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benefiting AIDS Community Services of WNY, Inc.

TEAM CAPTAIN TOOLKIT On the Web: www.firstgiving.com/aidswalkbuffalo | On Facebook: facebook.com/aidswalkbuffalo


FOR TEAM CAPTAINS YOUR CHECKLIST REGISTER: Notify AIDS Walk Headquarters ((716) 847.0340 ext. 315 or kluangpakdy@aidscommunityservices.com) that you are forming a team. You can also register online at www.firstgiving.com/acswny, and click on the orange “Get Started” button. Register a team and click on “I am a team captain.”

SET GOALS: Everyone does better when they have their eye firmly fixed on a goal. Write down your goal for the amount of money you want to raise and the number of walkers you want to recruit.

RECRUIT MEMBERS: Send out an email (sample included in toolkit) with a link to your team page so members can register online. Create and display a signup sheet. Review the “Team Recruitment Ideas” for other creative ideas.

DISTRIBUTE BROCHURES AND WALKER FUNDRAISING TOOLKITS: Supply team members with brochures and other promotional materials so they can start fundraising. Encourage participants to utilize the online fundraising tool. Provide Walker Fundraising Toolkits for fellow Walkers to gather fundraising ideas.

COLLECT DONATIONS: Donations should be collected and turned in prior to the Walk. Collect each Walker’s donations in their individual envelopes and turn in your large team envelope (provided in toolkit folder) to AIDS Walk Headquarters before the Walk to avoid registration the morning of the Walk. Checks can be made payable to AIDS Community Services - AIDS Walk. Walkers can also fundraise online and collect online donations through their individual fundraising Web pages. Each participant must fundraise $25 to walk, but is encouraged to raise more.


TEAM CAPTAINS BUILD SPIRIT SET A TEAM FUNDRAISING GOAL: Work together to meet and exceed your team’s goal. Set incentives for team members.

COMMUNICATION IS KEY!: Keep in touch with all members of your team on a regular basis. Make sure they are aware of the Walk logistics of the Walk (date, time, place, etc.) as well as who the Walk is benefiting. In any and all communications—include your goal and your team’s progress towards that goal. Announce and recognize your team members efforts and accomplishments in reaching your goal.

CREATE A TEAM BANNER, POSTER, ETC. TO CARRY ON THE DAY OF THE WALK: Be proud of all the hard work you did and let everyone know who you are.

WALK IN HONOR OF SOMEONE: If you know someone infected with or affected by HIV/AIDS, show you care and walk for them.

HOLD TEAM MEETINGS IN FUN PLACES: Gather your group to get to know each other better. Also, take the time to discuss your successes/ problems in raising money. Brainstorm and share ideas. Make it a fun meeting—go out for dinner, host a party, etc.


TEAM RECRUITMENT IDEAS ♦

Start early and set goals for your team’s size and pledge totals with deadlines.

It is important to ask! Ask anyone and everyone to be on your team.

Identify a co-captain and/or set up a committee who can assist you with you recruitment efforts.

Use the flyers and business cards included in the toolkit

Hold a kick-off lunch in the office as a fund raising and team building opportunity.

Get other company departments or offices involved for a friendly competition.

Build a pyramid. Ask each person who joins your team to recruit at least 3 other team members.

Invite individual participants to join your team.

Facebook your friends from high school or college and set up a reunion team.

Turn a casual conversation into a recruitment opportunity.

Approach vendors and customers and ask them to join in the fun too.

Post sign up sheets at local businesses and check them once a week.

Emails and payroll stuffers are a great way to spread the word.

Decorate your office area and community bulletin board with recruitment posters and sign up sheets. Leave a sign up sheet in your employee break room or cafeteria. If you have any, post pictures from a previous Walk.

Put an article in your company newsletter. Report on your team, list members names, how their money helps fight AIDS and information on how to register for the Walk.

Use memberships to certain organizations such as clubs, fitness centers, teams, churches, etc. to get the word out about your team.

