EMPLOYEE CAMPAIGN COORDINATOR
GUIDE TO A GREAT CAMPAIGN
United Way of Racine County www.unitedwayracine.org
TABLE OF CONTENTS Employee Campaign Coordinators: A Key Link...............1 About United Way and the 2013 Campaign About United Way......................................................2 Resources your employees can use............................3 Frequently asked questions.......................................4 Important campaign information................................5 Campaign How-to: The Overview Before campaign.......................................................6 During campaign.......................................................7 After campaign.........................................................8 Campaign How-to: The Details Making the ask.........................................................9 20-minute meeting guide..........................................10 Key strategies for growing your campaign..................11 Wrapping up.............................................................12 Additional resources.................................................13 Special Events Fun theme ideas........................................................14 Low cost ideas..........................................................15 Mid-to-high cost ideas...............................................16
EMPLOYEE CAMPAIGN COORDINATORS: A KEY LINK Congratulations! As a leader in your organization, you’ve been selected to be a United Way Employee Campaign Coordinator (ECC). We know you have a lot to offer, and we welcome your leadership and input to our 2013 campaign!
Your Mission
Your role as an Employee Campaign Coordinator provides a critical link between United Way and your co-workers. Through your communication, organization and leadership skills, you enable your co-workers to participate in the work of strengthening our community.
Employee Campaign Coordinator Tasks • • • • • • • • • • • • • • • • •
Work closely with your president/CEO and United Way representative to develop an effective campaign plan Recruit an enthusiastic team of co-workers to assist in the campaign Attend the Employee Campaign Coordinator Training to gather ideas for your campaign Coordinate the distribution and collection of campaign materials Coordinate kickoff and recognition events Promote the campaign throughout your company Educate your co-workers about United Way Conduct a separate leadership giving solicitation meeting (for annual gifts of $1,000 or more) Encourage participation in Emerging Leaders (40 and younger, $500 annual donation) Attend United Way kickoff and victory events Invite EVERYONE in your company to give Make a gift yourself Encourage volunteerism among your co-workers Thank your donors and volunteers Publicize your campaign results Complete your campaign by giving United Way your final report Evaluate and make recommendations for next year
Benefits of being an ECC • • • •
Showcase your leadership skills Network with colleagues at various levels of your organization Take an active role in advancing the common good Receive United Way training and network with ECCs from other companies
Whether this is your first time as an ECC or your twentieth time, this handbook is designed to give you step-by-step guidance and offer tools, tips and best practices to ensure your success. You may choose to adapt some of these ideas or create new ones based on the specific needs and culture of your organization. Conducting a United Way campaign should be a fun and rewarding experience. Let your enthusiasm and creativity shine through and your efforts will pay off. It takes people like you, who go above and beyond, to make this campaign enjoyable, meaningful and successful!
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ABOUT UNITED WAY At United Way, we work to advance the common good by creating opportunities for a better life for all. Our focus is on education, income and health because they are the building blocks for a successful life. Advancing the common good is less about helping just one person at a time and more about changing the system to help us all. We all benefit when children succeed in school, when individuals and families are financially stable and when people are healthy.
Results
United Way Leadership
Education How we can help kids graduate...
Income How we can help families become financially stable...
Health How we can help to ensure healthy families...
A student who is not at least moderately successful in reading by the end of third grade is unlikely to graduate from high school. Schools of Hope provides one-on-one tutoring to help students become confident, capable readers who are ready for success in school and life.
Financial stability can lead to fewer stresses at work and home. Advancing Family Assets (AFA) serves local low-wage working families through an intensive coaching approach to create reliable, productive workers and reduce poverty.
No one should have to choose between buying food or filling a prescription. To address the issue of affordable and accessible health care in Racine County, United Way partners with FamilyWize to provide prescription discount cards at no cost.
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Schools of Hope
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168 individuals volunteered to tutor in the first two semesters of the program. Volunteers provided more than 1,500 hours of tutoring for first through third grade students. More than 250 students were tutored at four local elementary schools.
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76% of AFA families maintained employment. The average full-time hourly wage of employed AFA participants has increased $1.00 over the last two years to $12.51. 45% of AFA youth are engaged in positive out-of-school-time activities.
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Racine County residents have saved more than $370,000 since 2009. Nearly 4,000 individuals used the card in 2012 to save on their prescriptions. Racine County residents save an average of nearly $20 per prescription.
Basic Human Needs While we work to address the root causes of important community issues, United Way realizes that there are individuals in our county who need our support right now. That’s why we also work to connect individuals and families with the food, shelter, safety and security services they need to get back on track.
