2017

Campaign

Coordinator Guide

Thank you for serving as your company’s Employee Campaign Coordinator

On behalf of the United Way of Virginia’s Eastern Shore, we applaud your hard work and your dedication to helping underserved populations in our region.

Many of our neighbors are in desperate need of services, with many just one paycheck away from financial disaster.

At the United Way, our initiatives focus on improving education, health and income. We know that by improving education for all children, we are setting them on the path to high school graduation and success in work and life. We know that every adult deserves the skills needed to make a sustainable wage and achieve financial stability. We know that good health is directly linked to successful and productive lives.

Most importantly, on behalf of thousands of our less fortunate neighbors in need who can’t personally thank you, we enthusiastically and sincerely extend our heartfelt thanks and appreciation to you. You are making a difference in the lives of so many.

Thank you again for choosing to be a part of the solution.

The Campaign Coordinators’ Guide

United Way of Virginia’s Eastern Shore

Since 1991, you have donated

$6,415,976

Which has had such an impact on the

Quality of Life on the Eastern Shore of Virginia

Over 25 Years ago, in 1991 the first Campaign of United Way of Virginia’s Eastern Shore raised $90,000. In 1991, the first Allocation Committee recommended funding for 18 nonprofits on the Shore.

Funding went to:

ESCADV to start a sexual assault crisis center

Food Bank of the Eastern Shore to purchase a truck for collection and distribution of food to hungry families

Hospice Support of the Eastern Shore for AIDS education and prevention

Light House Ministries for replacement of their septic system and materials to repair shelters for residents in need of a safe place to stay

Eastern Shore Literacy Council for a tutoring program

Delmarva Rural Ministries to support outreach programs to ensure provision of needed services for farmworkers.

Accomack and Northampton 4-H Clubs to provide scholarships for disadvantaged youth to attend summer camps

SPCA to retire debt on new animal control facility

Northampton Housing Trustto purchase and rehabilitate housing for disadvantaged persons.

As you can see, the United Way of Virginia’s Eastern Shore has been there from the beginning for many of the Agencies who still serve the shore. And, here are just a few ways our Game Changers – YOU- are impacting the Eastern Shore of Virginia today:

Food Bank of the Eastern Shore for their Back Pack Program so students will have food over the weekend

American Red Cross to support a local command post to serve you in an emergency

Boys and Girls Scouts for our children to learn to work together developing life skills

ESCADVto provide programs for women who have been raped or abused so they have a safe haven, and providing an advocate for these women while they are in the hospital

Lighthouse Ministries to upgrade handicap accessible bathrooms in shelters for those who need temporary housing

Eastern Shore of VA Habitat for Humanity to help citizens build a home and provide the opportunity for families to help themselves

Eastern Shore Literacy for more tutors and babysitting services while their parents learn to read

Scholarships for 4-H (both counties) and YMCA Camp SilverBeach to give our children a chance for life changing experiences

Computers for The Eastern Shore Public Library SystemandEastern Shore of Virginia Historical Society

Boys & Girls Club to support programs which will enable young people, especially those who need us the most, to reach their full potential as productive, caring, responsible citizens. These children receive hot meals and homework tutoring

ESAAA to help fund Meals on Wheels

ESCC Foundation so students can use Star Transit to attend classes to create a better life. These students typically have no other method of transportation

Eastern Shore Rural Health for new equipment so they can better serve their patients

Accomack Interfaith Crisis Council for a helping hand for unusual,

one-time crisis situations

These examples do not include the Donor Allocations. Donors have directly supported nonprofits such as ARC, Special Olympics, the local VolunteerFire Departments, The SPCA, and many health and service organizations on the Shore.

In 2016, The United Way of Virginia’s Eastern Shore raised over $294,819.00. Half of that money was already designated by the donor. Forty (40) Agencies applied for funding from the Community Impact Fund totaling $393,469.00. As you can see, there is never enough but Every DollarCounts. With your help, we can all make an impact on our Community. Together, we can improve the quality of life for the residents of the Eastern Shore. Together, we can give them hope.

Local Volunteers

Make the United Way a Success

2017 – 2018 Board of Directors

Wayne Bell, Jr President

Kimberly Savage / Vice President
Ann Jones / Treasurer
Flo Bowers / Secretary
Bill Sterling / Past President
John T Williams / Robert N. Marsh, Jr. / Wendy Lilliston
Scott Schreiber / Saadia Davis / Matt Parker
Earl Schrag / Beth Perry / Deborah Christie
Robert Crockett / Patsy Goard / Bill Payne

1

1

2017 Campaign Committee

Adam James - Chairman

Ann Jones / Beth Perry / Deborah Christie / Kimberly Savage
Bill Sterling / Bill Payne / Sherry Tarr / Wayne Bell, Jr
Scott Schreiber

2016Allocations Committee

Tom Gery., Chairman

Earl Schrag / Wayne Parsley
Eliza McBride / Barbara Johnsen
Matt Parker / Catherine Guinn
Vernon Bell / Karen Emerson
Dawn Byrd / Wayne Williams

What Does a Campaign Coordinator Do?

