MM slash DD slash YYYY
MM slash DD slash YYYY
MM slash DD slash YYYY
(such as Latin Salsa Ball, A Night of Hope, etc.)
(such as Helping Hearts Helping Hands, etc.) Goal (what they support)
1ST 4 LETTERS ORGANIZATION. 1ST 4 LETTERS EVENT. YEAR
Hello!
I am contacting you because we are donating to your upcoming Fundraiser (EVENT NAME) on (EVENT DATE) and I need one little piece of information - do you have a second to answer a question?
(ALLOW FOR RESPONSE)
Hello!
My name is XXXX and I am the donation coordinator at Ever After Portraits.
Ever After Portraits is a Woman-Owned Small Business. Mindy Belcher has been an award-winning Fine Art Portrait Artist since 2005.
For over 3 decades we have supported local non-profits, charities, schools and other worthy causes. Many of our clients benefit from the good that you do.
We have challenged our team to donate $300,000+ in portrait art this year.
I see you have an upcoming Fundraiser (EVENT NAME) on (EVENT DATE), and I would absolutely love to help you reach your fundraising goals this year.
Are you in need of Silent Auction Donations?
(ALLOW FOR RESPONSE)
FIND "AFTER AUCTION CONTACT NAME" FIELD BELOW in this form. This is who you should call and speak with.
Hello! Is this (NAME OF AFTER AUCTION CONTACT PERSON)
My name is XXXX and I am the Donation Coordinator at Ever After Portraits.
As promised, I'm just following up after your event. How did your event go? (Make notes in the space provided)
(ALLOW FOR RESPONSE)
I'm so happy to hear that it went well!
I wanted to just do a quick call to follow up with you and get WINNERS' information.
I guess first, let me just go down my list and you can let me know what happened.
Did the Gift Certificate for FAMILY LEGACY sell?
(ALLOW FOR RESPONSE-FILL IN NOTES BELOW AND ENTER INFO IN THE RIGHT FIELDS AFTER THE CALL)
Did the Gift Certificate for FAMILY MODERN sell?
(ALLOW FOR RESPONSE)
How many of the FAMILY "BUY IT NOW" gift certificates SOLD?
(ALLOW FOR RESPONSE)
How many of the FAMILY LIVE AUCTION gift certificates SOLD?
(Make sure you get the results of what happened with ALL FOUR gift certificate types.)
Thank you for letting me know that!
So next, I just need the WINNER'S INFO for each of those.
Would it be quicker for you to READ me the names of the winners and their information over the phone
or would you prefer to TAKE A SNAPSHOT of it with your phone and TEXT the winner's info to me?
(ALLOW FOR RESPONSE - have them text to 571.434.0009 RIGHT NOW - OR HAVE THEM READ OFF THE INFO AND TAKE NOTES)
Thank you so much for giving us this info - I really appreciate it.
LOOK OVER the remaining fields and IF any of the info like ticket price etc is not filled in, say this:
I just have one last question...can I get the...
(Fill in the question with whatever info that you need)
(ALLOW FOR RESPONSE - FILL IN THIS INFO IN THE FIELDS)
That's it - that's all the info we need.
I just want to take this opportunity to thank you for all of your hard work - we really appreciate working with organizations like yours and of course, we invite you to add us to your list of yearly donors!
IF THIS CALL IS NOT COMPLETED AND YOU HAVE TO FOLLOW UP:
1. DO A SAVE AND CONTINUE LATER.
2. COPY THE LINK TO THIS FORM.
3. ADD A DATE TO THE CALENDAR TO MAKE A FOLLOW UP CALL.
4. ADD THE LINK TO THIS FORM IN THE DESCRIPTION.
5. BE SURE TO SET THE CALENDAR REMINDER TO EMAIL YOU A REMINDER
I understand. Should I check back next year?
When is a good time to check back?
IF THE ANSWER IS YES:
Great! We have raised over $XXX for charities/events Just. Like. Yours. in the past two years alone.
Can I just take a few moments and confirm the info we have of where to send the donation to is correct, etc.?
(ALLOW FOR RESPONSE)
Great! The contact person's name - that's you, right? Can I just confirm the spelling of your name, please?
And that is a MOBILE?
I did try to email you first so I should probably confirm that I have the right email address....
Normally, we do a lot via email - is that your preferred method of contact?
Great.
