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Sample Thank You Note to Business Donations - DOC


Sample Thank You Note to Business Donations document sample

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									CHAPTER 6:
Recruiting Volunteers
Recruiting Community Volunteers………..………….. 148

Recruiting Volunteers from Campaign Partners……… 150

Staff Responsibilities to the Volunteer Network……… 152

Tips for Keeping Volunteers………………………….             154

CHAPTER 6 Appendices

Appendix 6-a: Campaign Business Card………………         156
Appendix 6-b: Sign-In Sheet for Volunteers…………..   157
Appendix 6-c: Contents of Coordinator’s
               MEETINGS / EVENTS TOOL KIT……..      158
Appendix 6-d: Media Sign In Sheet……………………..        159
Appendix 6-e: Sample Thank You Note………………..        160

Recruiting Volunteers

         There are countless ways to promote walking in conjunction with a media-based
campaign; but without volunteer resources, you cannot expect to bring about a lifestyle
change within the community. Volunteers play a vital role in campaign planning and
         Volunteers provide manpower. They can assist with a variety of campaign
activities, like making phone calls, distributing campaign materials and working at an
event registration table. Volunteers can provide advice and access to community
resources. For example, they can solicit donations from merchants whom they know or
with whom they frequently do business, or they can help a campaign speaker get on the
agenda of a local organization meeting. In addition, volunteers can act as liaisons to the
community. Their knowledge of the campaign gives them the ability to answer questions
of other community members. Their participation may convince others that it is
worthwhile to join the campaign. Volunteers made walking happen in Wheeling. When
other community members saw that walking was the “buzz” in town, they wanted to take
part. Following are simple strategies to recruit volunteers for the media-based campaign.

Recruiting Community Volunteers
        The success of any event, and all WHEELING WALKS events, depends on
dedicated volunteers. Volunteers help to 1) recruit participants and additional volunteers,
2) plan and implement campaign activities, and 3) document and evaluate programs as
they are conducted.

Note: Recruit volunteers from each group or organization that you have contacted about
the campaign.

Steps for recruiting volunteers:

      Make a list of community organizations from which volunteers could be recruited
       (civic and community organizations, worksites, health departments, social service
       offices, senior centers, and other community and social organizations). A list of
       community service organizations can be obtained from the local Chamber of

      Contact an officer or service committee chairman to discuss the campaign. This
       can be done by phone or by letter with a telephone follow-up (see Appendix 5-d,
       pg 129 for the Initial Scheduling Letter to Organizations and Appendix 4-a, pg 83
       for an Information Sheet and Calendar of Events to include with the letter).

      Ask to schedule a presentation to discuss the campaign with organization

      At the presentation, distribute a Campaign Information Packet (see Appendix 4-a,
       pg 83). Also give them a Campaign business card (Appendix 6-a, pg 156) and
       have a sign-in sheet to collect names, addresses, etc. (Appendix 6-b, pg 157).
       Encourage members to join the campaign and to provide feedback and advice for
       event planning. Ask them to decide how they can help the campaign.

   Example: Planning the Mayor’s Walking Cup event

          Contact a local business or group in the area where the event will be held.

          Schedule a meeting. Invite the business or group to join the campaign. The
           primary goal of the first meeting should be to explain the campaign and
           discuss what role the business or group can play in the campaign.

          Explain the Mayor’s Walking Cup event and what you hope to accomplish.

          Ask for assistance in event planning. Pose the following questions: Where
           can we hold this event? Who can work a registration table? Is there a
           restaurant near that would be willing to provide a free lunch? As these
           questions get answered, let the group take the lead as to who and how this will
           be accomplished. Send minutes of each meeting, noting assigned tasks, to all
           meeting attendees

          Schedule follow-up meetings to refine plans and keep abreast of what is being
           done. (See Chapter 7 for more details on the Mayor’s Walking Cup.)

Note: It is important to inform the volunteers that campaign staff will make all media
contacts for the event.

Note: Local organizations, such as the Chamber of Commerce, can assist in gathering
contact information for community businesses and organizations.

Tip: Present your business card to everyone you meet and send it with all
correspondence. Be sure to have your “lead” organization printed on the card.
WHEELING WALKS staff had West Virginia University (WVU) printed on our business
cards. The WVU name opened many doors for us. Be sure to keep a file of your
business contacts and keep them organized for future use. (See Appendix 6-a, pg 156 for
a copy of a WHEELING WALKS business card.)

