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2017 CAMPAIGN COORDINATOR GUIDE
2017
CAMPAIGN COORDINATORGUIDE
Your Role................................................................................1
Message From the Campaign Chair.......................................2
About Your United Way...........................................................3
Our Community Partners........................................................4
Campaign Calendar................................................................5
United Way Glossary...............................................................6
Voluntary Giving.....................................................................7
Ten Steps to a Successful Campaign.......................................8
Fun Ideas..............................................................................10
Sample Campaign Meeting Agendas....................................11
Campaign Materials.............................................................12
Online & Additional Resources............................................14
Leadership Givers & Loyal Contributors...............................15
Frequently Asked Questions................................................16
Table of ConTenTs
2017 CAMPAIGN COORDINATOR GUIDE
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Thank you for being your company’s Campaign Coordinator.
Each year, volunteers like you play an important role in the Lubbock Area United Way Annual Campaign.
WhaT does a Campaign CoordinaTor do? As a coordinator, you help your coworkers get involved in making our community a better place by planning and coordinating a successful United Way campaign within your company. Below is a short list of key responsibilities and guidelines.
key responsibiliTies and guidelines: • Attend the United Way Campaign Coordinator Training
• Attend United Way Campaign events and invite your coworkers
• Utilize the Ten Steps to a Successful Campaign on Pages 8-9
• Set an example by making the first pledge
Coordinator Name: ________________________________________________
United Way Volunteer Name: ________________________________________
United Way Volunteer Contact Info: ___________________________________
________________________________________________________________
YOUR ROlE
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Dear Campaign Coordinator:
Thank you for volunteering to serve as a coordina-tor for your United Way Campaign. You are one of more than 300 who volunteer their time to assist coworkers in giving to their neighbors in need. As a coordinator, you are among the most important volunteers we have.
In this guide, you will find many resources to help you run an effective campaign. It is important to make it fun and to remember that giving is always voluntary. The campaign succeeds each year because so many volunteers work together for the good of our community.
As the 2017 Campaign Chair, I have had the honor of visiting all 23 Community Partner Agencies this year. These 23 organizations provide essential services for tens-of- thousands of people in need in our community. Stories told by agency staff members were both heartbreaking and uplifting. I had no idea how rampant human trafficking was in our community. I had no idea many individuals and families do not have a home to go to at night. I had no idea how many children suffer from child abuse and neglect right here in the South Plains. These stories were difficult to hear and comprehend.
On the other hand, I was inspired to see disabled adults eagerly being trained to enter the workforce despite their physical or mental limitations. I was inspired to see under-privileged children getting the superior early childhood education that will have them prepared to enter our school systems. I was inspired to see single-parents getting the financial assistance to earn a degree that will help them provide for their children. These and the many other stories told justify why we volunteer our time and donate our financial resources to United Way.
More than 70% of the funds raised each year come from employees who give through their workplace campaigns. These funds stay here in the Lubbock area and make life better for those in need every day.
Because of volunteers like you, we are going to make an unbelievable impact in our community! We are going to meet the needs of families, children, and individuals who could not make it without United Way and our Community Partners. I am thankful for your commitment to United Way and to this year’s campaign. I look forward to serving with you in 2017!
Gratefully,
Jon Stephens2017 Campaign Chair
Jon Stephens
MEssAGE FROM ThE CAMPAIGN ChAIR
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Lubbock Area United Way and our supporters work to address the root causes of issues and create lasting, positive change. Key to our work are programs funded through the 23 Community Partner Agencies and our education focus areas.
Each program we fund falls under at least one education focus area with the purpose of creating opportunities for people at every stage of life.
Our education focus areas are:
suCCess BY 6Success by 6 programs work in areas that ensure children who enter kindergarten are healthy and ready to learn.
suCCess IN SCHOOLSuccess in School programs connect young people with the resources they need to graduate from high school and move on to a bright future.
suCCess FOR LIFESuccess For Life programs work to create opportunities for adults to gain the literacy and job skills they need to work and live independently.
some QuiCk faCTs: • Our mission statement: Giving • People • Hope
• The money raised in Lubbock stays in the area. Our organization sends less than 1% of the total amount raised to United Way Worldwide as our membership fee. This fee provides us with national fundraising opportunities, marketing, and staff training support.
