TOOLKIT20132014 20

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CAMPAIGN COORDINATOR

WE WANT YOU TO SUCCEEDUse these tools to help make your employee giving campaign a success. All items listed in this toolkit arealso available at www.yourlocalunitedway.org/campaign-coordinators

Need more help? We are here for you and we will do whatever we can to help your company reach yourgoal. Contact Crystal Richardson if you need more assistance at crystal.richardson@uwccr.org or 916-856-3956.

TABLE OF CONTENTS

Materials Page 2

I. 2013-2014 United Way Materials & LogosII. Campaign Ideas

III. Best PracticesIV. Success Stories

Messaging Templates Page 11

V. Sample CEO Endorsement Letter for EmployeesVI. Sample Vendor Solicitation Letter

VII. Sample Kick-Off Meeting AgendaVIII. Sample Thank You Letter for Nonprofit Speaker

IX. Sample CEO Thank You Letter to DonorsX. Sample CEO Thank You Letter to Leadership Donors

XI. Sample CEO Thank You Letter to Campaign Committee

MATERIALS

I. 2013-2014 UNITED WAY CAMPAIGN MATERIALS & LOGOS

Go to United Way’s website at www.yourlocalunitedway.org/materials to download the latest materialsand logo files.

II. CAMPAIGN IDEAS

Educational Campaign Ideas

Use Email:Distribute “20 Days of Email” to your employees. You can download short statements, along with manyother tools, from the United Way website. Check it out at www.yourlocalunitedway.org.

Mystery Hunt:Clues (sent via email or memo) lead hunters to guess a United Way agency or co-worker who is connectedto an agency. You could have a new hunt each week for a month. This is a great way to educate employeesabout United Way programs and services.

Bagging It:Designate a day as “Brown Bag Day” every month or every other month. Encourage staff to bring theirlunches on that day and bring in a speaker to talk about a United Way funded program. After the lunch,post a brief summary of the presentation on your website, print it in your newsletter, or distribute viaemail.

Got Games?:Educate employees about United Way and its partner programs in a fun way by incorporating a gameshow theme. Use information from United Way printed materials and our partners’ web sites. Play thegame(s) at a group meeting, or give everyone the opportunity to play by creating a worksheet or postingquestions online.

Start Right:Make United Way part of your new staff orientation. We have packets of information that will help yournew employee learn more about United Way in our community.

Literature Drop:Help your employees learn more about United Way’s impact in the community. Set up a table and makebrochures, newsletters and other materials from United Way and our partner programs available. Posters,table tents and note cards are also great for building awareness.

New Campaign Ideas

Office Games:Individuals or teams, you can do brackets and advance winners throughout the week. Employees can bidon who might win. Employees can get a raffle ticket for $1 and put it in the bucket of the team they arerooting for. Then the winning team receives some type of fun trophy along with a prize to the lucky winnerfrom the winning teams raffle bucket. Examples can be “Minute to Win it” or Candy Land.

Where is …? (Name of CEO or a person in management):Create a life-size cardboard person and use a cut-out picture of a staff member (CEO) to put on thecardboard person. Employees can send this to anyone’s office with a note. $1.00 buys you the opportunityto send it, $2.00 will allow you to have it removed, $3.00 to also find out who sent it to you. At the end ofthe week, the cut out can be auctioned off.

Hat Wars:Want to see your manager or co-workers in a crazy looking hat? Pay a fee to have someone wear one ofthese crazy hats for an hour. Person receiving the hat can get “revenge” if they want to by paying a fee fortheir buyer to wear one of the hats the following day. You can pay for more than an hour if you wish. Becreative with the hats and have fun. You can even use similar rules as the idea above.

Talent Show:Host a talent show in your break room or cafeteria. Attendees can vote on each contestant by placingpurchased tickets into envelopes. The contestants can choose non-profits for their donations to go to.

Pink Flamingo FundraiserPurchase a couple of those plastic pink flamingos and place all in someone’s cube/office. In order toremove the flamingos from said person’s cube they must pay to do so at set amount and then they placethe flamingos in another person’s cube/office and the idea repeats. You could choose the first person whowill receive the flamingos based off top donor, volunteer in the office, manager, etc.

Arts & Crafts Sale:You may be surprised to find how many employees are crafty. Host a craft fair where employees can selltheir creations and proceeds can be donated to their favorite charity.

Internal Garage Sale:Have employees bring in items to be sold during an internal garage sale. All proceeds can be donated to anon-profit of your choice.