No individual or organization can solve our community’s problems alone. United Way brings together community stakeholders, contributors and agency partners to create collaborative and innovative approaches to community issues. Working together, we can provide emergency services, basic needs and opportunities for a better life for all. United Way ensures that the generous donations received each year are carefully and thoughtfully put to good use to help as many people as possible. The community investment process focuses resources and relies on local expertise to provide solutions to the most critical needs facing Racine County. Our funding model strategically invests in health and human service partners and projects that demonstrate collaboration, efficiency and effective use of resources with measurable results. Our approach is unique because we not only address people’s immediate needs, but also work towards changing the status quo so that people can avoid problems in the first place. It is about investing in the foundation as well as the future. In the 2013-2014 funding cycle, 45 programs were funded for a total of $2,811,868. United Way also invests more than $1,000,000 in its own initiatives and special projects and through Effective Connections grants. Effective Connections grants support other local programs, projects and events that promote networking and information sharing.
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RESOURCES YOUR EMPLOYEES CAN USE You may know a family that would benefit from the Advancing Family Assets program. They must live in Racine County, have at least one child under age 18 in their household, have recent work history, and be motivated to work towards goals. For questions or to refer a family, call 262-456-4701. Born Learning aims to increase awareness of the critical importance of early childhood education. Interactive activity stations called Born Learning Trails are available at West Park and North Beach Park in Racine. Take your children to visit a trail today! Pick up a free FamilyWize Discount Prescription card at the United Way office, download a card from www.unitedwayracine.org or text “family” to 700700 to receive a card on your cell phone. Imagination Library is a United Way resource specifically for western Racine County residents. All participating children receive free, age-appropriate books through the mail each month, from birth to age five. Since 2009, More than 600 children have participated in the program and nearly 300 have graduated (upon turning age five). Call 262-757-0101 for more information.
Schools of Hope
In as little as one hour per week, you can make a difference in a child’s life by becoming a Schools of Hope tutor. Any interested adult will be trained to tutor students in first though third grade. Tutoring occurs during school hours; no previous experience needed. Learn more about becoming a tutor by visiting www.unitedwayracine.org/soh or by calling 262-898-2251. Youth As Resources (YAR) provides grants to fund youth-designed, youth-led community service and service learning projects in Racine County. In 2012, YAR funded five local projects totaling almost $4,000. Since 1996, YAR has funded nearly 400 community service projects totaling close to $250,000. Learn more by visiting www.unitedwayracine.org/yar or by calling 262-898-2251.
2-1-1 is your connection to information and referral services for family, health, financial, and social service issues. Simply dial 2-1-1 or 866-211-3380 or view the online directory at www.impactinc.org.
The Volunteer Center of Racine County and United Way provide an online database that lists hundreds of volunteer opportunities to connect potential volunteers with nonprofits, groups and organizations. Find the right volunteer opportunity for you at www.volunteercenterofracine.org or call 262-886-9612.
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FREQUENTLY ASKED QUESTIONS What is United Way?
United Way is a nonprofit, volunteer-driven organization led by a local, all-volunteer board of directors. We focus on determining the underlying causes of the most important issues in our community. Then we engage the community by listening to experts and partnering with others to get results that no individual or single organization can accomplish alone. United Way of Racine County is working to advance the common good by focusing on the building blocks of a better life: a quality education that leads to a productive career, enough income to support a family through retirement, good health, and a safe place to live. Our mission is to improve lives and create lasting change in partnership with others.
Why should I give to United Way?
Your United Way contribution is an investment in our community. Thousands of individuals’ lives are changed each year in Racine County through services and programs supported by United Way. Your donation this year ensures that the needs in the community will continue to be addressed.
Why should I give to United Way instead of giving directly to individual agencies? If you give to United Way, your donation: • • • •
If you give directly to individual agencies, your donation:
Supports many health and human service programs in Racine County. Helps people who may have multiple health and human service needs. Supports programs that are evaluated to ensure they meet their goals and are providing impact. Is leveraged annually, multiplying the impact of each charitable dollar several times.
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Supports a single organization or service. Helps people needing that particular agency or service. Might not be multiplied by leveraging private and/or government matching funds.
How does United Way achieve impact?
First, United Way assesses the community by bringing people together to identify the issues that matter most. Then, we research the problems, craft smarter solutions, invest funds, deploy resources and evaluate the results. By leveraging partnerships, government funding and grant support, we maximize our impact and find the best, most cost-effective ways to respond to problems.
Does United Way serve all of Racine County?
Yes. United Way raises dollars in and serves all of the families in Racine County. Every year, United Way invests more than $500,000 in programs, services and special projects that touch the lives of residents in the communities west of I-94.
