boys & girls club week tool kit -...

Boys & Girls Club Week

TOOL KIT

© 2012 Boys & Girls Clubs of America. All rights reserved. © 2012 Boys & Girls Clubs of America. All rights reserved. 1

Blue Jeans for Blue Doors Hello, Boys & Girls Clubs! We are very excited to introduce a new fundraising program to support your Boys & Girls Club Week celebration. Blue Jeans for Blue Doors is an opportunity for your corporate partners’ employees to wear jeans at work during National Boys & Girls Club Week in exchange for donating to your Club. The program is easy to implement, for Clubs and their partners. And, there is no cost to partners to participate. We’ve created all the resources you’ll need to recruit partners and help them successfully implement a Blue Jeans for Blue Doors campaign – turn-key graphics and communication templates you can provide partners, along with templates for your own communications. Here’s how to use these materials:

1.  Invite your partner(s) to participate using the email template on the next page. Include the Program Overview on page 3 as an attachment.

2.  Once your partners have signed up, or if they request more information, provide them with the Blue Jeans for Blue Doors Partner Tool Kit.

Be sure to customize the areas highlighted in yellow with your Club’s information. Areas highlighted in green can be customized by your partner. If you have any questions, please contact Meredith Carter at 404-487-5935. We hope you enjoy this fun event, and we wish you every success! Sincerely, Lucy McDonald Director, Cause Marketing Boys & Girls Clubs of America

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Partner Recruitment Email Customize this email message and use it to introduce Blue Jeans for Blue Doors to your partners. Send the Program Overview (on the next page) as an email attachment. Dear [PARTNER]: Thank you for your continued support of <Insert Club’s Name>. You are the reason we can help young people in <Insert Your City’s Name> achieve great futures! Each year, during National Boys & Girls Club Week, we celebrate the magic that happens inside our Club. This April 15-21, you’re invited to celebrate with us! Blue Jeans for Blue Doors is a fun new program companies can use to engage employees and raise funds for <Insert Club’s Name>. It’s also a great way to boost employee morale and promote community involvement. Here’s how it works: Employees make a small donation, and they get to wear jeans during National Boys & Girls Club Week. The program is easy to implement. We have created a tool kit full of resources, including communication templates and turnkey graphics to use in your workplace. Please review the attached overview and contact me to learn more about how your employees can make a difference for kids. Sincerely, <Insert Contact Name>

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Program Overview Attach to your email inviting partners to participate. When: National Boys & Girls Club Week, April 15-21, 2012 What: A week-long, fun method of raising funds to support <Insert your Club’s Name> while boosting employee morale at the same time. The Blue Jeans for Blue Doors program is a turnkey way to get your employees involved in your BGCA partnership, while promoting teamwork and community involvement. How it Works: For a small donation (suggested amounts: $15 for one week or $3 for one day), employees get to wear jeans at work during National Boys & Girls Club Week. It’s easy, and there is no cost for companies to participate. In fact, <Insert your Club’s Name> will supply all of the necessary items to kick off a successful Blue Jeans for Blue Doors campaign, including:

•   Recruitment tools, such as email templates, social media content, fliers and more •   Step-by-step implementation tips •   Recognition tools and templates to thank participants •   We want to make it fun and easy for our corporate partners and all of their employees to participate!

Who Benefits: Funds raised through this program will benefit <Insert your Club’s Name>. <Insert Club’s Boilerplate or background information here>. How You Can Participate: Getting started is easy! Please contact <Insert Contact Name> at <insert phone number> and let <her/him> know your company would like to participate. A complete tool kit with fundraising resources will be provided. Let us know if you’d like to see the tool kit!

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© 2012 Boys & Girls Clubs of America. All rights reserved.

Partner Tool Kit

Provide this tool kit to partners who sign up or ask for more information.

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© 2012 Boys & Girls Clubs of America. All rights reserved. © 2012 Boys & Girls Clubs of America. All rights reserved.

Blue Jeans for Blue Doors Thank you for participating in Blue Jeans for Blue Doors during National Boys & Girls Club Week, April 15-21, to support <Insert your Club’s Name>. The program encourages employee engagement in our partnership, while promoting teamwork and community involvement.

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Getting Started


Select a captain in each corporate office to:

1. Review the materials in this tool kit.

2. Print and display the promotional materials within the office/location.

3. Recruit co‐workers to participate.

4. Distribute recognition icons to thank individuals who sign up.

5. Facilitate payments back to <Insert your Club’s name>.

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Getting Started (cont.) Once captains are selected, use the following resources to promote and implement Blue Jeans for Blue Doors:

Recruitment Tools: Recruitment Email Template 13

Encouragement Email Template 14 Breakroom Flier 15 Paycheck Stuffer 16

Program Management: Sign-up Sheet 17

Goal-Tracker Flier 18 Recognition Icons 19

Thank-You Email Template 20

Collecting Funds: Tax Receipt Template 21

Collection Summary Document 22

© 2012 Boys & Girls Clubs of America. All rights reserved. 7


Program Implementation Tips

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Getting Employees Excited About the Program •   Notify people at least two weeks in advance and send

reminders as National Boys & Girls Club Week/Blue Jeans for Blue Doors approaches (use materials on pages 13-22).

