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Hotel Donation Request Form Template

Streamline Your Hotel Donation Requests for Maximum Impact

Navigating donation requests can be overwhelming when you want to help your community. This hotel donation request form template is designed for hotels and resorts seeking a streamlined way to handle donation requests for fundraisers, events, and local initiatives. With this template, you can simplify the application process, ensure responsive communication, and track multiple requests easily, all while maintaining a professional appearance. Plus, it's crafted with WCAG-aligned labels to ensure accessibility for all. Explore how this template can enhance your donation efforts and engage with your community.

Use this Template (FREE) Live Preview
Organization legal name
Tax ID / EIN or charity registration number
Organization website or primary social profile URL
Primary contact full name
Primary contact email
Are you a nonprofit or charitable organization?
Yes
No
Event or initiative name
Event or initiative date
Briefly describe the purpose and beneficiaries
Expected attendance
Under 50
50-99
100-249
250-499
500+
Not applicable
What type of donation are you requesting?
Overnight room(s)
Room-night voucher/certificate
Gift certificate
Meeting space
Dining experience
Spa or amenity
Monetary contribution
Other
Please Specify:
Quantity requested (e.g., number of rooms and/or nights)
Preferred stay or redemption date range
Are your dates flexible?
Yes
No
How will the hotel be recognized?
Event signage
Website listing
Social media mention
Printed program
Emcee acknowledgment
Press release
Thank-you letter and tax receipt
Not applicable
Other
Please Specify:
Will you provide a charitable tax receipt if applicable?
Yes
No
Have we supported your organization before?
Yes, within the last 12 months
Yes, more than 12 months ago
No
Not sure
Decision needed by
Preferred contact method
Email
Phone
Either
Preferred delivery method for any certificate or voucher
Email PDF
Postal mail
Pick up at hotel
No preference
Other
Please Specify:
Authorized representative name (type to sign)
Signature date
I agree to the hotel's donation terms and policies
Yes
No
{"name":"Organization legal name", "url":"https://www.quiz-maker.com/QPREVIEW","txt":"Organization legal name, Tax ID \/ EIN or charity registration number, Organization website or primary social profile URL","img":"https://www.quiz-maker.com/3012/images/ogquiz.png"}
Paper art illustration depicting a hotel donation request form for an article about FormCreatorAI

When to use this form

Use this form when your hotel fields community requests for room nights, gift certificates, or event space. It fits school auctions, youth sports fundraisers, tourism galas, and charity raffles, and keeps every request in one trackable queue. Nonprofits get clear instructions; your team gets the facts to budget, block dates, and approve faster. If you give non-cash support, pair your process with our In-kind donation form to capture item details and blackout dates. When a cause needs money rather than a stay, share the Online donation form so you can route it to the right team. With consistent criteria and deadlines, you reduce back-and-forth, decline mismatched asks quickly, and say yes to the requests that fit best.

Must Ask Hotel Donation Request Questions

  1. What is your organization's legal name, nonprofit status, and EIN?

    This verifies eligibility and reduces fraud. If needed, ask them to reference your Nonprofit donation form to confirm status and contact details.

  2. What type of support are you requesting and what is the estimated value?

    Knowing if they need a room night, gift certificate, or event space helps you route the request and plan inventory. A clear value lets you forecast budget impact and compare against policy limits.

  3. What event or program will use the donation, and when and where will it take place?

    Date, location, audience size, and mission show fit and reach. This context helps you prioritize high-impact opportunities and avoid date conflicts.

  4. How will you recognize our hotel and what benefits can we expect?

    Outlining sponsor levels, logo placement, mentions, and attendee impressions clarifies return on giving. It also aligns expectations with your marketing team.

  5. What is your deadline and preferred delivery method for certificates or items?

    Deadlines and shipping or pickup details prevent rushes and lost materials. You can set realistic timelines and communicate earlier if you must decline.

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