Easy Steps For Requesting A Sponsor

Your Tasks

Inform the Fundraising Committee

The committee must know that your program or event requires financial support as soon as possible after it has been approved - a year in advance of the actual date is not too soon. External support is generally sought to underwrite travel expenses and meal functions and to maintain registration fees at affordable levels. Speakers who are members of ALA generally do not receive honoraria, but may be reimbursed for a night in a hotel if their participation in a pre-conference or institute requires them to spend an additional day at the conference.

Funding for miscellaneous expenses such as photocopying, rental of equipment and postage is provided by ALCTS.

Estimate how much financial support is needed and suggest possible sponsors.

Provide information about the event that we can use when approaching potential donors.

The ALCTS Fundraising Committee Does the Rest

Coordinates and gets approvals for requests

Approval and support from the ALA Development Office is critical. No vendor may be approached for support without the approval of the ALA Development Office. Some vendors are off-limits for various reasons. The committee manages this process for you.

Initiates vendor contact and communicates feedback

The Committee contacts vendors and provides regular feedback to program planners.

Handles logistics of fund transfer

Committee members provide donors with instructions on where to send their contributions and to whom the checks should be made out.

Keeps track of correspondence

The Committee writes letters of thanks and provide the ALCTS office and the ALA Development Office with feedback. Members coordinate acknowledgment and recognition of sponsors and invite them to attend the programs they support.

After ALCTS Receives the Funds

Fundraising isn't over when we receive the check. Donor recognition is mightily important. ALCTS members must join together to acknowledge sponsors and show appreciation for the support sponsors give.

We recognize donors by:

• Displaying signage acknowledging support at the program site (the ALCTS Office will provide signs when arranged in advance).
• Including recognition statements in program handouts.
• Publicly thanking sponsor(s) at the beginning of the program and introducing representatives from the sponsoring organization(s) if appropriate.
• Personally thanking the sponsors, or their representatives, by stopping at the sponsors booths and encouraging program attendees to do the same.
• Writing letters of thanks to the sponsor(s) after the program is over.