How do I know United Way is fiscally responsible? Designations Overhead & Fundraising
Education
Other Investments Income Health
United Way of Racine County takes our role as a trusted community leader very seriously. As a result, we have a long tradition of adhering to very high standards of accountability and transparency. United Way of Racine County is a member of United Way Worldwide and annually completes certification of strict membership requirements. The local organization is audited annually by an independent CPA firm, and the audit results are reviewed by the Board of Directors. Both our 990 tax form and our annual audit are available for review on our website, www.unitedwayracine.org.
How do United Way’s overhead costs compare to other organizations?
The Better Business Bureau states that a charity should spend no more than 35% of related contributions on fundraising. United Way of Racine County operates with a 14% overhead rate, investing nearly 86% in programs and services. The 2012 Community Investments totaled more than $5.6 million to maintain support for local programs and initiatives.
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IMPORTANT CAMPAIGN INFORMATION Key Dates ECC Training Thursday, August 1 8:00 - 11:30 a.m. Gateway Technical College
United Way has always enjoyed a strong partnership with the business community. Approximately 300 businesses in Racine County host workplace campaigns because they understand that we all share a responsibility for the people and neighborhoods where we live, work and raise our families. Thanks to the support of our community, United Way’s 2012 campaign raised a total of $5.125 million! This year, under the leadership of Tom Burke and his cabinet, United Way hopes to achieve the highest campaign total to date of $5.3 million! We are confident that we can rely on the leadership of volunteers like you to help reach our collective goals.
Campaign Kickoff and Day of Caring Saturday, September 7 Kickoff 8:00 a.m. Day of Caring 9:30 a.m. - 1:00 p.m. Real Racine (Racine County Convention and Visitors Bureau) Victory Celebration Thursday, December 5 5:30 – 8:00 p.m. Racine Marriott
Key Campaign Staff Marisol Beauford Communications Specialist 262-898-2253 mbeauford@unitedwayracine.org Colleen Benkendorf Western Racine County Manager 262-492-7115 cbenkendorf@unitedwayracine.org Michelle Brown Campaign and Business Operations Manager 262-898-2242 mbrown@unitedwayracine.org Ali Haigh Resource Development Manager 262-898-2254 ahaigh@unitedwayracine.org Nick Kulik VP - Resource Development 262-898-2249 nkulik@unitedwayracine.org
Tom Burke
2013 Campaign Chair Sincerely,
2013 Campaign Cabinet 2013 Campaign Chair Tom Burke, Modine Manufacturing Vice Chair John Batten, Twin Disc Business Development Brian Agen, Modine Manufacturing Susan Boland, Wheaton Franciscan Healthcare Ann Daane, CNH Tim Ferry, InSinkErator
Mark Geisler, Community Volunteer Gordy Kacala, RCEDC Jim Ladwig, Racine County Mick Lucareli, Modine Manufacturing Tom Marry, Modine Manufacturing Rebecca Mason, Rebecca Mason Law Ahmad Qawi, YMCA Dan Reisdorf, Milaeger’s Kelly Semrau, SC Johnson John Siegert, RCEDC Rick Tinder, Merrill Lynch Jeff Van Koningsveld, IBEW Local 430
The Role of Staff and Loaned Employees United Way staff are available year-round to help you implement successful campaign strategies. Loaned Employees assist with campaigns from August through December. Both can help you during your campaign by: • • • • • • •
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Every gift makes a difference, and when combined with more than 10,000 other donors, it makes a powerful impact in the community. Thank you taking part in the annual United Way campaign.
Assuring a prompt delivery of campaign supplies. Participating in planning meetings with you and your campaign team. Speaking on behalf of United Way at company campaign meetings and events. Bringing fresh ideas to invigorate your campaign. Answering questions about United Way from you and/or your co-workers. Arranging pick up of campaign proceeds and participating in end-ofcampaign evaluations. Bringing energy and enthusiasm to your employee campaign!
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CAMPAIGN HOW-TO: THE OVERVIEW Implementing these 10 basic steps will help to ensure a successful United Way campaign. They are based on the past experiences of organizations that have had exemplary campaign results.