Volunteers count as team members too! Ask people from your company who are not interested in walking or cycling to become a volunteer. Volunteers can raise money, just like participants.


TEAM RECRUITMENT EMAIL Use this sample team recruitment email and send to your contacts. The concept is simple: The more Walkers you have on your team, the more money you raise, bringing you, Team Captain, closer to joining our VIP 500 Club! Possible subject lines: Please join me, Walk with us, Join us in AIDS Walk

Please join me in the 2011 AIDS Walk, set for Saturday, May 21, Lakeside at Delaware Park! I am the team captain for [insert company/community group/family and team name]. AIDS Walk is a 5K (3.1 mile) fundraising walk, which honors those living with HIV & AIDS and memorializes those who have passed on to the epidemic. HIV & AIDS affects thousands of Western New Yorkers and their families. All funds raised through AIDS Walk benefit the programs and services of AIDS Community Services of WNY, Inc, helping families to remain healthy, receive high quality health care, nutritious meals, mental health assistance, and more. 100% of the funds raised stay right here in WNY! Please join me and [insert your team name] in this year’s AIDS Walk. Registration information: It’s easy to do everything online. You can raise three times more money by using the online fundraising portal, FirstGiving. To register online: • Visit www.firstgiving.com/AIDSWalkBuffalo • On the right side of the page, click on “view all teams” • Scroll to find [insert your team’s name] • Click on the orange “join this team” button to the right of the page • Enter the required fields • You are now officially registered with [insert team ]! • Personalize your page – upload a picture and tell people why you’re walking. Share your story. • Upload your contacts (AOL, Gmail, Hotmail, Outlook, etc) - it’s easy! Send an email with a link to your page. Tell people your story and why you’re walking! To receive a fundraising toolkit, call Kim at 847-0340 x315. If you have any questions on online registration or using FirstGiving, you can contact me or the AIDS Walk Headquarters (Kim at kluangpakdy@aidscommunityservices.com; or Kathy at koczek@aidscommunityservices.com). Thank you, and I look forward to walking with you! [signature], AIDS Walk Team Captain


THE 500 CLUB TEAM CAPTAIN INCENTIVES Individual walkers raising $500 and (team captains whose teams raise $1,500) or more are inducted into The 500 Club. The 500 Club was created to acknowledge and honor our top fundraisers. Members of The 500 Club receive special privileges not available to other Walkers, including: ♦ ♦ ♦

♦ ♦

Getting crowned at the event and royal treatment Recognition on the AIDS Walk Facebook Fan Page and the AIDS Walk Event Day Guide A chance to win The 500 Club Prize: One raffle ticket to the drawing for two roundtrip Jet Blue Airline Tickets (one raffle ticket for each $500 raised: ie, raise $1,500, receive three entries; raise $2,000, receive four entries, etc.) An invitation to The 500 Club Reception, to be held in June All additional incentive prizes at the $500 level (including the AIDS Walk fleece jacket!)

If a team raises $1,500 or more, the Team Captain is inducted into The 500 Club (regardless of how much money the team captain him/herself individually raises) for his/ her outstanding motivation and leadership. Captains will receive all benefits associated with 500 Club members. For each additional $1,000 the team raises, team captain receives an additional entry for the JetBlue Airline tickets. For example, if the team raises $3,500, captains receive three entries; team raises $4,500, captains receive four entries, and so on. AIDS Walk Headquarters is glad to help you reach your individual and team goals. Contact Kim at kluangpakdy@aidscommunityservices.com or at 847.0340 ext. 315 to schedule a team meeting, or with any questions.


AIDS Walk Team Recruitment Cards

AIDS Walk Buffalo: Saturday, May 21, 2011 Lakeside at Delaware Park

AIDS Walk Buffalo: Saturday, May 21, 2011 Lakeside at Delaware Park

Register today for the _____________________ AIDS Walk Team!

Register today for the _____________________ AIDS Walk Team!

