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www.operationwarm.org/DonorManagedPrograms 1 2015-2016 Donor Managed Program Tutorial
www.operationwarm.org/DonorManagedPrograms
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2015-2016
Donor Managed Program Tutorial
www.operationwarm.org/DonorManagedPrograms
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What’s Inside?
SECTION 1: ABOUT US
ABOUT OPERATION WARM 3
SECTION 2: PROGRAM TUTORIAL
PLAN: SELECT THE CHILDREN TO SERVE 5 PLAN: SET YOUR GOAL 6 PLAN/FUNDRAISE: MARKET THE PROGRAM 7 FUNDRAISE: SECURE DONATIONS 8 FUNDRAISE: FUNDRAISING IDEAS 9 DISTRIBUTE: ORDER COATS 10 DISTRIBUTE: PLAN DISTRIBUTION EVENT 11 DISTRIBUTE: PASS OUT THE COATS 12 DISTRIBUTE: PUBLICITY AND RECOGNITION 13
SECTION 3: RESOURCES
THE COATS 14 ONLINE FUNDRAISING TEMPLATES 15 TALKING POINTS 16 FAQ 17 CONTACT INFO 18
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Section 1: About Us
In 2002, Operation Warm was founded to counter one of the most unfathomable hardships of childhood poverty - the lack of adequate winter clothing. By necessity, families struggle to survive prioritize food, heat, and rent above winter clothing, resulting in frequent absenteeism from school. This translates not only to forgone learning but also missed opportunities for socialization, play, and balanced nutrition provided through the Federal Free and Reduced Meal Program. A brand new, warm winter coat facilitates school attendance and enhances self-esteem. Through education, upcoming generations will become productive, hopeful, and enterprising. Collaboration with like-minded organizations enables expansion of our mission – to deliver happiness and warmth to children in need through the gift of high quality, brand new winter coats.
Donor Managed Programs: Many community organizations share Operation Warm's vision that no child should be left in the cold. Groups interested in joining our mission can manage local Operation Warm programs (we call these Donor Managed Programs) for the benefit of impoverished children in their communities. These groups raise funds locally to donate to Operation Warm and then designate the local beneficiaries to receive coats. The more funds that are donated, the more local children can receive this gift of warmth. Each year, we manufacture a large quantity of winter coats in a range of sizes and are able to offer other non-profits an opportunity to provide new coats for the economically disadvantaged children they serve. Non-profits, schools, governmental units, churches, and synagogues serving children in need – and the groups that support these organizations – can order directly from Operation Warm at more reasonable prices than they can typically find from retailers, thus enabling them to expand the number of children they serve.
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Section 2: Program Tutorial
SELECT THE CHILDREN TO SERVE
SET YOUR GOAL
MARKET THE PROGRAM
SECURE DONATIONS
FUNDRAISING IDEAS
ORDER COATS
PLAN DISTRIBUTION EVENT
PASS OUT THE COATS
RECOGNITION
Tip: Use this page as a way to track your progress. Check the box
when you have completed each of the steps below.
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Select the Children to Serve
Our mission is to serve any child in need, especially targeting those living at or below the federal poverty guidelines ($23,850 annual income for a family of 4). Poverty affects each community differently. Given your community knowledge, we trust you to select children most in need. Viable options may include: schools, shelters, community-based organizations, anti-poverty programs, Boy and Girls Clubs, etc. Who can participate? Recipient organizations must be designated as a school, church, governmental agency, or a 501(c)3 nonprofit group serving children in need. If I don’t have an organization in mind, where should I look? Elementary schools and Head Start programs are great places to start, if you are not serving children within the care of your own organization. ELEMENTARY SCHOOL: One of our favorite resources for finding an elementary school in need is www.elementaryschools.org. Use the search feature to your explore options. The website allows you to search by school name, city, district, county, or zip code. You will notice two columns: one listing the number of children attending the school and another with the percentage of those students enrolled in the Free or Reduced Lunch Program. Children in this program are identified by the school as living in poverty. Use this feature to select the school with the highest percentage. Consulting your school district to confirm these numbers is a great idea.
HEAD START: This is a national program that provides early childhood development to children up to 6 years old from low-income families. Use this link (http://eclkc.ohs.acf.hhs.gov/hslc/HeadStartOffices) to find a program near you, or Google “Head Start Locator” and select the first link.
