A well-crafted travel donation request can open the door to incredible fundraising opportunities for nonprofit organizations, schools, community groups, and charitable events. Whether you’re planning a gala, silent auction, raffle, or online fundraiser, requesting travel donations—such as hotel stays, airfare, resort packages, or full vacation experiences—can add exciting, high-value prizes that boost engagement and generate more revenue.
In this article, we explore how to write an effective travel donation request, where to send it, and why it’s a powerful tool in your fundraising toolkit.
What Is a Travel Donation Request?
A travel donation request is a formal appeal sent to travel-related businesses or individuals, asking them to donate services or experiences that can be used in a fundraising event. These may include:
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Hotel or resort accommodations
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Airline tickets or travel vouchers
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Cruise packages
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Guided tours or adventure experiences
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Timeshare stays or vacation rentals
These donated items are typically featured in silent auctions, raffles, or fundraising incentives, helping your organization raise money while promoting the business providing the donation.
Why Use Travel Donation Requests?
Incorporating travel donations into your fundraising efforts brings several advantages:
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High Appeal: Travel experiences attract attention and often receive high bids or ticket sales.
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Increased Revenue: Donated vacations and trips have a high perceived value, leading to larger donations.
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Cross-Promotion: Donors get exposure to your audience, while your event benefits from premium prizes.
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Long-Term Relationships: A travel donation request can lead to ongoing partnerships with travel brands.
How to Write an Effective Travel Donation Request
Here are the key components of a compelling travel donation request:
1. Personalized Greeting
Address the letter to a specific person or department. For example:
“Dear Hotel Manager” or “To the Community Relations Team at XYZ Travel.”
2. Introduction of Your Organization
Briefly describe who you are and what your organization does.
Example:
“We are a nonprofit dedicated to supporting underserved youth through educational programs and scholarships.”
3. Explain Your Event or Campaign
Mention the specific event where the donation will be used.
“Our annual charity gala raises funds to support local students. This year’s event will be held on October 12, 2025, with an expected attendance of over 300 guests.”
4. Specify the Type of Donation Requested
Be clear about what you’re asking for—accommodations, airfare, or an entire vacation package.
“We would be honored to feature a donated two-night stay at your resort as part of our silent auction.”
5. Highlight the Benefits for the Donor
Explain how the donor will benefit from the exposure.
“Your business will be recognized in our program, on our website, and in event signage. It’s a great opportunity to reach a local audience that values high-quality travel experiences.”
6. Include Contact Information
Let them know how to get in touch and where to send the donation.
7. Professional Closing
Use a warm and professional tone to end the request.
“Thank you for your time and consideration. We hope you will join us in making a difference.”
Where to Send Travel Donation Requests
Here are some types of businesses and organizations to consider:
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Hotels and Resorts
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Airlines
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Cruise Lines
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Vacation Rental Companies (like Airbnb hosts or VRBO owners)
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Travel Agencies and Tour Operators
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Entertainment and Adventure Companies (e.g., ziplining, safaris, spas)
Don’t forget to also reach out to your existing network—board members or supporters who own vacation homes may be willing to donate a stay.
Conclusion
A thoughtful and well-timed travel donation request can significantly enhance your fundraising efforts. With travel experiences continuing to be among the most sought-after auction and raffle items, securing vacation donations is both a strategic and rewarding move for any fundraising team. By reaching out to the right businesses with a professional and personalized approach, your organization can unlock new levels of donor engagement—and fundraising success.
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