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Sample Thank You Letters for Retirement Gifts document sample
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COORDINATING A BENEFIT/WELLNESS FAIR
Prepared by
Sherrie Burbank, Senior Human Resources Analyst
City of Tigard
PREPARING FOR THE FAIR
EMPLOYEE BENEFIT/WELLNESS FAIR
ACTION LIST
Completed Task Target Date Responsible
Schedule Fair date and time
with CIS (Recommend
scheduling a year in advance)
Determine color/theme
Determine and order HR
“freebies”
Schedule flu shots w/ LVNA
Compose invitation letter and
response questionnaire to
benefit providers
Revise provider address list
Send preliminary invitation
letters and questionnaires to
benefit providers
Forward RFA to PW for
assistance w/ room set-up/tear
down
Determine events
Review Budget
Discuss program options with
Jan from EBS
Check w/ Gary re: Safety
Committee participation
List tasks for Estella w/ target
dates
Determine room decorations &
snacks
Determine need for volunteer
and submit request to Susan if
necessary
Follow-up with those providers
who have not submitted
response forms
Notify Exec Staff of Fair/Flu Shot
Clinic date
Publicity announcements
- Memo from Bill
- Invitations
- E-mail reminders
Completed Task Target Date Responsible
Temporary Business License
- Marlene
- Health Incentives
- Phyllis
- Carole
- Conrad
Determine City door prize (if
any)
Schedule additional date for
AETNA meetings
Schedule additional date for
ICMA meetings
Send confirmation letters and
maps to provider participants
Determine schedule for set-up
and task assignments for HR
Distribute HR assignments to
HR staff
Request “Welcome” banner for
door
Determine room configuration
Order balloons
Request signage for tables and
door prizes
Prepare HR handouts
Prepare Provider nametags
Remind Estella/Loreen to bring
in Thera-ball
Prepare retirement sign-up
sheets
Set-up/Tear down
E-mail to staff regarding door
prize winners
Thank you letters to providers
Debriefing
Set Date/Reserve Rooms for
next year
(Provided By City of Tigard)
EMPLOYEE BENEFIT/WELNESS FAIR BUDGET EXPENSES
TOTAL BUDGET AVAILABLE $3,000.00
- Event (approximately $2,750.00)
- Food/Decorations (approximately $250.00)
Projected Budget Actual Budget
Massage Therapy $250.00 $200.00
Naturopath $250.00 $200.00
Acupuncture $250.00 -0-
Fitness Expert $250.00 $200.00
Long-Term Care -0- -0-
Yoga $250.00 -0-
Nutrition $250.00 -0-
Wellness Screenings – 30 @ $25.00 ea $750.00 $750.00
$2,250.00 $1,350.00
Giveaways (250 @ $1.99 ea) $398.00 $398.00
Door Prizes $100.00 $0.00
- Gift Certificates ($25.00 each)
Food/Decorations $252.00
- Decorations ($50.00) $55.00
- Balloons ($35.00) $40.00
- Food ($215.00) $175.50
$270.50
TOTAL $3,000.00 $2,018.50
BALANCE $981.50
(Note: The expenses identified in this example are not based on actual budget expenses)
(Provided by the City of Tigard)
IDENTIFYING THE EVENTS
AND INVITING THE PROVIDERS
EMPLOYEE BENEFITS/WELLNESS FAIR
November 14, 2002
11:00 a.m. to 3:00 p.m.
Water Building
Medical/Prescription/Vision/Dental
Deferred Comp (457)
City-Sponsored Retirement Plans
Financial Planning
Fitness Expert
Flexible Spending
Life/Long Term Disability Insurance
Long Term Care
Credit Unions
Employee Assistance Program (EAP)
Seated Massages
Wellness Screening:
Blood Pressure Screening
Cholesterol and Glucose Screening
Pinch and Grip tests
Body Fat tests
Naturopathic Services – Free Cardiovision Screening
Nutrition – Healthy Snacks and Lunches
Safety-Related Information
Snacks (including fresh popcorn donated by Aetna)
Door Prizes
Handouts
Flu Shot Clinic – 11:30 a.m. to 1:30 p.m.
