2016CAMPAIGN COORDINATOR

HANDBOOK

About Your Local United Way .................................................................. 3

10 Steps for Success .............................................................................. 4

Get to Know YOUR United Way ............................................................. 4

Involve your CEO/management ............................................................ 4

Organize a terrific team ....................................................................... 4

Develop a plan for success ................................................................... 5

Promote the campaign and communicate the United Way message ....... 5

Have fun! ............................................................................................ 6

Include Loyal Contributors ................................................................... 7

Monitor your campaign and submit completed packet .......................... 7

Say thank you and share results .......................................................... 7

Consider engaging employees year-round ............................................ 7

Car Voucher Incentive Program ............................................................... 8

Handling Questions When You May Not Have the Answers ....................... 9

Frequently Asked Questions ................................................................... 9

Corporate Sponsors ............................................................................... 11

Campaign Chairs ................................................................................... 11

TABLE OF CONTENTS

Thank You For Making An Impact In Our CommunityUnited Way of Laramie County’s annual campaign is about bringing people together to address our community’s most important issues. As a United Way Campaign Coordinator, you stand alongside hundreds of other volunteers who are dedicated to making a measurable impact in the lives of people in our community.

Due to the success of the workplace campaign, the generosity of our donors, and the dedication of our volunteers, UWLC is able to support 25 programs throughout Laramie County. These programs are hard at work every day improving the lives and advancing the common good for our friends, neighbors and families.

This handbook focuses on the role and responsibilities of an Employee Campaign Coordinator. It is designed to lead you step-by-step through a United Way campaign while offering tools, tips and best practices to ensure success. While we hope this offers a good overview of the campaign, it may not answer every question you have. We encourage you to visit our website (unitedwayoflaramiecounty.org) for additional resources or contact the UWLC office at 638-8904.

Thank you for volunteering to be part of the annual United Way campaign. By giving of your time, talent, and spreading the word, you are helping advance our work. Together, united, we can inspire hope and create opportunities for a better tomorrow.

That is what it means to LIVE UNITED.

Education

After School for Kids (ASK)Boys & Girls Club of CheyennePrevent Child Abuse WyomingSafe Harbor, a children’s justice centerSoutheast Wyoming Foster GrandparentsSpecial Friends of CheyenneUnaccompanied Student Initiative

Income

American Red Cross of WyomingBethel Outreach MinistriesKinship Support ServicesCASA of Laramie CountyCLIMB WyomingCOMEA House and Resource CenterFamily Promise of CheyenneGreenPath, Inc.Needs, Inc.Safehouse ServicesSoutheast Wyoming Foster GrandparentsWyoming Family Home Ownership ProgramWyoming Senior Companions

Health

HealthWorksPeak Wellness CenterRecover Wyoming

Initiatives

GoalConnectWyoming Free Tax ServiceWyoming 2-1-1

About Your Local United WayOur Vision

United Way of Laramie County envisions a community where all individuals and families have the opportunity to achieve their full potential.

Our Mission

Our mission is to responsibly mobilize and leverage community resources to create long-term changes that produce healthy, educated and financially stable individuals and families in Laramie County.

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United Way and local expert volunteers

identify and prioritize our community’s most

pressing needs

And strategically invested in programs and partnerships in the areas

of Education, Income and Health

With United Way support, funded programs often

secure additional funding

United Way monitors programs to ensure

they’re getting results

LIVESIMPROVEAND OURCOMMUNITYGROWSSTRONGER

Your pledge is combined with others, including

corporate and grant support

Our Program Partners

10 Steps for Success1. Get to know YOUR United WayOnce you have taken on the role of Campaign Coordinator, your first step is to familiarize yourself with United Way of Laramie County and the history of your organization’s workplace campaign.

• Attend Coordinator training.• Become familiar with the campaign tools provided in the campaign

packet.• Connect with us:

YOUR CAMPAIGN PACKET

•Campaign Brochures

•Campaign Poster(s)

•Employee List

•Campaign Analysis

•On-Line:“What We Do” video

“Why Invest in United Way” video

Campaign Coordinator Guide (PDF)

Gift Designation Form (PDF)

Tally Sheet (Excel)

Tally Sheet (PDF)

Pledge/car voucher form (PDF)

2015 Report to Community

united-way-of-laramie-countyUnitedWayofLaramieCounty

(307) 638-8904

@unitedwaylcwy

LiveUnited@UnitedWayofLaramieCounty.org

UWLaramieCounty

UnitedWayofLaramieCounty.org1007 E LincolnwayCheyenne, WY 82001

2. Involve your CEO/managementWhen your organization’s management commits his or her support, it sends a powerful message about United Way and the work we are doing. There are several ways to include your management and keep them involved:

• Find out what resources are available through the company to help you plan.• Meet with your manager to get his or her support.• Confirm your company’s corporate gift.• Encourage your management to speak at an all-staff meeting to demonstrate his or

her support of United Way.