To register: 1.) Go to firstgiving.com/aidswalkbuffalo 2.) On the right side of the page, click on “view all teams” 3.) Scroll to find our team 4.) Click on the orange “join this team” button on the right 5.) Enter the required fields You are now registered!

To register: 1.) Go to firstgiving.com/aidswalkbuffalo 2.) On the right side of the page, click on “view all teams” 3.) Scroll to find our team 4.) Click on the orange “join this team” button on the right 5.) Enter the required fields You are now registered!

AIDS Walk Buffalo: Saturday, May 21, 2011 Lakeside at Delaware Park

AIDS Walk Buffalo: Saturday, May 21, 2011 Lakeside at Delaware Park

Register today for the _____________________ AIDS Walk Team!

Register today for the _____________________ AIDS Walk Team!

To register: 1.) Go to firstgiving.com/aidswalkbuffalo 2.) On the right side of the page, click on “view all teams” 3.) Scroll to find our team 4.) Click on the orange “join this team” button on the right 5.) Enter the required fields You are now registered!

To register: 1.) Go to firstgiving.com/aidswalkbuffalo 2.) On the right side of the page, click on “view all teams” 3.) Scroll to find our team 4.) Click on the orange “join this team” button on the right 5.) Enter the required fields You are now registered!

AIDS Walk Buffalo: Saturday, May 21, 2011 Lakeside at Delaware Park

AIDS Walk Buffalo: Saturday, May 21, 2011 Lakeside at Delaware Park

Register today for the _____________________ AIDS Walk Team!

Register today for the _____________________ AIDS Walk Team!

To register: 1.) Go to firstgiving.com/aidswalkbuffalo 2.) On the right side of the page, click on “view all teams” 3.) Scroll to find our team 4.) Click on the orange “join this team” button on the right 5.) Enter the required fields You are now registered!

To register: 1.) Go to firstgiving.com/aidswalkbuffalo 2.) On the right side of the page, click on “view all teams” 3.) Scroll to find our team 4.) Click on the orange “join this team” button on the right 5.) Enter the required fields You are now registered!


Event Information at a Glance ABOUT AIDS WALK

DATE & TIME

LOCATION WHERE THE MONEY GOES

ABOUT ACS

CONTACT

AIDS Walk, a 5K (3.1 mile) fundraising walk, serves to raise awareness of the impact HIV/AIDS continues to have on Western New York. AIDS Walk also honors those living with HIV/AIDS and memorializes those who have lost their fight against the disease. Saturday, May 21, 2011 Registration begins at 9 a.m. Walk begins at 10 a.m. with annual flower launch Free picnic lunch and award ceremony following the Walk Hoyt Lake at Delaware Park Buffalo, New York Funds raised go directly to programs and services that help HIV+ people and their families in Western New York, including medical care, case management, counseling, housing assistance and nutritious meals. Funds raised also support HIV/AIDS prevention education for teens and other at-risk groups across Western New York. AIDS Community Services is the oldest community based organization providing comprehensive medical and supportive services to individuals, families and communities challenged by the HIV/AIDS epidemic in the eight counties of Western New York. Each year over 1200 men, women and children receive direct services including: medical care, HIV prevention programs, case management, counseling, housing assistance, home delivered meals and emergency assistance. Thousands more receive potentially life-saving information through street outreach efforts. For more information on AIDS Walk, call AIDS Walk Headquarters at 716.847.0340 ext. 315 or at kluangpakdy@aidscommunityservices.com On Facebook: facebook.com/AIDSWalkBuffalo


Fundraising made easy with just a couple clicks! Did you know that you can raise three times more money by fundraising online! Take advantage of FirstGiving.com, an online tool that will maximize your fundraising efforts.

To register: • • • • • • • •

Go to www.firstgiving.com/AIDSWalkBuffalo Click on the orange “Get Started” button Select “AIDS Walk Buffalo 2011” Enter your email. If you are new to the site, click new; if you are a returning participant click on “I have an account…” Enter the required information If you are going to be a team captain, create a team name and enter your organization’s name, then continue If you are not going to be a captain and not joining a team, click on “skip this page” You are now officially registered and have your own fundraising webpage!