Recruiting Volunteers from Campaign Partners
        People working together to accomplish greater things than could have been
accomplished alone - that’s what partnership is all about.
        It is important for a local organization to take the lead in bringing walking events
to the community. A local organization can provide the credibility and influence needed
to make the campaign successful.
        WHEELING WALKS partnered with the Ohio Valley Runners/Walkers Club
(OVRWC) to enhance the impact of the campaign in Wheeling. OVRWC assisted the
campaign by organizing structured walking events. OVRWC helped with liability
insurance and injury disclaimers. These issues seemed complicated to the WHEELING
WALKS staff, but were dealt with easily by the OVRWC. OVRWC volunteers were
eager to help at our walking events. They helped provide large numbers of walkers that
generated good media coverage. In addition, they were able to suggest community
businesses and organization that could offer support and sponsorships.
        The club also benefited from working with WHEELING WALKS. As
WHEELING WALKS participants became familiar with the OVRWC members, they
were more likely to join the club and participate in future club activities. We were even
able to include an OVRWC trial membership and newsletter subscription as part of the
entry fee for an event.
        Please note that this kind of group feels ownership. Id they are omitted from the
planning and delivery of a walking-related event, you may create problems for yourself.
Be sensitive to ownership issues. Always be inclusive. People want to help and they
want to be asked to help. Give them the opportunity to contribute.

Additional Community Support
Although the Ohio Valley Runners’/Walkers’ Club was our main partnership, many
others in the Ohio Valley were eager to help with the campaign.

   Ohio Valley Mall – In Wheeling, the Ohio Valley Mall was the only free indoor
    walking venue. Find out where people in the community walk when the weather is
    bad and ask those facilities for help. Indoor walking options should be suggested to
    campaign participants to help overcome the weather barrier.

   Ohio Valley Medical Center– Not only was OVMC one of our largest worksite
    participants in WHEELING WALKS, but their established network of worksite
    wellness programs provided a great place for us to incorporate speakers and guests to
    foster our walking events. In addition, their physicians were very helpful in
    spreading the word about walking to their patients.

   Wheeling Medical Park – This was a great place to hold meetings and gather
    walkers to participate in our events. Their physicians were also very helpful in
    spreading the word about walking to their patients.

   Wheeling Civic Center – Fortunately, the Wheeling Civic Center was always willing
    to let us use their resources for media events. The set-up crew worked efficiently and
    had the needed resources (a podium and sound system).

   Local Sports Organizations –Local school teams can add numbers to walking
    events. However, getting professional or semi-professional teams involved in the
    walking campaign can add both a boost to the walk and to the teams’ events. For
    example: We held a family walk at the Wheeling Civic Center before an Ohio Valley
    Greyhound semi-professional football game. More than 40 walkers joined with the
    players for a pre-game walk. The incentive for participating: Greyhound fans could
    get reduced price tickets if they were wearing their walking shoes and participated in
    the pre-game walk.

   Ohio University Eastern – Ohio University Eastern provided student volunteers.
    Students in the health sciences and nursing classes could earn class credit by
    volunteering at our events. These essential volunteers increased attendance and added

   Wheeling Chamber of Commerce – The Chamber of Commerce was essential in
    adding flare to our events. If you need a “big pair of scissors” and ribbon to cut, or an
    easel to put up a sign, it is great to have friends in high places!

   School students/ teams - Once again, sports teams increase event attendance and
    give the walk a competitive look. In addition, student athlete participation many
    times leads to parent participation.

   “Movers and Shakers” in the Community – Keep your eyes on the local media.
    There are people in the community who love to be involved. Contact them.

   Our experience: Without even advertising, we had our first person, Nancy Toto,
    sign-up for the campaign. Nancy Toto is a breast cancer survivor who walks
    regularly for various causes. She generates her own publicity by volunteering for
    many projects. Once she became a WHEELING WALKS participant, we made sure
    she had a T-shirt. She happily wore the t-shirt to many other events where she always
    got press. And as we go to press 16 months after the WHEELING WALKS Kick Off,
    Nancy has not missed a day of walking 30 minutes.

Staff Responsibilities to the Volunteer Network
1. Prepare a standard “Meeting /Events Tool Kit” and take it to every meeting of
   volunteers as well as to other meetings and event. Having such a Tool Kit makes it
   possible to have the items you will need together in one place when you need them.
   This also ensures that the items you need to collect important information at each
   meeting or event (sign-in sheets, etc.) are ready and conveniently available that the
   coordinator can attend to the task at hand rather than having to scramble around at
   the last minute to take care of some important detail.

     The Coordinator’s MEETINGS / EVENTS TOOL KIT (Appendix 6-d, pg 159)
     includes the following:

           -A Campaign Information Packet (see Appendix 4-a, pg 83) with the:
                 -Campaign Information Sheet
                 -Campaign Schedule of Events
                 -Campaign Registration Form
                 -Campaign Endorsements
                 -Campaign Sponsors and information
                 -Sampling of Past Press Articles on the Campaign

           -Your business card (Appendix 6-a, pg 156).