Let me tell you a little bit more about what we will be donating..
Our $10,000 PLUS Donation Includes:
ONE $1000 Legacy FAMILY Gift Certificate
for a Luxury Family Portrait Commission AND finished artwork valued at $1000
ONE $1000 Legacy Legacy COUPLES Gift Certificate for a Luxury Couples Portrait Commission AND finished artwork valued at $1000
FIVE “BUY IT NOW” Gift Certificates
Includes FIVE Luxury Family Portrait Commissions AND finished artwork valued at $1000 EACH
Let me explain more about what the is.
Our BUY IT NOW donation means that instead of a list of losers and one check, you will have a list of winners and receive MULTIPLE checks at the end of the night.
So in a traditional auction, your donors will each bid on an item they like by writing their name on a list next to their bid. Essentially this creates a list of “losers“ a.k.a. people who WANTED IT but did not get “the thing“.
Instead, we suggest Direct Donations - or BUY IT NOW donations. Instead of a list of losers, now you have a list of winners.
Everyone who donates $199 to your organization will receive a 10-inch portrait as a gift for their donation. EVERYONE.
Best part? At the end of the night you are collecting several checks/donations versus just one.
LAST BUT NOT LEAST, ADDITIONALLY, we will also include a $3,000 PLUS OPTION for LIVE Auctions:
That would be used for a Paddles Up/Fund a Need – Donation Incentive. So how that works is that for Live Auctions, we have found that Paddles Up/Fund a Need – or other non-rewarded donations – can be incentivized by rewarding ANY number of donors who give $199 or more with one of our Gift Certificates. It’s a kind way to say thank you when they didn’t even expect it.
Have you guys done that before?
(ALLOW FOR RESPONSE)
So your event can raise even more funds, there is no limit on the number of gift certificates that can be purchased during the LIVE Auction.
(Use the space below for notes, and proceed directly to the next field.)
The other thing you should know is we make it easy for you. You do not have to pick up or drop back off to us.
We mail a DISPOSABLE DISPLAY with all the information we need -- all you will need to do is collect the donation checks for your foundation. We will do ALL the rest.
Now, we have only one requirement - receiving the WINNER'S CONTACT INFO after the event.
Do you think there would be any issue with providing us with the winner info?
(ALLOW FOR RESPONSE)
I'm so glad to hear that!
IF THEY ASK WHY
We need the contact information because the certificate needs to be registered within one week from the event -- so we want to make sure the purchaser gets to use it.
If they don't register, we will reach out ONE TIME to winners since I know a lot of times people can forget and I don't want them to feel like they missed out after providing such a sizeable donation to your organization.
How does that sound? Are you guys good with that?
Just to confirm, I show this event is being held at:... Is that correct?
Do you have a link to the form?
May I ask the ticket price?
OR
I show your ticket price as....is that correct?
How many people do you expect to attend?
Wow, that's amazing!
Do you mind if I ask how many years you have been holding this event?
WHO should we MAIL the DISPLAY KIT to?
(Enter JUST THE NAME in this field)
Can I go ahead and get the ADDRESS of where to mail the display kit?
FOR CALL CONTACTING TO SEE ABOUT PARTICIPATING
OR ALREADY PARTICIPATING
As I mentioned, we have only one ask, getting the Winners' Contact Info after the event.
So I need the name and contact information of the person that we should reach out to after the event - is that you?
FOR CALL MADE AFTER EVENT TO GET WINNER INFO, CONTACT THIS PERSON::
(This is who you should ask to speak with)
And their phone number?
We actually ask that they take a snapshot and text us the winners info - so I want to make sure - is that their mobile number?
This field is hidden when viewing the form
I am going to thank them with a $500 gift certificate so I would also need their email address if you have it.
IF THEY SAY THEY DON'T HAVE ANY OF THE INFORMATION AT THIS TIME OF WHO WILL BE PRESENT)
I understand. I'm sure you have a million details to deal with
We do need this information before we send the donation.
I tell you what, how about if I email you a form that you can enter their info into once you have it.
How does that sound?
The 30 seconds you take to enter their info will secure the $5000 donation - so that will be time well spent! And of course, since this is info that we require, I'll check back with you to make sure you received my email.
Oh, I understand. Could you share a bit about what led to that decision?