**If you are joining a team that is already registered, click on “Join a Team” and follow the instructions

Once registered: • • • • • • • •

Design and personalize your page by sharing your story (why are you walking and your fundraising goal) and adding photographs. Become a Fan on Facebook at facebook.com/AIDSWalkBuffalo for fundraising tips, reminders and exciting updates on the Walk Add a link to your FirstGiving page in your Facebook profile Email people about your page (make sure to include your link). This is the most important part of your fundraising! Get a widget. A widget is an interactive micro-version of your page that you can post to websites, blogs and social profiles. Add images from Flickr Add videos from YouTube Add tags to your page. These are key words that help you connect to similar fundraising pages.


Individual Fundraising Incentives Your efforts do not go unnoticed! Level One Raise $50

AIDS Walk Official T-shirt

Level Two Raise $150

AIDS Walk Sling bag + T-shirt

Level Three Raise $300

AIDS Walk Aluminum water bottle, sling bag & T-shirt

Level Four Raise $500

500 CLUB MEMBER BENEFITS AIDS Walk 500 Club Premium: 500 Club pullover jacket Aluminum water bottle, sling bag, and T-shirt One raffle ticket for the AIDS Walk grand prize (Two Roundtrip JetBlue airline tickets) drawing

Level Five Raise $750

Induction to 500 Club & All associated benefits with Level Four, plus AIDS Walk Sports backpack

Level Six Raise $1,000

Induction to 500 Club & All associated benefits with Level Four, two raffle tickets for AIDS Walk grand prize drawing, AIDS Walk rolling speaker cooler

Level Seven Raise $1,500

Induction to 500 Club & All associated benefits with Level Four, three raffle tickets for AIDS Walk grand prize drawing, plus a digital photo frame

Level Eight Raise $2,000

Induction to 500 Club & All associated benefits with Level Four, four raffle tickets for the AIDS Walk grand prize drawing, Leather Weekender duffle bag


Online Fundraising If you’re internet-savvy and enjoy using Facebook, MySpace, Twitter, and/or YouTube, consider using online fundraising to help you achieve your goals! Become a Fan of AIDS Walk on Facebook at facebook.com/aidswalkbuffalo for weekly fundraising tips and updates and reminders about the Walk. Online tools allow you to e-mail people about your fundraising efforts, use a widget, add images from Flickr and add a video from YouTube. Online tools also help you track your fundraising progress, and see which potential donors need follow up. For your convenience, AIDS Community Services has set up an AIDS Walk event page on FirstGiving, an online tool that you can utilize to start your online fundraising efforts. Visit www.firstgiving.com/AIDSWalkBuffalo to create your own personal fundraising page, and, if you are a team captain, at the same time add your team name to the list. Then, have all of your team members create their own individual fundraising pages (ONE page per person). Encourage your team members to create their own fundraising pages and add themselves to your team with a simple mouse click. Not only is it the easiest way to fundraise, you can also watch online as your team grows! What is a widget? A widget is like a mini-version of your personal fundraising page that you can use to spread the word about your fundraising efforts. To insert a widget, go to your FirstGiving personal webpage. Click on the “get a widget” link on the left side of the page. Then, simply copy and paste it into the webpage or blog where you want your wedge to appear. If you need any assistance setting up a webpage or using online fundraising tactics, contact the AIDS Walk Headquarters at 716.847.0340 ext. 315 or kluangpakdy@aidscommunityservices.com


Double your money!

Remind your donors to ask their Human Resources Department to see if their company has a matching gifts program. Many companies participate in a matching gift program. Each company has its own policies and procedures, please find out what they are and comply. AIDS Walk Headquarters is happy to help you any way that we can!


