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2014

Campaign Coordinator

Resource Guide

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Table of Contents

Members of United Way’s Coordinator Council: Wendy Bowersox, Voith Turbo; Bryan Hill, Glatfelter; Angie Hartman, OSS

Health Not Pictured: Kathy Seilhamer, Met-Ed, A FirstEnergy Company; Erika Fleming, Community Progress Council

Message from 2014 Campaign Chair, Joe Rilatt …………...Page 3

Who We Are …………………………...………………………..Page 4

Impact of the Community Fund……….…….………………..Page 5

What is a Campaign……………………..……………………...Page 6

8 Steps to a Successful Campaign……..……………...............Page 7-8

What’s New in 2014……………………………………………..Page 9

Special Event Fundraisers…………………………..………....Page 10-11

Incentive Ideas………………………………………………….Page 12

Sample Campaign Materials………………………………….Page 13-19

United Way Information………………………………………Page 20-24

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A Message from the Campaign Chair I am honored to serve as the Chair of the 2014 United Way Campaign. The United Way

has been an important part of my life for over 20 years. My most memorable volunteer

experiences are associated with helping United Way Agencies and my community neighbors

directly. Some of those most significant experiences include:

Spending time with underprivileged elementary school students and introducing the joy

of reading to them as they explored a bookstore for the first time, ultimately having the

opportunity to purchase a book to call their own.

Painting rooms at the YWCA, so at-risk mothers and children have a safe and

comfortable place to meet with counselors.

Helping to prepare living quarters for families displaced by tragedy.

For me, the United Way is more than just an annual

fundraising campaign. It represents an opportunity to give back

to the community, whether through a monetary gift or through

the gift of time.

Many volunteering opportunities exist through the

Emerging Leaders Society, Women Living United and the

annual Day of Action, as well as agency review and allocations

committees. A core function of the United Way of York County

is to recruit and train volunteers who objectively review agencies

and programs, then ultimately recommend resource allocations

for the Community Fund. Those volunteers give their time to

ensure United Way dollars are making the most impact in the

community, specifically focusing on the areas of Education,

Income, and Health.

If you have given in the past, thank you! I hope you

consider contributing again this year and increasing your gift, if

possible. If you have never contributed, consider how your gift

can make a difference in York County. You can have

confidence that your contribution will be used to create

maximum impact towards the goal of improving our community.

Please join me in Living United!

Joe Rilatt, Fulton Bank

2014 Campaign Chair

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Who We Are United Way’s work centers around a commitment to making York County greater by supporting programs

that help individuals through:

Education - helping children and youth achieve their potential

Income - providing for basic and crisis needs and promoting economic stability

Health - improving people’s physical and behavioral health and access to care

Children who enter school ready to succeed are more likely to excel through the years and graduate. Indi-

viduals who graduate high school are more likely to earn better pay. Higher wages produce greater stability

for families, with more savings for higher education, healthcare and home ownership. Families with in-

creased resources are more likely to raise children ready to succeed in school and continue the cycle.

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Impact of the Community Fund

THE COMMUNITY FUND

PROVIDING SERVICES FOR NEARLY 1 IN 3

NEIGHBORS IN YORK COUNTY

The Community Fund is the most efficient

and effective way to make the greatest

impact in our community.

When workplace employees, companies

and individuals give to The Community

Fund through the annual campaign, United

Way is able to invest those donations in

72 programs supported by 36 Partner

Agencies.

This year, 62 volunteers spent

1,535 hours reviewing agency programs

to ensure all programs are making measur-

able impact.

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What is a Campaign?

What is a Workplace Campaign?

A workplace campaign is an easy way for your organization to show its commitment to the community and

gives employees the opportunity to improve people’s lives. Participation in a workplace campaign is not only a way

for companies to show their community support by allowing employees to donate through payroll deduction, it

empowers them with the ability to help 36 human service agencies in York County with only a few dollars a week.

What is a Campaign Coordinator?

A United Way campaign coordinator is an individual or team of individuals at a workplace who work to plan

and implement a fun, informative and successful United Way Campaign. A coordinator works closely with a United

Way representative to develop an effective campaign plan, set campaign goals, and determine a timeline that works

for your company.

Some responsibilities of a coordinator are:

Recruit a strong team of other employees to help you run your campaign.

Hold a United Way meeting that involves a United Way representative and agency speaker.

Provide information about United Way of York County to the employees.

Coordinate the distribution and collection of campaign materials and pledges.

Submit final reports and pledge forms to your United Way representative.

Thank campaign participants and donors.

What are the benefits of being a Campaign Coordinator?

Developing and strengthening leadership and organization skills.