You are the Critical Link

As a campaign coordinator, you are the critical link between the United Way, your co-workers, and people who need help by:

  • Working closely with your CEO or senior management and United Way staff to set campaign goals and to develop a fun and effective campaign
  • Recruiting a team of co-workers to help
  • Showingthe importance of United Way
  • Motivating and encouraging your colleagues to get involved
  • Having the opportunity to showcase your leadership and project management skills
  • Working with and getting better acquainted with colleagues at all levels of your organization
  • Receiving latest news from the United Way, giving you the knowledge you need to run a successful workplace campaign

You will make a huge difference for thousands of people in need on our Shore!

Campaign Steps to Success

#1 GET THE RIGHT “EQUIPMENT”

  • Get your United Way materials:
  • Pledge Forms
  • Pledge Envelopes
  • Campaign Thermometers
  • Determine areas for improvement and set a Campaign Goal
  • Check your organization’s 5 year history for a starting point (information in this packet)
  • Setting a clear goal gives you a firm baseline for the campaign and a way to measure and define success. Sharing the goal and how it was decided upon with your colleagues will build a sense of team support

#2 BUILD YOUR TEAM

  • Enlist support. Ask your CEO to write a personal letter of support to all employees
  • Recruit a team/committee to help you
  • Develop a timetable and set an overall campaign timeframe (2-3 weeks works best)
  • Set time & place for employee group presentation(s) and follow ups
  • Set time for post campaign recognition & celebration

#3 PLAN CAMPAIGN PROMOTIONS & PRESENTATIONS

  • Plan a campaign kick-off
  • Promote the campaign with posters, thermometers, fun activities, and team building incentives and educate, educate, educate!
  • Remember to ask! The #1 reason people do not give to United Way is because they were never asked
  • Collect pledge cards and separate as directed on campaign envelopes. Ensure time frame allows for all pledge forms to be returned by November 1st
  • Give the middle copy to your Payroll office to ensure payroll deductions are started January 1, 2018
  • Sort pledge cards Sort pledge cards by separating pledge forms by payroll deduction, cash, and credit card pledges
  • Please keep cash donations with the company and issue a check to United Way ofVirginia’s Eastern Shore for the amount attached to the cash pledge forms

Return campaign envelope with pledge forms to United Way by November 1, 2017

The Employee Presentation

The #1 Success Factor

An employee campaign meeting is a chance to bring together employees to educate them on how United Way is actively supporting agencies that address real community problems like hunger, poverty, the needs of our elderly and providing encouragement to help our children succeed…to name a few. Most importantly, it gives them the information they need to make a well informed decision if they want to take advantage of this community wide effort to make a difference. The presentations give the Campaign Coordinator the chance to motivate their colleagues, explain pledge cards, announce campaign events and answer questions about United Way. Here are a few tips on how to run a successful campaign presentation:

  • Conduct your United Way presentation during work hours
  • Ask the CEO and department head to say a few words in support of United Way
  • Have United Way staff share the impact United Way has had in the past year and bring an agency speaker
  • Combine the United Way meeting with a regularly scheduled staff meeting
  • Draw a prize at the end of each presentation by exchanging tickets for completed pledge forms

Giving Is Personal

Getting people involved in making the Eastern Shore of Virginiaa better community takes more than posters, flyers and emails. It requires the personal appeal of a trusted source (that’s you!) to inform and ask.

We believe in giving an informed opportunity to participate in United Way’s campaign- never a pressured or arm twisting ask.

The United Way of Virginia’s Eastern Shore takes its policy against coercion very seriously, and under no circumstances should an employee feel coerced into giving.

Giving is a personal decision. Whether someone gives or how much they give is up to each person. We hope people give because they are able, because they believe in our local United Way mission, and because it feels good.

Keys toa Successful Ask

  • First, a thank you. Thank your coworker for his or her time, interest, or past support
  • Make it personal. Share your own story. Why do you support the United Way?
  • What’s your thing? Ask your coworker about his or her favorite cause
  • It’s a two way street. Have a dialogue, not a monologue
  • Connect the dots. Make the connection between the United Way and its agencies in the community and the work those agencies do
  • Clarify misunderstandings in order to minimize objections
  • “I don’t know” is a perfectly good answer. Defer hard to answer questions to the United Way staff by emailing Dawn Byrd at
  • And again, close with a sincere, “Thank you!” because all support, financial or otherwise, helps our mission to help those in need

With United Way of Virginia’s Eastern Shore, YOU have the opportunity to touch the lives of your neighbors in need...and your contribution will be combined with other contributions to unite us all, so together, we can Live United, and make a bigger impact than we could ever make alone.

