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26 th Anniversary UNCF WALK FOR EDUCATION Saturday, September 25, 2010 TEAM CAPTAIN TRAINING MANUAL

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Page 1: UNCF WALK FOR EDUCATIONgive.uncf.org/images/2010walk/SF/Walk_2010_Team... · June 2010 Welcome Walk A Thon Participants! On behalf of the United Negro College Fund/Northern California

26th Anniversary

UNCF WALK FOR EDUCATION

Saturday, September 25, 2010

TEAM CAPTAIN TRAINING MANUAL

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June 2010

Welcome Walk A Thon Participants!

On behalf of the United Negro College Fund/Northern California Area Office, we are pleased to have

you join us for the 26th Anniversary of the UNCF Walk for Education. UNCF will host this event on

Saturday, September 25, 2010 at Oakland’s Lake Merritt in the heart of downtown Oakland.

Hundreds of attendees representing Bay Area companies, community-based and health care agencies

participate in a 5K walk followed by an afternoon of food and entertainment. We are pleased Aben

Hill, Vice President Golden Gateway District Wells Fargo will serve as Chair of this year’s event.

Last year, our combined corporate sponsors and Walk teams raised $100,000 in support of UNCF.

This year, our event goal is $200,000. Our team recruitment goal is to identify at least 75 teams of 5 –

10 individuals who will collectively raise 2,000 per team. Please find enclosed information on the

following:

UNCF History and Frequently Asked Questions

Event Day Timeline, Directions and Parking Information

Leadership Team descriptions & Organizational Chart

Team Captain descriptions

Sample Recruitment letter, sponsorship forms and t-shirt order forms

ONLINE REGISTRATION AND DONATION INFORMATION

Since its inception in 1944, UNCF has provided educational opportunities to over 300,000 deserving

African American and minority students who require financial assistance to meet their educational

goals. UNCF furthers its mission by providing a quality, affordable education to students through its

network of 39 historically black colleges and universities. Approximately 2,000 students from

California enroll in UNCF member colleges each year. Event proceeds will help provide the

necessary funding to support multi-year scholarships to students and raise critical funds to increase

the capacity of its member colleges to serve their students. For more information, contact Celeste

Colbert Stanley at the UNCF/Northern California Office, 415/ 956-1018 or [email protected]

Welcome!

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About UNCF

UNCF is the nation’s largest and most successful comprehensive minority higher education

assistance organization. UNCF provides operating and technology enhancement services for 39

member historically black colleges and universities (HBCUs), scholarships and internships for

students. Since its inception in 1944, UNCF has raised over $2.8 billion to help more than 350,000

students attend college. UNCF has distributed more funds to help minorities attend college than any

entity outside of the government.

UNCF Record of Success

Of the approximately 55,000 students UNCF supports, 60 percent are the first in their families to

attend college and the same percentage have annual family incomes of less than $35,000.

UNCF provides operating support to 39 private historically black colleges and universities

(HBCUs). UNCF funds help these schools keep tuition down to a rate approximately 50 % lower

than tuition at other private colleges.

UNCF administers over 400 scholarships and fellowships that support students at the

undergraduate, graduate, and doctoral level.

Hundreds of students participate in UNCF Corporate Scholars programs, which provide

scholarship and internships with major Fortune 500 corporations.

UNCF administers tens of millions of dollars that help provide computers, technology integration

training for faculty members and technological infrastructure support for HBCUs.

UNCF is operated through 25 regional offices with the help of thousands of volunteers who solicit

corporations, foundations, alumni, civic and social organizations, and the general public.

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Frequently Asked Questions

How can I support the UNCF Walk?

Schedule a time for UNCF representatives to inform your members about the Walk-A-Thon Event and how it

benefits the students and faculty of UNCF member colleges. Successful company/organization participation is

often driven by enthusiastic and coordinated leadership who are knowledgeable and support the mission of

UNCF.

How does the Walk A Thon Raise Money?

The Walk A Thon raises money through corporate sponsors and through pledges generated by Walk Teams.

Participants use a sponsor sheet to solicit donations from friends, family and colleagues. UNCF staff work

closely with the Leadership Team Chairs to identify potential sponsors for the event.

