Soliciting support
Once your budget is outlined, start requesting donations and support from relevant departments, offices, or partners within your institution or local organizations.
Some groups may be able to offer in-kind donations (e.g., swag like stickers, water bottles, notebooks, branded pens), while others may be able to provide monetary support. Accept whatever is offered! Be aware that each organization may have different funding restrictions or procurement policies, and past supporters might change their contributions year to year.
Best practices for soliciting support
1. Be clear and specific in your ask
- Clearly state what you need and the quantity. Specific requests are more actionable and effective.
- Instead of: “We need swag for students.”
- Try: “We’d love to include 300 branded stickers from your department in giveaway bags for 5th grade students attending the event.”
- If you’re unsure what a partner can provide, offer a flexible request:
- “I’m reaching out to ask if you would consider donating university-branded items for children’s (450) or teachers’ (40) goodie bags.”
2. Tailor and personalize your outreach
- Avoid mass emails — craft individualized messages for each office, center, or department.
- Briefly explain what Flip the Fair is and how their support contributes to its impact.
If you contact the wrong person, politely ask to be redirected — roles change often, and a warm approach helps.
3. Be strategic about what you request
- Vary your asks across partners to avoid receiving excess of the same item (e.g., too many pens).
- Only make identical requests if you’re comfortable receiving large quantities.
4. Be transparent and build trust
Be open about your budget when appropriate — either upon request or proactively.
- Transparency strengthens credibility and supports long-term partnerships.
5. Consider larger or nontraditional support opportunities
- Some partners may be able to support higher-cost needs, such as student transportation (busing), especially when school budgets cannot.
- These opportunities may align with grant-funded “Broader Impacts” goals and can be pursued as separate, targeted partnerships.
- When possible, funds can be managed directly between the partner and service provider (e.g., transportation company), while schools coordinate logistics.