generally do begging for summer reading, and do so other times only when I have special needs that will not easily fit into my regular budget.  For summer reading, I send out a letter (attached) to local businesses and organizations.  Your best bet is to be as specific as possible as to what you want/need.  I then follow up with a phone call or personal visit – this is crucial.  For other needs, I will personally approach the business/individual who can best help.  For example - if we need snacks for a teen movie night, I go to Starbucks/pizza place/grocery store, explain the need and the program.  Honestly, I rarely get turned down.  I try not to hit up the same place too often, and many times I get offered something slightly off from what I requested (discounted instead of free, free subs instead of pizza, etc.). I also keep my eyes open for stuff for our general stash - I grab whatever is available when I attend conferences, community events, etc. Some tips - it is very easy to get donations when a store first opens - Targets and Wal-Mart notoriously give huge community donations when they build a new store - make your presence known!  I always hand out my business card when I speak with a manager - if they can’t help me now, they may contact me in the future.  Also - thank and recognize!  I thank in person, follow up with a thank you letter, and advertise wherever I can exactly who supported a program for us.  You have to make it a positive experience for the business, and then they will help you again! I know I have rambled, but this is something that I enjoy doing, and actually am in the midst of right now - so if I have left any huge holes, feel free to contact me.  Good luck!
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Hi. I spent years begging businesses for stuff, sometimes successfully. Here are my tips:
1)       You’re not a beggar; you’re a motivational fundraiser. Don’t feel ashamed. Be proud of who you are & what you’re doing. You’re helping children connect to books & reading. You’re keeping up their reading levels & encouraging literacy. Be sure to tell them that when you call.
2)       Remember that the good will the library can reflect upon a business is a powerful commodity. Parents & families are these businesses’ customers, & an association with the library makes a business look good.
3)   Be prepared to tell them what you can offer them. You’re making a business deal. Sit down & make a list of:
a)   An estimate of how many pieces of publicity you’re going to print up or post on your Web site. (For the Web site, how many people will see it?)
b)   How many places can you put up their logo? (Don’t sell out here, but when a business knows you’ll be promoting your program using their logo, they’re often happy to donate.)
c)   Any other opportunities to use the business’s name? (In announcements at programs, etc.) Be prepared to give the businesses these numbers when you make your pitch; they’re free advertising for them—much cheaper than buying a newspaper or TV ad.
4)   Find the right person to talk to. When you call, ask, “Who handles donations for schools and nonprofit organizations?” Is it the district or regional manager for a fast food chain? The corporate offices if you’re going for something big?
5)   Find people sympathetic to the library’s cause. Use connections; is there anyone in the library’s community (a staff member, volunteer, board member, etc.) who has any connection with a local business?
6)   Books are almost always the best gifts for libraries to give out. Getting them isn’t as easy as fast food coupons, but if you can convince a Wal-Mart or Costco, etc., to give you books; it’s worth a try. Also consider asking parks & recreational facilities for free passes. Swimming pool or bowling passes, for example, are usually big hits.
7)   Don’t ever go for “$2 off” kinds of coupons. They can generate bad feelings from parents, especially those with lower incomes or those who don’t want to spend their own money on junk food. Tell merchants the prize has to be completely free. What you ask for should depend on the type of program you’re doing & what you know will appeal to kids. But don’t go crazy & ask for too much; it dilutes the effect for kids, & parents grow disgusted with lots of “cheap little junk.” I recommend drawings for big items instead of small junky items for everyone; you build more anticipation & interest. Good luck.
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I have a copy of a generic letter I can use to solicit summer reading club prizes that I got at a conference last year.  If you enclose your snail mail address, I’ll send a copy to you. I generally have a budget, so I don’t ask too many times for funds, but in this case it was approved.  The format of the letter lets it up to the business manager/owner what to give - either something they sell, some type of coupon or gift certificate, or money.  I received several nice things last year, probably about from 1/3 to ½ of the letters I sent out.  The rate of return is probably small, but since I basically used my Word program to spit the letters out, it didn’t involve a lot of time, only to change the business name and address in the heading and for the envelope. I went through the yellow pages and selected places I knew teens would like or shop at in our county, since we have branches in 3 smaller communities. The letter mentioned publicity, so I made sure there was a poster in the area where I displayed the prizes listing the donor, it appeared in our library newsletter, and I mentioned it when the prizes were distributed. It’s the least one can do when asking for freebies!
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Why reinvent the wheel here, please see attachments that I’ve just created.  Please feel free to use the format. I put this document in with a cover letter describing succinctly the program. A document about literacy and reading benefits, plus benefits of public library to a community. I put in a map of the county libraries—so the sponsor knows that their contribution is countywide—more residents thus to take notice, etc.  And if the project warrants, I add draft copies of the actual pieces, in this case the flyer, or portion of the reading program.  Any questions, feel free to contact me. Good luck with your endeavors.
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Begging is what you are doing.  So, first call the group that you are interested in getting a donation from and ask them, “Who do I speak with about a donation to the Public Library”  Always a manager or marketing person.  If it is a franchise or large corporation, sometimes it’s better to call the head office and talk to marketing there.  They often have set policies for donations.  Most organizations want an official letter.  Use Library letterhead; make it look official.  Always ask specifically what you want.  “I would appreciate it if you could donate 1000 ice cream coupons for our summer reading program.  I’m sure you have lots of requests, and I certainly do understand if you are unable to help us this year, but our kids sure look forward to that ice cream cone!” Make sure they know that it’s about the kids.  Sometimes a sentence such as  “ the Library’s resources are spent on getting great books for the kids, so your donation of    _______ leaves us free to provide them with great reading material.”  Also, a good line at the end helps  “ I applaud your support of reading excellence in this community.”  That’s a really good one.  But you are still begging and damn it’s hard.  I’d really like to be a librarian not a fund-raiser, but if you want something extra for the kids, you have to.  Just remember that your heart is pure, you want to do all these things to help the children in your community to READ!  It is a fine and worthy pursuit, so when you cringe at the idea of begging for stuff, just remember why!!
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In the summer we do a program for all ages preschool - adult. In the spring we get the mailing list from our local Chamber of Commerce - sometimes they will actually print out mailing labels for us and we've also gotten the database. We then mail out letters explaining the Summer Reading Program to everyone. This takes some cash for postage but we explain in the letter that we can use anything. We get lots of printed mugs, pencils, T-shirts, hats, and interesting stuff like cartons of Pepsi, gum, jewelry, oil changes, boat rentals - you name it we accept it! And, of course, cash. Maybe this will work for you, too.
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I get prizes from local businesses -- food coupons, gift certificates, etc. I also save books all year long from donations, etc. to give away. When I'm at ALA annual & midwinter conference, I get posters, pencils, etc., as well. One fun volunteer activity I've done the past two years is have a business card scavenger hunt. I divide my LTAG into several teams, and then send them out into the business district to gather cards. They have two rules -it has to be a business they would want to win a prize from, and they have to get the name of the manager. This saves me time later from having to call and get a manager's name. If the business asks why they are gathering cards, they say they are doing it for the library, without going into details. I figure I can explain better letter in a letter/phone call. This has worked really well, and it's a fun activity. The team with the most original businesses at the end wins a small prize -- one year it was some cash I had in my pocket, the next it was big bags of M&M's. I usually end up with about 20-30 prizes from businesses to give away every summer, plus all the books, posters, etc.
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