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Set Your Goal
$18 donation per child-sized coat OR $20 donation per adult-sized coat X the number of children you wish to serve = Your Fundraising Goal
Contact the organization(s) you would like to serve. You may choose to serve all the children who could benefit or focus on those with the most acute need or another subset of children, depending on your fundraising success. (You might be surprised at how much money you raise; this is a cause that really resonates with people!) For example, if you are serving a school where all the children are in need, you may choose to serve the entire school or narrow it down to one grade. Suggested questions – About group to serve, # of coats needed
How many students are enrolled in the Free/Reduced Lunch program? How many students per grade/per class? Which grade or class do you recommend?
Suggested Questions – About distribution event planning
May we plan an event/assembly around the coat distribution? Are there any guidelines/rules we need to follow when planning the event? Would you welcome media at the event? Do you have concerns about children being photographed during the event? Are photo releases
required?
Save yourself a headache down the road by selecting an organization
that is easy to work with!
Tip: Your goal should reflect the amount of money you think your
organization can actually raise.
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Market The Program In order to achieve your fundraising goal, you will want to promote the program.
Operation Warm is happy to help you spread the word to potential donors. Please contact Operation Warm for any of the following materials: Donation Web Page – Custom webpage for collecting online donations specific to the program
e.g., https://donate.operationwarm.org/page/contribute/mlmi-coat-drive Flyer Design – A letter sized handout that advertises the program and donation website (OW provides the artwork but it is up to you to have the flyers printed) Sample Coat – A sample coat allows you to see the quality and craftsmanship of our coats. You can display it during your fundraising efforts, giving your group a visual reminder of your goal Custom Fundraising Letter – A detailed letter outlining your program goals to be shared with potential donors
Tip: Many times, organizations find that print shops in the area will
provide printing services as their donation towards the cause.
Although this is not guaranteed, it doesn’t hurt to ask!
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Secure Donations How can donors contribute?
Contributions can be made online or by check (instructions below).
How does my Donation Web Page work? Your Donation Web Page allows donors to contribute to the program online. Each program will be set up with a custom URL; for example, www.operationwarm.org/YOURORGNAMEHERE. Anyone with this link can make a
tax-deductible donation, and 100% of the funds raised will be reserved for your project. Your program leader will receive an email notification each time a donation is made so you may follow up with an appropriate thank you.
One of my donors wants to mail a check, to whom should they mail it? Checks should be made out to Operation Warm. Memo needs to include your organizations name. Checks should
be mailed directly to our bank lockbox: Operation Warm, Inc., P.O. Box 822431, Philadelphia PA 19182.
Why are Memos important? Donors should fill in your organizations name in the MEMO. The memo tells us which program the donation should
be credited towards.
How can I track my fundraising status? We will set you up to receive automatic email notifications each time a donation is made on your custom donation page. Additionally, you can request a summary of all donations (check, Web, etc.) at any time. To set up biweekly
donation updates, please contact our staff.
Tip: It is a great idea to post your custom donation page URL anywhere
you can! We recommend using social media (Facebook, Twitter,
Instagram, etc.)
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Fundraising Ideas Fundraising is different for every organization. It is important to cater your fundraising efforts to your community
and your goal. Social Media Campaign – Promote your donation web page through social media platforms and encourage shares/re-tweets for optimal hits. You can create a new Facebook page for the program or post on your organization’s existing page. Restaurants – Ask for a percentage of the night’s profits (10-30% is normal), or collaborate on a special addition to the menu. Work with the restaurant to determine a percentage of each special addition to be donated to the program. Raffles *Subject to state and local legislation –
Host a 50/50 – It’s simple: Each raffle costs $20: $10 is for the cash prize, $10 is for the fundraising goal. High Dollar Prize – Tickets to a sporting event, flat screen TV, hotel stay, getaway. Requires up-front spending but can be very successful. For example, sell 500 tickets at $25 each = $12,500. Simply deduct raffle item cost from the total. Donated Items – Ask local companies or businesses for donations in the form of items, gift cards, or services. This allows you to sell a lot of raffle tickets.
Bar/Brewery Events – Partner with a local brewpub or bar to donate food or drinks to customers. Charge a cover for $20-$30 for free draft beer or all-you-can-eat pub grub. Runs/Walks – Host a 5K for the program. You can plan it yourself or hire a race management firm. They provide you guidance every step of the way for a fee. Host a BBQ afterwards for participants and their families. Concerts – Benefit concerts offer quality entertainment, are available at a reasonable price, and provide supporters a fun night. Partner with a local radio station to promote your event. T-Shirt Sales – We can help you design an “Operation Warm/Your Program” T-shirt to sell to your friends/family to raise money and generate awareness as they wear them around town.
