How do I arrange a collection with a shop?

Back to: Help a Child, Help a Family Organiser’s Course

1. The easiest way is to arrange a collection with an independent shop, which can make the decision itself. For chain stores, you should contact the store manager.
2. Traders are busy and do not always answer the phone. Send an email first and ask for a short meeting in the shop. If you do not receive a reply, go to the shop and ask the staff when the shop owner is available. Be prepared to wait a while to free up time for a chat.
3. Take along promotional material for the collection, such as flyers and a poster on the notice board, so that the shop owner can easily familiarise himself with the idea of the collection.

How to present to the shop owner

1. Be prepared to briefly explain how the collection will be implemented in his/her shop. Arrive in advance and think about where the advertisements and the collection point could be, for example after the checkouts.
2. The shopkeeper will appreciate a short, clear and direct proposal without lengthy presentations.
3. Discuss with the owner how the cooperation will benefit him too:
   • Donating products will increase sales.
   • The shop will receive positive publicity and strengthen its brand as a responsible player.
   • A collection event can bring new customers to the shop.
4. Ask the retailer about possible further cooperation opportunities, such as whether the shop itself could donate products to the collection. Often retailers will donate goods, especially after a collection has been running for a longer period of time.
5. Also agree on practical issues such as:
   • Will volunteers be able to pick up a coffee from the shop?
   • Can you get cardboard boxes from the shop to pack the donations?

The shop often wants to donate items for the collection?

How to prepare for the meeting

1. Be prepared and present the ALAP collection clearly. Retailers appreciate a direct and concrete approach.
2. Make it easy to work together – if the trader is hesitant, offer a ready-made approach and explain how collections have been made in other shops.
3. Finally, make sure that all the details are agreed and thank the trader for their help. Also agree on possible further collections if the collection goes well.

Why I like to take part in the collection

How to contact the shopkeeper

List the shops in your area, select the most suitable ones, suggest a collection by e-mail and go and present the collection. Print out the promotional materials for the collection to take with you. Try to agree on how to carry out the collection and make a note of what has been agreed.

Template to send to the shop via email

Email title: Suggested partnership: the Help a Child, Help a Family collection in your store

Hi [name of recipient],
We would like to discuss with you the possibility of organising a "Help a Child, Help a Family" collection in your shop. This collection supports families with children in need in the local area by collecting goods. It involves a shop customer buying an extra item during a shopping trip and donating it to the collection.

The collection is easy to do, and we at Lions Clubs will take care of the arrangements.

Could we arrange a short meeting to suit your schedule? It doesn't commit you to anything yet, but we can go over what the collection would be like in practice.

We suggest a meeting on [proposed date], but we can flex to a time that works for you.

I look forward to your reply and hopefully the opportunity to discuss this further!
Yours sincerely,
[Your name]
[Name of your Lions Club]
[Your telephone number]
[Your email address]

Exercise materials:

1. Printable Flyers
2. Printable collection flyers

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