Come along, enjoy the adventure!

Transcription

1 TM!

2 Come along, enjoy the adventure! Dear Chairperson, Congratulations! You have been chosen Head Penguin for the best program of the year! Jenny s Penguin Patch Holiday Shop is a fun way to help students celebrate while they learn important skills such as earning, saving, and budgeting money. We are available every step of the way to assist you while preparing for, during, and closing your shop. This guide will help you have an exciting, rewarding and stress-free experience. You have chosen the program with the best customer service and kid-tested and mom-approved gifts at kid-friendly pricing. If you need additional information, call us at Your friends, Jenny s Penguin Patch Holiday Shop TABLE OF CONTENTS Page Planning Calendar and Checklist 3-4 Delivery 5 Supplies List 5 Set-Up Information 6 Running Your Shop 7 Reordering Instructions 7 Closing Your Shop 7 Sample Letters and Forms Page Recruiting Volunteers Letter 8 Volunteer Schedule 9 Office Announcements 10 Teacher Information Letter 11 Teacher Reminder Letter 11 Teacher Sign-Up Schedule 12 Parent Reminder Letter 13 Merchandise Reorder Form 14 Don t forget: You never have to count inventory! Just keep track of daily monies collected. (See page 15) Daily and Weekly Calculations Form 15 Final Bill Calculations 16 Customer Agreement for Next Year s Shop 17 Page 2

3 Weekly Planning Calendar 5 Weeks Before Your Shop Review Planning Checklist Page 4 Confirm Dates, Times, Location Hang Sign-Up Sheet for Teachers in the Teachers Lounge Page 12 Make List of Potential Volunteers 4 Weeks Before Your Shop Send Request for Volunteers Flyer Home Page 8 Fill Out Volunteer Schedule Page 9 Send Teacher Info Letter Page 11 (top half) Make Announcement at School Page 10 3 Weeks Before Your Shop Reserve 5 Tables from the Facility Manager Check Teacher Schedule Page 12 Hang Posters, Copy Shop Dates and Times on Reverse Side of Color Parent Letter Advise Office Staff That You Are Expecting a Shipment Gather Supplies Page 5 2 Weeks Before Your Shop Make Announcement, Send Home Color Parent Letter & Envelope Confirm Volunteers 1 Week Before Your Shop Send Home Reminder Parent Letter Page 13 Ensure You Received the Correct Number of Boxes (check your online sponsor page) Set Up Tables & Merchandise, Decorate Shop Area Send Out Stickers for Students to Wear Home Send Out Reminder Teacher Letters Page 11 (bottom half) See page 4 for more detailed instructions on how to complete each task. Ask the art teacher if students can help with decorations. Page 3

4 Planning Checklist 5 weeks prior Confirm scheduled dates, times, and location with Principal. Place the shop sign-up sheet in the Teachers Lounge for the teachers to select a convenient time to take their class. Make a list of potential volunteers. 4 weeks prior Send the request for volunteers letter (found on page 8) home with students. Be sure to use the Volunteer Schedule found on page 9. Organize volunteers - You will need 1 volunteer for every 75 enrolled students. Call and organize schedules for volunteers, letting them know to arrive 15 minutes early to help set up the shop. Send out the teacher information letter (top half of page 11) confirming when their class is scheduled to shop. Make morning announcements to let everyone know the shop is coming. 3 weeks prior Contact facility staff to obtain the use of approximately 5 rectangular tables for shop set up. Ensure each teacher has signed up for a time slot. Hang Penguin Patch is Coming posters (found in Start Up Kit) in high visibility areas for parents and students. Let office staff know that you expect to receive a shipment within the next week or two. Set up a way for them to contact you when it arrives. Check to make sure you have shop supplies listed on page 5. Copy shop information such as dates, times and location on the reverse side of color Dear Parent letters (found in Start-Up Kit). 2 weeks prior Make morning announcements to let everyone know the letters and envelopes are going home with the students. Send home the color Dear Parent letter and the budget envelope (found in Start-Up Kit). Confirm all volunteers and make sure to fill any open shifts. 1 week prior Send the parent reminder flyer (page 13) home with students. When you receive the shipment, please log in to with your customer number to make sure you have received the complete order. Set up your shop using the sample diagram on page 6. Set up merchandise. (See page 6 for tips.) Decorate the shop, and play holiday music. Before your shop is scheduled to open, make sure students go home wearing reminder stickers found in the Open First box. Send out the Reminder teacher information letter found on the bottom half of page 11. Your Jenny s Penguin Patch Holiday Shop is ready to open its doors for all those smiling students! Following the checklist will help to build excitement with both students and volunteers and make for a successful shop! Page 4