(Provided by City of Tigard)
Date
Vendor Name and Address
Dear :
The City of Tigard would like to invite you to participate in this year’s Employee Benefits/Wellness
Fair. We’ve scheduled our fair for Thursday, November 14, 2002, from 11 a.m. to 3 p.m. in the
Tigard Water Building located at 8777 SW Burnham.
The objective of the City’s fair is to enhance employee awareness of their benefits and the
respective service providers, and to encourage an environment of wellness within our
organization. This should also be your objective when considering whether or not your company
will participate in this year’s fair.
In the past participants have generously provided door prizes, free gifts, sample products, etc.
Since the City of Tigard has some specific guidelines related to accepting gifts, I thought it might
be helpful to share some of these with you:
The City is not asking for any special treatment. In fact, we ask that you treat the City of Tigard
as you would any other public or private customer. Door prizes, gifts, sample products, and/or
discounts need to be typical of the type you would give away at other benefit fairs or
promotional events that are open to the public at large.
Door prizes must be less than $100 per company/organization. You have the liberty of
deciding the nature of the door prize(s). The City will handle coordination of door prize
drawings with recognition given to each of the participating providers. In order to prepare this
recognition, please note on the attached response form if you plan to furnish a door prize.
The same criteria needs to be used for any discounts, free samples, or gifts. Our definition of
“free” includes such items as pens, tablets, magnets, etc. -- feel free to use your imagination.
Although the City will be providing some snacks for the fair, if you wish to provide treats at your
table that would be fine.
In order to confirm your participation and to identify your space needs, I ask that you complete the
enclosed form and return it to me by October 4, 2002. This form will assist us in determining how
to configure the room. It is important for you to identify equipment that you want the City to
provide. In the past we had several providers with full-table displays; unfortunately, due to our
limited space we are not able to accommodate these displays. In fact, in most cases you will be
limited to about 4 feet of table space. Please plan to furnish your own extension cord if it is
needed for your display or table; this will assure that power can be provided to your display area. I
will attempt to accommodate all of your needs; however, if I am unable to do so, I will contact you
in advance so we can discuss other available options.
Remember -- the fair is an information-sharing event so any handouts regarding your programs
and services or promoting wellness will be very useful. We would like employees to leave with
information they can use as a future resource. Staff also enjoys interactive activities so please
keep this in mind as you prepare for our fair.
We are very excited about sponsoring this annual Benefits/Wellness Fair for our employees and
believe your company will be an integral part of its success.
If you are unable to attend or you are not in a position to authorize your company’s participation in
the City’s Benefits/Wellness Fair, please refer this letter to the appropriate person. I’d also
appreciate a telephone call right away so that I can follow-up on our request.
I look forward to having the opportunity to work with each of you on this project! Please give me a
call if you have any questions.
Sincerely,
Enclosure
(Provided by City of Tigard)
EMPLOYEE BENEFITS/WELLNESS FAIR
Date
Time
Company Name
Address
Benefits Fair Contact Person
Phone Number
E-Mail Address
List of Attendees for Name Tags
Briefly explain what your participation will entail
Furnish door prize? Yes No
Materials needed (please check appropriate boxes):
Table Size ____________ Chairs How many
Overhead White Board
Flip Chart Electrical Outlet
Other (please identify)
PLEASE RETURN THIS FORM BY DATE
(Provided by City of Tigard)
Date
Vendor Name and Address
Dear :
Thank you for agreeing to participate in the City of Tigard’s Employee Benefits/Wellness Fair on
November 14, 2002 from 11 a.m. until 3 p.m. We are excited to once again make this event
available to our employees and are happy that you accepted our invitation to participate!
The City will be actively publicizing this event, but obviously we will not know what to expect in the
way of attendance until the actual day of the event. As a point of reference … last year we had
over 130 employees attend this four-hour event. We hope to have the same level of attendance
again this year.
