Guide to Procurements

What is Procurement?
Procurement is obtaining goods or services to be offered for auction at the Gala so that funds may be raised to benefit the school.

Why do I need to procure or donate $250 worth of goods or services for the auction?
This requirement is included in your signed enrollment agreement. Tuition covers only a portion of the cost of running the school. We make up the difference through. The gala is our school's single biggest annual fundraiser, and the money raised by parents at its auctions helps give our children an even better environment for learning and thriving. Last year, the gala earned FASPS $220,000. This money, raised by parents, paid for the purchase of goods including SMART Board computer-interactive whiteboards, classroom supplies and library books, financed field trips and faculty enrichment, and provided scholarships.

What if I'd prefer not to solicit a donation?
You can fulfill your obligation by making a cash donation of $250.

You may buy two Premier tickets at $225 each, which allows you and a guest plus two staff members to attend the gala.

You can donate 14 hours of your time (valued at $17.50 per hour up to $250) to host an event for auction. The Gala Team can coordinate parents to put together exciting packages. For example, three families could host drinks and appetizers aboard a sailboat touring Puget Sound. Contact: ericajerome@gmail.com .

How can I get a donation for the auction?
Start with yourself. What can you donate? Ask your friends, neighbors and relatives. The best companies to ask are those you frequent. A good time to ask is when you're paying your bill. Carrying procurement cover letters and forms in your car is a great way to always be ready.

Many large companies need to be contacted to get management approval to be able to donate by the Feb. 26 deadline. While most businesses are likely to donate on the spot if contacted in person, others may need to mail their donation to the school.

How do I approach donors?
Most companies donate on a regular basis as part of their philanthropic mission in the community. Make it easy for them by asking for something specific. You will be amazed at the success you will have when people can just give you what you ask for and not have to decide what would be appropriate. Most people will just say yes or offer an alternative idea.

Here's some suggested material for a dialog/e-mail/letter:
I am contacting you because in past years you have supported the French American School of Puget Sound by donating to our annual auction. FASPS serves nearly 300 children from preschool through 7th grade. The school offers a bilingual education in a multi-cultural environment. With our diverse student body, the 400 auction attendees come from a wide variety of interests and economic backgrounds.

Your previous generosity of _______________ was greatly appreciated. We hope that you will donate again this year. Donations can range from gift certificates to services or tangible items.

I have attached an announcement Procurement Cover Letter regarding this year's auction, which is March 27. The school is hoping to receive all donations by Feb. 26. FASPS is a non-profit 501(c)3 organization your donation would be tax deductible.

Thank you for your time. I look forward to hearing from you soon.

What if I'm procuring from a business for the first time?
A similar approach will work. Think of how a donor will benefit from promoting his business in our community. Many of our parents work at Microsoft, and live and shop in the Redmond area. - Our school draws from homes from Everett to Renton. Each year, our school welcomes new families from overseas who are learning where, locally, to shop, travel and entertain their children.

What should we try to procure?
Think of what you'd like to buy from the mundane to the exotic. Gift cards are great, especially from popular stores. Ask for donations from your grocer, your hairdresser, your child's gym or swimming pool, your favorite bookstore, a movie theater.

In the past, we've been short on items that appeal to men, and they've asked for more sporting goods; lessons with a golf or tennis pro; a weekend rental of a Harley-Davidson or Lamborghini. Items that sell below value are those with too many restrictions or items in specific sizes.

What are the biggest money earners?
"Experiences" or special events that families create sell very well. For example, a Mother's Day Brunch sells for $100 a ticket, and has raised more than $5,000 in the past. One family provides a home, volunteers cook and decorate, fathers serve. Would you like to host a dinner in your home? Would you like to donate a stay at your cabin?  Contact ericajerome@gmail.com. We welcome your ideas.

How will donations be auctioned?
The Gala Team will decide the best way to present donations. We have three options:

• The majority will be listed in our online auction. Donations will be posted to the FASPS website. If appropriate, we will post the donor's logo, a photograph of his business or gift, the link to his website, and a description of the donation.
• About 250 items will be displayed at a silent auction on the night of the gala. Most will be tangible items, largely unique, such as a painted silk scarf or exquisite jewelry.
• Up to 40 items, including art projects created by our children, villas and an exotic trip will be offered at a live auction on the night of the gala. We limit the number of items offered at the live auction so that party goers have time to socialize and dance.

What do donors get?
FASPS is a non-profit 501(c)3 organization and donations are tax deductible. The school's tax ID number is Tax-ID: 91-1682584.

For those wishing to promote a business or product, our online catalog can direct potential customers to their website with a direct link. Donations also will be listed in the printed catalog.

Donors' generosity will be publicized to more than a thousand parents and others, a group that is active, family-oriented, and interested in learning about new places to shop, to travel, to entertain themselves and their children.

How do we avoid duplicating efforts?
Check in with the 2010 Gala Area Captains for your area (a list is available at the gala website) or ericajerome@gmail.com.

What's the deadline for procurements?

Please have your procurements by February 26, 2010. This will allow our volunteers time to create and publish the auction catalog, and post items online. Earlier is better!

What about paperwork?
We'd appreciate it if you would enter information about your procurements online at http://fasps.maestroweb.com.

The Procurement Forms are available online at the gala website. Hard copies are in the file box marked Gala Procurements on the library side of Nicole's desk. It's a one-page form in triplicate. Give the bottom copy to the merchant, and return the others to the Gala Procurements file box in the folder marked DONATED ITEMS.

When do we need the goods?
If you're getting a tangible item, such as jewelry or a gift card, then by Feb. 26.

What should I do with tangible items?
Please leave items including vouchers and gift certificates with a procurement form securely attached at the front desk at school.

What expiration date should we request on gift cards?
March 2011.

How are donors thanked?
The Gala Team will send a letter of appreciation after the auction. We encourage solicitors to send their own thank-you notes, too. Donors especially like thank-you notes from children.