What does it cost my organization?

Participation need not cost your organization anything. Walkers raise funds for UNCF by identifying

sponsors among their families, friends, neighbors and co-workers who pledge money for the 5K Walk.

How can I motivate others?

As enthusiasm, competition and interest spreads, many groups have been known to catch “Walker Fever.”

Some groups provide t-shirts, giveaways and other incentives to participate in the Walk. Stay in consistent

communication with your team and organization, reporting out the progress your team has made towards

achieving their goal.

How is the day planned for walkers?

All participants are asked to sign in by 8:00 am on the day of the event. A continental breakfast will be served

to participants. A brief program featuring local celebrities and special acknowledgements will begin at 8:30

am followed by the 5K Walk. The event will conclude at 12:00 noon with lunch and entertainment, health &

education fair, raffle, awards ceremony and much more!

Do I collect money from my sponsors before or after the Walk?

Walkers are strongly encouraged to turn in monies prior to the event, team captains will be responsible for its

collection and submissions to UNCF staff.

Is my contribution tax deductible?

Yes. Personal contributions to UNCF are tax deductible for individuals who itemize deductions on their tax

forms. Please refer to your personal tax consultant for further advice.

Health & Education Fair

The fair provides sponsors, community based organizations, schools, churches and other groups the

opportunity to promote their goods and services to walk participants. Please contact the UNCF/ San Francisco

office for details. (Celeste Colbert Stanley, 415-956-1018).

Can my company pledge a matching gift?

Yes. Based upon your company’s interest, you may structure your fundraising to meet company benchmarks

for matching gifts.

Where Do I Sign Up and obtain more information?

Contact UNCF, 415/ 956-1018 or your sponsoring company/organization leadership.

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26th ANNIVERSARY UNCF WALK FOR EDUCATION & HEALTH EDUCATION FAIR

Lake Merritt – Oakland, CA

Saturday, September 25, 2010 Program: Registration: 8:00 a.m. – 8:30 a.m. (Lake Merritt Sailboat House) Program: 8:30 a.m.

Kick-off: 9:00 a.m. – Walk Begins

Start/Finish: 5K Walk of Lake Merritt in downtown Oakland Health Education Fair, Award presentation 10:00 am - 12:00 pm

Parking: Cost per vehicle inside the park - $5.00 Additional parking area TBD.

There will be a complimentary lunch, entertainment, a short program (to

honor the teams, walkers and sponsors) and health education resource fair.

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UNCF Walk for Education and Health Education Fair

Directions to LAKE MERRITT - Lakeside Park, 666 Bellvue Avenue, Oakland

From San Jose: I-880N towards Oakland

Take Oak Street Exit; towards Lakeside Drive

Turn right on Oak Street

Oak Street becomes Lakeside Drive

Lakeside Drive turns into Harrison Street

Turn Right onto Grand Avenue

Turn Right into Park Entrance

From Sacramento: US-50 W becomes I-80W

Take I-580 East toward Hayward/; Alameda/San Jose/Downtown Oakland

Take I-980 W Exit towards downtown Oakland; Take 27th St. Exit towards WGrand Left

on 27th Street

Stay on 27th Street (becomes Bay PL) ; keep straight until you reach

Monticito. Turn Left on Grand. Follow park entrance signs.

From San Francisco: (From Bay Bridge, follow Sacramento directions from I-580 )

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2010

UNCF Walk-A-Thon

Steps to Planning a Successful Campaign

Step One: Assign an (Enthusiastic!) Team Captain and Committee

Your team captain is key to keeping participants motivated and on task towards achieving the fundraising

goal. Your company/organization team captain is responsible for recruiting team members; maintaining

consistent communication between team members; coordinating t-shirt orders and reporting weekly to the

Leadership Committee Recruitment Chair your team’s progress towards achieving their fundraising goals.

Team Captains will be asked to turn in funds on the dates scheduled for the Leadership Team meetings. (See enclosed

schedule).

Committee members will assist in recruiting team walkers and advertisements within the organization,

departments and increase interest within the organization with promotional events, (i.e. bake sales, coffee and

doughnut sales, etc.,).