The Fair will be held in the auditorium at the Tigard Water Building at 8777 SW Burnham in Tigard
(the corner of Burnham and Hall Boulevard). If you need directions, please give me a call.
When you arrive, someone from Human Resources will be on hand to direct you to your table
location. The City will also provide identification for your table as well as a name tag for everyone
at your table as long as you notify us in advance. If you haven’t already notified us of the names for
the name tags, we need to have a list by November 8 th. We will use first names only unless you
specifically request something different. You can contact me either by phone at 503-718-2414
(leave a message if necessary) or by e-mail at sherrie@ci.tigard.or.us. In order to assure that we
spell the name correctly I ask that if you leave me a voice message you spell out any name that
might be uncommon or have multiple spellings.
City staff will have the room set up by 10:30 a.m. This should allow you plenty of time to set up
your individual area before employees start arriving for the Fair at 11:00 a.m. Since we have
notified employees that contributors will be available to meet with them from 11:00 a.m. until 3:00
p.m., I ask that you don’t start dismantling your area until that time. If for some reason you need to
leave earlier than 3:00 p.m., please give me a call before October 24, 2002 so that I can make
sure employees are aware of this timeframe when we start publicizing the event.
Remember – the Fair is an information-sharing event so any handouts regarding your programs
and services or promoting wellness will be very useful. We would like employees to leave with
information they can use as a future resource. Don’t overlook interactive activities – employees
seem to enjoy participating in these types of events.
General Information
Several employees attend the Fair in conjunction with their lunch hour so please keep this in
mind as you consider your lunch options. Please don’t leave your area unattended during the
lunch hour. A refrigerator and microwave are available in an adjoining room if you would like to
bring a lunch with you.
Although the City will be providing some snacks for the Fair, if you wish to provide treats at
your table that would be fine.
The City will be holding its annual flu shot clinic the day of the fair. Please feel free to
participate at your own expense ($20.00). Since the clinic is co-sponsored by Blue
Cross/Blue Shield and Legacy Health Services, anyone with Blue Cross/Blue Shield coverage
can receive a free shot as long as they show their health card.
The City will again be offering cholesterol and glucose screenings for employees only. As
much as we would like to extend this opportunity to each of you, we are unable to do so.
However, you can take advantage of the free blood pressure and body fat tests.
For those providers bringing door prizes this year, please feel free to keep the door prize at
your table so our employees can see them as they attend the Fair. As in the past, the City will
coordinate the door prize drawing at the end of the day rather than having individual provider
drawings. Please feel free to stay for the drawings after the Fair concludes at 3:00 p.m.
If you have any questions, please give me a call. Thanks again for agreeing to participate in this
year’s Fair – it should be a fun time for both you and City employees!
Sincerely,
(Provided by City of Tigard)
SETTING UP THE EVENT
TASK LIST
HUMAN RESOURCES STAFF
Task Target Date Lead Person
Determine snacks including 10/15/02 Estella/Sherrie
drinks
Determine snack supplies 10/15/02 Estella
Determine any additional 10/25/02 Estella
decorations
Purchase paper for posters 10/25/02 Sherrie/Estella
Posters 10/31/02 Estella
Employee invitations 11/01/02 Estella
Order balloons 11/06/02 Estella
List of table banners to Office 11/06/02 Sherrie
Services
List of door prize providers to 11/06/02 Sherrie
Office Services
Request door banner 11/06/02 Sherrie
Determine HR handouts 11/08/02 Sherrie/Estella
Purchase 2 red/white/blue 11/12/02 Estella
tablecloths (Snack & HR table)
Purchase additional 11/12/02 Estella
decorations
Purchase snacks and supplies 11/12/02 Estella
Prepare name tags 11/12/02 Estella
Insurance plan list of 11/12/02 Estella
employees in alpha by last
Transfer all decorations, 11/13/02 – 1:00 to 3:00 p.m. Estella/Sherrie/Cathy
snacks, & supplies to Water
Lunchroom
Set-up 11/14/02 – 7:00 a.m. Sherrie/PW
Decorations 11/14/02 – 8:00 a.m. sharp Estella/HR Staff
Pick up balloons 11/14/02 – 10:00 a.m.
