Fall 2013 chairperson guide
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Transcript of Fall 2013 chairperson guide
What to Expect When You’re Fundraising
A how-to guide:
Raise a lot of money
in a little time
with less work
Fall 2013 Chair Guide
Getting Ready
Important! • Add our email address to your contact list to
ensure easy receipt of the emails Innisbrook will send you:
• Innisbrook will send you emails to keep you organized and make the sale easy!
Innisbrook’s Awesome Customer Service: 1-800-334-8461
Your Confirmation • You’ll receive a sale
confirmation via email
– Confirm all information is correct
– Keep the confirmation where you can easily access it for reference
– Locate and record your “password.” You’ll need it throughout the sale process
Password
Chairperson’s Web-site • Login to http://chair.innisbrook.com
– (find your login and password on your confirmation)
• Click on “Fall Catalog Fundraiser – 2013”
Entering Teacher Names • Enter teacher names in advance to make life
easy – for you and your parents!
Sort Codes
• Sort codes should only be used by schools distributing products by classroom – Sort Codes must be numeric (no alpha characters or special characters)
– Sort Codes must be two digits
– Assign a unique code to each teacher
Entering Your Fundraising Goals • Grow your sales by letting everyone know how the funds will be used
• Keep information basic – don’t try to list everything you do
• Innisbrook will create customized emails to forward to your school community
Enter Your Goals Here Receive Emails Like This
Receiving Your Materials
• Your materials ship to the address indicated on your confirmation (double-check that it’s correct)
• You’ll receive an email notification of shipment
• Locate: – Parent Instruction Letters
– Posters
– “Special Instructions Packet”
• Display Kits (if ordered) will ship separately
Parent Instruction Letters • Insert the parent instruction letters into your school
packets before distributing them to students
• We recommend classroom distribution
Packet Envelope Parent Instruction Letter
Our incredible contest will excite your families!
Front of Packet Envelope
Special Instructions Packet • Contains important information and helpful
hints for your sale
• Store in a safe, easy-to-access place
• Contains your Kick-off DVD
Kick-off DVD • Professionally produced
• Dynamic and energetic video will engage your students and interest them in your sale
• Plan to show often during the sale!
• Includes: – 3-5 minute kick-off video
– 30 second “mid-sale” commercial
– 30 second “end of sale” thank you
The Sale is On!
Kick-off! • A live assembly is the BEST way to increase your sale!
– Tell why you’re raising money
– Demonstrate the prizes
– Your representative can help with more ideas!
• The kick-off DVD is a great enhancement for your sale. Show often after your live kick-off
The First Day
• Distribute your catalog packets
• Keep a few extra packets in the office for added students, lost packets, and for teachers and staff use
• Make sure your daily announcements include your sale information (goal, dates, prizes)
Promotional Emails • Innisbrook will send 3 promotional emails to
forward to your school families – Customized for your school – Links have your school information encoded to save
parents time
Enhance and Excite!
• Talk to your representative for ideas to promote and grow your sale: – Live Kick-off Assembly
– Daily Turn-in Prizes
– Prize Patrol
– 15-item Prizes
– Limo Rides
– End of Sale Parties
– Principal Engagement
Chairperson’s Web-site • Login to http://chair.innisbrook.com
– (find your login and password on your confirmation)
• Click on “Fall Catalog Fundraiser – 2013”
Watch Your Sale Grow! • A multitude of reports help you easily identify
participants and check your progress
Adding An Order • If an order form is returned to school, it’s easy to
add the order • You can also make corrections to orders, student
names, teacher names, etc.
Recording Payments • As you receive order vouchers and payments,
check money received against the voucher
• Record check # or note cash rec’d on voucher
• Forward the check or money to your treasurer (following your group’s own procedures)
• Using the voucher information, enter payments at the chairperson’s web-site – We suggest entering payments weekly
– This process highlights any balances due, unpaid orders, or questionable orders
Enter Payments
The Last Day of Your Sale • There may still be outstanding orders
– Remind teachers to submit any orders that may still be in their classroom
– Send a final notice to parents as a reminder
– Teachers can send a reminder home with students
• Give yourself a week to receive all the “late” orders from parents
A week later…
• View your Payment Due Report and Detail Summary Report – Look for any order or student duplications & correct – Contact families for any monies due – Delete unpaid orders if necessary
• Celebrate Your Success! – Show the “end of sale” commercial from your kick-off
video (thanking the school families) – Contact your representative
After the Sale
Be Prepared • Print Your Detail Summary Report
– (http:chair.innisbrook.com, Fall Catalog Fundraiser-2013)
• Print “Innisbrook Orders are Here” flyer
Product Delivery • You’ll receive an email once your order ships
– Innisbrook contracts with a trucking company to deliver your products • The trucking company will call you directly to schedule an appointment,
or you can contact your local Fundraising Consultant for assistance
– Inform the school secretary of delivery date and ask her to call you when the truck arrives
– Enlist volunteers to assist in unloading the truck
• We suggest you distribute on a day other than delivery day – Send completed “Innisbrook Orders are Here” flyer once distribution
date is confirmed
The Truck Arrives! • Verify the number of pallets and boxes match the bill of lading
– Record any damages or shortages on the bill of lading
• Place the boxes on end (like dominos or soldiers) in numerical order. This will arrange them perfectly!
Distribution Day • Store your Detail Summary Report in a convenient location
– Ask families to sign the report as confirmation of pickup
• Hang signs for easy distribution – Alphabetical groupings (i.e. A-E, F-K, L-S, T-Z)
– Classroom groupings (teacher name, grades, etc.)
– Direct families to the appropriate sign
• Orders with less than six items will be packed in class boxes
– Orders are individually bagged and labeled for each student, so you can insert them in the line of boxed orders
Distribution Day • Store your Detail Summary Report in a
convenient location – Ask families to sign the report as confirmation of
pickup
• Hang signs for easy distribution – Alphabetical groupings (i.e. A-E, F-K, L-S, T-Z)
– Classroom groupings (teacher name, grades, etc.)
– Direct families to the appropriate sign
Congratulations! • Guarantee the best sale dates and delivery dates by
signing up for the 2014 program now!
• Contact your local Fundraising Consultant to learn about our other great programs!
Innisbrook School Supplies
Gourmet Cookie Dough & Frozen Foods
Fall 2013 Chair Guide