Don’t forget to discuss your corporate gift.

3. Organize a terrific team

Having others assist you with the campaign makes it fun and encourages campaign involvement.

• Find a volunteer to represent each of the various departments within your company.

• Select employees who have high energy and are well respected in your organization.

• Clearly define the roles of your volunteers and how much time they will be committing to the campaign.

We recommend a ratio of at least 1 team member per 25 employees. Make sure all buildings & departments are supported!

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UnitedWayLCWY

4. Develop a plan for successA well planned campaign sets the stage for success. Campaign timelines, scheduled events, and thoughtful incentives help achieve your goals.

• Make a plan that works for your organization. Consider your culture and coworkers’ interests and create a plan that educates, energizes and gets results.

• Your United Way Workplace Liaison or Campaign Steering Committee is a great resource to help you develop a plan and come up with creative ideas. Be sure to include them in the planning process!

Who is a Workplace Liaison or Steering Committee?

Workplace Liaisons are volunteers who are passionate about United Way of Laramie County and our community. Your Liaison is available to help you plan and implement your employee campaign and assist us in reminding you of important deadlines and tools. Use your Liaison to:

•Train and inspire your campaign team;•Plan a rally;•Schedule United Way speakers.

Steering Committees are new in 2016 for the State of Wyoming and CRMC campaigns. Your Steering Committee will assist you with everything the Workplace Liaisons do!

Your Workplace Liason/Committee is on YOUR team!

5. Promote the campaign and communicate the United Way messageYou are the ambassador for United Way at your organization. Educating your coworkers about the value and the work of United Way is the best way to gain their support.

• Place United Way posters in key meeting areas and break rooms. • Send an email to all employees announcing the kickoff of the campaign.• Include campaign information in your company newsletter, emails or on your intranet.• Forward United Way generated campaign emails to all employees.

The number one reason that people do not give is because they were not asked. Make it a priority to educate and provide the opportunity for every employee to give.

• Encourage questions and thank employees for their participation.• Make yourself available to answer any questions or concerns during the campaign. Your United Way Workplace Liaison

and staff are available to answer questions as well.• The best way to communicate United Way’s work and make “the ask” is by holding a United Way rally.

ASK!

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Sample Rally Agenda:Welcome CEO/Coordinator 1 min.Campaign Video United Way Speaker 3 min.Success Story/UW Impact Program Partner 3-5 min.More About United Way/Ask for the Gift United Way Speaker 3-5 min.

Company Campaign Specifics Coordinator 3 min.Total 20 min.

6. Have fun!We want you and your organization to enjoy your United Way campaign! Special events and incentives can add fun and excitement - the possibilities are limitless. Use this as a team building experience and put the FUN back in FUNdraising!

Schedule Your United Way Speakers!Contact your Workplace Liaison or Shawndae (shawndae@unitedwayoflaramiecounty.org) with:

• Date(s)/Time(s)• Time Allotted

• # of attendees• Special Requests

Please try to give 10 days notice...

Backyard/Parking Lot BBQBake SaleBoss Cooks for YouLunch & LearnCar WashCasual DayChili Cook OffCoin WarEmployee Raffle

Garage SaleLunch Box AuctionOffice OlympicsScavenger HuntSilent AuctionWall of FameCutest Baby/Pet Picture ContestCubicle Decorating Contest

Executive Dunking BoothPumpkin CarvingMini-Golf TournamentSoftball or Kickball GameReserved Parking Space RaffleIce Cream Social

Special Event Ideas

Incentive IdeasSporting event ticketsFree meal or dessertConcert ticketsBoss delivers coffee for a weekGift certificatesEarly dismissal on a FridayMovie passesVacation dayPrime parking spaceT-shirtsJeans/casual dayPizza party

In 2015: Align had a burrito breakfast open to the public; Security First Bank held a car wash; Warren Federal Credit Union hosted the annual golf tournament; High West Energy had a “wig out for United Way” challenge

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7. Include Loyal ContributorsIndividuals or couples who have supported any United Way for at least 10 years are recognized as loyal contributors. The Loyal Contributor program is a great way to thank, recognize and develop relationships with our most dedicated United Way supporters.