Food Related Campaign Activities– If you FEED them, they WILL come!

Root Beer Float Sale:This is a welcomed activity for those hot summer afternoons in July and August.

Latte Stand and Giving Example:

For more distinguished coffee drinkers, offer a latte-stand during a morning meeting. Remind them howmuch a cup of gourmet coffee or tea costs. Give examples of what giving up one cup of coffee, one soda orone candy bar a day can do for a person in need. Ask if they can donate that same amount (or more) eachweek to United Way.

Bake Sale/Cookie Exchange:Ask employees to bake their favorite cookies or other goodies. Sell plates of the treats toemployees.Charge an additional fee for the recipe.

Baking ContestRather than the traditional bake sale, have employee’s pay a fee to enter into a baking contest. Gatherjudges and the winner of the baking contest would be able to choose their favorite nonprofit to receivethe fundraiser total. You can then offer to sell the winner’s recipe for a small fee.

Employee Cookbook:Encourage employees to donate their favorite recipes to be collected, published and sold in a companycookbook. A variation of this theme is to sell books on golf, gardening, etc. Request employees’ childrenprovide illustrations.

Candy Grams:Sell candy with your company or United Way’s logo on it. All proceeds go to United Way or a non-profit ofyour choice.

Eating Contest:Who can eat the most in a given amount of time (hot dogs, pie, crackers, pickles, etc.)

Chili Cook-Off:Employees cook their favorite chili. Organize a panel of “expert” judges to decide on the best recipe.Charge employees to sample and eat lunch or even have the employees vote.

Potluck Payoff:Organize a potluck lunch and have everyone bring a favorite dish and charge employees to have lunch.

Bakery Cart:Wheel a serving cart through the workplace and sell bagels, doughnuts, cookies, Danish, coffee and juice,with proceeds going to United Way or a non-profit of your choice.

Campaign Activities & Events

Basket Auction:Ask each department in your organization to sponsor, create and fill a theme basket (spa, chocolate, golf,cooking). The baskets are then auctioned off.

Dress Down Day:Sell employees the right to dress casually or silly for a day. Variations include: “Silly Hat Day”, “Sport TeamDay” or “Ugly Shoe Day”. Or have employees donate a certain amount through payroll to qualify.

Survivor Game:Each participant pays $5 to join and has to do something each day to stay on the island. They have to:bring an item for the silent auction, bring in baked goods for the bake sale or wear a certain color. Winnerreceives paid time off.

Coin War:Set up large empty water bottles for each department in a central location. Employees drop their sparechange into the bottle. Coins are positive while paper money is negative. The group with the highest pointvalue wins. All cash collected is donated to United Way or a non-profit of your choice.

Rummage Sale: Great for Donation DrivesAsk employees to donate old items (books, CDs, videos) for a company or department-wide sale. Unsolditems may be donated to a local shelter.

Campaign Games & Contests

Who Is It? :Gather baby pictures of co-workers. Have a contest to see who can correctly name the most co-workers.Contestants pay a fee to take part. Give an award for the most correct matches.

Office Olympics:Make up your own “Olympic” games having a team admission fee. Brainstorm new ideas– roll the egg (nothardboiled) with your chin across the finish line without breaking it, relay race handing off a full glass ofwater on a tray using one hand spilling as little as possible, office chair races, waste basket free throw,paper airplane toss (use hula hoop as target). Use your imagination!

White Elephant Sale:Have items in storage you don’t use? Gifts you never returned? Donate them to the sale or conduct a giftexchange. Your trash is someone else’s treasure!

Other Ideas…Carnival Games, Dunk Tank, Cake Walk, Musical Chairs, Guessing Game– How many M&M’s in the Jar,Singing/Poetry/Songwriting Contest, Pizza Party, Popcorn Sale.

