Gingerbread Run 5k Team Leader Kit

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3 Gingerbread Run 5k Team Leader Kit What this kit includes: Role of the Team Leader Step-by-Step Instructions for Team Leaders: How to Recruit Winning Teams! Letter Writing Keys to Success How to Hold a Successful Company Rally Fun Fundraising Ideas Matching Gifts How to Register your Team Online Online Fundraising Give Kids The World Information Sheet

4 Role of the Team Leader Build a team of runners/walkers made up of employees, family members and friends. All types of people can be great team members. Be sure to include anyone in your life who has had a child with a lifethreatening illness. Be sure to emphasize that the Gingerbread Run 5K is an opportunity for them to make a difference in the life of a sick child and seek people with different connections to widen the circle of donors. Team members do not have to live in Central Florida, or be available the day of the event. We offer a Virtual Runner option in which we will mail the medal to each participant. Your biggest supporters could be from anywhere around the world, so include everyone in your team efforts. Equip your team to achieve intended goals. Give background information about Give Kids The World to all of your team members and show them a Give Kids The World video. Make sure you understand how to use your online participant center and explain the benefits of it to your team members. We have provided templates for participants to use or customize in asking for donations and thanking their donors. If you ever have any questions, please contact Meredith at Ext Develop a vision/plan for your team. Set financial goals for your team. Make your goal challenging, but realistic, and try to set your goal higher than the previous year s goal (if you are a returning team). Share with the team the incentives for reaching different levels of fundraising. Work with individuals to set up their individual fundraising goals and fundraising pages. Show them how easy it is to setup their fundraising page and to send s through their participant center. Communicate with your team regularly. Hold meetings or touch base via phone or to discuss fundraising ideas and keep your team informed about your progress. Share inspiring stories about Give Kids The World with them. Make sure to share with your team any promotions or contests Give Kids The World has announced through Facebook or . Hold wrap up meetings after the event to debrief and discuss plans for next year. Raise money online through the Gingerbread Run website at Maximize company revenue through matching gifts, department challenges, vendor sponsorships; recognize the top fundraiser by department as well as an individual within the company. Coach and motivate your team for success. Challenge your team members; maintain a competitive spirit and a desire to be the #1 team at the event. Make sure you share with them the incentives for top team fundraising as well as individual prizes. Having your own team tent is a great incentive! Thank your team for their participation. Consider ways in which you might recognize each person for his/her contributions at the end of the event. For example, you could send personal thank you notes or develop your own awards to honor team members. Remember to recognize your own contributions and keep in mind that each dollar raised provides a week s worth of magical activities, unforgettable moments and, most importantly, re-instilling hope for our precious wish families who are unable to afford this special vacation on their own.

5 Step by Step for Team Leaders How to Recruit Winning Teams! Get Organized Set a team goal and goals for each individual Find some people to help you people in different departments, offices, and/or neighborhoods who can encourage their co-workers, families and friends to participate. Plan Fundraisers See if your company has matching funds. Contact your human resources department and ask whether or not they will match your team s pledges. Include an article about Give Kids The World Gingerbread Run 5k in your company newsletter. Spread the Word Place registration information in central, well-traveled locations and let co-workers know where they can go to register. Be sure that participants can contact you directly so you can keep track of your team members. Hang Gingerbread Run 5K posters around your place of work. Add your name and business phone number so people can contact you to join the team. Think of ways to get people excited about running/walking! Promote friendly competition between departments or plan an informational meeting at your next company event. Contact your HR department about how the 5K fits into your company s wellness plan. Some companies are able to cover registration fees for team members. Use your Network Use Facebook, LinkedIn , voic , memos, paycheck stuffers, bulletin boards, and word-ofmouth to let everyone know about the Give Kids The World Gingerbread Run 5K. Promote personal fundraising pages and online donations. Put extra flyers in your co-workers mail boxes. Invite them to bring a friend or family member. What meetings are coming up? Try to get on the agenda. Set up a Gingerbread Run 5K information table near the cafeteria to sign up walkers during lunch. You could also sell gingerbread cookies to fund-raise for your team. Keep in Touch Hold team meetings to get energy flowing and to brainstorm ideas to get more teammates. Set aside a few minutes each day to call or meet with one or two people who have promised to participate. Remind them of the urgent need to collect their pledges. Share fundraising ideas with your team. Build Team Spirit Plan a fundraiser with friends and family. Coordinate team shirts to wear for the race.

