GrantFinderFundraising strategy
A proven email-then-call playbook for raising money from local & corporate sponsors
This playbook was used to raise over $60,000 from sponsors across 5+ states — with an 80% success rate on contacted companies.
The winning sequence is simple: send a brief cold email first, then follow up with a phone call ~2 days later. Email warms them up and gives them context; the call closes the meeting where the real pitch happens. Lead with impact, your 501(c)(3) tax-deductible status, and small tiered asks ($50–$300).
Research before you reach out
Do this before sending a single email
- Target businesses that benefit from your community (restaurants, hardware stores, local banks).
- Look for businesses that have sponsored local events — they're already predisposed to giving.
- Find the owner's or manager's name before you call; avoid asking for 'whoever handles donations.'
Cold email first
Send this 2 days before you call. Brief, impact-led, tax-deductible, low ask.
Keep it short. Explain who you are, what the event is, why this company fits, what sponsors get, and that donations are tax-deductible (501(c)(3) under Hack Club). Attach your Sponsorship Packet. Always end with a low-friction ask: a 10-minute call this week. The script below is a generic template — swap the bracketed fields for your own organization.
Follow-up cold call — 2 days later
Goal: confirm they saw the email, recap, and lock in a meeting to pitch in person.
Opening:
"Hi, is this [Company]? Hey, my name is [Your Name] — I sent over an email a few days ago about [Organization Name], our [team / nonprofit]. Did you get a chance to see it?"
If yes: "Great! Just to recap quickly — ..." If no: "No worries, I'll keep it short. Quick recap of what I sent — ..."
The recap (use either way):
"I'm with [Organization Name], a [brief description — e.g. community robotics team / local youth nonprofit] working with students in [your area]. We're looking for a few sponsors to help cover costs like parts, tools, and travel. In return, sponsors get their logo on our team shirts and robot at every event, plus features across our social media. We're also a registered 501(c)(3) nonprofit, so any donation is fully tax-deductible."
The ask:
"I know that's a lot to cover over the phone, and I'd love the chance to actually walk you through the full pitch — why this partnership makes sense, what past sponsors have gotten out of it, and how we'd showcase [Company Name] specifically. Would you be open to a quick in-person meeting sometime in the next week or two? I'm happy to come to your office, or if that's easier, we could do a video call instead."
Closing:
"Perfect — I'll set a meeting and let my team know for [day/time]. Thanks so much, looking forward to it!"
Handling common responses
"Sure, let's set something up"
"Awesome — what does your schedule look like next week? I can work around whatever's easiest for you." Lock in a specific day/time before hanging up if at all possible.
"I don't think a meeting is necessary, just send info"
"Totally understand — I'll send over a sponsorship one-pager with all the details, including our 501(c)(3) info for the tax write-off. If after reading it you have questions or want to talk through specifics, I'd still love to grab even 15 minutes in person — sometimes it's easier to show you what past events looked like."
"We don't have budget right now"
"That makes sense — would in-kind support work instead, like product credits or mentor volunteers? Either way, I'd still love to sit down and explain the impact a partnership could have, even if it's something to consider for next time. Worst case, you get to meet the team behind it."
"Not interested"
"No worries at all, I appreciate you taking the call. If anything changes, our info is always on our website. Thanks for your time!"
"How much are you looking for?"
"Our tiers start at 50 dollars and go up to 300 dollars. I'd love to walk through the breakdown in person so I can explain exactly what each tier gets you. Does meeting sometime next week work?"
"Are you actually a registered nonprofit?"
"Yep — we're fiscally sponsored by Hack Club, which is a registered 501(c)(3). I'll bring their EIN and documentation with me to the meeting, or send it ahead of time if that's helpful."
Negotiate in-kind when cash falls through
If they can't write a check, upgrade to higher product value instead.
When a company won't commit financially, don't walk away — pivot to in-kind support. Companies are far more willing to give products, store credit, software licenses, or mentor time than cash, and these assets are often worth far more than the sponsorship dollar you were asking for.
- Ask for higher product worth — if a $50 tier is the cash ask, request $200+ in product/credit of equivalent marketing value.
- Store credit & licenses — robotics teams can leverage tooling credits (SOLIDWORKS, Autodesk, Vex, AndyMark) that directly cut season costs.
- Mentor volunteers — engineer time is worth its weight in gold; one mentor = hundreds of hours of technical guidance.
- Frame it as win-win — "We can't do cash this year, but could we do $500 in product credit? You'd still get all the same brand visibility."
In-kind donations are still tax-deductible at fair market value under your 501(c)(3). Always get the donation documented — the company writes off the retail value, not the cost to produce.
Follow up & build the relationship
The money isn't the end — it's the start of a multi-year partner.
- Send a thank-you email or handwritten note within 48 hours of any conversation.
- Provide a photo or update after the event — sponsors love seeing their impact.
- Set a calendar reminder to reconnect 3 months before next year's season starts.