BEFORE THE CAMPAIGN 1. GET PREPARED Work with your United Way representative to set goals, discuss ways to communicate the message, create a buzz and incorporate fun activities that add momentum to your campaign. How this helps: Having a plan makes the process smoother and easier for you to implement and manage. Strategies: • Review campaign history with your United Way representative, including the total amount raised, participation rate, average gift and the strategies used last year. • Set beginning and end dates for your campaign. • Download the Campaign Planning Worksheet at www.unitedwayracine.org/campaign-toolkit. 2. RECRUIT AND TRAIN A CAMPAIGN TEAM You don’t have to do it alone! Having representatives from each department can be very effective. This team can help in all stages of the campaign: planning, promoting awareness and distributing and collecting materials. How this helps: This distributes your duties, stimulates more ideas, helps create enthusiasm about the campaign, and builds employee morale. Strategies: • Form a campaign committee that provides leadership from all facets and levels of the organization. • Recruit people who are energetic, organized and well-liked by their peers. • Meet with your United Way representative and team to discuss your goals and objectives. 3. ENLIST MANAGEMENT SUPPORT Leaders lead! The support of your president/CEO, management team and/or labor leaders is crucial. How this helps: By personally endorsing the campaign, members of your senior management team demonstrate their commitment both to your organization’s campaign and United Way. Strategies: • Plan events around the president/CEO’s calendar whenever possible or call on other senior leaders to represent the president/CEO. • Ask the president/CEO to hold a United Way educational meeting with his/her leadership team. • Enlist leaders to speak at kickoff meetings and send emails or letters. • Download the sample letter CEO Endorsement of United Way to All Employees at www.unitedwayracine.org/campaign-toolkit. 4. IDENTIFY CAMPAIGN ELEMENTS Meet with your committee early and often to discuss goals, communication strategies, incentives and special events. How this helps: Engaging employees in various activities helps them feel like part of the campaign and adds an element of fun! Strategies: • Set campaign goals and publicize them throughout your organization. • Develop incentives to make influential changes such as early return of pledge cards, first-time donors, using payroll deduction and increased giving. • Download the Campaign Timeline and Checklist at www.unitedwayracine.org/campaign-toolkit.
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CAMPAIGN HOW-TO: THE OVERVIEW DURING THE CAMPAIGN 5. PUBLICIZE YOUR CAMPAIGN Communicate campaign information and events to all employees through United Way marketing materials, emails, calendar of events, posters, and more! How this helps: Clear communication improves participation and creates a positive response to United Way. Strategies: • Order United Way campaign supplies like posters, buttons, pens and t-shirts from your United Way representative. • Communicate your campaign’s calendar of events through your organization’s communication tools: email, intranet, newsletters, etc. • Download Promoting your Campaign Electronically at www.unitedwayracine.org/campaign-toolkit for sample email messages. 6. KICK OFF YOUR CAMPAIGN Campaign kickoffs should be informative and FUN! Kickoffs can be as elaborate as events with costumes and scripts or as easy as snacks in a break room. Do what works best for your organization. How this helps: By gathering your group together in one place, each person feels they are part of the overall goal. Strategies: • Arrange for United Way presentations at staff meetings to ensure every associate understands United Way’s Community Impact work. Include the campaign video or a speaker from a United Way partner program. • Invite senior management and United Way to join you to make the ask. • Download the 20-Minute Meeting Guide at www.unitedwayracine.org/campaign-toolkit or see page 10. 7. EDUCATE EMPLOYEES ABOUT UNITED WAY’S WORK One of the most important elements of a campaign is to educate employees about United Way of Racine County’s work. Some people relate to personal stories, while others want to hear about facts, figures and the return on investment. How this helps: When donors understand the needs in the community and how United Way is addressing these needs, they make a personal connection to the campaign. Strategies: • Educate everyone about the positive changes their gift makes in the community. • Ask an employee to share a story about their experience with United Way. • Download United Way Fast Facts and United Way Success Stories at www.unitedwayracine.org/campaign-toolkit. 8. ENCOURAGE LEADERSHIP GIVING United Way of Racine County offers a number of recognition levels for those who lead by example through their giving, and for those who want to connect with others who are inspired by what they can accomplish together. How this helps: Leadership Giving is the fastest way to increase total dollars raised in the campaign, and the networking opportunities offered within the groups boost your organization’s presence in the community. Strategies: • Conduct a Leadership Giving breakfast or meeting with senior management or other potential leadership givers. • Acknowledge individuals who give at leadership levels through special recognition events, personalized letters from senior management or exclusive incentives. • Set specific Leadership Giving goals and discuss Leadership Giving at all employee meetings. • Download the sample CEO Letter to Employees - Leadership Giving at www.unitedwayracine.org/campaign-toolkit. www.unitedwayracine.org
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CAMPAIGN HOW-TO: THE OVERVIEW AFTER THE CAMPAIGN 9. ANNOUNCE RESULTS AND SHOW APPRECIATION Plan ways to finalize your campaign, celebrate your accomplishments and thank employees for their participation and contributions. How this helps: People will have a more positive feeling about their donation, and receiving appreciation increases the likeliness that they’ll participate next year. Strategies: • Announce campaign results via email or during staff meetings. Report results to United Way. • Show how one “small” gift combined with the entire company’s gift will create a big impact. • Publish an internal roster of Leadership Givers and Loyal Contributors. • Attend United Way’s Victory Celebration on December 5, 2013 at the Racine Marriott. 10. ESTABLISH YEAR-ROUND UNITED WAY COMMUNICATION Collaborate with United Way to provide year-round awareness about United Way’s work. How this helps: Year-round communication helps educate employees on the impact of their gift and how they are integral to United Way’s work. Strategies: • Publish noteworthy information in company newsletters or intranet. • Host Lunch and Learn sessions coordinated by United Way. • Work with United Way to hold small group tours of United Way-funded programs or volunteer opportunities such as tutoring through Schools of Hope.