6 Rounding the Bend Are your key team partners helping you meet your goals? Share more fundraising ideas. Get together and plan one last big fundraiser. Continue to encourage online fundraising. Highlight how close to goal your team is as well as individuals to their goals and help to encourage that last effort. The Home Stretch Send last minute reminders- Facebook, Linked In, , voic , or flyers. Review the location of your meeting place at the event, and remind all participants to bring their donation envelopes. Encourage teammates to attend packet pickup and bring their donations with them. Make copies of the directions to both parking locations for your team members and make sure they know to prepare time for riding the shuttles. Congratulations! You Made a Difference! Send a press release with your team photo to your company newsletter. Send out thank you notes to team members for a job well done! Collect any contributions that were not handed in on event day and mail to the address below. Check to make sure that all team members matching gift forms have been filled out correctly and mailed. Please send any Gingerbread Run 5K donations to: Give Kids The World/Gingerbread Run 201 South Bass Road Kissimmee, Florida 34746

7 Letter Writing Keys to Success Fast Fundraising How to Raise Lots of Money with a Letter Writing Campaign Compose a one page letter. Write your letter as if you are sending it individually to a close friend. Use a computer. Copy it twice. Adjust one copy to be sent via the other for regular mail. Include a preface that, as a friend, you thought they would be interested in this important cause. Send it to EVERYONE who has ever sent you something! For the s, blind copy (bcc) them all. That way they don tsee who else is receiving your note. This can result in more than 100 s. Balance fact with feeling. Include what the Gingerbread Run is and what Give Kids The World is (fact); why you are involved and what it means to you (feeling); where and when your event is (fact); remind them to seek a company gift-match if offered. Early on, make the ask. Don t limit your donors, but ask for a specific range. Ask for $10, $20, $50 or whatever your budget will allow. Give a 10-day deadline for response. People respond when there is a sense of urgency. Tell them to write the check to Give Kids The World and send it to your address. Write up envelopes for everyone who will not receive an . This is a great activity to do in front of the TV. Copy the letters before stuffing into the envelope; handwrite the person s name in colored ink, with a quick line, Hope you can support me. Sign it to add the personal touch. Mail the letters. (Yes, you will be out-of-pocket for the postage and copying costs, but they are minor compared to the return and, of course, the cause.) Send the s. Share sample letters with your team members to help them get started (see sample letter example). Now sit back and watch the checks roll in. And they will. Send a brief handwritten thank you to everyone who responds immediately upon receiving the check. Make sure to follow up with anyone you haven t heard from. It takes an average of 3 asks for someone to write a check.

8 Sample Solicitation Letter To reach your fundraising goal, try sending a letter like this to your friends, family and associates, requesting their support in raising funds to bring more children to Give Kids The World to make their wishes come true. It s a great tool to use in addition to your face-to-face request for donations and online fundraising. Dear (Name), On Saturday November 14th, I ll be participating in the Give Kids The World Gingerbread Run 5K. Give Kids The World is a non-profit organization that exists only to fulfill the wishes of all children with life-threatening illnesses and their families from around the world to experience a memorable, joyful, cost free visit to the Central Florida attractions. Unfortunately, the need to house more families continues to grow as more and more children are being diagnosed with life-threatening illnesses each day. I m writing to ask for your support, so together we can help make more wishes come true. Helping is very easy. Simply make a donation to Give Kids The World and I ll do the rest! My personal goal is to raise (YOUR DOLLAR GOAL). Your donation of $25, $15, $10 or whatever you can afford would be so appreciated. Not only will you help me achieve my goal, but you ll help bring more deserving children and their families to enjoy Give Kids The World. Please complete the information below and return the form to me with your donation. The Gingerbread Run is quickly approaching, so please return to me as soon as possible. Thank you in advance for your support of Give Kids The World. Together we can make a difference in the life a child. (Your Name Here) YES, I m happy to support your efforts in the Give Kids The World Gingerbread Run 5K. My donation is enclosed. Please make checks payable to Give Kids The World/Gingerbread Run $25 $15 $10 $5 Other:$ Please return this form, along with your check to: (Your mailing address here)

9 How to Hold a Successful Company Rally Hold the rally 8-10 weeks before the 5K. Begin promoting the rally at least a week in advance through internal company communications such as , memos, and bulletin boards. Display Gingerbread Run posters, brochures, purple balloons, etc. CEO support for the rally is very important. Get the CEO to welcome employees, make a statement of personal and corporate support for the event and announce walker and dollar goals. Schedule a time when the majority of employees will attend. Keep the rally to an hour or less. Make sure refreshments are provided by the company.- Have someone familiar with Give Kids The World speak about the Village and what it means to them or play the Give Kids The World video. (Video is available at Give Kids The World. Contact Meredith at ext 4538 ) Have company leader(s) provide event details, date location and company events. Have company leader(s) discuss your team s goal and offer tips for fundraising. Have company leader(s) recognize team leaders and ask runners/walkers to sign up. Have CEO thank everyone for their participation and encourage team challenges.

