Best Practices for Getting Auction Items Donated to Your Fundraiser

Want your fundraiser’s auction table to shine? It all comes down to how you ask for donations. This blog shares practical tips that help you build connections, spark generosity and bring in items your guests will be excited to win.

1. Brainstorm

Before you send a single email or make a call, take a moment to brainstorm. What types of items will excite your audience? Which businesses or individuals are the best fit for your event? Think about what your attendees value, what would interest them and which companies align with your mission? A thoughtful brainstorming session sets the stage for stronger outreach and better auction results.

2. Create a Spreadsheet

One of the easiest ways to keep your outreach on track is to build a simple spreadsheet. At Cookies for Kids’ Cancer, we love using Google Sheets, but Excel or any similar platform works just as well. Create columns for the company name, contact email, phone number, notes and outreach status. Adding checkboxes to your status column makes it easy to see your progress at a glance and keeps your whole team aligned.

3. Research

Now that your ideas are organized and your spreadsheet is ready, it’s time to start filling it in. Visit each company’s website and look for the best contact email. You can usually find it by scrolling to the bottom of the page and clicking “Contact Us” or “About Us.” If multiple emails are listed, choose the one for partnerships, community relations or PR. If no email is available, most sites have a contact form; copy and paste that link into your sheet instead. While you’re there, grab the phone number too so you have a backup way to reach out.

4. Create Your Pitch

Now it’s time to craft a pitch that gets results. Keep it friendly, concise and clear about what you’re asking for. Introduce your organization, explain the purpose of your fundraiser and highlight how donated items make a real impact. Businesses get countless requests, so make yours easy to understand and easy to say yes to. A strong pitch sets the tone for a positive partnership and increases your chances of landing great auction items. Note: don’t forget a strong eye-catching subject line!

5. Outreach, Outreach, Outreach!

Everything is set up, now it’s outreach time! Start sending your emails, submitting contact forms and making those phone calls. Consistency is key here. The more businesses you reach out to, the more “yes” responses you’ll collect. Don’t be afraid to follow up politely if you don’t hear back after a week or two. Outreach is where all your prep work pays off, so dive in with confidence and keep the energy high.

Pro Tips:

Try direct messaging companies on Instagram. Many brands manage their social accounts in real time, so a quick, thoughtful DM can sometimes lead to a faster response than email. Bonus points if you mention why their brand aligns with your cause.
Think local first. Small businesses often love opportunities to support their communities. Local restaurants, boutiques and fitness studios are more likely to say yes, especially when they know their donation will make a direct impact close to home.
Don’t be afraid to stop by in person. Walking into a store and introducing yourself can leave a stronger impression than a cold ask. Face-to-face conversations help put a name and a mission behind your request.
Use your connections. Reach out to friends, family and coworkers to see where they have ties. A warm introduction to a business owner or manager can go a long way and often opens doors that a cold outreach cannot.

Bringing in great auction items doesn’t have to feel overwhelming. With a little planning, organized outreach and a confident pitch, you can build an auction lineup that truly elevates your fundraiser. Every email you send and every connection you make brings you one step closer to an unforgettable event.

Ready to host a fundraiser of your own? Visit cookiesforkidscancer.org or email marissa@beagoodcookie.org to connect with our team and get started.