Increased interaction with employees.

The opportunity to become directly involved in fundraising activities to help others in

the community.

Being recognized by United Way for you and your company’s effort and support.

Networking opportunities with other coordinators and key community leaders at events.

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8 Steps to a Successful Campaign 1. CEO Support and Involvement

Pledge a company gift (if applicable).

Commit to holding employee meetings.

Visibly and actively support the campaign.

Pledge a personal leadership gift.

2. Recruit a Campaign Committee

Include one person from each department on your committee. Involve labor

representatives if applicable.

Send the Campaign Coordinator and Committee to a United Way workshop.

3. Set a Goal and Track Results

Analyze past performance.

Set an ambitious goal that stretches your team. Goals can include dollars raised, percent

participation and/or Leadership Giving goals.

Advertise the goal.

Track and report progress.

4. Work with United Way Staff to Develop a Plan to Share United Way Information

Meet with United Way staff person to plan your campaign.

Use United Way campaign tools and materials.

Utilize United Way labor materials if your company has a union. A labor brochure insert is

available to showcase the support of United Way and Labor.

Secure resources for the campaign.

Incorporate fun actives and special events.

Build United Way awareness about the campaign and events through emails and letters

before, during and after the campaign.

Promote United Way’s Campaign Drawing prizes and any company incentives.

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5. Conduct a Leadership Giving Campaign (focus on gifts of $1,000 or more)

Hold special meetings to ask for Leadership Gifts.

Utilize United Way’s Leadership Giving materials.

Ask senior management to be Leadership Givers.

Discuss leadership giving at all employee meetings.

Provide special recognition for Leadership Givers.

6. Organize Volunteer Activities

Participate in the Day of Action.

Discuss United Way’s Giving Societies with employees. Giving Societies include;

Leadership Giving, Women Living United and the Emerging Leaders Society.

Encourage employees to join a United Way Allocations Panel or Agency Review Team.

Provide information about United Way’s Volunteer Center.

7. Make the ASK

Schedule 30-minute employee meetings to reach all workers.

Include an interactive presentation from a United Way representative.

Personalize pledge forms with employee names.

Ask ALL employees to give.

Ask all employees to return pledge forms, regardless of whether they donated.

Follow-up with all employees.

Ask employees to share personal experiences.

8. Thank, Recognize and Report Results

Report results to United Way and company employees.

Post internal thank you messages: signs, articles, and banners.

Conduct campaign debriefing with United Way and campaign committee.

Attend United Way Campaign Celebration and Awards event.

8 Steps to a Successful Campaign

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What’s New

BUILDING BLOCKS: Borrow a set of Education, Income and Health

Jenga blocks to play with employees. These blocks show the im-

portance that each focus area has on the other. Without one, individ-

uals and families cannot sustain a good quality life. Play the game

and see who can keep the structure up the longest.

Incorporate the game into your special events and campaign

meetings.

COMMUNITY FUND PRIZE DRAWING: United Way has added 2 new

prizes 2014 Prize Drawing. Below is a list of all the prizes for individu-

als who pledge a $156 or more, with a minimum of $156 designated

to the Community Fund:

Harley-Davidson 2015 Softail Fat Boy FLSTF Motorcycle

$1,500 Giant Gift Card

2015 York Revolution Season Dugout Tickets Valued at $1,260

$1,250 Apple Automotive Car Wash Gift Card - NEW

Garrick Jewelers, 14kt. White Gold Ruby & Diamond Pendant Valued at $1,099 - NEW $1,00 Bon-Ton Shopping Spree $1,000 VISA Gift Card, Donated by DOCEO

EMPLOYEE STICKERS: United Way has new “I Make York

County Greater” stickers as another material for coordinators

to use throughout the campaign. These stickers are given to

employees when they make their contribution to the United

Way campaign. This allows employee’s to show their support

along side their peers.

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Craft and Bake Sales This popular activity gives everyone a change to share their hob-bies and special baking talents. All items donated, and sales go to the Campaign.

Jeans Day/Dress Down Day Employees pay $5 to wear jeans on a selected day or a day that fits their schedule. If jeans do not work in your company try for some other form of dress down or dress fun day. United Way has “I’m dressed this way for United Way” stickers that individu-als can wear to show they supported this event.

Chili Cook-Off Contest Employees cook their favorite recipe and enter it into a cook-off contest. Employees pay to taste all the chili recipes and they vote to selects the Official Chili Campion.