Incentives & Prizeso Traveling trophy for department with highest participationo Sleep-in-late or leave-work-early passo Bonus vacation dayso Prime parking spaces/free parking

o Gift certificates donated by local merchantso Mugs, t-shirts, key chains, etc., with company logoo Movie passeso Casual dayso Department pizza partyo Day off to do volunteer worko Cafeteria couponso Lunch or dinner with CEOo Gift baskets or goodie bagso Early dismissal on Fridayo A two-hour lunch break

Saying Thank YouDuring and after a successful campaign, it’s important to say “thanks” to all the employees whovolunteered their time and energy.

o Host a “thank you” breakfast or luncheon at a local restaurant or have management cook food onoffice premises.

o Develop a bulletin board featuring your employees’ efforts: hang a giant thank you card, post athank you from an agency or develop a collage of photos of your employees doing volunteer workor helping with the campaign.

o Insert “thank you” notes with pay checks or pay stubs.o Distribute candy with a personalized note from management.o Display thank you messages on computer screens, bulletin boards, voice mail, etc.o Spend a few minutes at the next staff meeting during which your CEO can congratulate employees

and acknowledge campaign workers.o Partner with kids from a United Way agency and have them draw “thank you” cards for employees.o Run a thank you ad in your company newsletter

III. BEST PRACTICES

1. Get to know your United Way Development Manager

a. Meet your United Way Representativeb. Review United Way materialsc. Share and exchange ideas

2. Know your organization's giving historya. Total employee dollars raisedb. Percent participation & average giftc. Total corporate dollars contributed (if applicable)d. Number of Leadership Givers ($1,000+), Women in Philanthropy Givers, Emerging Leaders Givers& Tocqueville Society Givers

($10,000+)e. Special events held

3. Obtain supporta. CEO and senior executivesb. Committee volunteers who represent various departmentsc. United Way representative

4. Develop a campaign plana. Set clear goalsb. Decide on a solicitation stylec. Create a Leadership Giving programd. Promote campaign and special eventse. Host kick-off event/meeting

5. Educate employeesa. Hold group meeting(s) and Leadership meeting(s)b. Show United Way videoc. Participate in a volunteer projectd. Invite a United Way speaker

6. Promote Leadership Givinga. Enlist support earlyb. Develop a plan to identify & cultivate potential leadership giversc. Host a leadership giving event to promote and set a precedentd. Recognize and publicize results

7. Ask employees to givea. Include CEO "Ask" letter with personalized contribution formb. Solicit current and potential Leadership Giversc. Distribute personalized contribution formsd. Collect completed pledge forms at end of meetinge. Send "Did You Know" or “Success Story” emailsf. Announce percent to goal achievedg. Final deadline and goal reminder

8. Say Thank You!a. Post thank you postersb. Send a personalized thank you letter

c. Publicize final resultsd. Recognize campaign committee members

9. Report resultsa. Gather all completed pledge formsb. Contact your United Way representativec. Schedule a meeting to review and tally final totalse. Submit a copy of each contribution form to your payroll department

10. LIVE UNITED All Year Long!

IV. SUCCESS STORIES

STAR Reader Success StoryRyleigh is a STAR Reader from Boys & Girls Club of Placer County

Ryleigh loves finding a book and seeing what it’s all about. When asked what this second grader’s favoritebook is, she rattles off a list.

“I like reading because you get to go on new adventures and sometimes they’re animals and sometimesthey’re real stories that actually happened,” Ryleigh said.

The summer before she started first grade, Ryleigh started attending the Boys & Girls Club of PlacerCounty’s reading program funded through United Way’s STAR Readers project. She was readingproficiently, but her mom wanted to make sure she stayed on track during the long summer months. Sheworked on letter naming fluency, sight words, sounding out unfamiliar words, using Leap Pads to increaseher reading competency and reading one-on-one with volunteers.

She continued to attend the program when school started up, and in one year, her mastery of readinggrew immensely. Now she reads fiction books about magic tree houses and kittens, as well as non-fictionbooks about snails. Did you know snails don’t all have the same shell? Ryleigh knows.

“Reading is important because you get to learn about animals, plants, presidents and stuff that’s real, notjust imaginary,” Ryleigh said. “It feels awesome to tell people something they didn’t know. Reading isFun!”

$en$e-Ability Success StoryMarina from $en$e-Ability Koinonia Homes for Teen

Marina learned the hard way that the old saying is true: Sometimes you can’t go home. Marina’s childhoodwas marked by addiction – her parents’ addiction and her own. Fortunately, her probation officer saw herperseverance and determination and sent her to Koinonia Homes for Teens.

As a foster youth at Koinonia, Marina turned her life around, due in part to Koinonia’s participation inUnited Way’s $en$e-Ability project that helps foster youth become financially literate and build savingsaccounts for when they move out on their own.

“I loved the financial literacy classes,” Marina said. “It was like a training on things parents should beteaching you – like how to open a bank account and protect yourself from identity theft – but on a biggerscale. They even brought in bankers! My parents didn’t know any of that stuff, so how was I supposed to? Ifeel really smart now.”