Step Two: Convene a Team Orientation Meeting and Set Your Fundraising Goal

Using the sample recruitment letter, team captains should recruit members and set fundraising goals suitable

for your company/organization. UNCF suggests recruiting teams of 5-10 members/per team. This year, UNCF

is attempting to generate 750 participants comprised of teams of 5 – 10 who will raise between $200.00 to

$400.00 per participant. Request sponsor forms and posters to promote your recruitment efforts. Invite

management to endorse your efforts! This will assist you in your recruitment efforts.

Step Three: Hold A Kick Off Event!

Invite UNCF staff, company/organization leaders to join you. Place posters on company lunchrooms, common

areas to notify people of the event. Create incentives for signing up as a new Walker!

Step Four: Schedule weekly meetings between now and the event date.

Team captains may work with their organization/company leadership to establish incentives for members who

raise the most funds each reporting period. Team captains should collect funds raised by their team members

and turn in these funds to the Leadership Team Recruitment Chair.

Step Five: Submit T-Shirt Orders to UNCF

As an additional incentive, corporate sponsors will receive free, specialized t-shirts featuring their company

name and logo and UNCF member schools. Organizations/companies participating who are not corporate

sponsors may purchase an order of specialized t-shirts for their team members and other

organization/company members. T-shirts have previously been used to raise additional company funds for

UNCF. Deadline for placing orders is JUNE 28TH.

Step Six: Be consistent with turning in pledges! Check the Leadership calendar for dates to turn in

donations. Don’t hold on to it!! Retain a copy of all pledge forms you turn in with your donations.

Step Seven: Attend final Team Captain Meeting

Team captains should plan to attend the last Leadership Team meeting to receive final instructions on the day

of the event. Team Captains will be responsible for registering their team members and turning any funds

collected from team members. (See schedule).

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Step Eight: Congratulate and Thank Your Team!

Place an article in your company/organization newsletter with a photo if possible.

Step Nine: Collections.

Inform walkers of their deadline for turning in donations BEFORE THE WALK. It is often more difficult to

retrieve donations after the event. To qualify for individual prizes, you MUST turn in donation PRIOR to the

event.

Step Ten: TAKE A BOW KNOWING YOU HAVE DONE A GREAT JOB AND MADE A DIFFERENCE!

You have been a vital part of supporting the mission of UNCF to raise funds for 39 Historically Black Colleges

and Universities and for the approximately 65,000 students who annually rely on UNCF for financial

assistance. For all of your hard work, you have our heartfelt gratitude!

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UNCF Walk for Education

(sample) Team Recruitment Letter

This sample recruitment letter is designed to assist Team Captains in recruiting team participants for the Walk-A-Thon.

Please make changes to suit your company/organization needs.

(Date)

Greetings!

(Your company/organization/or yourself!) is pleased to participate in the United Negro College Fund (UNCF)

Annual Walk-A-Thon & Health Education Fair on Saturday, September 25, 2010 at Oakland’s Lake Merritt

Park in downtown Oakland. Our goal is to recruit (number) of teams of 5 – 10 to raise $2,000 per team by the

event date. We are kindly seeking your participation this year as a member of our Walk Team. (Or you may

replace this line with a solicitation of a dollar amount). Approximately 800 attendees representing Bay Area

companies, community-based and health care organizations participate in this event each year. Teams and

individual participants raising the most funds will receive a special acknowledgement from (name of

company/organization) and UNCF.

Proceeds will be used to support UNCF’s mission to provide financial assistance to deserving students with

demonstrated financial needs and support the capacity building initiatives of UNCF’s network of 39

historically black colleges and universities. Approximately 2,000 California high school and junior college

students enroll in UNCF member colleges each year.