RAISE $500 IN 10 DAYS Just think: a team of ten people raising $500 each would make a team total of $5,000!

Who to Ask?

Total Grand per day Total

Day 1

Sponsor yourself for $25

$25

$25

Day 2

Ask three family members to each match your personal donation of $25

$75

$100

Day 3

Ask your best friend to sponsor you for $25

$25

$125

Day 4

Ask your boss or company for a company contribution or to match the entire amount you raise

$25

$150

Day 5

Ask five friends to sponsor you for $10 each

$50

$200

Day 6

Ask five out-of-town friends to sponsor you for $50 $10 each (see enclosed sample letter and email)

$250

Day 7

Ask five businesses you frequent (barber, salon, dry cleaner, dentist, lunchtime restaurant) to sponsor you for $10 each

$50

$300

Day 8

Ask five co-workers to sponsor you for $10 each

$50

$350

Day 9

Ask five neighbors to sponsor you for $10 each

$50

$400

$100

$500

Day 10 Ask ten people from your church/temple/social club, etc, to sponsor you for $10 each


Additional Fundraising Tips •

People can't donate if they don't know you are walking! Talk about AIDS Walk with everyone you come in contact with.

Take advantage of FirstGiving.com/ acswny and make your own online fundraising page to spread the word!

Send an e-mail through FirstGiving. See our sample email for a suggested message!

Keep a sponsor form in plain sight and ask everyone to make a contribution.

Post an AIDS Walk poster or sign. Post a note by the elevator, coffee maker, copy machine, vending machine, break room and bathroom stalls letting everyone know that you are a walker for AIDS Walk and that you would be grateful for their donation.

Do a mailing. People like to get letters in the mail. Tell them why you are walking and include a self addressed stamped envelope for their donation. There is a sample letter included that you can use to send to businesses you frequent, friends and relatives.

Incite some friendly team competition between departments as to who can recruit the most walkers and money.

Bring a sponsor form to your place of worship. If you attend religious services regularly, bring along your form and ask fellow members of your congregation to support your efforts.

Sell goodies. Pick up bulk packages of the most sought after sweets and set up an honor snack area near the photocopy machine.

Collect your plastic bottles and cans. Five cents a bottle adds up quickly!

Initiate a dress down day at work! Always a popular fundraiser.

Party at your house—have your team over and they can invite all their friends and family. Explain that it’s a fundraising party, so bring a donation!

Have an AIDS Walk Dollar Day. In your final week, ask everyone to donate “just one more dollar.”

Be sure to thank your donors for their generosity. Keep your donors posted with your fundraising progress with a weekly email.

Include AIDS Walk information as part of your auto signature file in your email. Include a link to your AIDS Walk webpage in your signature. Each time you send a message, the recipient will be provided a reminder to sponsor you!

Change your voice mail message to alert everyone who calls you at home that you're up to something special. Let them know that you need their support.

Fundraise with Facebook. Make your own event page and invite your friends to “attend” - and donate!

Create your own fundraising thermometer to track your progress and maintain motivation!


Sample Fundraising Ask Letter Send with a self-addressed stamped envelope Date, 2011 Your name Your address City, State, Zip Phone number Dear __________________________, Currently, approximately 2,200 Western New Yorkers are living with HIV/AIDS and receiving treatment for the disease. It is also estimated that another 3,000 individuals are living with HIV and have not been tested, and are unaware of their status I am walking in the 19th Annual AIDS Walk on Saturday, May 21 Lakeside at Delaware Park. The event is a 5K walk that benefits AIDS Community Services of Western New York, a nonprofit agency that serves all eight counties of Western New York. 100% of the money raised from AIDS Walk stays right here in Western New York, and goes directly toward programs and services that help HIV+ people and their families in Western New York, including medical care, case management, counseling, housing assistance and nutritious meals. Funds raised also support HIV/AIDS prevention education for teens and other at-risk groups across Western New York. I am writing to ask for your support. If you are interested in making a donation (fully taxdeductible) please send a check to me made out to AIDS Community Services of Western New York prior to Saturday, May 21. You can also visit my fundraising page at (insert your FirstGiving Web address). If you are interested in walking with me and joining my team, please call me at (insert phone number) and I will help you sign up. Thank you for your contribution and support. I look forward to hearing from you! Sincerely,