LDV hosted a sausage race and other activities during the 2012 campaign.
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CAMPAIGN HOW-TO: THE DETAILS MAKING THE ASK The number one reason people don’t give is because they aren’t asked. It’s so easy to do! United Way of Racine County has many resources available to help you educate your employees and run an effective campaign. Campaign materials, video, speakers, agency tours and volunteer projects are excellent ways to show how United Way dollars are working in our community. Video United Way’s 2013 campaign video highlights local issues and statistics and what United Way is doing about them. Just three minutes long, this video provides an effective and emotional way to show your co-workers how their contributions make an impact right here in Racine County. A leadership giving video is also available for special leadership giving campaigns, management meetings or potential Beacon Circle donors. Both videos are available at www.unitedwayracine.org, www.youtube.com/unitedwayracine or on a DVD. Campaign Marketing Materials United Way offers an array of high-quality printed and electronic materials at no charge. This comprehensive approach helps to inform, excite and recognize donors and publicize your campaign. Talk to your United Way representative or visit www.unitedwayracine.org/campaign-toolkit for more details. Provide Incentives Fun incentives can motivate increased personal gifts from associates. Solicit donations or utilize low-cost rewards. United Way also offers the opportunity to participate in a “product swap” each year. Find our more about the product swap by calling 262-898-2242. Speakers Representatives from United Way-led initiatives and partner provider programs are eager to share their stories and are available to speak at your organization. A five minute presentation by one of these speakers personalizes your employee meeting. Tours Motivate employees to give by providing a first-hand look at how contributions make a difference in our community. Tours of agencies that have United Way-funded programs significantly impact the results of an employee campaign. Tours usually last 30 minutes per agency plus travel time, and can be arranged to accommodate your employees’ schedules. Kickoff and Day of Caring On Saturday, September 7, 2013, United Way is hosting a Day of Caring in conjunction with our Annual Campaign Kickoff. The Day of Caring is a one-day opportunity for volunteers to assist with projects at various nonprofits in Racine County. This is a great opportunity for your team to see the real work of United Way and can be used as a team-building activity. Contact Ali Haigh at 262-898-2254 for more information.
Promotion Ideas
Incentive Ideas
Distribute raffle tickets based on pre-determined increases on Paid time off pledges Day of golf Provide a separate set of prizes for all new donors Lottery tickets Reward the department with the highest dollar increase over last year
Use of an executive office
Reward the department with the highest participation increase over last year
Event tickets
Give incentives to all employees participating in payroll deduction
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Donated prizes from company vendors Prime parking spot
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CAMPAIGN HOW-TO: THE DETAILS 20-MINUTE MEETING GUIDE Group solicitation is the most effective and efficient technique for increasing employee contributions. Group meetings are a quick and easy way to: • Explain what it means to advance the common good • Promote awareness of your United Way campaign • Communicate campaign plans • Distribute United Way materials • Answer employee questions • Ask for support
Topic
Assigned to
20 Min. Meeting Time
15 Min. Meeting Time
Purpose
1. Welcome, Opening Remarks
Employee Campaign Coordinator/CEO
1 minute
1 minute
Welcome everyone and provide statement of company support
2. United Way Overview
UW representative
4 minutes
3 minutes
Explain how United Way works to advance the common good
3. Statement of Labor Support (If applicable)
Labor Representative
1 minute
1 minute
Demonstrate support
4. Testimonial of Agency Visit, Personal Experience or Agency Presentation
Company Employee or Agency Speaker
4 minutes
3 minutes
Provide an example of a United Way success story
5. Campaign Video
UW representative
4 minutes
4 minutes
Set the tone for campaign
6. Ask for support
Employee Campaign Coordinator
1 minute
1 minute
Solicit the support of individual donors
7. Closing Remarks and Thanks; Pledge Card Procedures and Collection
Employee Campaign Coordinator
5 minutes
2 minutes
Express gratitude for their time and participation
Whenever possible, incorporate your United Way presentation into an existing staff meeting. As employees enter the meeting, distribute United Way pledge forms and brochures. Employees should turn in completed forms before the end of the meeting or at your set deadline date. Follow up with those who were unable to attend. Discuss with your United Way representative the ways to adapt group meetings to any environment. After your meeting, contact employees individually with personal letters or emails to explain the campaign, United Way activities and how they can participate. If your organization provides a matching gift, be sure to include a reminder in your communications to employees: “Remember, (Company) will match your contribution dollar-for-dollar!”
