A resort donation request is a valuable tool for nonprofit organizations and event planners looking to secure high-value items for fundraising events. Resort stays are among the most popular auction and raffle items because they offer donors a luxurious experience in return for supporting a good cause. Whether you’re planning a charity gala, school auction, or community fundraiser, knowing how to write and send an effective resort donation request can help you land desirable packages that raise thousands of dollars.
What Is a Resort Donation Request?
A resort donation request is a formal appeal sent to resort managers, marketing teams, or owners asking them to donate a complimentary stay or package. These donations can include:
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A weekend or weeklong stay in a luxury room or suite
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All-inclusive vacation packages
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Spa or wellness retreat experiences
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Adventure or romantic getaway bundles
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Meals, activities, or add-on services included with the stay
These experiences are then used in silent auctions, live auctions, raffles, or donor incentive programs at fundraising events.
Why Resorts Support Donation Requests
Resorts often fulfill donation requests because:
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Marketing Value: Donations provide exposure to new potential guests and loyal audiences.
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Community Engagement: Supporting fundraisers aligns with corporate social responsibility goals.
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Tax Deduction: In many regions, donating a stay may be considered a charitable contribution.
By giving away unbooked inventory during low-demand seasons, resorts gain brand recognition while helping nonprofits succeed.
How to Write a Strong Resort Donation Request
A well-written resort donation request letter or email should be concise, professional, and personalized. Here’s a proven structure:
1. Personalized Greeting
Avoid generic greetings. Find and address the decision-maker by name, such as the marketing manager or general manager.
2. Introduce Your Organization
Briefly explain your nonprofit’s mission and the impact it makes.
Example: “We are a 501(c)(3) nonprofit dedicated to providing free after-school programs for underprivileged youth.”
3. Describe the Event or Fundraiser
Mention the type of fundraiser, when and where it will be held, and how many people are expected to attend.
“Our annual benefit auction on September 21 will bring together 500 supporters, including business leaders and philanthropists.”
4. Make Your Ask
Clearly request the type of resort stay you’re seeking. Include flexibility, such as preferred dates or any perks that could be added.
“We would greatly appreciate a 2-night resort stay to feature in our silent auction.”
5. Offer Promotion and Recognition
Explain how the resort will benefit from donating—such as inclusion in event materials, signage, website mentions, and social media posts.
“Your resort will be featured on our event webpage, printed program, and auction display.”
6. Provide Contact Info and Follow-Up Plan
Include your full contact details and let them know when you’ll follow up.
Resort Donation Request Sample (Short Format)
Subject: Resort Donation Request for Charity Auction
Dear [Manager’s Name],
My name is [Your Name], and I represent [Your Organization], a nonprofit working to [brief mission statement]. We are planning our upcoming fundraising auction on [Event Date] to support [specific cause].
We are kindly requesting a resort stay donation to include in our silent auction. A complimentary two-night stay or similar experience would make a meaningful difference in our fundraising goals. In return, we will promote your resort to our supporters through our event signage, programs, website, and social media.
Thank you for considering our resort donation request. I would love to discuss this further and can be reached at [phone number] or [email].
Warm regards,
[Your Full Name]
[Your Organization]
[Website and Tax ID (if applicable)]
Where to Send Resort Donation Requests
Focus on:
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Local resorts or those near your event
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Popular vacation destinations
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Boutique resorts or eco-lodges
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Chain or franchise resorts with community programs
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All-inclusive or themed resorts (spa, golf, honeymoon)
Tip: Focus on resorts during their off-peak season, when they’re more likely to donate unused inventory.
Best Practices for Resort Donation Requests
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Start Early: Send requests at least 2–3 months before your event.
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Be Specific: Clear, detailed requests are more likely to get a response.
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Follow Up: If you don’t hear back within 7–10 days, follow up with a polite reminder.
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Say Thank You: Always send a thank-you letter or email, whether or not the resort donates. Publicly recognize their support if they do.
Conclusion
A well-prepared resort donation request can unlock incredible opportunities for your fundraiser. With high demand and wide appeal, resort stays are ideal for auctions and raffles that aim to raise meaningful revenue. By making a thoughtful, professional appeal and showing how their contribution benefits both your mission and their brand, you increase your chances of securing memorable vacation packages that help you exceed your fundraising goals.
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