• Ask Loyal Contributors to tell their “United Way story.” When did they first give to United Way? Why do they remain involved?

• Acknowledge Loyal Contributors at your campaign rally.• Involve Loyal Contributors on your campaign team.• Personally thank Loyal Contributors. Take time to send an email or stop by their

desk to recognize their contributon.

8. Monitor your campaign and submit completed packet• Have all pledge cards returned to you, even those on which the individual has not made a gift. This helps you keep

track of your campaign. • Double-check that pledge cards are filled out and signed and that the total amounts are accurate.• Give completed report envelopes, including complete tally sheet, signed pledge forms and car voucher entries, to the

United Way office by 5:00 pm on the date noted on your campaign envelope.• Turn payroll slips into your human resources/payroll department.

9. Say thank you and share resultsIt is as important to officially close the campaign and thank people as it is to begin the campaign.

• Thank employees for their participation, time and support. • Recognize your team.• Publicize your results.

10. Consider engaging employees year-round• Gather feedback from your CEO, campaign committee and United Way.• Identify next year’s coordinator and share their information with United Way. Consider establishing a co-coordinator to

ensure a smooth transition from one campaign year to another.• Start a new hire program that gives new employees the opportunity to make a contribution when they join your

organization (your United Way staff can help you get started).

THANK YOUFOR BEING PART OFLASTING CHANGE INOUR COMMUNITY!

Encourage donors who have given to another United Way to “self-identify” their Loyal Contributor status to United Way of Laramie County.

We want to properly recognize and thank these important donors!

WE WANT TO KNOW!

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Car Voucher Incentive ProgramUnited Way of Laramie County is very fortunate to have the support of local automotive dealers who have teamed up to offer a $15,000 voucher. One individual donor to the 2016 campaign will be selected from 13 randomly drawn semi-finalists to receive the voucher. The voucher can be used at any one of the participating dealerships towards the purchase of a new or pre-owned vehicle of their choice. Funds for the car voucher do not come from money raised through the campaign.

In order for an individual donor to enter the drawing, they should complete a pledge form and sign the appropriate number of entry tickets. For tickets to be included in a weekly drawing, they need to be received by United Way of Laramie County no later than 5:00 pm on the day prior to the drawing. If you wish to turn in entry tickets before the end of your campaign, please hand-carry the tickets to our office during normal business hours.

Submitting your entry tickets

Random drawingsA pool of 13 semifinalists will be selected at random throughout the campaign. The first semi-finalist will be selected at our fall kickoff event from individual donors to our Pacesetter company campaigns. Additional semifinalists will be selected during weekly drawings in the fall. The 13 semifinalists will be contacted by United Way of Laramie County staff and invited to attend the final drawing in early 2017. The winner will be responsible for all applicable taxes.

Drawing dates:

Wednesday, September 7*Friday, October 7Friday, October 14Friday, October 21Friday, October 28Friday, November 4Friday, November 11Friday, November 18Friday, December 2Friday, December 9Friday, December 16Friday, December 23Monday, December 30

*Reserved for Pacesetter donors

Participating car dealerships

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Objections are not personal. Remember, they are not directed at you.

Objections are often based on incorrect information. Try to identify the real issue.

Show sympathy. Listen carefully and show your concern. This does not mean that you agree, but that you care about the concern.

Don’t argue. Instead, offer information about the many ways United Way helps people or offer to discuss the issue further after the group meeting.

Don’t be afraid to say you don’t know.

Remember, education, not coercion. The most responsive donors are those who have the opportunity to become informed and involved. Experience clearly shows that coercion creates animosity, hinders communication and understanding, and can lead to decreased support.

Frequently Asked Questions“What are United Way of Laramie County’s administrative and fundraising costs?” Thanks to Corporate and Media Sponsors, our already low administrative and fundraising costs are partially covered, allowing more of the campaign funds to go directly to fund programs. In 2014, corporate sponsors contributed $41,250. This monetary amount plus in-kind advertising and services lowered our overhead to 19.8%.

