We’ve managed to wade through most of winter and are ready to meet spring head-on; with all its beauty, and some of its problems…

The equine trades’ community is once again asked to sponsor events, set up booths at small trade shows, and donate prizes.  As with all charities, the good will abounds, and it becomes difficult to choose between organizations.  But the reality is; we must choose, because not even the largest corporations can donate to all.

There are some common courtesies, and a few tricks that can help your club become one of the lucky recipients of company donations.  Conversely, there are several practices to avoid should your organization wish to continue on the businesses’ “good list”:

            1:  Make certain that you give the company a lot of lead time.  A member of a horse club contacted me last year, asking for a donation to their silent auction.  I agreed to send two of my posters, and was then told that, “Oh, by the way, we need them by the end of the week!”   This meant that not only did I have to rush, but I also had the added expense of a courier.
 

            2:  It is extremely important to send a thank you note as quickly as possible.  Everyone likes to have his or her efforts appreciated, and a simple "thank you" goes a long way towards receiving a donation next year.  Ask the donator also if they would like a receipt for tax purposes.  And then follow up on it.
 

            3:  When calling a business to solicit anything, from ads to donations, do not use the company’s toll-free number.  These numbers are paid for by the usage, and taking advantage of them to ask for gifts will not put you in a favourable light.
 

            4:  If using donations as prizes, encourage the winner to contact the contributor.  It is an added bonus that allows the latter to feel good about giving.
 

            5:  Do not take for granted that it is no problem for a business to offer prizes or money, as they will simply use them for a tax write-off.  Many are operating on the edge, even large companies, and every penny needs to be well-spent and justified.
 

            6:  When running a trade-show, make sure that the participants are treated with respect, and made to feel very welcome.  Often trades people arrive only to find that what they were told was an indoor show, had suddenly and without warning, been changed to outside.  Or, those in charge didn’t know where to park the large trailers that had paid dearly for the space, and had even told them to get their rig away from the area.  Be aware that there is considerable investment in both cash and time away from work for a business person to set up a proper booth at a trade show.  The organizers have a responsibility to publicize the event as well as to work with the trades people to make it a successful show.  Simply putting out some tables during a horse show does nothing but saturate the market for the serious efforts.

Remember that businesses are run by human beings, and everyone likes to be treated as something special.  Bringing the booth-holders a cup of coffee during the event,  phoning or sending cards of appreciation, doing all possible to make people feel valued and welcome; these and many other simple acts, can assure your place at the front of that long line-up for donations.