(ALLOW FOR RESPONSE)
Thank you for explaining. It sounds like you've had some experiences that haven't aligned with your expectations for a high-value, transparent donation. I can appreciate that.
(NOTE: When we got in conversation with them about why - they explained the photographers were doing bait and switch techniques.)
As a fine art portrait studio with a long-standing reputation in the DC area since 2005, we prioritize a different approach. We offer a complete, luxury portrait experience that includes a custom, tangible art piece—a significant, finished work, not just a digital session. There are no hidden costs or pressure for upgrades.
We have a holding deposit for the date that's 100 percent refundable. We know how tough it is when newer photographers ruin it for everyone else, but having been a portrait artist in the DC area since 2005 we hold ourselves to a higher standard and are stoked to help.
We understand the challenges many charities face in the post-COVID fundraising landscape.
that is one reason why we offer A $10,000 PLUS DONATION that creates a list of winners who write MULTIPLE checks at the end of the evening, versus ONE check.
This is quite different from what you might see with less experienced photographers offering basic sessions.
Essentially, we're offering a high-impact, high-value item that requires minimal effort on your end and delivers exceptional results.
Given this context, would you be open to reconsidering our donation?
I understand your hesitation, and I appreciate you wanting to protect your bidders' privacy.
I guess I would ask that you think of it this way: the winning bidder has essentially purchased a high-value service. They've invested in a personalized experience, and they're expecting a seamless follow-up.
The thing is that because your bidders provided their info specifically for this item, giving me their contact info IS NOT unsolicited contact. Really it's just the opposite.
It allows me to connect with them right after the event so I can get them their welcome info and prevent fraud on their high value donation. We have had people call us saying they won.... but lost their certificate etc.
My gift certificates have a time limit. Direct contact allows me to proactively reach out and ensure the winner doesn't miss out on their valuable experience. If they bid on my gift certificate, then they're obviously interested in my services so this is not some sort of unwanted solicitation.
A smooth, personalized handover reflects positively on both the charity and the donor.
Essentially, this isn't unsolicited contact; it's a necessary part of fulfilling the transaction and ensuring the winner's satisfaction. And a satisfied winner is more likely to remember the charity fondly, and donate again next year.
From a charity standpoint, it is also important to insure that the high value item is redeemed, so that the largest amount of good will is generated from the donation.
Could we perhaps agree on a process where I receive their contact information immediately after the auction, with a clear understanding that it will be used solely for the purpose of fulfilling this specific donation?
I completely understand your concern for the winning bidder's privacy.
The thing is that because your bidders provided their info specifically for this item, giving me their contact info IS NOT unsolicited contact. Really, it is just the opposite.
The bidder WANTS us to contact them - that is why they left their information.
Connecting with them right after the event allows me to get them their welcome info and it also prevents fraud on our high value donation. We have had people call us saying they won.... but lost their certificate etc. But it really wasn't true.
And I've learned from experience, unless we contact them, it will be years - if ever - that they make contact - because they forget!
The other thing is that If I don't reach out them, honestly, it makes us BOTH look bad.
They donated to you for something they never use, so they are less likely to donate in the future - and we don't want THAT to happen.
Could we perhaps agree on a process where I receive their contact information immediately after the auction, with a clear understanding that it will be used solely for the purpose of fulfilling this specific donation?
(ALLOW FOR RESPONSE)
(IF it's still a no)
The thing is that receiving the winner information was a requirement AND a condition of your sale of our donated gift certificate.
It's also how we are able to donate a Session and a Fine Art Portrait valued at $1600.
Unfortunately, at this point if we don't receive the winner's information, and If this is how it will be in the future, we'll be forced to withdraw our offer to the organization.
OR
I'm sorry but if this is your policy going forward, I will have to discontinue donating to your charity.
That's a fair question. From our perspective, it's about creating a significant impact for your cause while also building lasting relationships within the community.
We've allocated a substantial portion of our annual budget to charitable giving, aiming to contribute over $300,000 this year. We believe in investing in our community, and supporting organizations like yours is a key part of that commitment.
Beyond the philanthropic aspect, we also recognize the value of introducing our studio to a discerning audience. Your event attracts individuals who appreciate quality and value, which aligns perfectly with our ideal client base.
Instead of traditional marketing, we prefer to partner with organizations that resonate with our values and provide a platform to showcase the unique experience we offer.