Department Penny Wars Each department (or team) is designated a jar. Employees are encouraged to fill their own department’s jar with pennies, each equaling one point. Opposing departments may then add other coins to their jars that are equal to their value only negative (ex. A dime is minus 10 points). The department with the most posi-tive points at the end of the week is awarded a prize. Money collected goes toward your overall campaign dollars.

Silent Auction Gather gift items and create bid sheets, being certain to provide a minimum bid for each item. Put together a book that shows all items so that everyone is able to see the items available. Tap on employee’s talents and resources for themed baskets.

Tricycle Races Create teams with three or four riders. Teams are named and publicized in advance, allowing employees to make pledges or bets on the winning team (or have employees pay to partici-pate). Team members ride large tricycles (rent or arrange to borrow from a cooperating store) through a predetermined course through the office or outside. The race is designed as a relay. Team members pass off a flag, pinwheel, teddy bear or similar item to their succeeding team member. The winning team wins a prize or the annual race trophy. Can’t find tricycles? Try other races such as two-legged races or potato sack race.

Spelling Bee Hold an event during staff meetings or over lunch. Contestants pay $5 entry fee. Gallery observers place $1 wagers on their favorite participants. The winner walks away with the coveted “Who Needs Spell Check” award.

Pie in the Face Employee pays $5 for a pie to be thrown in the face of the Exec-utive of their choice.

Sports Team Day Have employee pay $1 (your choice) to be able to wear their favorite sports team apparel.

Minute To Win It Competition Employee’s pay $1-$5 to be on a team of two and play ‘minute to win it ‘ games

Carnival Kick-Off/Thank You Invite employees to carnival themes kick-off or thank you event, complete with cake walks, bake sale 50 cent hotdogs. Hold a hula-hop contest and other fun events for employees. Set up a dunk tank with all your dunkable executives (charge $3 for three balls). Throw pies at all your favorite executives. Bean bag toss, $1 for 3 throws. Charge participants a fee to enter the contests.

CEO/Executive Car Wash Employees donate $5 to have their car washed at high noon by the “boss” in business clothing. Don’t forget to take pictures of the employee and the boss washing their car.

Mini Golf Tournament Set up mini putt-putt stations around the office and put everyone in teams. Each team members gets a chance at each hole. Teams are awarded points for each hole in one they get during the time limit. Winning team gets a prize.

Pot Luck Luncheon Participating employees bring a hot-dish, appetizer, salad, side, dessert, etc. to be shared. Paper products are also need to this event. There is no sign up for this event. Items brought are com-pletely random. Employees pay $5 to fill their plate and sample everything in the room.

Special Event Fundraisers

Hold special event fundraisers to raise extra dollars for your company’s campaign. Encourage employees to get

involved and donate money to fun, company-wide events. Special events are a great way to get those employees

who cannot donate through payroll deduction to support the United Way.

Below are different ideas of special events that you can do for low cost for the employees. Determine how much each

employee should pay to get involved and have all the proceeds donated to the United Way campaign.

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Special Event Fundraisers—In the Spotlight

Memorial Hospital was the 2013 winner of United Way’s “Best Special Event”. The company planned a

Tailgate for United Way to raise extra money for their campaign.

Departments could sign up and host a team theme table at the tailgate, supplied with various tailgate

themed food. Themes included Penn State, Steelers, Eagles, Packers, etc. The event was held in their Staff

Room and employees could come down between 11:30 a.m. – 1:30 p.m., pay $5.00 and go around and

sample the various tailgate foods. Employees then voted for their favorite table/team and the winning team

was treated to a pizza party.

140 employees come through the tailgate. Memorial also accommodated their 2nd shift employees by

holding a special tailgate in the Cafeteria at night from 9:00 p.m. – 11:00 p.m., which was supplied with

tailgate type food provided by their Cafeteria staff. Employee’s paid $3.00 for this tailgate.

Memorial Hospital’s flyer used to promote the Tailgate event.

Memorial Tailgate Teams

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Incentives for Participation

Utilize incentives for giving to the United Way Campaign. Many incentives do not have to cost the company

anything. Get creative and make use of co-workers talents, company apparel, or find ways to put the CEO

to work!

Incentives can be used for all givers, for givers at a certain amount, participation, goals that are reached,

employees who attend United Way meetings, etc. The more you can have fun and give some things away in

appreciation, the more employees will take part and give.

Kick-off event with lunch or breakfast. Include games, United Way information, etc.

Thank you event for all givers with lunch or breakfast. Share how much was raised, good things from

the campaign, etc.

Extra day off or certain amount of time off for 100% employee participation, for givers giving at certain

level or for all givers.

Parking Places

Flee at 3 (leave early from work)

Sleep in Pass

Call in Well Pass (free PTO Day)

Jeans Day

Company Promotional Items

Lunch with Boss

Car washed by boss or co-workers

Pizza parties for the department/team with the highest participation.