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CAMPAIGN HOW-TO: THE DETAILS KEY STRATEGIES FOR GROWING YOUR UNITED WAY CAMPAIGN Overall • Aim for 100% education. Enhance year-round education and communication about United Way. • Aim for 100% pledge card collection. This ensures that people have considered a gift to the United Way campaign and made their decision. It does not mean they should be forced to give. To Increase Giving (Average Gift) • Invite United Way speakers to employee meetings • Personally ask the donor to increase their gift • Create or refine leadership giving structure • Encourage participation in Emerging Leaders • Structure incentives so that they are based on giving levels • Establish a competition between departments based on total dollars raised • Personalize pledge cards • Express appreciation immediately • Make specific asks at various income levels • Hold direct report meetings • Make asks to the next level of management To Increase Participation (Number of Givers) • Communicate senior management’s support – ask the president/CEO to write a letter of support, attend group meetings, make a personal gift prior to the start of the campaign, etc. • Recruit campaign committee members with representation from all levels and departments • Take campaign committee on agency tours • Ask ALL employees to contribute • Invite United Way speakers to group meetings • Develop year-round communication, education and engagement Pledge Form Tips Step 1 Tips: Enter your personal information. Make sure it’s legible! Don’t forget to include your email address so we can keep you updated on the impact your gift is making in our community. Step 2 Tips: Payroll deduction is the most popular choice for giving. • Be sure to enter the annual gift amount and the per pay period amount so that the deduction is accurate. Cash/Checks • Attach any cash/checks to the pledge form. • Checks should be payable to United Way of Racine County. Credit Card • A $50 minimum gift is required to charge a donation. • Provide account number, expiration date and frequency that you want to be charged. Please make sure all pledge forms are signed and dated. Step 3 Tips: If you choose to designate to one of our 45 Partner Provider agencies, you must fill also out a designation form. A $50 minimum gift is required to designate. www.unitedwayracine.org
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CAMPAIGN HOW-TO: THE DETAILS WRAPPING UP At the conclusion of your campaign, announce the results and thank donors and participants. • Announce campaign results and accomplishments through newsletters, intranet, email, voicemail or a memo. • Blanket bulletin boards and lunch rooms with “thank you” messages. • Post photos of employees participating in campaign events. • Forward pictures of your campaign activities to United Way to be shown at the Victory Celebration. • Include a special message with payroll stuffers. • Recognize Leadership Givers. Thank You The two simple words “thank you” not only show appreciation, but also set the tone for year-round communication and next year’s campaign. Contributors will receive an acknowledgement from United Way, but you can also build more support for future campaigns by acknowledging the work of your campaign committee and each employee who contributes. Ideas for Campaign Committee • Ask the president/CEO to host an appreciation breakfast or luncheon for the campaign committee. • Create certificates of appreciation for each member of your committee. • Give event tickets to each campaign committee member. Ideas for Donors • Ask senior management to send thank you notes to all donors. • Sponsor a “thank you” breakfast, luncheon or reception for campaign participants. • Distribute company pens, mugs, certificates, awards, buttons or note pads to volunteers and contributors. • Acknowledge donors at an all-employee meeting.
Campaign Report Envelope Tips Step 1 Tips: Fill out the top section completely. Please include your employee numbers so we can accurately calculate the participation percentage for your organization. Step 2 Tips: • See the back of the envelope for detailed directions. • The shaded fields do not need to be filled in. • Calculate the different types of contributions across each row. • Total the columns going down. Step 3 Tips: Sign, date and seal the envelope. Make a copy for your records and contact your United Way representative for pick up.
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CAMPAIGN HOW-TO: THE DETAILS ADDITIONAL RESOURCES Your United Way representative is by far your most valuable resource for information and materials during your campaign. To contact her or him at United Way, please call 262-898-2240. Standard Materials
United Way Resources and Initiatives Materials
These materials are all packed and delivered to you: • Brochures • Pledge Forms • Campaign Report Envelope
These materials are available by request: • Advancing Family Assets flyers • FamilyWize Prescription Discount cards (available in English and Spanish) • Imagination Library brochures or flyers • Schools of Hope flyers • Youth As Resources flyers
Optional Materials (available by request; limited quantities) • • • • • • •
Western Racine County brochures Small Business brochures Beacon Circle brochures Donor Designation forms Live United t-shirts Live United balloons Casual Day stickers
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Table tents Community Partner clings NFL schedules Campaign DVD Posters Thermometer signs Live United buttons/pens
Campaign Resources www.unitedwayracine.org/campaign-toolkit The Campaign Toolkit is a one-stop-shop for downloading resources, tools and materials, including a PDF of this manual. You will find information, such as: • • • • • • •
Annual Report Frequently asked questions Success stories Sample letters and communications Motivational quotes LIVE UNITED bingo 10 Ways to LIVE UNITED
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• • • • • •
United Way word scramble United Way word search Link to sign up for the ECC Buzz emails Link to the campaign video and leadership video Link to United Way’s social media pages including Facebook, Twitter, Pinterest and YouTube and more!