5 Jenny s Penguin Patch Provides Sponsor Handbook and instructions Thank you bags and To/From gift bags Variety of gift items Pre -configured price cards with a Master Price List Free delivery and pick up of merchandise Shop guidelines, tips and sample letters Parent letters and budget envelopes 4 Tablecloths Posters Reminder stickers for students to wear home Supplies Things to Remember You Provide Approximately 5 large rectangular tables and 2 small tables for cashier and gift wrap tables $50.00 cash for change per day Scotch tape and/or staples for the gift wrap station Packaging tape to reseal boxes of unsold merchandise Pens for volunteers Calculators for volunteers Merchandise Delivery 1. About 1-2 weeks before the shop opens, your merchandise will arrive. 2. Locate the box labeled Open First. You will find a brown envelope containing the following: Shop Set Up Instructions, Quick Start Guide, Reorder Packet, Price Cards, Price List, Stickers for students to wear home, Payment Envelope, Return Shipping Labels, Price Card Posters, and a Jenny s Penguin Cutout. 3. Organize boxes. Depending on enrollment you may have been shipped multiple kits. Group all A boxes together, all B boxes together, etc. 4. Discard any damaged items. 5. There is no inventory worksheet to fill out before or after the shop. Our policy is No Counting Inventory - Honor System. Plain envelopes to return change to parents Snacks for volunteers. Many places will donate a meal or snacks if you ask. You never have to count merchandise. Make sure to keep a tally of the monies collected using form on page 15. Keep monies collected from Jenny s Penguin Patch Holiday Shop separate from all other monies. Jenny s Penguin Patch Holiday Shop merchandise should not be mixed with any other merchandise. When you remit payment, do not put it in the box with your unsold merchandise. Send payment in the provided Penguin Patch envelope. Page 5

6 Setting Up Shop Secure a room to hold your shop: gym, unused classroom, library, or stage in a cafeteria, auditorium, etc. Set up tables so volunteers may stand behind them while students shop on the other side. Set up the shop based on similar pricing (see sample diagram below). Use the price cards found in your Setup and Shop Instructions packet. Cut the cards out and place them on the table, wall, or both so that the price is easily read by shopper and volunteers. Please do not write/mark on the merchandise. Set a few of each item on the tables storing remaining product under the table. When you run out of an item, replenish your tables from the stored items. Your cashier will need a cash box and calculator. Your gift wrap table should be stocked with To/From gift bags (provided). Students should not reach the gift wrap table until after they have made their purchase. Don t forget the decorations and music. Make your shop a celebration! Cashier Table Gift Wrap How to Set Up Shop video available at Page 6

7 Running Your Shop Running Shop Reorders Closing Shop Make an announcement each morning that the shop is open. Teachers should accompany their class to the shop to assist with supervision. If there is only one of a particular item remaining, sell it to the student and add it to the next reorder. We recommend that you do not pre-sell items (please refer to Merchandise Reorders below). If an item is sold out, encourage children to make a comparable selection. Reorders must be received by Jenny s Penguin Patch Holiday Shop no later than 1:00 PM. See below. Remove and secure money and checks daily. Total the monies collected and record on page 15 (Daily and Weekly Calculations Sheet). Reserve $50 for tomorrow s shop. At the end of shop, provide the Treasurer with a copy of the Calculations Instructions (page 16) and keep a copy for your records. File for future reference. Merchandise Reorders If an item sells out, it is best to help the shopper select a comparable item. In the event of an unpredicted popularity of an item, we will send a similarly priced gift item. We cannot guarantee 100% restocks. Please do not pre-sell items. Reorders are encouraged. We receive new and exciting items daily. You may find some new products with your reorder to help every student find the perfect gift! We offer 3 convenient ways to reorder: 1. Online ordering is the quickest and best method to place reorders: 2. A faxable Reorder Form can be found in the Setup & Shop Instructions packet in the box labeled OPEN FIRST and in the Sponsor Handbook. 3. If you are not near a computer or fax, give us a call at One of our representatives will assist with placing your reorder. Closing Shop Repack unsold merchandise in the original shipping boxes and secure with packing tape. Pack items as tightly as possible to prevent breakage. Return within 2 days of closing your shop. Let the office staff know that you have boxes for UPS to pick up. We provide return shipping labels in your Setup & Shop Instructions packet. Login to using your customer number to calculate the bill or call our office for assistance at Please mail payment separately from unsold merchandise. Remit payment to: Penguin Patch Holiday Shop P.O. Box Fort Worth, TX Tip: Remember to order by 1:00PM for next day delivery. It is VERY IMPORTANT to include a printout of the calculations webpage with payment so that we may properly credit the account. Page 7