Gift Cards to local organizations

Pie in the face of CEO if goal is reached

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Sample

Campaign Materials

ONLINE WORKPLACE CAMPAIGN TOOLKIT: Visit

www.unitedway-york.org for links to all our materials plus

additional resources and downloadable material that will

support a successful employee campaign.

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Dear Employees,

<INSERT COMPANY NAME> is proud to support United Way of York County’s efforts to Make

York County Greater!

We are asking for your support to help create a community where families are financially stable,

individuals achieve good health and students succeed in school. <INSERT COMPANY NAME>’s

United Way Campaign will help achieve these goals.

A gift to United Way is the most powerful way to generate the most impact and solve critical

community issues – we’re supporting long-term strategies that advance the building blocks of a

good life: education, income and health.

We believe strongly in our commitment to the community, and we hope you will join us in

supporting United Way of York County.

If you have any questions, please feel free to contact your campaign coordinator. On behalf of

<INSERT COMPANY NAME>, United Way and those who benefit from your generosity, thank you

for helping to Make York County Greater!

Sincerely,

<INSERT CEO NAME>

Sample CEO Endorsement Letter

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Dear Employees,

I’m excited to announce that it’s time again for United Way of York County’s annual fundraising campaign. We will be kicking off our 2014 United Way workplace campaign on <INSERT DATE>.

Thank you for your past support – we are looking forward to an even more successful campaign in 2014!

I invite you to consider donating to United Way this year. Donations of all sizes make a

difference and I know you’ll feel good about helping our community!

When you donate to United Way York County your gift goes directly to many of the most needed programs in our community that are focused on advancing education, income and health locally.

During the next <NUMBER OF DAYS/WEEKS> you will learn more about the United Way and the campaign.

Please join me in making a gift to United Way’s campaign. Together, we can Make York County

Greater!

If you have questions, please contact <CAMPAIGN COORDINATOR NAME> . On behalf of our

company, United Way of York County, and those who benefit from your generosity, thank you.

Sincerely,

<CEO NAME OR COORDINATOR NAME>

Sample CEO /Coordinator Kickoff Letter

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Dear <INSERT COMPANY NAME> team,

I’m excited to announce some encouraging news about our 2014 United Way fundraising cam-

paign. We have already raised $____ and are getting closer to our goal of XX% participation!

Every year, organizations throughout York County join together to support United Way and help

advance education, income and health. We need your help to reach our goal and help our

neighbors, friends, family and co-workers who turn to United Way programs for assistance.

Gifts of all sizes make a difference. Completing your pledge form takes just minutes and as little as

a dollar a week can make a real difference. Please give today.

Together, we can Make York County Greater!

If you have questions, please contact <INSERT NAME> at <INSERT PHONE OR EMAIL>. We

appreciate your support.

Sincerely,

<INSERT COORDINATOR NAME>

Sample Mid-Campaign Reminder

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Sample Thank You Letter

Dear <INSERT COMPANY> team,

Thank you for participating in <INSERT COMPANY NAME> United Way of York County’s 2014

Campaign. By supporting United Way, you are helping to advance the building blocks of a good

life: education, income and health.

We were able to raise $XX with XX% participation to help the important work of United Way.

United Way is helping to improve lives every single day. With your support, United Way funds 72

crucial programs that address the most critical needs in our community.

We are grateful to you for being a part of our effort to Make York County Greater!

Sincerely,

<INSERT COORDINATOR NAME>

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Sample Vendor Letter Dear (Vendor),

I am writing to local businesses which our organization and employees utilize seeking donations for

our 2014 United Way of York County Campaign.

We will soon begin our fund raising campaign to help the local York community and we would

appreciate it if your organization would make a donation to our drawing. Your company’s name and

contribution will appear in all event publicity and is an easy way to market yourself to others at our

organization. A contribution is a great way to show your support of your community. Your

contribution will also be an added incentive for employees to contribute.

I will contact you next week to discuss how we can work together and to answer any questions.

Thank you for your time and consideration of our request.