Tear down 11/14/02 & 11/15/02 HR Staff
(Provided by City of Tigard)
BENEFITS/WELLNESS FAIR TASK LIST
FOR
THE DAY OF THE FAIR
Task Time Lead Person Assist
Set up tables 7:00 – 8:00 Sherrie Bldg. Maint.
Table cloths 8:00 – 8:30 Sherrie Cathy
Name banners 8:30 – 9:30 Sherrie Cathy
Decorations 8:00 – 10:30 Estella Nancy (Volunteer)
Pick up balloons 10:00 Office Services
Greet Providers 10:00 – 11:00 Sherrie Cathy
Pick up coffee from 10:00 Office Services
Starbucks
Set out snacks 10:30 – 11:00 Cathy Nancy (Volunteer)
Refresh snacks 11:00 – 3:00 Nancy HR Staff
Cover HR Table 11:00 – 12:30 Sherrie
12:30 – 2:00 Sherrie
2:00 – 3:00 Sherrie
Flu Shot Clinic 11:30 – 1:30 Kathy G.
Assistance
Record door prizes 3:00 – 3:15 Estella
Clean-up Sherrie Cathy & Estella & Bldg
11/14 3:15 – @ 4:00 Maint
11/15 @ 8:30 – 10:00
(Provided by City of Tigard)
TABLE BANNERS
(2 FEET LONG)
Oregon Central Credit Union
Public Employees Retirement System (PERS)
Regence Blue Cross/Blue Shield
Kaiser Permanente
Standard Insurance Company
(Life and Long-term Disability)
Health Incentives
(Nutritional Guidance)
City/County Insurance Services
Seated Chair Massages by Marlene Brewer
ICMA-RC
(401 and Deferred Compensation)
ING
(Deferred Compensation)
Magellan
(Employee Assistance Program)
Manley Administrative Services
(Flexible Spending Program)
Human Resources
Main Street Clinic – A Naturopathic Practice
(Cardiovision Screenings)
City of Tigard Safety Committee
Pearson Financial Group
(Financial Planning)
Master Care, Inc.
(Long-Term Care)
Washington County Credit Union
Cathy Hebert - Fitness Consultant
Employee Commute Options (ECO)
Incentive Program
ProActive Health Resources
(Cholesterol and Glucose Screenings)
(We print up name banners to put on the front of the participant’s table; we use colors and
decorations that are coordinated with our overall theme)
(Provided by City of Tigard)
DOOR PRIZES
(Table Tents – 8-1/2” x 11” – Landscape)
Provided By – Magellan EAP
Provided By – ING
Provided By – ICMA-RC
Provided By – Kaiser Permanente
Provided By – Standard Insurance Company
Provided By – Oregon Central Credit Union
Provided By – City/County Insurance Services
Provided By – City of Tigard Safety Committee
Provided By – City of Tigard
Provided By – Manley Administrative Services
Provided By – Regence Blue Cross/Blue Shield
Provided By – Washington County Credit Union
(We print up table tents with coordinating paper and ask that the providers display the door prize
they are providing on their table)
(Provided by City of Tigard)
MISCELLANEOUS SIGNS AND BANNERS
POPCORN BY ING
(A Popcorn graphic would be nice for this small sign – 8-1/2” x 11”)
FLU SHOTS
Legacy Visiting Nurse Association
(A graphic would be nice for this small sign – 8-1/2” x 11”)
MANLEY ADMINISTRATIVE SERVICES
Flexible Spending Open Enrollment Meetings
December 3, 2002 from 9:00 to 10:00 a.m. in Town Hall
December 12, 2002 from 2:30 to 3:30 p.m. in Water Auditorium
(Small sign – 8-1/2” x 11”)
ICMA Retirement Meeting Sign-up Sheet
ING Deferred Compensation Meeting Sign-up Sheet
WELCOME -- BENEFITS/WELLNESS FAIR 2002
DOOR BANNER (3 feet in length)
(We print any additional signage using coordinated paper or colors to recognize special
contributions and enhance communication about upcoming events or locations of Fair events)
(Provided by City of Tigard)
LIST OF NAME TAGS
(Providers and Staff)
Angie
Barb
Barry
Carole
Cathy
Claire
Conrad
Dan
Donna
Dr. Eileen Walsh
Estella
Gary
Glen
Hank
Jan
John
Julia
Karen
Kathy
Laura
Mac
Mark
Marlene
Melissa
Nancy
Nathan
Pam
Pennie
Phyllis
Sandy
Sheri
Sherrie
Tammi
Wendy
(We print our own name tags for each participant so that we can coordinate it with the overall
theme of the Fair)
(Provided by City of Tigard)
FAIR PROMOTION
POSTER INFORMATION:
EMPLOYEE BENEFITS/WELLNESS FAIR
November 14, 2002
11:00 a.m. to 3:00 p.m.
