Raffle Solicitation Letter ??

[Sporin]

In the past we've done things a bit "looser" but for this year's Fall Gathering we've organized a raffle prize committee that will be hitting up vendors and supporters for prize donations.

I was curious what other clubs use for solicitation letters and if they'd mind sharing them so Yankee Toys might create a better solicitation letter.

Many thanks.

[TRT2]

Basically, state your point in the first sentence.

Keep the letter relatively short. Describe your event in general, the count and type of attendees, and what you expect to do if successful.

recount your main point in your closing sentence.

at bottom, full contact and shipping info.


There is no real right or wrong... go for it!

[Hulk]

For Cruise Moab, we use letters, faxes, phone calls and e-mails. Depending on the vendor and the comfort level of the person who is making the phone calls, etc. For some vendors, we send them a letter, then follow up with a phone call AND an e-mail.

[Sporin]

Thanks everyone, here's what I put together as a starting point for my raffle committee, they'll tailor it to the individual vendor or contact. Most of these will not be cold-calls as the raffle committee embers are well connected, thankfully.

Insert Biz Name
Address


Date

Insert Name of Vendor,

I am contacting you on behalf of the Yankee Toys off road club. We are the New England Chapter of the Toyota Land Cruiser Association (TLCA), a local 4x4 club with members from all over New England and New York coming together over our mutual adoration of all things Toyota Offroad.

Every year we hold a “Fall Gathering” where we have group offroad trail rides, a swap meet, bbq and offroad training. This event is our biggest fundraiser every year with proceeds going to support club activities and our membership in various offroad associations such as the Northeast Association of 4WD Clubs, Inc. who work with state and local landowners to create and support legal offroad trails for 4x4 enthusiasts.

This year we are expecting as many as 50 trucks and 75-100 people. They will enjoy 3 days of camping and Cruiser camaraderie in Hancock NH during the last weekend in September.

We are asking your support this year with a donation to the raffle prize table. Prizes in the past have included stickers, hats, gift certificates, lights, and other truck parts and accessories.

Thank you for your generous support,

David Morin
President, Yankee Toys
9 Elm Street
Windsor, VT 05089

Another raffle question, we are trying to brainstorm some ideas last weekend as to how
we could "target" the raffle better so that it's not a completely random, pick-up-the-next-thing-and-call-a-number. It would be nice if there was some way to have the "big prizes" be more specific in some way.

Any thoughts?

[petescoffee]

Add something in your letter about how the vendor will be given recognition. This is marketing for the donor vendor.

[Sporin]

Excellent point, thanks

[45Kevin]

In the River Shiver letter we don't ask for donations, we ask for support in pulling off the event. I mention that it is an opportunity for their business to reach their market. As well as a raffle prize I also ask for signage and literature and business cards to display or include in our reg. package. Tell them what they will get out it.

[petescoffee]

Originally Posted by 45Kevin

In the River Shiver letter we don't ask for donations, we ask for support in pulling off the event. I mention that it is an opportunity for their business to reach their market. As well as a raffle prize I also ask for signage and literature and business cards to display or include in our reg. package. Tell them what they will get out it.

Good point. Ask for stickers, literature etc. to put in goody bags that you give out to attendees. When you contact a vendor one of them will offer up goody bags.

[Uncle Ben]

Another suggestion is start earlier for next years event! Vendors get hit hard these days as the number of events is increasing. Vendors need to plan their budgets early in the year so your bigger prizes might be tougher to get if you solicit late. Remember, vendors do this as part of their advertising budget so sell them on your event and let them know they will be reaching enthusiasts they might not be reaching otherwise. Good luck!!!!!

[Sporin]

This has all been extremely helful everyone, many, many thanks.