How library Friends groups get auction items donated

For letter structure, follow-up cadence and tracking, see how to get silent auction donations and the donation request letter template.

Writers, publishers and the high street

1. Authors with a connection to the district

Start with writers who live locally, grew up locally, set a book locally, or have spoken at the library before. The connection makes the ask short and it makes the item mean more to your bidders. Full detail on what to ask for is on author experience items.

2. Publishers

Publicity departments send review copies and proofs as a matter of routine and will often send a signed set, a proof of something not yet out, or merchandise. Approach the publicity contact rather than a general address, ask for something specific, and give them eight weeks.

3. Independent bookshops

A bookshop and a library are not competitors and most booksellers know it. A voucher, a curated selection, or a shop-after-hours event are all askable, and the listing puts the shop in front of the most reliable book buyers in town.

4. The street the library is on

Coffee, restaurants, salons, services. A library sits on a high street and the businesses nearest it benefit from its footfall. That is a fair thing to say in the ask.

5. Friends members and the board

Collections, professional services, a holiday cottage, skills. Ask individually with named examples — a general request to a Friends meeting produces a general result.

6. The library's own staff, carefully

Staff expertise makes excellent items — the librarian's subscription, a research session, a genealogy hour. Go through the director rather than asking individuals, because staff time on a Friends fundraiser is a management question and putting an employee in the position of declining is unfair.

What to offer

The item listing, a post to the Friends channels and the library's if the director will carry it, recognition at the book sale, and a receipt from the Friends group with its own status stated. For authors, offer to link their site and their next book — that is the currency they actually want.

Timing

• Ten weeks out — authors and publishers, who need lead time
• Eight weeks — bookshops and the high street, in person
• Six weeks — Friends members and the board, individually
• Five weeks — the director, on staff and building items
• Three weeks — photograph and list everything; confirm any withdrawn stock question in writing before it goes in the catalogue

Committee structure: committee and volunteer roles.