           -Guest Sign-In Sheet (Appendix 6-b, pg 157).

           -Media Sign-In Sheet (Appendix 6-c, pg 158).

           -Supplies that come in handy at any meeting you are in charge of:
                       Clear, masking, and duck tape
                       Legal pad(s)
                       T-shirts for sale
                       Cash Box
                       Pencils
                       Water
                       Ice

2. For this volunteer recruiting meeting, also prepare and take copies of a Campaign
   Information Sheet (see Appendix 4-a, pg 84) and TIPS on Walking (Appendix
   5-e, pg 130).

3. Form and maintain a work crew. Choose individuals that are willing to provide

4.   Invite the volunteers to events. An invitation will make them feel important to
     the campaign and give needed support.

5.   Identify a spokesperson for the group. Use this person for press events.

     Note: Be sure to review the campaign Talking Points with the spokesperson in
     advance of the meeting. (See Appendix 4-d, pg 112 for Model Talking Points.)

Tips for Keeping Volunteers
   Ask volunteers to attend campaign meetings.

   Invite volunteers to breakfast or lunch meetings. Keep them informed and make them
    feel important, BECAUSE THEY ARE!

   Show appreciation for their efforts at all events. Recognize and introduce your
    volunteers, give certificates of appreciation, when appropriate, and send thank you
    notes. (See Appendix 6-e pg 160, for sample “thank you.”)

   Provide people with meaningful opportunities to contribute. Many folks want to be
    counted on.

   Provide options for volunteers. We all know of the higher-powered attorney who only
    want to stuff envelopes! They have made enough decisions in their day job!

   Say “thank you” again. Be specific with your words of appreciation.

                         Isn’t it time you started walking?

CHAPTER 6 Appendices

Appendix 6-a: Campaign Business Card………………         156
Appendix 6-b: Sign-In Sheet for Volunteers…………..   157
Appendix 6-c: Contents of Coordinator’s
               MEETINGS / EVENTS TOOL KIT……..      158
Appendix 6-d: Media Sign In Sheet……………………..        159
Appendix 6-e: Sample Thank You Note………………..        160

WHEELING WALKS business card   Appendix 6-a

                                                         Appendix 6-b

                 Guest Sign-In Sheet
Name of Event:      [   Volunteer Meeting ]
Location:           [Wheeling Civic Center ]
Date:               [    April 17, 2001   ]

Name        Organization E-mail                Address   Phone #

                                                                Appendix 6-c


   Campaign Information Packet (same as Appendix 4-a)
                -Campaign Information Sheet
                -Benefits of Walking
                -Walking Facts
                -Campaign Schedule of Events
                -Campaign Registration Form
                -Campaign Endorsements
                -Campaign Sponsors and information
                -Sampling of Press Articles on the Campaign

   Your business card (Appendix 6-a).

   Guest Sign-In Sheet (Appendix 6-b).

   Media Sign-In Sheet (Appendix 6-c)

   Campaign items
         -Campaign banners
         -Campaign scrapbook of newspaper clippings, event pictures, etc.
         -Give-away items
                 -event information sheet/flyer
                 -flyers on upcoming walking-related event sponsored by others
                 -materials/books (Mark Fenton/Rob Sweetgall)
                 -campaign t-shirts
         -and, if appropriate and convenient, items to sale and cash box
                 (books, pedometers, other t-shirts)

   MISC. SUPPLIES (handy for any meeting you are in charge of):
          -Name tags and string
          -Clear, masking, and duck tape and
          -Duco Stik-Tak (to hang posters, signs, etc.)
          -Legal pad or two
          -Pencils and markers
          -Water and ice for table workers
          -Poster board for impromptu signage
          -String/rope for campaign banners, etc.

                                                           Appendix 6-d

             Media Sign-In Sheet
Name of Event:     [   Volunteer Meeting ]
Location:          [Wheeling Civic Center ]
Date:              [    April 17, 2001   ]

Name        Organization E-mail               Address   Phone #

                                                                          Appendix 6-e

                              NEWS FLASH!

         MOREOVER, ON THE FIRST DAY--IT SNOWED!!!!!!!!!!!!!!

                        Thank you
We are sending this to thank you for your essential help with the
WHEELING WALKS 30 Minutes or More Kickoff. We are grateful to have
you on board for the campaign and recognize that your contribution has
almost guaranteed that this important project will be a success. Please accept
our heartfelt thanks.


Dr. Bill Reger     Holli                       Debbie                Theresa
Program Director   Local Program Coordinator   Program Facilitator   Program Assistant


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