Your name


Sample Email Dear (name), Did you know that half of those infected with HIV are under the age of 24? We have work to do! We must prevent the spread of HIV/AIDS. I am participating in the 19th Annual AIDS Walk on [insert date] at Delaware Park. This event benefits AIDS Community Services of WNY. 100% of the money raised by AIDS Walk stays right here in WNY, and goes directly toward the supportive services offered by AIDS Community Services. Please help me achieve my fundraising goal of $(insert goal amount) by clicking on (insert link to your fundraising page here) and donating. Donating through FirstGiving is fast, easy and secure. Dig deep, the sky’s the limit! Your donation is fully tax-deductible. Thank you for supporting me and my vision of an HIV/AIDS free world! Warm regards, (Your name) (Link again to your FirstGiving site) Sample subject lines: Sponsor me, become a supporting team member, can I count you in? Other suggestions: • •

Include a personal story in your email. Are you walking to honor or memorialize someone? Tell people about it! You can email anyone, anywhere, anytime, for free. Keep your donors posted with your fundraising progress through email! They may even sponsor you further when they see how hard you’re working and your dedication to the cause.


Additional Team Captain Resources If you or your fellow walkers would like any additional flyers or sponsor forms, please feel free to make copies of these to distribute or contact Walk Headquarters at 8470340 ext. 315, and we will gladly supply more!

Team Recruitment flyers “Please sponsor me” flyers Team Recruitment business cards Sponsor/Donor tracking forms (for offline pledges)

♦ ♦ ♦ ♦


If the current trend persists, AIDS could claim up to 100 million lives worldwide by 2020. At this rate, AIDS will be the worst epidemic in human history. Please sponsor me for the 19th Annual AIDS Walk! Together, we will make AIDS history. Sponsor Me Online: firstgiving.com/aidswalkbuffalo Make checks payable to: AIDS Community Services— AIDS Walk


In the United States, 1 in 5 of those infected with HIV is unaware of their status. Please walk with me in the 19th Annual AIDS Walk and help make AIDS history. Team Name:___________________ Register online: firstgiving.com/aidswalkbuffalo For more info call: 716-847-0340 x315


Half of all new HIV infections in the U.S. occur in people 25 years of age and younger. Please walk with us in the 19th Annual AIDS Walk and help make AIDS history. Team Name:___________________ Team Captain:__________________ Register online: firstgiving.com/aidswalkbuffalo For more info call: 716-847-0340 ext. 315


Address______________________________________________________ City/Zip_______________________

Street Address

City, State, Zip

Donation Amount

Matching Gift $ (if any)

Total $ Collected

DOUBLE YOUR MONEY! Ask your donors about matching gifts. Many companies offer a matching gifts program. Ask your donors to see if their companies have one. Find out what they are and comply. AIDS Walk Headquarters is available to help if your donors have any questions! 847-0340 ext. 315.

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OFFLINE DONATIONS (cash, checks) SPONSOR NAME (please print legibly)

If you fill up this sponsor form, we will gladly send you more! Contact Walk Headquarters at 847-0340 ext. 315 or at kluangpakdy@aidscommunityservices.com

Use this form to list your sponsors who donate with checks or cash. Do not list your sponsors who donate through your Web page (online fundraising). On the day of the Walk, submit this form with your pledges.

My Fundraising Goal $________

Email Address_______________________________________________________________________________

Walker Name__________________________________________ Team ________________________________

AIDS Walk Buffalo Team Captain Toolkit  

AIDS Walk Buffalo Team Captain Toolkit: All you need to know about being a team captain, AIDS Walk, and more! Contact Kimberly at (716) 847-...