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Order Coats How do I collect coat sizes? You should work with the organization you are serving to determine the coats that will best serve the need they have at the organization. Ask them to provide you with the name and corresponding size for each child. Or, if they are unable to provide that, inquire as to what mix of sizes would be most beneficial for them (recommended). We can provide a coat sizing form that shows the measurements for each size.
How do I order coats? Click here or contact us for an order form or a link to our electronic ordering system. When can I order coats? Please submit your order form once you’ve finished collecting sizes. Coats are available to ship beginning late August. Coats will ship on a first-come, first-served basis. We recommend placing your order as early as you can because some popular sizes can run out as the season progresses. It is suggested to order by late October for the best size availability. What is the turnaround once I order my coats? Please allow 10 business days for shipping once we have received your completed donation. In most cases, your shipment will arrive sooner, but during peak season (pre-Thanksgiving and pre-December holidays); shipping may take the full 10 days. PLEASE DO NOT SCHEDULE A DISTRIBUTION DATE UNTIL AFTER WE HAVE CONFIRMED YOUR SHIPMENT. Where can coats be shipped? You may choose to have your coats shipped to the organization you are serving (e.g. directly to the school), or we can ship them “care of” directly to your organization or one of your members. Is there a deadline for ordering coats? There is no deadline, but remember that popular sizes will run out as the season progresses. How are coats packaged? 6 coats of the same size, same gender, and assorted colors are prepackaged into 1 box. COATS CAN ONLY BE ORDERED BY THE BOX. WE CANNOT OPEN BOXES TO FILL A CUSTOM ORDER. COLORS CANNOT BE CHOSEN PRIOR TO DISTRIBUTION. At the distribution event, you may decide to allow children to choose their desired coat color.
Tip: Remind the school/organization to note the child’s name along with their coat
size. This will make for a more organized and personalized distribution event.
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Plan Distribution Event Part of what sets Operation Warm apart from other coat programs is the distribution events. You have the opportunity to see first-hand the benefits and rewards of your hard work (and so does your community).
TO DETERMINE THE FOLLOWING, WORK WITH THE SCHOOL/ORGANIZATION YOU HAVE SELECTED TO SERVE:
When should I hold the distribution event? Climate certainly comes into play when choosing a date. We recommend back to school through mid-October but it is up to you! Remember, the goal is to keep the children warm and empower them to attend school, play outside on cold winter days, and alleviate the family’s financial burden of purchasing a coat. Where should I hold the distribution event? We recommend holding the distribution event at the school or organization site. At what time should I hold the distribution event? We highly recommend holding the distribution event during school hours, but work with your beneficiary organization to work out what is right for the program. Holding the event outside of school hours can be more difficult, as many students take the bus to and from school. How should I avoid singling children out? Focus on celebrating the children you are serving. The organization has likely been in similar situations and should be able to consult on the best plan of action. A cornerstone of our mission is instilling confidence and self-esteem. It is never our intention to single children out.
A Little Extra Goes a Long Way
PHOTOS: Consider investing in a photographer or arming someone in your organization
with a professional grade camera to produce high quality images that you can use to
promote awareness and expand the program in the future.
VIDEOS: The reactions of the children are PRICELESS. Hiring a videographer allows you to
capture all of the smiles in the room.
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Pass out the Coats Space – Secure space ahead of time. Gyms, cafeterias, or other spacious areas are ideal.
Setup – Organize the coats by size. Ask Operation Warm for coat size signs to display.
Name and Coat Size – Prior to the distribution event, make sure the teacher has a list of the children’s names
corresponding with their size. We recommend having the organization give each child a name tag or wrist band
which labels their name and size. This allows you to focus on the child’s name and the overall experience.
Distribution – Pass out the coats in intervals. This will avoid overcrowding the distribution area and allow the
event to move smoothly. We recommend serving 30 children at a time. Ask that children be brought in by teacher
and by grade (kindergarten, followed by first, and so on). Have children line up single file. One by one, a volunteer
can take a child by their hand and walk them to the appropriate table.
“MADE JUST FOR YOU” – Don’t forget the final touches. Help the child into their new coat and make sure it fits
properly. Most importantly, take the time to write the child’s name onto the special interior tag. (Sharpies are a
must-have on distribution day!)
Tip: Focus on making the distribution event special for the kids! A well-
organized event allows you to spend quality time with each child,
making it memorable for all!
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Recognition Publicity is a necessity in the world of volunteer work. If you can view publicity as a way to reach out to people in
need and to people who can help you in your efforts to provide for those less fortunate within your community,
then you will have discovered a treasure that provides an unending supply of resources.