Marina began earning credits toward her matched savings account designed for foster youth, and shegraduated high school this spring. But she made the difficult decision to not go home to her parents. Shewanted to start fresh. She is enrolled at Sierra College for the fall semester, is working for Round TablePizza and is very involved in her church. She plans to major in nursing and hopes to one day use her skillsto serve people across the nation and in third world countries.

She feels prepared, thanks to the many skills she learned at Koinonia and the savings account shedeveloped.

“The $en$e-Ability matched savings accounts are amazing and one of the few benefits of being a fosteryouth,” Marina said.

United Way Fit Kids Success StoryParker is a Fit Kid from YMCA Superior California

Parker was a serious basketball fan. At just 8 years old, he saw the Sacramento Kings in the newspaper andstarted looking up their scores after the games. Soon he had the basketball bug and wanted to learn toplay.

Parker joined YMCA Superior California’s after-school program, which is funded by United Way’s Fit Kidsproject, and learned a hard lesson: It’s hard to get the ball in the basket. Fortunately, a staff memberencouraged him to keep practicing.

“She told me it’s important to have good sportsmanship because it’s fun and good for you,” Parker said.

The following week Parker was showing off his skills that he had practiced at recess all week. Parker coulddribble and shoot – and every day when he arrived at the YMCA, he wanted to play basketball.

But Parker wasn’t the only thing jumping – so were his FitnessGram results. He took more than twominutes off of his mile run time, doubled his number of pushups and improved his trunk lift and sitexercise.

And it turns out he learned a little something about nutrition along the way too. One night his mom wasmaking a fun, simple meal for dinner. Parker came home, saw his mom cooking and said, “Mom! That’snot healthy. Where’s the protein?”

Parker’s recipe for health success? Swap greasy food for fresh produce and get some exercise.

“Basketball is fun and healthy. If you do more exercise and eat fruit and vegetables, you’ll be more strong,”Parker said.

MESSAGING TEMPLATESI. Sample CEO Endorsement Letter for Employees

<DATE>

Dear Employees:

<YOUR COMPANY NAME> is committed to supporting the community in which we does business andencourages employees to join in that effort through our annual giving campaign through United Way. Your localUnited Way was founded 90 years ago to improve people’s lives and build stronger communities in the capitalarea. They continue to be a backbone in the community, serving as a leader among nonprofits.

United Way is leading the movement to make sure everyone has the building blocks for a good life: Education,Income and Health. A good education leads to a good job with solid benefits. An income covering today’s needswith savings for tomorrow solidifies a family’s foundation. Good health helps children succeed at school andadults at work. Remove and one building block and the other two tumble. Build them all up and we have astrong foundation for collective success.

During our fundraising campaign, you have the chance to do more than donate to a good cause. You have thechance to join a movement as a volunteer, donor or both. Many of our employees generously donate a portionof their paycheck to support United Way or their favorite nonprofits.

Our campaign will also include many educational opportunities and fun! The campaign kicks off on <KICK OFFDATE> and will include <CAMPAIGN ACTIVITES>. I hope you can participate throughout the campaign.

In closing, I hope you will consider joining the LIVE UNITED movement. Thank you for your consideration andsupport.

Sincerely,

<CEO NAME, TITLE, and COMPANY>

II. Sample Vendor Solicitation Letter

<DATE>

Dear <NAME OF MANAGER/OWNER>:

I am writing to local businesses that our organization and our employees use on a regular basis seekingdonations to support our United Way workplace giving campaign.

<YOUR COMPANY NAME> is committed to supporting the community in which it does business and encouragesits employees to join in that effort through our annual giving campaign through United Way. Your local UnitedWay has been serving our regional community for 90 years. United Way is leading the movement to make sure

everyone has the building blocks for a good life. Those building blocks are Education: helping kids graduate highschool; Income: helping people succeed financially; and Health: helping people fight obesity.

During our fundraising campaign, many of our employees generously donate a portion of their paycheck tosupport United Way projects or their favorite nonprofits.

Donations of goods or services from companies like yours, used in a raffle or as a prize, can help make ourefforts fun and provide employees with an incentive for giving.

<OPTIONAL- Specifically we were hoping you could provide us with LIST REQUESTED ITEM to make our effortsthis year a success.>

We will be sure to highlight your business and contribution throughout our campaign so our employees know ofyour generous commitment to them and our organization. Also, for your reference, United Way is a 501(c)(3)nonprofit organization. United Way’s federal tax number is 94-1225382. Please contact your accountant or taxconsultant about the value and deductibility of your gift.