• Lubbock Area United Way’s most recent five-year average for fundraising and admin-istration expenses is 13.3%. This percentage is far below the 35% recommended by the Better Business Bureau’s Standards of Charity Accountability.
AbOUT YOUR UNITED WAY
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• American Red Cross serving the Texas South Plains
• Big Brothers Big Sisters of Lubbock-Plainview
• Boy Scouts of America, South Plains Council
• Boys & Girls Clubs of Lubbock
• CASA of the South Plains
• Catholic Charities, Diocese of Lubbock
• Children’s Advocacy Center of the South Plains
• Communities In Schools on the South Plains
• Early Learning Centers of Lubbock
• Family Counseling Services
• Girl Scouts of Texas Oklahoma Plains
• Goodwill Industries of Northwest Texas
• Guadalupe-Parkway Neighborhood Centers
• Legal Aid Society of Lubbock
• Literacy Lubbock
• Lubbock Children’s Health Clinic
• The Parenting Cottage
• The Salvation Army
• Upbring, The New Lutheran Social Services
• Voice of Hope (Lubbock Rape Crisis Center)
• Volunteer Center of Lubbock
• Women’s Protective Services
• YWCA of Lubbock
lUbbOCk AREA UNITED WAY COMMUNITY PARTNERs
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make sure To add These daTes To your Calendar!
Campaign Coordinator Training August 15, 2017
3:30 - 5:00 pm TBD
Campaign Kick-Off* August 31, 2017
11:30 am - 1:00 pm Lubbock Memorial Civic Center
1625 13th Street
Mid-Campaign Report October 19, 2017
11:30 am - 1:00 pm Lubbock Memorial Civic Center
1625 13th Street
Victory Report November 28, 2017 11:30 am - 1:00 pm
Lubbock Memorial Civic Center 1625 13th Street
For reservations please email [email protected]
or call 806.747.2711
*There is a cost to attend this luncheon.
CAMPAIGN CAlENDAR
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We’ve included a quick reference guide of words and phrases you may hear throughout the Annual Campaign.
CommuniTy fund The Community Fund is the best way to help the most people. All funds in the Campaign go into the Community Fund unless a donor designates a specific agency. United Way Volunteers evaluate overall community needs and Partner Agency programs and allocate the money wisely.
donor designaTion Donors can choose to direct their contribution to a maximum of two specific Lubbock Area United Way Community Partner Agencies or another United Way. There is a minimum of $50 for each selection.
fair share giving Generally, individuals who choose to give either 1% of their annual salary or one hour’s pay per month to United Way are “fair share” givers. Some companies have their own definition of fair share giving.
loaned exeCuTive (le) A volunteer ‘loaned’ from an area company to assist United Way with the Annual Campaign. LEs receive extensive training and are an invaluable resource. They help Campaign Coordina-tors with workplace campaign activities and meetings, answer questions about United Way, and provide additional resources and supplies to companies as needed.
speakers’ bureau Volunteer speakers that are available to attend workplace campaign meetings to share stories about our impact. These trained speakers include Community Partner staff and United Way volunteers.
UNITED WAY GlOssARY
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An individual’s choice of whether or not to contribute, as well as how much to contribute, is at the very basis of the United Way philosophy.
The following principles outline Lubbock Area United Way’s commitment to voluntary giving:
• Any use of pressure or coercion is unethical and does far more harm to our organization and those we serve than any short-term gains it may produce.
• Contributing to the Lubbock Area United Way should be presented as an opportunity to help the community.
• The most effective workplace campaigns are the result of employee education about United Way and its agencies.
• Donations of any amount are valued.
• The Suggested Guide for Giving was developed by volunteers for those donors who ask how much to give.
• Payroll deduction allows donors to give as generously as they like by deducting a small amount of money per pay period.
This policy is emphasized in the orientation and education of all United Way volunteers. United Way encourages CEOs and management teams to inform their employees of this policy.
Policy most recently reviewed and approved by the Lubbock Area United Way Board of Directors on June 25, 2014.