Water Building
Credit Unions:
Oregon Central Credit Union
Washington County Credit Union
Retirement Programs:
Public Employees Retirement System (PERS)
ICMA-RC (401 and Deferred Compensation)
ING (Deferred Compensation)
Health and Wellness:
City/County Insurance Services (Pinch and Grip Tests)
Kaiser Permanente (Body Fat Testing)
ProActive Health Resources (Cholesterol and Glucose Screenings)
Regence Blue Cross/Blue Shield (Blood Pressure Screening)
Life and Long-term Disability:
Standard Insurance Company
Nutritional Guidance (Healthy Snacks and Lunches):
Health Incentives – Pam Walker
Seated Chair Massages:
Marlene Brewer
Employee Assistance Program:
Magellan Behavioral Health
Flexible Spending Program:
Manley Administrative Services
Naturopathic Services and Cardiovision Screenings:
Main Street Clinic – A Naturopathic Practice – Dr. Eileen Walsh
Financial Planning:
Pearson Financial Group – Conrad Pearson and Staff
Long-Term Care:
Master Care, Inc. – Melissa Thorne
Fitness Consultant:
Cathy Hebert
Employee Commute Options (ECO) Incentive Program
Snacks
Door Prizes
Flu Shot Clinic (11:30 a.m. to 1:30 p.m.):
Legacy Visiting Nurses Association
Safety-related Information
(We design posters and place them in prominent locations throughout all City buildings. In
additional we communicate through e-mail to all staff. In the past we have also sent out individual
invitations to all employees; these invitations also double as the employee’s door prize entry.)
(Provided by City of Tigard)
FOLLOW-UP
Date
Vendor Name and Address
Dear :
Thank you for taking the time to participate in the City of Tigard’s 2002 Employee
Benefits/Wellness Fair. It was another successful year! Once again we had an overall increase in
employee participation this year. In fact, we had over 50 percent attendance – approximately 150
employees in all!
As usual the wealth of information provided by you and your respective companies was both
informative and useful. I also want to thank you and your company for providing free samples,
information brochures, door prizes, etc. Our employees were very appreciative.
I’m already thinking about next year’s fair. I would appreciate any ideas you might have for making
the event even more successful next year. Each year seems to get harder when trying to come up
with new wellness-related ideas to present to our employees. I haven't scheduled the date for next
year yet – I’m thinking about dates around the latter part of October or the first part of November.
As in the past, I like to coordinate the Benefits/Wellness Fair with our annual flu shot clinic since in
the past this has been a successful approach for assuring employees will get their flu shot.
Thanks again for your commitment and support. The fair is such a fun way for our employees to
learn more about their benefit package and providers along with having exposure to alternative
means of health care.