Kind Regards,

<INSERT CEO SIGNATURE AND NAME>

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Sample Employee Meeting Agenda (approximately 30 min.):

Welcome & Endorsement CEO

Thank employees for coming

Stress importance of United Way to the community

Personally endorse the campaign

Announce corporate gift & Leadership Giving program results

Company Campaign Overview Coordinator

Purpose of meeting

Company’s Campaign Goal(s)

Company’s Incentives

Testimonial by Employee (if applicable) Employee Volunteer

Report on agency visit, OR

Help received from United Way agency, OR

Experience as a United Way agency volunteer

Labor Endorsement (if applicable) Labor Representative

United Way Overview UW Representative

Partner Agency Presentation Agency Representative

Local Campaign Video Video

The Solicitation Campaign Coordinator

Explain how to fill out pledge form

Ask employees to complete forms and turn them in as they leave

Closing Campaign Coordinator

Thank employees for coming

Offer to answer questions after meeting UW Representative

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United Way

Information

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2014 United Way “Best Of” Awards We invite you to submit nominations for the United Way “Best Of” Awards to showcase the work that

you and your organization are doing on behalf of the community. Winners will be announced and presented awards at our Celebration Event on Tuesday, January 20, 2015 and also recognized in

United Way promotional material.

Best in Show

The Best in Show Award is for those companies who stand out from the rest based on the

suggested Best Practices. Recipients of this award are judged on the best practices listed below.

CEO Support & Involvement Campaign Coordinator/Team attended training Set and communicated a campaign goal Shared United Way information and materials Conducted a separate leadership giving campaign Organized a special event/ activity for employees (volunteer, workplace, etc.) Solicited 100% of employees Conducted employee meetings with United Way and Agency representation Offered incentives for participation Thank employees for their gift and participation

Best Campaign Coordinator/Team

The Best Coordinator Award will go to a coordinator/team who shows the best leadership and energy thought a successful United Way Campaign, while going above and beyond to show their enthusiasm and employee engagement. Use of best practices, special events and United Way re-sources is encouraged.

Best Special Event

The Best Special Event Award goes to a company that brings employees together and raises awareness for the United Way through an exciting, creative and engaging event. (e.g. a fundraising event, volunteer event. etc.)

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2014 United Way “Best Of” Awards Fast and Furious The Fast and Furious Award will go to a company who takes the least time to achieve the best results. United Way Campaign Managers will validate the time it took to run a campaign. The company must have all the pledges into the United Way in one week or less from when they start their campaign. The results will be based on the employee per capita.

NOMINATION DEADLINE: November 26, 2014

Nomination forms will be reviewed by the volunteers of the Coordinator Council and winners will be announced and presented their award at the celebration event in January 2015.

Please call 717-771-3805 with any questions.

2013 Special Event Winner: Memorial Hospital 2013 Best Campaign Coordinator Team: Kinsley

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United Way Giving Societies

Leadership Giving: Individuals who contribute $1,000 or more to the annual campaign. Combined household

contributions of $1,000 or more also qualify as Leadership Gifts. Those giving at the leadership

level receive recognition and invitations to special events.

First Capital Club

Ambassadors: $1,000—$1,499

Representatives: $1,500—$2,499

Senators: $2,500—$4,999

Vice-Presidents: $5,000—$7,499

Presidents: $7,500—$9,999

Tocqueville Society $10,000 or more

Utilize United Way’s Step-Up Program to become a Tocqueville Society member over a three year

period while receiving recognition for all three years. Members participating in this program pledge

$5,000 or more in year one, $7,500 in year two, and fulfill the $10,000 commitment in year three.

Women Living United: Women who donate $500 or more annually, or step up within 3 years are able to be a part of this

group of women making a difference in York County. Members of Women Living United (WLU)

impact lives through networking, volunteerism, leadership and special events.

Emerging Leaders Society: Individuals who are between the ages of 21-40 and pledge $250 or more annually are able to

identify as Emerging Leaders. The purpose of the Emerging Leaders Society (ELS) is to make a

long-lasting impact by engaging emerging community leaders and United Way supporters through

volunteerism, education and networking.

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United Way of York County Campaign Staff

Chad Myers

Director of Leadership Giving

717-771-3801

myers@unitedway-york.org

Katie Cooper

Campaign Manager

717-771-3809

cooperk@unitedway-york.org

Katie Mackereth

Campaign Manager

717-771-3810

mackerethk@unitedway-york.org

Brent Toomey

Campaign Director

717-771-3805

toomeyb@unitedway-york.org

Nicole Shaffer

Marketing & Communications Director

717-771-3811

shaffern@unitedway-york.org

Alan Vandersloot

AFL-CIO Director of Labor Participation

717-771-3806

vandersloota@unitedway-york.org

Annie Susemihl

Campaign Administrative Assistant

717-771-3818

susemihla@unitedway-york.org

Robert J. Woods

Executive Director

717-771-3800

woodsr@unitedway-york.org

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800 East King Street York, PA 17403

Tel: (717) 843-0957 Fax: (717) 843-4082

www.unitedway-york.org