Sponsors+&+Silent+Auction+Donations

= Sponsors & Silent Auction Donations =

Responsibilities and Estimated Time Involved

 * Event Chair -**
 * 1) Update Sponsorship and Silent Auction Materials - 30 minutes to 2 hours
 * 2) Grant permissions to update Sponsor and Silent Auction Form - 1 hour


 * Sponsor Solicitors - Unlimited Number of Individuals can do this -** Take as much or as little time as desired
 * 1) Use the Sponsorship Materials below to solicit donations of cash for the event.
 * 2) Bring Silent Auction forms as well since some businesses will give in-kind donations and not cash
 * 3) Bring copies of our tax exempt status as proof. Tax numbers are also listed on the Sponsorship and Silent Auction Forms.
 * 4) Update Sponsor and Silent Auction Grid (below) as receive donations.
 * 5) Turn in all donations to Northwood


 * Silent Auction Solicitors - Unlimited Number of Individuals can do this -** Take as much or as little time as desired
 * 1) Use the Silent Auction Materials below to solicit donations for the Silent Auction.
 * 2) Bring Sponsor forms as well since some businesses will give both in-kind donations and cash
 * 3) Bring copies of our tax exempt status as proof. Tax numbers are also listed on the Sponsorship and Silent Auction Forms.
 * 4) Update Sponsor and Silent Auction Grid (below) as receive donations.
 * 5) Turn in all donations to Northwood

Sponsor and Donors Grid
Enter all cash and in-kind donations (items) into this form: []

= Sponsorship Materials = 2010  2009 2008

Demonstrating our Tax Exempt Status

 * Background:** When soliciting money, donors want to make sure we are really a 501(c)(3) charity. Our donation acknowledgement letter is enough for most organizations. Some organizations require a bit more documentation.
 * Tax ID number**: 36-3661876 This goes on W-9 forms
 * IL PTA Charitable ID Number:** E9989-1281-05. There is a tax exemption letter that goes along with this. [[file:tax exempt 2009.doc]]

Solicitation Suggestions

 * 1) Emphasize that the Park District of Highland Park, District 112, and the PTO/PTA, and Northwood joined forces to create this fun community event to raise money for Northwood.
 * 2) 3rd through 8th graders and their family and friends come. We've had ~ 180 participants each year and the bleachers and gyms are always filled with spectators.
 * 3) Cash Solicitations: Great visibility: All sponsors on event t-shirts and on every page of website. Explain benefits of higher sponsor amounts and of website (see brochure)
 * 4) Cash Solicitations: A thank you acknowledgement in Buzz Books will go to Northwood, Lincoln, and Indian Trail at mimimum (over 1100 students!) deadline is August 15th.
 * 5) Cash Solicitations: Northwood's situation is unique in that 39% of it's popultation qualifies for Free and Reduced Lunch so it can't sell food during the school day like the other schools in the district.
 * 6) Item Donations: Businesses are very generous. Most will give a gift certificate or actual item.
 * 7) Item Donations: All donations acknowledged on website. Big ticket items and donors are highlighted in marketing materials. We drive Silent Auction attendance by setting it up around concession stand, hallway to bathrooms, registration table, and Rules talk room.

Sponsor Background
There is good potential for growth in this area. In year one sponsorship money made up ~1/3 of our earnings. In year two earned only 2/3 of the sponsorship money that we did in year 1. Year 2 was an extremely bad economy (housing crisis). However, a big part of the problem was the lack of a dynamic sales person to help get sponsors and late, ineffective follow-through with some year 1 sponsors.

It is critical to pursue prior year sponsor organizations as they are the best candidates for continued support. While some of the sponsors are very interested in the benefits we provide them (see sponsorship handout), many of the organizations just want to make the minimum donation possible so they get acknowledge for their support without having to spend a lot of money. Over half of the sponsors in year 2 donated in the last 6 weeks before the event.

When determining sponsor levels, make sure we know what divisions will be competing. If we can expand outside of just elementary and middle school divisions by adding an adults or high school division, we have a much greater marketing pool and thus are of more benefit to sponsors.

If other PTA/PTOs are willing, it would be helpful for them to use their contacts to get us sponsors.