Please contact Operation Warm for any of the following materials:
Press Release Template – A press release will inform local media outlets about your event and overall initiative.
Talking Points – Since there’s a chance you will be interviewed, it is important to be prepared with talking points
and program facts.
Photo Release Form – A form used to secure permission to publish or promote images of the children at your
event.
However, if a big event is not what you have in mind, you can certainly hand over the coats to the school guidance
counselor or other organization representative without a public distribution event. They will hand out the coats to
the children in need.
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Section 3: Resources The Coats
Why new coats? It’s important to our mission that we provide children with brand new, high quality coats. Many of these children already have used, donated, or hand-me-down coats, often very worn out and a size too small. A new coat instills confidence and self-esteem – it’s something they can call their own. What do the coats look like? What sizes do you offer? Our coats are all weather, water-resistant, hooded, and WARM. They come in the traditional “bubble style” and are offered in a variety of colors. Each coat comes with a label where a child’s name can be recorded, which reads “Made Just for You!” What sizes do you offer? Our coats come in sizes 2T (toddler) all the way up to Adult XXL (for larger sized children). While supplies last. Can we return extra coats or exchange sizes? Due to the associated costs, Operation Warm cannot accept returns or exchanges. With approximately 16.1 million children living in poverty, we recommend reaching out to another school or organization to distribute any leftover coats to more children in need. Unfortunately, there are far more children in need that we can ever reach.
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Online Fundraising Templates
Facebook share message – There are so many families in [location] who can’t afford to provide their children with a new coat. Help [Organization Name] meet our [Dollar amount] goal to send new coats to local children before winter arrives! Donate at [Your fundraising page URL]. Twitter share message – Help [Organization Name] send new coats to kids in need in [location]. Donate at [Your fundraising page URL]. Email share message – Subject: Help me reach my goal! Dear Friends, [Organization Name] needs your help to send new winter coats to children in need in [location]. There are so many families that can't afford to provide their children with a new coat. A warm coat helps a child attend school on even the coldest winter days with pride and ready to learn. A brand new jacket is sometimes all it takes to ensure that they will not only be safe, but that they will fit in with their peers. It truly helps build self-esteem! That's why I've started a personal fundraiser in partnership with Operation Warm. If we reach our goal, Operation Warm will send coats to kids in need in our community. I need your help! Your donation can help provide a winter coat to a child in need. Donate today and keep kids in our community bundled up in this cold weather. [Your fundraising page URL] Thank you! Email reminder – Subject: I need your help! Dear Friends, I sent you a note several days ago but wanted to check in with a reminder. Please help me reach my [Organization Name] fundraising goal to send coats to kids in need by making a contribution at: [Your fundraising page URL] Thank you!
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Talking Points
The below points will help guide conversation when speaking about the program. It’s important to maintain transparency about your efforts and overall initiative.
Operation Warm is dedicated to providing new winter coats to children in need and has reached more than 1.7 million children since 2002. When children receive a NEW coat, they feel valued by you. It’s more special than receiving a used or hand-me-down coat. School attendance declines in the winter. Receiving a NEW winter coat empowers children to attend school regularly and participate in outdoor play on cold winter days. Regular attendance is important so kids have access to nutritious meals and a well-rounded education. Approximately 16.1 million children are living in poverty - even if we can only reach a small percentage, we’re still making a difference in those children’s lives.
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FAQ Who can order coats? We work with service clubs, church and school groups, small businesses, local “coats for kids” programs, school districts, governmental agencies, and any grass roots groups that want to be a part of our mission. These groups donate funds to Operation Warm and specify either themselves or a beneficiary organization in their community that serves children in need. Beneficiary organizations must be 501(c)(3) charities, schools or churches that serve children living in need. The beneficiary's Fed Tax ID number must be provided. How are the coats shipped? Operation Warm ships only within the United States. Coats ship via FedEx Ground or the best rated LTL carrier. Coats will ship to the beneficiary organization (note: coats may ship “care of” an intermediary who receives the coats on behalf of the beneficiary). Is there a minimum order? 5 cases (30 coats). Coats come in multiple colors and styles, so you will receive a mix. Ordering individual coats is not permitted. You must order by the box. Can I use my own FedEx account or pick up the order from the warehouse? Yes, both options are available. Can I return coats? Due to associated costs, Operation Warm cannot accept returns or exchanges. With approximately 16.1 million children living in poverty, we recommend reaching out to another school or organization to distribute any leftover coats to children in need.
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Email:
Call:
800-730-WARM
www.operationwarm.org/DonorManagedPrograms