It's a win-win scenario: your charity benefits from a high-value auction item, and we have the opportunity to connect with potential clients who appreciate the artistry and craftsmanship we provide.
Ultimately, we believe that by giving generously, we not only support a worthy cause but also create a foundation for long-term relationships within the community. It's about building trust and demonstrating our commitment to making a meaningful difference.
This field is hidden when viewing the form
As a business, we are active in the community and we have set a goal to give back over $100,000 this year.
One of our goals is to get clients for life. we expect that once they experience our studio, they will come back for future portrait sessions along with referring their friends.
To attract the right client, we could either spend tens of thousands of dollars on traditional marketing, or we could partner with places that already attract our target client such as your event and provide free products/services which makes it a win/win for everyone.
I understand why you might ask that.
I appreciate your perspective. However, the value we've set reflects the true worth of our portrait experience and the finished artwork we provide. It's a luxury item, designed to generate significant interest and substantial bids, which ultimately benefits your fundraising goals.
Lowering the value would diminish the impact of the donation and potentially limit the amount you raise. We've carefully considered the market value and the potential return for your charity.
We believe that offering a high-value, exclusive item will attract a discerning audience and create a buzz around the auction, leading to higher bids and increased donations.
While I understand your concern, we're confident that the value we've set is optimal for maximizing the fundraising potential of this donation. We are donating a high value item, and the winning bid amount goes directly to the charity.
However, if you feel it doesn't align with your auction strategy, I respect your decision.
Thank you for asking.
The typical investment for a session and a 10-inch portrait from our studio is around $1,600, which is the base value of the donation we're offering.
We don't have a required or minimum purchase.
It's important to note that this is a starting point. We offer a range of options, including larger prints, albums, and portrait boxes, for those who wish to expand their collection.
However, there's absolutely no obligation to purchase anything beyond the donated gift certificate.
We pride ourselves on providing a relaxed and pressure-free experience. As a family-owned business, we prioritize building relationships and creating lasting memories, not pushing sales.
The winning bidder will receive a luxury portrait experience, and a finished piece of artwork, with no pressure to up-sell.
We have found that our clients are so thrilled with the experience, and the finished product, that they often wish to display more of our artwork in their homes, and that is why we offer additional options.
My booking system is set up to take a refundable holding fee for every session that holds a date on our calendar, regardless if they are celebrities or other prominent figures.
The only difference is that it's fully refundable for those who come to us through a session donation.
I understand your concern, and I want to assure you that our primary goal is to support your event's fundraising success.
While it's true that we hope to connect with individuals who appreciate fine art portraiture, our donation is genuinely intended to be a high-value, unique auction item that will generate significant excitement and bids.
Think of it this way: By offering a luxury portrait experience and a custom, finished art piece, we're providing an opportunity for your donors to acquire something truly special and lasting.
This elevates the overall quality of your auction and attracts a discerning audience, ultimately leading to higher bids and increased donations.
We believe that by contributing a desirable, high-value item, we're creating a win-win scenario. Your event benefits from a substantial donation, and we have the chance to introduce our work to potential clients who appreciate the artistry and craftsmanship we provide.
Ultimately, our aim is to partner with you in creating a successful and memorable event that maximizes fundraising. The high value item is designed to generate the highest possible winning bid, and therefore, the largest possible donation to the charity.
I understand your continued concerns, and I truly appreciate your dedication to maximizing the Event's success. Perhaps there are some ways we can address your objections and create a mutually beneficial partnership.
We are flexible, and want to make sure that the donation is a huge success.
Second, to alleviate any concerns about the impact of our donation, I'd be happy to provide testimonials from others..
Finally, perhaps a trial partnership for this one event might alleviate your concerns. This would allow you to experience firsthand the impact of our high-value donation and the positive response from your donors.
We can work closely with you to ensure a seamless integration into your auction and demonstrate the value we bring. We are very confident that the winning bid will be one of the highest of the evening, resulting in a very large donation to the charity.
We are confident that this trial partnership will demonstrate the value we bring, and lead to a long-term, mutually beneficial relationship. We want to be a partner in your fundraising success.
Given this context, would you be open to reconsidering our donation?
(such as "only doing raffle,” or “12/10 emailed letter, 12/14 sent to other email”)
INTERNAL NOTES
This field is hidden when viewing the form
(Enter the total number of gift certificates sold)
What is the result of this call?