10 Fundraising Ideas Your creativity is one of the most valuable resources in developing a successful fundraiser. The more interesting, unique and interactive your fundraiser is, the more likely people will participate in it and contribute. To jumpstart your brainstorming, below are some popular fundraisers: Marathons of all kinds: walk-a-thons, bike-a-thons, dance-a-thons, bowl-a-thons. Favorite sports or hobbies provide participants with a great opportunity to test their endurance while collecting pledges for specified lengths of time, repetitions or skills. Sales and Games: Bake Sale, Barbecue Contest, Rummage Sale, Baby and Kids Resale, Yard Sale/Parking Lot, Board Game Tournaments, Book Club Fundraisers, Brown Bag Lunch Day, Premium Parking Space, Jewelry/Candle Parties. Sports Competitions: golf tournaments, 5K fun runs, softball tournaments, tug-of-war contests, etc. Cooking Competitions: cook-offs/bake-offs to determine best chili, ribs, brownies, pie, cookies, etc. Paper Icon Sales: suggested donations are $1, $5, or $10. Display in a visible location. Change for Children: collect change at a register or from a fountain. Creates awareness for GKTW as well. Workplace Giving: GKTW is a member of America s Charities and can participate in other campaigns. In most instances, employees can write in GKTW on pledge forms. Holiday Costume or Decorating Contest Employer Matching Gifts: ask at work if your company donates money to match your volunteer hours or donations. Dress Down Days: offer employees the opportunity to wear casual clothing in exchange for a donation to GKTW. Car Wash or Pet Bath Wish List Item Drive: select an item or items from the GKTW Wish List and ask donors to provide these gifts (toys, fabric for pillow cases, candy, etc.) Charity Night at a Local Restaurant: donate a portion of sales or ask diners to round up their bill to an even amount with excess benefiting GKTW. Employee Barbecue/Picnic Family Fun Day: solicit vendors to donate food items and door prizes. All meal and ticket sales go to GKTW. Potluck breakfast, lunch or dinner Theme Nights Auctions: live, silent, or ebay. Art auctions. Celebrity/Sports Star Autograph Signing Party To enhance the success of your program, consider integrating online and social media fundraising. Promote your fundraiser by creating an event on Facebook, tweeting about it on Twitter or using the social media tools in your participant center at gingerbreadrun.org. twitter.com/gktwvillage facebook.com/gktwvillage youtube.com/gktwvillage

11 Matching Gifts Many companies already have a matching gifts policy in which the company matches employees charitable donations with a corporate gift in the same amount. Encourage companies to match Gingerbread Run funds raised by employees. This provides motivation for the employees and doubles the company s total. Simply ask your HR department for the proper forms to fill out. How to Register your Team Online To get your Team registered online Visit and click on the Form a Team button Choose your registration type then follow the prompts to create your account and customized fundraising page. Get family, friends and co-workers to join your team Online Fundraising Visit to take advantage of tools that make successful fundraising a snap! Successful fundraising is easy if you have the right game plan! That s why Give Kids The World offers easy to use online tools to make fundraising and forming a team a snap! Online event information, registration, fundraising and reporting tools help participants exceed their goals. With your Gingerbread Run 5K online Participant Center you can: Organize a team and track its progress. Give supporters the opportunity to donate easily through a secure website. Use an easy template to make your own webpage and send it to everyone you know. Send weekly s to keep team members motivated.

12 Ice Cream Palace Castle of Miracles Alookatsome ofourmagical Vilagevenues. Matthew s Boundless Playground Gingerbread House Restaurant Amberville Train Station Give Kids The World gave us a chance to forget our day to day troubles and LAUGH! ~Taylor s Mom Our Mission. Give Kids The World (GKTW) is a nonprofit organization that exists only to fulfill the wishes of all children with life-threatening illnesses and their families from around the world to experience a memorable, joyful, costfree visit to Central Florida s attractions, and to enjoy the magic of Give Kids The World Village for as long as there is a need. Our beginnings. Henri Landwirth was a very successful hotelier who, like many other generous hotel owners, opened his doors to sick children and their families to help make their dream vacations come true. When one such child passed away before that dream could be realized, Henri recognized the need to make arrangements virtually overnight, so that no child would be denied his or her wish. GKTW was born in It operated from Henri s hotel until 1989, when he opened Give Kids The World Village, a very special resort for children with life-threatening illnesses and their families. All it takes is a wish. GKTW partners with over 250 Wish Granting Organizations (WGO s) around the globe that identify children with life-threatening illnesses wish children, as we refer to them whose one desire is to visit Central Florida s popular attractions. Those organizations arrange transportation to Central Florida and verify their medical status with a licensed doctor. GKTW fulfills the weeklong vacation in Central Florida by providing accommodations, donated attraction tickets, meals and much more. Facts. Since 1986, GKTW has served over 135,000 families from all 50 states and more than 75 countries. Each and every day, dedicated volunteers share their time and talents with the Village. More than 1,400 volunteer shifts are filled each week to help wish families experience their memorable vacation. GKTW maintains an administrative rate of just 7.7% well below the national nonprofit average. GKTW has consistently earned Charity Navigator s four star rating and was named the most fiscally responsible charity by Worth Magazine in 2010 and mainstreet.com in The Park of Dreams

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15 Notes: Thank you so much! We truly appreciate you becoming a Gingerbread Run Team Leader! Please remember that we are here to help you every step of the way, so please don t hesitate to give us a call if there s anything you need. For assistance please call: Meredith at ext or Merediths@gktw.org We look forward to seeing you at the Gingerbread Run 5K.

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