The recent economic crisis has adversely impacted UNCF’s 39 member colleges to the extent that each of these

fine, private, historic institutions are facing dramatic enrollment reductions and pending layoffs of numerous

faculty and staff respectively. In fact, UNCF member colleges are facing as much as $11 million in unpaid

tuition balances from its students due to family job layoffs and lack of funding for multi-year scholarships to

assist these families. Spelman College, Clark Atlanta University and Morehouse colleges – UNCF’s most

notable universities are facing dramatic student enrollment reductions and faculty layoffs. With rising tuition

costs occurring at both public and private schools across the country, UNCF is challenged to meet the demand

for scholarships and grants to deserving students who are motivated to learn, but are without the financial

resources to attend college without financial assistance. Your participation will help will keep our school

doors open and help students reach their academic and economic potential.

(Company name) will host a team orientation on (date, time and location). Please contact, (name of employee

and phone number) to confirm your participation.

Thank you for your support!

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Simple Steps Towards Achieving Your Fundraising Goal

An example of a fundraising strategy is outlined below:

Team Captain

Member 1 2 3 4 Member 5 6 7 8 9 10

(Teams of 10 may have a per member goal of $200 using the same formula below)

TEAM GOAL: $ 2,000

GOAL PER MEMBER: $ 200

How can individuals meet their fundraising goal? Its simple!!

Goal: $ 200.00

Example 1: 4 family members & your donation x 20.00 each = 100.00

5 colleagues x 20.00 each = 100.00

5 organization/church members = 100.00

5 friends x 20.00 each = 100.00

Example 2: You and one family member x 50.00 each = 100.00

4 friends x 25.00 each = 100.00

4 colleagues x 25.00 each = 100.00

5 friends of family members = 100.00

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T-SHIRT & CAP ORDER FORM/ UNCF SAN FRANCISCO AREA OFFICE

26TH Anniversary UNCF Walk – A-Thon Saturday, September 25, 2010

COMPANY NAME:

ORDER DATE: DEADLINE:

Your company/organization may order specialized T-Shirts for your Walk Team members featuring your

company/organization logo as the header. Logos must be emailed to [email protected] in Adobe

Illustrator Windows Vector EPS file CS version or 9.0 version. Each organization may order according to

the prices below:

White T-shirts

with Company Logo

Small to Extra Large (S – XL)

Extra Large (XXL – XXXL)

$ 6.00/ per t-shirt $8.00/ per t-shirt

Embroidered Cap

with Company Logo

Size: Adjustable

Unit Price: $10.00

Please complete information below to place the order. Contact person is the individual who will be

processing the order for company/department/organization.

Company Name & Dept. Address Phone Number Contact Name

Fax Number Email Address Alternate Contact Special Delivery Instructions

Size Total Quantity Total Cost Amount Due

S

M

L

XL

XXL

XXXL & Over

TOTAL

NUMBER OF CAPS

Kindly Fax Order Form to Celeste Stanley, UNCF 415/ 956-1862 or email orders to [email protected].

Turn in forms by the DEADLINE DATE: JUNE 28, 2010

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2010 REGISTRATION & PLEDGE FORM Last Name First Name MI Home Phone

Address Apt.# City State Zip Code

T-shirt (Circle One) M L X L Years Participated Age Sex M F Employer

Does Your Employer Offer Matching Gifts? Y N Business Phone Ext.

SPONSORS SHOULD MAKE A DONATION AND GIVE YOU THEIR CONTRIBUTION IMMEDIATELY!

1. Name of Sponsor Address City Zip $100 $75 $50 $20 Other Matching Gift?

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.

18.

19.

20.

Turn in donations to: UNCF 220 Montgomery St. Suite 1120 – San Francisco, CA 94104 Phone: 415/ 956-1018

Participants Waiver and Release I hereby fully accept and assume all risks and responsibility for losses, costs, and

damages I incur as a result of my participation in the United Negro College Fund’s (UNCF) Walk for Education and

thereby release, discharge, covenant not to sue, and agree to indemnify, save and hold harmless, waiver and forever

discharge UNCF and their officers, employees, volunteers, and other participants, etc. from any and all liability,

responsibility and/or property damage or claims attributable to my participation in the UNCF event or activity. I attest

that I am physically fit and prepared for this event. I grant permission for organizers to use photographs of and

quotations from me in legitimate accounts and promotions. SIGNATURE OF PARENT OR GUARDIAN IF CHILD IS

UNDER 18:

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UNCF WALK FOR EDUCATION/ WEBSITE INSTRUCTIONS FOR TEAM CAPTAINS

Accessing the Walk Website and Registering Your Team

Step One: Go to the walk website address,

http://give.uncf.org/bayareawalk

Step Two: Go to “Form a Team” located on the right side of the website’s home page.

