How to look a gift horse in the mouth

Tips for nonprofits on navigating the “in-kind” relationship.

As an nonprofit staffer, it’s your job to get stuff for free. These pro-bono gems can range from doughnuts to design services or they may come to you as large-scale projects that impact the core efforts of your organization.

No matter the size or scope, these welcome contributions (and the relationships that sustain them) help support and grow your organization. Unfortunately, such sought after professional favors often end in disappointment—and they can leave you and your organization at the whim of your well-intentioned donor.

I know you’ve been there: The board member who forgets to invite 20 people the year’s biggest fundraiser? The caterer who serves beef tartar at your vegan gala? Or, how about when the brochure that took two years to materialize…returns from the printer with your organization’s name spelled wrong!

These things happen, not because your donor is a jerk, but simply because these generous entrepreneurs don’t always approach a pro-bono project the same as they would a paying gig. Fortunately, there are a few things you can do to encourage a professional relationship and ensure a successful outcome.

1. Find out the exact monetary value of the pro-bono product or service being offered. Businesses and individuals who agree to do things for free can be carried away by the feel-good momentum of their offer and may not take the time to consider the implications of the commitment they’re making. You’ll be doing everyone a favor by placing a dollar value on the goods or services you’re receiving. And, since that free lunch we’ve all heard about is never free, you can establish, at the outset, exactly how the donor will be recognized for their philanthropic efforts.
2. Ask for a scope of work. A scope of work is a detailed list of services and deliverables – a must have for anyone who values clarity and efficiency. This outline will function as a blueprint for what needs to be accomplished and will also help you to prioritize project goals and requirements. Additionally, this document will solidify expectations and objectives for internal stakeholders and decision makers.
3. Ask for a timeline. Whether it’s a simple postcard or a year-long audit of your strategic plan, YOU MUST HAVE A TIMELINE. Sure, the timeline can shift, but you and your donor should agree on a few important milestones BEFORE any work begins.
4. Last, but not least, get it all in writing. While it would certainly be over-kill to request the above paperwork for a few dozen doughnuts, it is absolutely essential that you have documentation to fall back on when you’re dealing with multiple deadlines and deliverables. If your project includes proprietary information or assets, then you should have a contract too.

While these measures might seem heavy-handed as you attempt to solicit valuable expertise from busy professionals, a business-like approach will benefit everyone in the long run. If your benevolent donor is hesitant to provide dates or details for the services they are offering, you may want to weigh your priorities and reconsider the relationship altogether. Remember, the best things are accomplished when both parties understand the true value of what’s at stake.