Please feel free to call me directly <PHONE NUMBER> if you would like more information. I will plan onfollowing up with you next week.

Thank you for your consideration and support.

Sincerely,

<YOUR NAME, TITLE, and COMPANY>

III. Sample Kick-Off Meeting Agenda

Ideal meeting time is 20-30 minutes

Opening Remarks CEO/ECC

Explain the purpose of the meeting.

Discuss results from previous year.

Discuss why YOU support United Way

Understanding United Way UW Representative

Explain through this year’s United Way giving campaign, you can give to United Way impact areas:Education, Income and Health or donate to your favorite nonprofit.

Agency Speaker (Your United Way Campaign Manager or other nonprofit speaker)

Q&A

The Ask ECC /United Way

Discuss company incentive program (if applicable)

Encourage payroll deduction. Through payroll deduction employees can do even more to helpaddress important issues in our regional community.

Ask for a pledge.

Pledge form review ECC

Collect pledge forms (if applicable)

Collect ALL pledge forms to ensure 100% contact and aid in tracking

Encourage employees to join the LIVE UNITED movement as a volunteer, donor or both.

Thank and recognize participants.

Closing Comments ECC/CEO

Thank everyone for their attention and attendance.

Follow-up with those who missed the meeting ECC

Ensure that anyone on vacation or leave of absence was asked to give.

IV. Sample Thank You Letter for Nonprofit Speaker

DATE>

Dear <SPEAKER NAME>:

On behalf of <YOUR COMPANY NAME>, I want to thank you for sharing your time with us on <DATE>.

United Way is leading the movement to make sure everyone has the building blocks for a good life: Education,Income and Health. One of the many goals of our partnership with United Way is to connect donors to nonprofitorganizations and encourage our employees to get involved with something they are passionate about. Sharingfirst-hand stories and real results brings that message to life.

Thank you again for inspiring us all! It is clear that your program is making a positive impact in our communityand we're pleased to support your organization.

Sincerely,

<YOUR NAME>

<TITLE>

<COMPANY NAME>

V. Sample CEO Thank You Letter to Donors

<DATE>

Dear <EMPLOYEE NAME>:

I would like to thank you for participating in <COMPANY NAME>'s 2013 United Way campaign. United Wayis leading the movement to make sure everyone has the building blocks for a good life: Education, Income andHealth.

It is a privilege to work with individuals who want to make a support the United Way movement and make apositive difference in our local community. Your contribution helped raise a total of <insert $$ total>.

The success of our campaign required generosity, enthusiasm and commitment to our local community, and weappreciate your support. On behalf of United Way, local nonprofits and the hundreds of people touched by yourgift, thank you for choosing to LIVE UNITED.

Sincerely,

<CEO NAME>

VI. Sample CEO Thank You Letter to Leadership Donors

DATE>

Dear <EMPLOYEE NAME>:

I would like to personally thank you for your leadership gift in <COMPANY NAME>'s 2013 United Way givingcampaign.

United Way is leading the movement to make sure everyone has the building blocks for a good life: Education,Income and Health. It is a privilege to work with individuals like you who want to support the United Waymovement and make a positive difference in our local community. Those who make a generous leadership gift aremembers of a long-standing tradition of banding together to lead the LIVE UNITED movement in our regionalcommunity. Your generous contribution helped raise a total of <CAMPAIGN TOTAL $> for our campaign.

On behalf of United Way, local nonprofits and the hundreds of people touched by your gift, thank you forchoosing to LIVE UNITED.

Sincerely,

<CEO NAME>

VII. Sample CEO Thank You Letter to Campaign Committee

<DATE>

Dear <NAME>:

Thank you for your involvement in <COMPANY NAME>'s 2013 United Way giving campaign. United Way isleading the movement to make sure everyone has the building blocks for a good life: Education, Income andHealth. You played a crucial role in helping us raise <CAMPAIGN TOTAL $> for our regional community andthe LIVE UNITED movement. .

Planning and implementation are key elements of a winning campaign. You went above and beyond the call ofduty by adding campaign related tasks to your already full schedule and I appreciated your support.

On behalf of United Way, local nonprofits and the hundreds of people touched by your hard work, thank youagain for all your help.

Sincerely,

<CAMPAIGN COORDINATOR NAME>