•   Include Blue Jeans for Blue Doors paycheck stuffers (page 16) in paychecks or employee mailboxes.

•   Post recruitment fliers (page 15) in the break room or other public space.

•   Track participants and their donations using the sign-up sheet (page 17).

•   When they sign up, give each participant a recognition badge (page 19) to post in their workspace. This will acknowledge them and help spread the word.


Creative Ideas •   Host a kick-off event or announce the program at a staff

meeting to help promote sign‐ups.

•   If multiple sites are involved in your company, have a competition between each location. Offer a paid half-day off or other incentive.

•   Motivate employees further by offering to match the funds they contribute.

Is your office already casual? You can still invite your employees to participate during Boys & Girls Club Week. Get creative! (For example, participants could wear their favorite team colors, or wear blue in support of <Insert your Club’s Name>.)

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Running the Program •   Use the sign-up sheet(s) to track participants. •   You can set up donation amounts that make the most

sense for your company. Suggested donation amounts are:

•   $15 donation: Employees can wear jeans the entire week (April 15-21).

•   $3 donation: Employees can wear jeans one day during the week.

•   Encourage participants to pay upon signing up.

•   If employees would like a receipt for their donation, please use the template on page 21.

•   Use materials on page 13-22 to kick off Boys & Girls Club Week and remind the participants to wear their jeans.

© 2012 Boys & Girls Clubs of America. All rights reserved. 10


Wrapping Up


Be sure to recognize all participants at the end of National Boys & Girls Club Week. (Use the email template on page 20).

When you have collected all funds from participants, please complete the donation summary form on page 22 and send it, along with a check for the total donation amount, to the address listed below.

<Insert Contact> <Title>

<Insert your Club’s Name>

<Insert your Club’s Address>

If possible, please send funds to <Insert your Club’s Name> by <Insert Date>. If you have any questions about the donation process, you can reach <Insert Contact Name>, <Title>, by email at <Insert email address> or simply call <Insert Phone Number>.

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Program Resources

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Recruitment Tools:

Recruitment Email Template 13 Encouragement Email Template 14

Breakroom Flier 15 Paycheck Stuffer 16

Program Management:

Sign-up Sheet 17 Goal-Tracker Flier 18 Recognition Icons 19

Thank-You Email Template 20

Collecting Funds: Tax Receipt Template 21

Collection Summary Document 22


Recruitment Template Email Use this suggested email content to announce Blue Jeans for Blue Doors to your employees.

Subject Line: Wear Jeans to Support a Great Cause!

<Company> is a proud supporter of <Insert your Club’s Name>. We’re helping to build great futures for young people in our community! You can help, too, by making a small donation to wear blue jeans during National Boys & Girls Club Week, April 15-21. This fun new program is called Blue Jeans for Blue Doors.

Why: Because <Insert your Club’s Name> cares about kids, and so do we! Who Benefits:

Funds raised through this program will benefit <Insert your Club’s Name>. <Insert Your Club’s Boilerplate Template>. How to Participate

Sign up today! Donate <$X> to wear jeans for a day or <$X> for the whole week. Please see <Insert Company Contact Name> for more information.

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Encouragement Template Email Use the suggested email content below for a reminder message the week before National Boys & Girls Club Week.

Subject line: National Boys & Girls Club Week: Are YOU wearing jeans?

Next week is National Boys & Girls Club Week! If you’re participating in our fun Blue Jeans for Blue Doors campaign, don’t forget to wear your jeans.

Together we've raised <$amount> for <Insert your Club’s Name>. <Insert Club’s Boilerplate Template>.

<Company> has supported <Insert your Club’s Name> for X years. Together, we <Insert details about your partnership>.

Please, join us in supporting <Insert your Club’s Name> and help open the door to a child’s future. If you haven’t already, contact <Insert Team Captain’s Name> at <Insert Contact Information> to sign up.

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Breakroom Flier

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Paycheck Stuffer

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Sign-Up Sheet

Name Department Donation Amount Payment Received

Employee Sign-Up Sheet

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Goal-Tracker Flier

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Recognition Icons

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Appreciation Template Email Use the suggested email content below for a reminder message the week after National Boys & Girls Club Week .

Subject line: You Made a Difference!

Thank you to everyone who participated in our fantastic Blue Jeans for Blue Doors campaign for <Insert your Club’s Name>’s. Because of you, we raised <$amount> to help start great futures for young people in our community.

Our sincere appreciation to everyone who donated:

<List names>

You make a difference for kids!

Sincerely,

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Tax Receipt Template

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Donation Summary

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