I would recommend that when you pick up the coupons/promotion items that you have a form letter, stating the agreement, for the person to sign. Clearly stating on the letter that it is on behalf of the company and that they are an authorized representative and then attach one of their business cards to it. Explaining that for follow up purposes you need this information. I would also ask for their tax id number, since they most likely could take this entire thing as a tax write off and you will be sending them a letter stating that.

Past that, I'm not sure what else you could do without offending the person in the process.

I'm currently securing a prize donation for one of our fundraisers coming up next semester. The prize will be an event hosted by the sponsoring business in late February. For ease of understanding, let's say that the prize is a party at Chuck E. Cheese for 30 students (that's not the business I'm working with, I'm just using it as an example because we all know what a Chuck E. Cheese is)

When I contacted our local "Chuck E. Cheese" to propose the donation to the owner, the woman answering the phone indicated that she was the decision maker and agreed to sponsor/donate the party as a prize. In exchange, she wants to distribute C.E.C. coupons at our school next week and have us promote that C.E.C. is our sponsor to all our students through our email system. Our PTO is amenable to both these requests.

Before we hung up, she gave me her name, her cell number, and an email address where I could "reach her easier" than the email addy listed on the web for that Chuck E. Cheese franchise. I emailed her the details of the sponsorship and am waiting for her to reply as to when I can come in and pick up the coupons to distribute.

Here's the concern: I have no way of knowing whether or not the woman I spoke with is truly an authorized decision maker for that C.E.C. franchise. For all I know, she could have over stepped her bounds and has no authority to guarantee that C.E.C. will honor the prize party. Other than the email with details I sent to her, I have nothing in writing that C.E.C. has agreed to provide the donated party.

I searched the web, but can't find any info on who the actual owner is of this franchise. I also emailed the city business license office to see if they could help me identify the owner.

Any thoughts? Suggestions? I don't want to start promoting C.E.C. to our students without some assurance that they're going to come through with the prize.