As fundraisers and event organizers we’re always looking for terrific in-kind donated services, and some of the most common to look for are free graphics art work and printing. Having secured the promise of help, the challenge then becomes one of getting a quality product delivered on time.

This is a two-way street that makes demands of the organizers, the artist, and the print company. Unfortunately, too many of us end up learning this process the hard way. Below is a ‘Do’ list that may help you avoid some common pitfalls.

• Do ask graphic artists and printers who have done work for you in the past for a donation. They are most likely to produce quality work for you.
• Do check out the reputation of artists and printers who offer services by calling other clients. If they are reliable it will not be a problem. If others have experienced problems, so will you.
• Do give artists a chance to stretch their skills and to produce work that will add to their portfolio. That’s a good incentive.
• Do set up a critical path in conjunction with the artist and print company. Most juggle clients and print job, and if they are doing it for free, they will not be thrilled to bump a paying job.
• Do deliver your materials on time and stick to the critical path as agreed.
• Do plan your graphic work well. Go over the job, carefully specifying all the components.
• Do produce rough layouts of what you might want. Show the artists sample pieces that you like. This is especially useful for brochures and annual reports because the artist can start working ahead on these.
• Do know what file formats will be used to transmit the information. Make sure you can deliver files in compatible formats.
• Do plan your work carefully and don’t change your mind constantly. Changes cost time. Make sure the changes are really necessary and explain why.
• Do spell check everything carefully before sending it on. It’s a lot more work to go back and make the changes later. Sloppiness begets sloppiness.
• Do show the first drafts of the work to colleagues and committee members. Tabulate their responses and if the overwhelming response is negative, you may have to ask for changes but do keep the instant designers around you at bay. Let the artist work out the changes.
• Do list all changes clearly and carefully in writing. E-mail is a wonderful thing.
• Do designate one person to work with the artist and printer. Having several people handling the job it is far too confusing.
• Do order just the right quantity of materials. If 100 posters is enough, there’s no need to produce 1,000.
• Do use your best professional manners in dealing with artists and printers.
• Do find ways of saying thank you appropriately. Many printers and artists do not want public recognition for their work. Try sending flowers or a bottle of wine and a formal thank you letter.

 

These are just a few examples of things that should be considered, especially if the organization has not previously held a similar event. These decisions are not trivial. Special events, when properly selected, planned, and implemented, have the potential to raise funds, make connections with others in the community and to improve public awareness. We all recognize the importance of the high-profile events with which we’re all familiar. It’s important not to forget, however, that they’re successful because of the detailed work and planning involved.

Ariella Hostetter is a freelance fundraiser in Ottawa who has learned by experience and in the process gained wisdom. She can be reached at hostetter@storm.ca.