Local

Your United Way is governed by local volunteer leaders. Your dollars stay in Accomack and Northampton County unless you designate otherwise

Stewardship
Your United Way ensures that only agencies in good standing receive funding by requiring proper documentation, including tax returns, for all applications

Accountability
Your United Way maintains the highest level of accountability to ensure it is in compliance with all state, federal, local and non-profit standards. We have worked hard to bring ourAdministrative costs down to 10%. … far below the national average of 37% for charities. This mean 90 cents of every dollar goes directly to local charities

Efficiency
Your United Way provides services for the Shore with only part time employees. We do the work of fundraising so the Agencies have more time to provide the needed services to your community

Impact
Your United Way is the best way to make the most difference for the most people and be assured contributions are being used wisely. Outside of government, United Way of Virginia’s EasternShore is the largest provider of funds and services currently totaling almost $300,000 annually

Focused
Your United Way focuses its resources on programs that promote Education, Health and Financial Stability

Payroll Deduction
Through payroll deduction, your United Way creates the opportunity for everyone to give back to the community. It is convenient, affordable, and an easy way to make a difference

How to Handle Concerns

You may, on occasion, encounter people who object to contributing to the United Way or to any charity. Keep in mind that objections are a natural part of the campaign and offer you an opportunity to present more information. Remembering our policy against coercion, some objections may just be due to lack of information. Here are some helpful things to remember when discussing fundraising efforts:

Objections are not personal

Remember, they are not directed at you

Objections are often based on incorrect information

Try to identify the real issue and provide correct information if possible

Show empathy

Listen carefully and remember to keep the dialogue open, even if you don’t agree with their concern

Don’t argue

Instead, offer information about the many ways the United Way helps people, or offer to discuss the issue further after the group meeting

Encourage the objector to talk

Allow the person voicing the objection the opportunity to expand on it at length. Sometimes expressing an option out loud helps to reconcile an illogical position

Relax and be yourself

Be straightforward in your presentation. Asking for participation can keep your audience engaged in the conversation

Don’t be afraid to say you don’t know

If you don’t know the answer, take note and reach out to us. Refer questions to Dawn Byrd, Executive Director of the United Way’s Virginia Eastern Shore, at

or 787-5622

After addressing the concern

Keep the conversation fluid and open, asking for any other questions, even from those who have objected. Be sure to share your thanks

Themes and Event Ideas

The United Way campaign can be a wonderfully fun excuse to loosen things up a little and simultaneously be a great tool to build/inspire the sense of “team” within your organization. Check out some of the fun ideas companies and organizations have tried and found win-win events for their group and United Way.

  • Management home cooked breakfast
  • Best homemade soup contest
  • Employee craft fair
  • Employee cookbook
  • Best Barbecue contest
  • Count the candy corn & pay a buck for a chance
  • Guess the employee baby pictures & pay a buck for a chance
  • Best department teams for United Way trivia contests
  • Employee team scavenger hunts
  • Employee team best United Way theme contests
  • In-house miniature golf contest
  • Hula Hoop Contest with entrance fee
  • Spelling bee with managers vs. employees or department vs. department. Winning team receives a prize
  • Hold a Karaoke Kick-Off Party
  • Pumpkin Carving Contest
  • Lunch Box Auction - Auction off gourmet lunches prepared by employees. Give prizes for the most nutritious, creative and elegant meals as well as prize for best presentation….momentum builds when this is a weekly event throughout the campaign
  • Dessert Auction - Employees bake their specialty dessert and are promoted throughout the week with auction winners announced each Thursday during campaign and desserts provided to winners every Friday

Ways to Say “Thank You”!

Say thank you and help our local United Way say thanks, too! The most important part of the campaign is the thank you. On behalf of United Way, it is critical that you thank each and every donor who participates in the campaign at every level. It is also important to share the overall campaign results with employees to keep them informed and part of the United Way team.

There are many ways to say thank you. Here are just a few ideas:

  • Send an email or letter from you and your CEO to every donor
  • Provide thank you pins or stickers
  • Write a thank you message in your company newsletter or emails
  • Have your CEO make an announcement at the next staff meeting
  • Gather employees and announce the total campaign success with a total corporate/employee pledge check presentation and photo that both your company and United Way can include in publications and press releases
  • Design a payroll stuffer that says “thank you”
  • Hang a large banner in the cafeteria, break room or in the front office with running totals
  • Provide a celebratory thank you breakfast or lunch
  • Give employees a small thank you gift such as candy with a note when they turn in their pledge cards
  • Give Departmental awards for greatest donations
  • Hold a Management-led dessert party with management making and serving the desserts to all employees to celebrate the campaign success!