VOlUNTARY GIVING POlICY
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meeT and engage WiTh your Ceo/presidenT
• Send out a personal letter of endorsement from your president or CEO• Have your CEO be a part of your kick-off (i.e. speech or participation in first
pledge turn-in)• Discuss and/or develop your campaign budget
publiCize your Campaign
• Share how to pledge, when to pledge, and what your pledges support• Use provided United Way materials (i.e. posters, videos, brochures, online)• Send email communications to raise awareness about campaign activities and
events• Create a section on your company’s intranet to share information about
United Way and your company’s campaign, linking it to United Way’s website liveunitedlubbock.org
• Use incentives to encourage giving (Check out incentive ideas on Page 10)
seT employee goals
• Create a dollar goal• Create a percent participation goal
TEN sTEPs TO A sUCCEssFUl UNITED WAY CAMPAIGN
reCruiT a CommiTTee and plan your Campaign
• Set your campaign time line (ten days recommended)• Discuss and/or develop your campaign budget• Ask for help; keep in mind people who volunteer are involved because they
want to be and will lend energy to your campaign• Decide what your campaign activities will look like (presentations, activities,
food, and prizes). Your United Way Volunteer can coordinate volunteer speakers for your events
• Assign committee tasks and establish target dates for completion
revieW and evaluaTe pasT performanCe and CalCulaTe goal
• Work with United Way Volunteer and find out about your company’s giving history
• Review last year’s campaign and any feedback you received as to what worked and didn’t work
• Incorporate new ideas for this year’s campaign (check out Page 10 for fun idea suggestions)
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promoTe leadership giving
• Discuss with your CEO the opportunity for him/her to recognize Leadership donors within the company (i.e. lunch with the CEO or other incentive)
• Encourage donors to add spouse information on form so both recieve credit
ConduCT an eduCaTional Campaign
• Set a meeting and invite your co-workers to attend• Invite a United Way speaker to speak at any meetings you have (information
on how to schedule a speaker is on Page 14)• Conduct group presentations for all departments if large meetings are not
an option• Show the United Way Campaign video• Ensure every employee receives United Way materials
ask everyone To give
• Ensure you ask every person to give by asking your committee and any other advocates to reach out to their coworkers (people say the number one reason they didn’t give is because they weren’t asked)
reporT resulTs and say Thank you
• Recognize individuals, groups, and departments that went “above and beyond” during the campaign
• Announce your final results to all employees through a communication from your CEO and/or conduct a celebration activity
• Thank everyone at the time of giving• Make a “Thank You” display (hang posters, campaign activity photos, and
mementos of the campaign - the back of the campaign poster also includes a thank you message)
• Give special thanks to your committee (hold a special coffee break in which everyone receives a special thank you from you and the CEO)
• Collect all pledge forms, submit yellow copies to your payroll office, complete the report form, and schedule a pick-up with your United Way Volunteer
have fun!
• Engage your employees with creative activities that also educate about United Way
• Provide special pledge incentives, such as prizes for certain people (i.e. first time donors), increased giving, and/or other levels you feel appropriate to award
• Volunteer together (your United Way volunteer can help coordinate with United Way)
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use fun ideas To inCrease inTeresTCasual Dress Day Allow employees who make a contribution to wear jeans or have a “casual dress day.”
Auction Host an employee auction. Get creative and auction off the best parking spot during campaign; have employees make gourmet lunch boxes to auction; auction a department lunch or “sleep in late” awards.
Matching Game Invite employees to try their luck by match-ing baby and/or pet photos with pictures of management or different departments. Charge employees $2 per ballot and award the winning entry with a prize.
Food Host an ice cream social, barbecue, and/or picnic and have employees make a donation to attend.
Tips for Treats Different departments have treats (anything from chips & queso to brownies, cookies, and candy). Employees visit the different depart-ments and ‘pay’ for treats. Any amount can be donated.
Positive Change Place large water bottles in strategic places and encourage staff to drop off their loose change into these bottles to help make a positive “change” in the community.
Be sure to visit with your company CEO and campaign committee about tailoring your campaign in a way that fits your company’s culture.