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SPECIAL EVENTS - FUN THEME IDEAS Theme Ideas: • Health and wellness • LIVE UNITED • Be a superhero! • Get in the game • Lights! Camera! Action! • Teaming up for our community • Make a world of difference • Expressions of hope • Dare to care • Under the sea • Take a walk on the wild side! (safari) • Hollywood • Indy 500 or NASCAR • Renaissance Fair • New York! New York! • Mardi Gras • Shoot for the stars • Hawaiian luau • Party in Paris • Academy Awards/Red carpet • Mystery theme • Olympics • Back to school
• Battle of the Sexes: It’s the men against the women in the company to see which one gets the highest percent participation. At the kick-off meeting, have a short game show in which two men and two women volunteer to be contestants. Women have to answer questions about topics that men know a lot about, and vice versa. • Beat the bad habit - Get co-workers to stop being tardy to meetings, popping their gum, failing to recycle, leaving letterhead in the copy machine, whatever! Offenders pay a quarter for their transgressions! • Biggest Loser contest – Incorporate health into an event and conduct a “Biggest Loser” contest. Charge a registration fee and hold weekly weigh-ins with the biggest loser winning a prize and registration fee donated. • Building for our future – Offer volunteer opportunities; hold a LEGO or Lincoln Log building contest. • Community Baby Shower – Take up a collection for a United Way Partner Program. • Chip in for United Way – Place chocolate chip cookies on everyone’s desk to let them know about an upcoming campaign and encourage them to “chip in.” • Las Vegas – Tie in the “What happens in Vegas…” theme to “What’s raised in Racine County, stays in Racine County.” • “Root” for the community – Provide root beer and ice cream and sell to employees during break or lunch. Set up tables with information about United Way partner providers for an educational piece. • Sports – Hold a tailgate party. Have a playing field with players advancing towards the goal. “Go the extra yard- Give!” Hold contests between Packers and Bears or Brewers and Cubs fans. Make the loser dress in gear from the other team. • Tourney Time – Hold a broomball, softball, tee-ball, kickball, tennis, kickball or ping-pong tournament. • Pirates of the Caribbean – Encourage co-workers to buy a key for a certain amount. One key will open a treasure chest of prizes.
• Christmas in September • Carnival • 1960s, 1970s, 1980s, 1990s • The great outdoors • Grease (The movie) • Music mania • Chocolate heaven • Space Odyssey • United Way 007 • Wild wild west
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www.unitedwayracine.org
SPECIAL EVENTS - LOW COST IDEAS Auction or Rummage Sale Ask employees to donate an item to be auctioned off or sold. Items can include books, DVDs, or video games, a service (e.g. car wash) or handmade item (e.g. baked goods or crafts). Advertise your event well in advance and combine it with a potluck lunch. Have volunteers price, sort and set up display tables. Baby/Pet Picture Contest Post employees’ baby pictures and sponsor a contest to guess who’s who. Have employees purchase chances to guess. The contest can also be done with pictures of pets. Bake Sale or Farmer’s Market Ask employees to bring in baked goods or extra items from their gardens to sell. Advertise well in advance of the sale with posters, flyers and e-mail. Don’t forget to recruit volunteers to help with set-up, selling and clean up. Casual Day Casual Days are very simple to run. Make sure you get permission from management. Charge employees $5 to dress casually on the designated day. Employees can wear a sticker that says they are dressed casually in support of United Way. Request casual day stickers from your United Way representative. Live United Bingo Use the LIVE UNITED Bingo form available in our online Campaign Toolbox. Employees complete squares by learning how others Live United. Award raffle tickets or small prizes to the winner. Only in Wisconsin! Highlight those things unique to the Badger state: build cheese curd structures, Packer party, Kringle sale, Polka dancing contest, guess what shows/movies take place in Wisconsin, design your own Harley or ride your Harley to work day, Where in Wisconsin is ______? Penny Wars This event can last the duration of your campaign. Have departments compete to collect the most pennies. For an interesting twist, non-pennies are worth negative points. For example, a nickel would cancel out five pennies. This allows people to sabotage other teams while raising more money for United Way.
