Remember, It’s A Donation

I wrote this piece, sent it to the local newspaper, the newspaper printed it, no one saw it (ok, maybe 2 people saw it), I think it has value so on my blog it goes and now I know that more than 2 people will read it.

As previously published by The Montclair Times:

Remember, It’s a Donation

Schools and nonprofit groups in Montclair routinely seek the support of local businesses in the form of charitable food donations. We as a community would do well to remember our manners and show respect and gratitude for the generosity of these businesses and the charitable contributions they make to the quality of life in our town.

For the past two years I’ve helped to get food donations for the Montclair High School Crew Team Annual Auction. Most of the local restaurant owners I’ve approached for a donation have been receptive and genuinely wanted to participate, but some had stories to tell about donation requests that ranged from extreme rudeness to fraud.

“We get asked to supply trays of food to feed anywhere from 100 to 500 people all the time, free of charge,” one owner said, “and the attitude of the person on the phone is as if they are entitled, like my having a business here in town means I am expected to supply free food whenever I am asked -- no not asked, let me change that to when I am told.”

Indeed the food vendors are not obligated to provide Montclair and neighboring towns with unlimited donations of food. They contribute when they can because they consider themselves members of this community, whether they live here or not. They embrace a loyalty to the township and want to support it. Another business owner said “One hand washes the other and that’s how it’s supposed to work. We are a family restaurant and I appreciate all the business I get from the students their families. It’s the least we can do to support the kids”.

The expectation that a vendor would donate food to feed hundreds of people is unreasonable and the request will most likely be refused. Ask the vendor to suggest an appropriate donation. It has become increasingly difficult for the restaurants to contribute on the same level that they have in the past, and yet the requests for donations have not decreased.

According to several businesses I spoke with -- local grocery stores, restaurants, and others -- they can easily receive 15 to 25 requests for donations every week. The popular vendors receive twice as many. The requests come not only from Montclair but also fundraising groups from neighboring towns such as Bloomfield, East Orange, West Orange, and Newark.

More than one business owner recounted an incident where they were lead to donate to an event that either did not exist or the person making the request was not connected to the event. This has left a number of businesses reluctant to participate in any charitable giving. Those that have been burned in the past will either ask for credentials and proof of the event and your connection, or just say no. Be prepared to present to the business a printed flyer containing the event information.

“I think we should support local events when we can,” a business owner said, “but people should not be upset when we can’t. Folks can be rude or pushy when you tell them no.”

Overall the majority of the businesses I contacted were in agreement, wanting to support reasonable charitable requests for fundraising events in the town when they can but people need to remember that it is a donation, not a responsibility. Businesses cannot always say yes and we need to do a better job in accepting ”No”.

Here are some things you can do to increase the chances of getting a donation and being welcomed when you make subsequent requests:

In person, present the food vendor with a printed flyer that includes event name, date, and location; organization, association, or group name; address, phone and Tax ID. Also provide your own name, address, phone number and relationship to the organization.

Other points to remember:

1. Be specific in your donation request, and don’t ask for huge amounts. Request one tray of food, for example, or a gift certificate, or a case of bottled beverages.

2. Make sure you ask for menus or business cards to use in displaying the food at your event.

3. Get a contact name and phone so you can follow up the day before or the day of the event.

4. Call the vendor the day before to remind them of the time you will pick up the donation (never ask them to deliver).

5. And don’t forget to say thank you. Send or deliver a thank you note after the event. Personalizing the note by mentioning the specific donation “Thank you for your generous donation of sandwiches” or by addressing the note to your contact provides added value.