For IMovePeople:
I have done the door prizes and donations for the last 3 years for our group. I begin with a phone call:
"Hi Mr(s).__(manager/owner)___, My name is Elizabeth Metz, and I am calling on behalf of __(school/organization)__. I am calling local businesses in our area to ask if they might be willing to donate a door prize once or twice a year. We use the door prizes to encourage membership in our organization, to try and get parents, teachers and volunteers interested in the education of our local school children. What we are looking for are door prizes with a worth no more than say, $25. Our average prize runs about $10. If you could see your way clear to provide a door prize, we would certainly appreciate it. We thank all our donaters by thanking them in our newsletters home, as well as on other notices going home, at least twice a month. So for giving us a door prize, you get to write it off as an advertising expense and your name and business gets it's name into about 700 homes, twice a month each time you give. What kind of a door prize do you think you can see your way clear to give?"
I never give them a chance to say "no". All questions I ask require a positive response. I write them all down in a notebook, and then put them on 3X5 cards by the month for easy-to-see-at-a-glance organization. I did the 3X5's for the whole school year, because I could put all the quarterly and monthly donaters down. I just filled in where necessary.
When I picked up the prize, I gave them their receipt/Thank You letter at the same time. It read something to the effect of:
Dear_________,
Thank You for your recent donation of a door prize to our school. We use these door prizes to encourage membership in our organization.
Without the support of businesses like yours, we would not be able to fulfill many of our goals. One of the things we have done in the past was to pay for our school's computer lab, which every child in our school uses every week of the school year. This year, we are purchasing new books for our school library.
Thank You again for your generous donation. Your support does not go unnoticed!
Respectfully,
Elizabeth Metz
Manzanita Elem. PTVO
I always follow through on my promise of advertising. It is very easy when you send home PTO meeting reminders to include what that evenings door prizes will be. I also see that it is included in the Meeting Minutes (along with the name of the winner), which also go home. That fulfills the 2 times I promise them.
It is also nice, if funds allow, to put all the sponsors names in the newspaper at the end of the year, or to have a dinner on their behalf.
Hope this helps!