Potluck Lunch Ask each staff member to contribute a dish for a potluck luncheon. Make a sign-up form ahead of time to ensure a mix of salads/starters, main courses, drinks and desserts. Add a multicultural twist by requesting dishes from all over the world. Charge a small fee to eat. Pumpkin Carving Contest Set different categories for judging (most creative, scariest, funniest, etc.). Charge teams/individuals to enter or charge people to vote for their favorite. Survivor Create tribes (teams) to compete throughout your campaign for prizes. Hold luxury challenges each day where groups compete mentally or physically for a treat such as soda, candy or raffle tickets. Some suggestions for luxury challenges include the following: United Way quiz, office mini-putt game, trivia game or a scavenger hunt. Where in the County is Your President/CEO? The company President/CEO can visit five different United Way agencies and have their picture taken there. Be sure not to show the agency name (unless a clue is needed). Share one photo with employees each day of the week for them to guess the correct agency and be entered to win a prize. This game is fun, shows employees that their president/CEO is a supporter and gets them to read the United Way materials.
Say Thanks! Recognition is important. So is saying thank you, often. Make sure to provide United Way with a list of donors so we can also say thank you. Leave a special treat: • You are a lifesaver! Give a lifesaver candy. • You take the cake! Leave a cupcake with a card. • A toast to a job well done! Fill a champagne or wine glass with jelly beans. • We appreciate our Motivated and Multi-talented volunteers! Give bag of M&Ms. www.unitedwayracine.org
United Way of Racine County Employee Campaign Coordinator Guide |
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SPECIAL EVENTS - MID TO HIGH COST IDEAS Balloon Pop Blow up balloons and place a numbered ticket in each balloon. Participants purchase balloons and pop them to win a prize. Balloons can be placed around the building to create a festive atmosphere or put on a cart and taken throughout the office. Barbeque A barbeque is a common component of United Way campaigns. To make your barbeque successful advertise the items that will be served and sell tickets well in advance so that you can determine how many hamburgers (or hot dogs, steaks, etc.) you will need. Encourage management to cook. Candy Grams Sell candy grams to employees for a small fee and deliver them on the last day of your campaign. Try to pick a treat that ties into your campaign theme. Chili Lunch or Cook-off Invite employees to bring in a batch of their best chili, then have co-workers judge each chili based on taste, texture and fire value. Advertise and sell tickets in advance. Provide rolls and salad. Charge an entrance fee and tasting fee. Coffee or Bakery Cart Arrange for volunteers to bring a coffee and snack cart through the office. Advertise it in advance. Solicit donations of coffee and snacks from suppliers or ask co-workers to contribute baked goods. If you purchase items, make sure you sell them at a profit.
Executive Car Wash Ask members of the senior management team to wash cars during the lunch hour. Hold the car wash in the parking lot and charge employees $3 or $5 to have their cars washed. Games (Carnival Style) Set up old-fashioned carnival games such as a ring toss, fish pond and balloon dart-throw. Award prizes to the winners. Ice Cream Social Say thanks by offering employees the opportunity to build their own sundae. Have a selection of ice cream available, as well as different types of toppings. Pancake Breakfast As a kickoff or thank you event, have senior management cook and serve pancakes for staff. Try negotiating for donations or discounts on supplies. Sausage Race Hold a Klement’s Sausage race! Have designated employees wear the costumes and race around parking lot. Employees can bet on winners. Make it extra fun by requiring specific sausages to start behind or ahead of the pack (those under 30 step back three paces, person signing all paychecks step up four paces, etc).
Crazy Olympics Employees compete in crazy “athletic” events for silly prizes. Participants donate to enter. Can hold during the noon-hour each day of your campaign. Observers wager bets on their favorite participants. Examples of events: three-legged race, tricycle race, paper airplane-throwing, wastebasket basketball, mini-golf using beach balls, pool cues, etc. Use your imagination! Encourage interdepartmental competition and hold finals in the main lobby so that employees can cheer on their colleagues. Decorating Contest Host a decorating contest and charge participants to enter or charge employees to vote on a winner. Items to be decorated could include an office, a piggy bank, a toy car, a t-shirt or anything else you can think of! Employee Talent Show Hold a talent contest. Charge an entry fee for contestants or for audience members to vote. Award prizes for the top three contestants or for the categories of your choosing (most talented, most creative, best group, etc.)
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For more special event ideas, please visit www.unitedwayracine.org/campaign-toolkit.
www.unitedwayracine.org
NOTES:
THANK YOU FOR
YOUR COMMITMENT!
LIVE UNITED
2000 Domanik Drive Racine, Wisconsin 53404 262-898-2240 unitedway@unitedwayracine.org www.unitedwayracine.org