“What is the Overhead Myth?” GuideStar, BBB Wise Giving Alliance, and Charity Navigator also recognize the importance of fiscal responsibility as well as out comes and are working to include this element to their rating process. Visit overheadmyth.com for more information. These organizations ask nonprofits to do three things to help in their movement to an Overhead Solution:

1. Demonstrate ethical practice and share data about our performance.2. Manage towards results and understand our true costs.3. Help educate funders (individuals, foundations and corporations) on the real cost of results.

“I live in a community outside Laramie County, why should I give?”United Way of Laramie County advances the common good. When the residents of the community you live OR work in thrive, your co-workers and your business will be better off.

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Handling Questions When You May Not Have the AnswersEvery question or comment, even if it is negative, is an opportunity to communicate and share the positive aspects of United Way. Generally, when concerns are expressed they are not directed at you. If you have the answer on hand, tell the person. If you are not sure of the answer, be honest and say so. Then contact a United Way representative for the answer and get back to the person, or ask United Way of Laramie County to contact the individual.

Don’t Forget: We’re all in this together.

Your Workplace Liaison/Steering Committee and United Way staff are available to help you answer questions and deliver the United Way message.

Consolidated Expenses

Programs, 68.6%Donor

Designations, 1.3%

Support Services, 30.1%

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“Why support United Way of Laramie County?”United Way of Laramie County does what no other nonprofit organization can. We coordinate the collective strength of more than 2,000 individual donors, 100+ local businesses, 25 nonprofit organizations and numerous community resources. Together, we help people when they need it and we deliver long-term solutions for individuals and families in Laramie County by empowering them to thrive in our community for years to come.

“Why should I give to United Way of Laramie County instead of directly to an agency?”• United Way focuses on funding programs whose services complement each other and do not overlap. • United Way provides monitoring of agency programs, ensuring that your gift is being used effectively.• By offering payroll deduction, monthly billing and a variety of other payment options, United Way makes it easy to give an

amount that adds up to a big impact at the end of the year.• When you choose to support United Way, you do not have to decide between helping children, families, seniors or

individuals in crisis. Your gift blankets the spectrum of needs in our community.• Many of our program partners use United Way funds as leverage for other funding that requires a community match.

“How does United Way of Laramie County determine which programs receive funding?”Funding recommendations are made by our three Community Investment Teams and approved by our board of directors. These volunteer teams review biennial funding proposals from local nonprofit organizations to decide which programs receive funding as well as how much funding goes to each program during the two-year funding cycle. Additionally, all funded programs are required to submit annual reports to United Way of Laramie County for review by our Community Investment Teams.

“I can’t afford to give very much, should I give this year?”The majority of our funds are from local residents just like you! There is no gift too small. Every gift is important and every dollar counts.

“Does my money really stay local?” or “How much money is sent to United Way World Wide.”YES, your money stays in Laramie County. Your local United Way board of directors make community investment decisions based on recommendations from members of your community who volunteer to serve on Community Investment Teams. Complying with our membership to United Way World Wide allows us to display our membership certification, use all marketing, fundraising and community investment tools, and receive a portion of funding from the many national campaigns that come out of the national partnerships. The benefits to your community are impressive for the small fee (1%).

Corporate Sponsors

Diamond level

Gold levelANB BankFirst Interstate BankHollyFrontier

Doug & Karen McNeil Stream-Flo Group of CompaniesThe Sage Corp.Wyoming Bank & Trust/#1 Properties

Silver levelJonah Bank of WyomingMcGee, Hearne & Paiz, LLPPinnacle Bank

Reiman CorpSwire Coca-ColaWeber Building Maintenance

Wyoming State Bank

Bronze levelBlue Cross Blue Shield of Wyoming Delta Dental of Wyoming US Bank

Sterling levelCapitol Roofing Inc.Central Bank & TrustCheyenne State Bank

First Education Federal Credit UnionSecurity First BankWYHY Federal Credit Union

Wyoming Trophy & Engraving

Our annual corporate sponsors underwrite funds for our campaign expenses. Campaigns funds are never used to fund our events.

Our Campaign Chairs

2016/2017 Co-ChairsThe Cashman FamilyLynn, Keith, Elizabeth and Grady

2015/2016 Co-ChairsThe Bolkovatz FamilyMichele, Rich, Mariah and Mikala

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