A2Zmom, that sounds like a good idea, so you're not blindsiding them when you show up.

About how far in advance of your event do you start making contacts? I'm so gung ho right now even though it's 7 months away. Is it ever detrimental to start too soon?

Has anyone found it better to ask after the first of the year for budget concerns, or is there no difference?

Our letter say Dear Community Member, and is pre printed. No need tp personalize each one imo. We probably hand out over 300 letters.

We first send a letter requesting a donation to our local businesses then follow up about a week later with either a visit or a phone call. It seems to work well for us.

When you mail a request, do you call ahead to get the manager's name, or address to "whom it may concern"?

I like the idea of going in person, but do I take my form donation letter of request, or my Thank you letter, or both? And if you take it in, to whom is it addressed since it has to be pre-typed? or do you just leave the to: field blank?

We actually had better luck sending the letters, even to local businesses, instead of going in person. The "right" person was never there when we went. With the letters, the 'right' person will get it and will call you if interested in donating.

The owner or manager is the best bet. You will find you are not the 1st to ask and they usually have a plan in place of how they handle donation requests. Yes, take a letter to leave incase that is what they request but 9 times out of 10 when they say "leave a letter and we will pass it on" it means "no". Most places will give donation while you wait. Be somewhat specific with your request, i.e. you don't want a "free 1st visit if you sign up for a session" however, if you go in hoping to get a gift certificate and they offer you a candle, take what you can get. You can always group smaller items together for a decent prize. Be prepared to feel beat down but don't give up, it will be worth it in the end! Good Luck!!!