Double Click to open.

Step Three: Register yourself by completing the registration page and create your

password for entering the website.( Once registered, you will be able to access your

team page by double-clicking on “My Participant Center” from the Walk website

homepage once you’ve entered your password each time you access the website).

Navigating your Team webpage

Step Four: Test your registration by re-entering the walk website,

http://give.uncf.org/bayareawalk

Step Five: From the website home page, go to “Team Packet Info” located on the

toolbar at the top of the Homepage. Download all forms as noted in the body of the

text under “Company Coordinator” and save to your desktop for future reference. (ie.,

sample recruitment letter, fundraising strategy, pledge forms, t-shirt order forms. See

next page for illustration)

About the Walk

Step Six: From the website homepage, click on “Your Participant Center.” (1) You

will be prompted to The team homepage titled, “Participant Center.” Refer to the

“What do I do next” (2) on the yellow toolbar to help you set up your personal page,

including monitoring, tracking donations, setting up your address book, etc.,.). The

following instructions will provide the essential instructions for using your team

Home About the Walk Walk Day Info Volunteer Sponsors Team Packet

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webpage. SponsorsTeam Packet

1

Participant

Center

Personal

Page

Address

Book

Email

Follow-ups

My Progress

2

3 What should I do next?

Help me get started You can upload names from your address book or enter names by hand. Edit your

address book.

Step Seven: Add names to your address book. (3) You may either enter addresses

from your Outlook using the instructions provided under “Help me get started,”

“Importing contacts into your address book from Microsoft Outlook” OR enter

addresses manually by clicking on the “Address Book” icon from the “Participant

Center” homepage, (see above). To continue to add beyond the 10 fields provided,

click on “save and continue.” When completed, simply hit the “Save” button. Your

team members’ names are now stored. To edit, simply click on “Edit your address

book” also located on the yellow toolbar in the center of the “Participant Center” page,

(see above).

Step Eight: Recruit and Register Your Team. Team captains may recruit walkers

using the “sample recruitment letter” provided. Provide the Walk website address

and instruct walkers to double click “Join a Team” to register under your team. Forget

the team name? Click on the “Search for a Team” button to prompt a list of

teams and corresponding team captains. Instruct your team members to click on the

team name to continue with registration.

Step Nine: Directing donors to your team page. DO NOT DIRECT DONORS TO

THE “DONATE DIRECTLY” icon on the Walk website homepage. This is for

general donors only and you will not be able to track donors you solicit for your

team.

Instead, go to “FIND A TEAM” on the Walk website home page.

Type in the name of the team captain or the name of the team.

Click on the TEAM NAME. Your donor will be prompted to your team

webpage.

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Click on the “Team Name” located above the gift barometer. (See below)

Follow the prompts until all information is entered and you receive an

online acknowledgment from UNCF. This serves as your donor’s receipt

and can be printed off the computer.

Support Rho Upsilon Omega!

Rho Upsilon Omega

Goal:

$2,000.00

Achieved:

$0.00

Make a gift!

Step Ten: Monitoring, Tracking Donations. Go to the “Participant Center” and click

on “My Team Progress” (1) and “View Team Performance Report”(2) (see below)

Participant

Center

Personal Page

Address Book

Email

Follow-ups

My Progress

1 Help

View Team Performance Report 2

Enter Team Gifts Received Offline

Step Eleven: For gifts (cash, personal checks, money orders) please send to UNCF/San

Francisco Area Office, 220 Montgomery Street, Suite 1120 San Francisco, CA 94104.

Keep a personal record of the offline gifts you receive.

Step Twelve: Be sure you have downloaded and turned in your t-shirt orders by June

28, 2010. We must have your company logo in an eps format. We will unfortunately

not be able to convert it for you. Please contact the UNCF/SF office for any questions

you may have, 415/ 956-1018.

Thank you!