Sincerely,
(Provided by City of Tigard)
EMPLOYEE BENEFITS/WELLNESS FAIR
DOOR PRIZE WINNERS
Door Prize Donated By Employee Division
Cookbook & Cooking Blue Cross/Blue
Mitts Shield
Sports Bag w/ Gifts & City/County Insurance
Water Bottles
Starbucks Mug & ICMA
Coffee Mints
Boom Box ING
Umbrella ING
Umbrella ING
Flashlight & Umbrella Kaiser Permanente
Handpainted Pottery Magellan EAP
with Gifts
Starbucks Mug & Gifts Manley Administrative
Services
Newport Bay Gift Newport Bay/
Certificate City of Tigard
$25 Gift Certificate to Oregon Central Credit
Oregon Central Credit Union
Union
$25 Gift Certificate to Oregon Central Credit
Oregon Central Credit Union
Union
Snowflake Lantern Standard Life
Insurance
Snowman Nightlight Washington County
Credit Union
(A couple days after the fair we send out an e-mail notice to all employees letting them know who
won door prizes and how to claim their prize.)
(Provided by City of Tigard)
BENEFITS/WELLNESS FAIR DEBRIEFING NOTES
12/02
Consider for next year:
- Hearing (schedule right away)
- Acupuncture
- Naturopath – Dr. Walsh was well received
- Chiropractor
- Screenings – Cholesterol, blood pressure, glucose
- Strength endurance and lifting box
- Dietician
- Nutritionist – Pam was unable to attend
- Yoga
- Mood dots (from EAP) – Enjoyed by all!
- Get input from Jan Nolan (EBS)
- Fitness Expert – people enjoyed having Carole
- Emphasize to PERS that we want someone to be available for the entire time and to
remain within site of their station
Flu Shot Clinic:
- Make sure to get written confirmation
- Schedule at earliest possible convenience (Minimum of 2 hours)
- Reserve 90+ vaccines
- Arrange to have staff person(s) available to assist
- Provide staff with a list of the employee names and health plan numbers
Food:
- Sunmaid Fruit Snacks – 2
- Planters Peanuts – 2
- Gardetto – 1
- Toasty Peanut Butter Crackers – 1
- Goldfish crackers – 1
- Laguna FF – 1
- Trail Mix – 1
- Yogurt Bars – 1
- Cheese & Peanut Butter Crackers – 1
- Water – 64 Bottles
- Fruit Juice – 3 Cases
- Popcorn was a success!!! Let's think of something different; i.e., cotton candy
- Starbucks coffee – 4 coffee travelers were too much for just having available to providers.
Either consider for all employees or cut back for providers
Expenses:
- Make sure to keep copies of all receipts in Fair file for budget planning
Decorations:
- Four dozen balloons; try to get 2 or 4 mylar balloons that match the theme
- Tablecloths from Costco with decorated tablecloths for HR and snack table
- Could use white tablecloths for everyone with colorful banners and decorations
Room Configuration:
- Be sure to check requests for outlets
- Priority for outlets to be used for screening equipment; 2 nd priority for computers
- Phones are not to be considered a necessity for the provider; have a phone at the Human
Resources table available to providers and staff
- Try to arrange the room so that competing providers are not located together
- Have a back-up configuration option in case someone is unable to attend
Miscellaneous:
- Balloons can't be picked up until around 10:00 a.m.; have Office Services pick up
- Get all name tags done two days before the event
- Establish a task list with projected deadlines for Estella
- Transfer decorations and all fair supplies over to building no later than the day before the
event; schedule Estella to help
- Schedule all rooms through Noon the day following the event so we have plenty of time to
clean up
- Request vacuuming of auditorium through RFP process for after the event; popcorn was a
mess
- Consider establishing a set-up timeline to assure that HR staff is available and in the right
place when needed -- all staff should immediately report to the auditorium when they arrive
the morning of the event
- Consider establishing a coverage schedule; didn’t work this year but Estella was available
all day
- Ask for assistance from a volunteer specifically to help set-up and restock snacks
- Explain role expectations and the reason for their role/task assignment to Human
Resources staff and/or volunteers
- Consider gifts for providers (especially those who don't receive any type of payment)
- Schedule with CIS as soon as have date decided for the next year
- Make sure there is appropriate help to clean up the day after the event
Business Tax
- All providers must have a business tax to participate within the City. Check with Finance
before making arrangements with providers to discuss the procedures.
(Provided by City of Tigard)
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