When planning a charity auction or fundraising event, offering high-value experiences like resort stays can dramatically increase donor interest and auction revenue. One of the most effective ways to secure these experiences without dipping into your budget is through a resort donation request. This guide will walk you through everything you need to know—from writing the request to finding the right resorts and making your ask compelling.
Why Resorts Make Great Donation Partners
Resorts are ideal donation partners for several reasons:
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High perceived value: A few nights at a luxury resort instantly elevates any auction catalog or raffle.
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Marketing opportunity: Resorts benefit from publicity and new clientele exposure.
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Off-peak availability: Many resorts have rooms to spare during slower seasons and are willing to donate in exchange for visibility.
What Is a Resort Donation Request?
A resort donation request is a formal or informal proposal made by a nonprofit, school, or fundraiser organizer asking a resort to donate a stay package—typically including accommodations, and sometimes additional perks like meals, spa treatments, or activities—for use in a fundraising event such as:
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Silent auctions
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Raffles or giveaways
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Live auctions
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Online fundraising platforms
Elements of a Strong Resort Donation Request
Your request needs to be clear, professional, and show mutual benefit. Here are the key elements:
1. Personalized Greeting
Address the letter to a specific person if possible—someone in marketing, public relations, or guest services.
Example:
Dear Marketing Director at Oceanview Resort,
2. Introduction to Your Organization
Briefly describe who you are and what your organization does.
Example:
We are a 501(c)(3) nonprofit dedicated to supporting childhood education through community fundraising and annual charity events.
3. Purpose of the Request
Explain the event or initiative you’re organizing and how the donation will be used.
Example:
We are hosting our annual gala and silent auction, expecting 300 community members, business leaders, and philanthropists in attendance.
4. What You’re Asking For
Be clear about what you’re requesting—how many nights, room type, potential blackout dates, etc.
Example:
We kindly request a two-night stay in your deluxe king room for use in our auction. Ideal dates are flexible and can include blackout periods.
5. Benefits to the Resort
Show how the resort will benefit—brand visibility, website links, social media promotion, etc.
Example:
Your resort will be prominently featured in our auction catalog, social media promotion, email campaigns, and post-event thank-you page.
6. Donation Deadline
Provide a realistic timeline for when the donation is needed.
Example:
We would appreciate receiving your donation confirmation by June 15 to include it in our event catalog.
Where to Send Your Resort Donation Requests
You’ll get better results by targeting resorts that align with your event’s location, audience, or theme. Here are some tips:
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Local resorts: Especially for community-based fundraisers or weekend getaways
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Luxury resorts: Great for high-ticket auction items
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Boutique hotels: Often more flexible and community-focused
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Timeshare and vacation clubs: Some offer marketing budgets for donation placements
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Tourism boards: They can help connect you with hospitality partners open to donations
Use their websites to find donation request pages or email contacts for PR or event staff.
Tips for a Higher Success Rate
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Start early – Reach out 2–4 months in advance of your event.
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Follow up – One polite follow-up after 7–10 days is acceptable and often necessary.
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Offer options – Some resorts may offer midweek stays or off-season packages only.
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Be flexible – Let them set blackout dates or include stipulations.
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Track responses – Use a spreadsheet to keep records and deadlines.
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Say thank you – Send a handwritten thank-you note and post-event report with photos and recognition.
How to Promote a Donated Resort Stay
Once you receive a donation, showcase it effectively:
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Create a visually appealing listing with images from the resort’s website (with permission).
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Highlight the experience rather than just the room details—mention relaxation, luxury, or romantic getaways.
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Promote it across all channels—social media, newsletters, and your event website.
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Use urgency and exclusivity—“Bid now for a limited chance to experience a luxury escape.”
Conclusion
A compelling resort donation request can unlock valuable opportunities for your fundraising event. When done right, it helps you secure high-quality auction items, attract more attendees, and ultimately raise more money for your cause.
By approaching the right partners, crafting a compelling pitch, and showing appreciation, your organization can build lasting relationships with generous hospitality sponsors—while offering your donors unforgettable vacation experiences.
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