Some companies have used the following items as incentives to encourage employees to attend a meeting or make a contribution:• Gas Cards• Extra vacation day• Movie passes• Prime parking
space• Sporting event
tickets• Restaurant gift
certificates• Theater or concert
tickets• United Way mugs,
pens, etc.• Airline tickets• Lunch with the CEO• Leave work early
coupon• Job swapping for
the day• Logo shirts
FUN IDEAs
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10 minuTe meeTing agendaI. Welcome – CEO or Campaign Coordinator 1 minute
• Brief introduction of why the meeting was called • Distribute pledge forms with employee names
II. United Way 101 – Campaign Coordinator 2 minutes• Focus on Education• 23 Community Partners • Your company’s past participation/goal
III. Show United Way Video – Campaign Coordinator 3 minutes• Have video set up prior to the meeting
IV. Wrap-up – Campaign Coordinator 4 minutes• Thank everyone for attending • Ask coworkers to consider giving a donation• Allow time for completion of pledge forms• Collect pledge forms and answer questions
20 minuTe meeTing agendaI. Welcome – CEO or Campaign Coordinator 2 minutes
• Brief introduction of why the meeting was called • Distribute pledge forms with employee names
II. United Way 101 – Campaign Coordinator 5 minutes• Focus on Education• 23 Community Partners • Your company’s past participation/goal
III. Show United Way Video – Campaign Coordinator 3 minutes• Have video set up prior to the meeting
IV. Speaker – Speakers’ Bureau Volunteer 6 minutes
V. Wrap-up – Campaign Coordinator 4 minutes• Thank everyone for attending • Ask coworkers to consider giving a donation• Allow time for completion of pledge forms• Collect pledge forms and answer questions
Suggested campaign agendas
sAMPlE CAMPAIGN MEETING AGENDAs
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We want you to have all the tools you need to enjoy a successful campaign. Here is a list of campaign materials available to you:
Where does each copy go?White copy: United WayYellow copy: Your Payroll DepartmentPink copy: The Donor
The pledge form can be completed in 3 easy steps:
The designated contribution section allows donors to select a specific agency to receive their gift. The donor can pick a maximum of two Lubbock Area United Way Community Partner Agencies or two other United Ways. There is a minimum of $50 for each selection.
Undesignated gifts are automatically allocated to the Community Fund.
A list of the 23 Community Partners is found on the back of the form.
payroll pledge form▶
CAMPAIGN MATERIAls
3. Sign your name
1. Fill in contact information at the top
2. Choose how you want to give
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Where does each copy go?White copy: United WayYellow copy: Your Payroll DepartmentPink copy: The Donor
• Record all donations and pro-vide totals
• Remember to include the contact person at your organization that handles payroll deduction pledges
• Checks should be payable to Lubbock Area United Way
• Drop off the report form at Lubbock Area United Way office or contact your United Way Volunteer to schedule a pick-up
To complete the Report Form:reporT form▶
Campaign posTer▶These are double sided so you can display in a window or flip the poster over to fill in your goal and have a campaign thermometer.
neW hire broChure▶These brochures are a good tool to educate newly hired coworkers and include an easy way for them to give.
digiTal maTerials▶Additional materials and PDF copies of the materials listed above can be found online at: liveunitedlubbock.org/resources
Where does each copy go?Green copy: United WayYellow copy: Your Payroll DepartmentPink copy: The Donor
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WebsiTe - liveuniTedlubboCk.org United Way’s website is a great source of in-depth, up-to-date information. It includes current news, financial information, and updates on our work.
soCial media Keep in touch with Lubbock Area United Way by following us on Facebook, Twitter, Instagram, and YouTube.
neWsleTTer While on the website, visitors can sign up to receive our monthly e-newsletter. It’s a great way to stay informed about how United Way is working in the com-munity throughout the year.
sTories of hope These personal stories are sent out by email throughout the year. They include stories from Volunteers, staff, and other individuals impacted by United Way or a United Way Community Partner.
ONlINE REsOURCEs
ADDITIONAl REsOURCEs
uniTed Way Campaign video DVD and electronic copies are available from the United Way office or the video can be viewed online at liveunitedlubbock.org/video.
speakers’ bureau Volunteer speakers are available to attend your workplace campaign meetings to talk about the personal impact of United Way. These trained speakers include Community Partner Agency staff and volunteers.
To Request a Speaker:• Contact Amanda McAfee
PHONE: 806.747.2711 EMAIL: [email protected]
• Complete Request Form available at liveunitedlubbock.org/speakers
CommuniTy parTner agenCy Tours and fairs United Way partners with 23 agencies. We can arrange for on-site group tours of agencies or coordinate agency fairs at your organization. Agency tours and fairs give supporters a more in-depth look at the work of Community Partner agencies.
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leadership giving The Leadership Giving Circle was established in 1989 as a way to recognize individuals or couples who give at least $1,000 per year to United Way.
There are currently 631 members of the Leadership Giving Circle who gave more than $1.2 million, or 20.3% of the overall campaign. We publish and distribute an annual Leadership Giving registry as a token of appreciation.
Here are some ideas to encourage Leadership Giving in your campaign:
• Explain the impact a Leadership Gift can make. For example, $23.08 a month ($1200 annual gift) will provide one family with twice monthly home parenting visits through The Parenting Cottage to prevent abuse and neglect and promote early childhood education. For more examples of what your dollars can do visit liveunitedlubbock.org/resources.
• Talk with the CEO about the importance of Leadership Givers. Some companies hold a special meeting for the Leadership donors. Many CEOs of companies who support United Way are Leadership Givers.
• Encourage givers to fill out the Leadership Giving section on the pledge form and give their spouse’s name and employer. If a couple’s combined giving totals at least $1,000, they will be recognized as Leadership Givers.
loyal ConTribuTors United Way is very fortunate to have many donors who are loyal to our community and our cause. The Loyal Contributors’ program recognizes these donors who have given to United Way in any community for 10 years or more.
In Lubbock, more than 2,000 donors have identified themselves as Loyal Contributors. In the last three years, this dedicated group has given more than $2 million. As the Campaign Coordinator, you can help in the effort to recognize these donors.
Some ideas:
• Have YOU given to United Way for 10 years or more? Many of our Campaign Coordinators have! Check the box on the pledge form and encourage your coworkers to do the same.
• In campaign meetings, celebrate those who have shown this special level of commitment by asking them to stand.
• Have your CEO send a special note of thanks to these donors.
lEADERshIP GIVERs AND lOYAl CONTRIbUTORs
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Where does my ConTribuTion go? All funds in the Campaign go into the Community Fund unless a donor designates a specific agency. United Way Volunteers eval-uate overall community needs and Partner Agency programs and allocate the money wisely. The Community Fund is the best way to help the most people.
Who deCides hoW my donaTion geTs spenT? In the spring, trained Volunteers evaluate community needs and the services provided by United Way Community Partners. This review assures that all gifts are used in a manner that best meets the needs in the community. These Volunteers make funding recommendations to the United Way Board for final approval. If you are interested in helping in this process, please call the United Way office in February or early March.
WhaT abouT The pressure To give? Lubbock Area United Way has specific policies against pressuring anyone to give. The decision to give is a personal one and up to each person. No one should be pressured or coerced into giving. Refer to Page 7 for more information on United Way’s Voluntary Giving Policy.
hoW muCh of my donaTion sTays in lubboCk? The money raised in Lubbock stays in the area. Our organization sends less than 1% of the total amount raised to United Way Worldwide as our membership fee. This fee provides us with national fundraising opportunities, marketing, and staff training support.
hoW muCh of my ConTribuTion goes To help people? Lubbock Area United Way’s most recent five-year average for fundraising and administration expenses is 13.3%. This percentage is far below the 35% recommended by the Better Business Bureau’s Standards of Charity Accountability.
FREqUENTlY AskED qUEsTIONs
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Can i give my gifT To a speCifiC agenCy? Yes, the designated contribution section allows donors to pick a specific agency to receive their gift. The donor can pick a maximum of two Lubbock Area United Way Community Partner Agencies or another United Way. There is a minimum of $50 for each selection.
does lubboCk area uniTed Way fund aborTions? No organization funded by Lubbock Area United Way is involved in providing abortion services.
as a Campaign CoordinaTor, WhaT if i geT a QuesTion ThaT i don’T knoW hoW To ansWer? Don’t be afraid to say you don’t know. Get the person’s name and phone number and contact the United Way office. A United Way Volunteer or staff member will follow up with the person. United Way’s website also offers extensive information (liveunitedlubbock.org). For more online resources turn to Page 14 of this guide.
®
lIVE UNITED
UNITED WE FIGhT
OUR COMMUNITY.FOR EVERY PERsON IN
1655 Main Street, Suite 101Lubbock, TX 79401
T 806.747.2711f 806.747.2716
liveuniTedlubboCk.org