8 Calling Parents, Grandparents, Aunts and Uncles! We need volunteers! Help students experience the joy of giving by assisting as they shop for friends and family. Where : At our school When : We really need your help! The excitement of the students will warm your heart. Please contact me or complete this form and return to your child s teacher by. I will call you to discuss details and confirm your scheduled day and time. Thank you very much, Jenny s Penguin Patch Holiday Shop Chairperson My Contact Information: The Penguin Patch Holiday Shop creates memories that will last a lifetime. Phone Number: E -Mail Address: (cut here & return to your child s teacher) Your Name: Phone Number: Your Address: Please circle day(s) you are available: M Tu W Th F Times you are available: Page 8

9 Volunteer Schedule MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY TIME Name Phone Name Phone Name Phone Name Phone Name Phone TIME Name Phone Name Phone Name Phone Name Phone Name Phone AM Shift PM Shift Page 9

10 Announcements One Month From Start Date: Announcements To be read over intercom system Good morning, students! The holidays are around the corner, and we have an exciting program coming to our school. Wouldn t it be great if you could shop for Mom and Dad without them being there? You could pick out a special gift, and they won t know what it is until your family gift exchange. Start earning money and saving now so that you will be able to secretly shop for your loved ones. Ask Mom, Dad, Grandma, and Grandpa what you can do to earn a little bit of money. Be watching for the posters in the halls. In a couple of weeks we will send home letters and budget envelopes for you to take home to your parents. Two Weeks From Start Date: Good morning, students! Do you remember when we told you to start saving money so that you could shop for your family? Well, the Jenny s Penguin Patch Holiday Shop is opening in just two weeks! You still have time to earn money to purchase gifts! Today we are sending budget envelopes and letters home to your parents. Make sure your parents get these items so that you can participate. During the Jenny s Penguin Patch Holiday Shop Hi, students! Don t forget the Jenny s Penguin Patch Holiday Shop will be open tomorrow. Ask your teacher when you are scheduled to shop. Be sure to bring your budget envelope or Some schools have video capabilities and have produced fun promotional videos for the shop! Go to to see examples. Page 10

11 Holiday Greetings Teachers! When: to. Times: to. Dear Teachers, Ask your students who they would like to shop for and why! The Jenny s Penguin Patch Holiday Shop is a fun way for students to shop for family members and experience the spirit of giving while learning to earn, budget, and save. We will be posting a shopping schedule. Please check when your class is scheduled to visit Jenny s Penguin Patch Holiday Shop. About two weeks before the shop opens, we will be sending home budget envelopes and parent letters for students to take home. The letters will have your time slot listed. Please remind the children what day your class will shop. Thank you very much, Jenny s Penguin Patch Holiday Shop Chairperson Chairperson Contact Information: Phone: Holiday Greetings Teachers! Dear Teachers, Reminder When: to. Times: to. The Jenny s Penguin Patch Holiday Shop is a fun way for students to shop for family members and experience the spirit of giving while learning to earn, budget, and save. Please check when your class is scheduled to visit Jenny s Penguin Patch Holiday Shop and remind the children what day your class will shop. Ask your students who they would like to shop for and why! Thank you very much, Jenny s Penguin Patch Holiday Shop Chairperson Chairperson Contact Information: Phone: Page 11

12 TIME Monday / Tuesday / Teacher Sign Up Schedule Wednesday / T eachers - Please select a 30 minute time slot for your class to visit Jenny s Penguin Patch Holiday Shop. A letter will be sent home about two weeks before the shop is scheduled to open so parents can h elp students earn and save money. Thank you! Thursday / Friday / Other: / Teacher Teacher Teacher Teacher Teacher Teacher Please feel free to contact me with any questions. at Chairperson Phone/ Page 12

13 Season s Greetings! Dear Parent, Jenny s Penguin Patch Holiday Shop is coming to our school! Next week your child will be able to participate in an educational, fun, and exciting experience. Parent volunteers will assist children while shopping to allow them to enjoy the spirit of giving. We offer over 100 different gifts that can be purchased for as little as $.25 and up to $10.00 each. The gift items offered are kid-tested and mom approved. This is sure to be one of the most exciting events that your child will participate in this year! Please ensure that the Gift List Budget Envelope is completed and returned (with cash or check) to the school on the date that your child s class is scheduled to shop. Don t let your child miss this opportunity to grow and experience the spirit of giving! All checks should be made payable to: (Organization Name) *Checks made payable to Jenny s Penguin Patch Holiday Shop cannot be accepted. * When you receive your gift from your child. Ask them why they picked that gift for you. It will be a memory that will last a lifetime! Teacher: Shop Date: Scheduled Shopping Time: Please ensure that your child brings their Gift List budget envelope on the specified date to his/her class. Thank you! Page 13

14 Reorder Form For faster and easier service, visit our website at and click on Reorder Online. Please complete the sheet in numerical order by Item #. Only order the number of items that you were originally shipped (i.e. if you were originally sent 6 Mom necklaces, please only reorder 6 Mom necklaces). Orders must be received in our office by 1:00 PM to ship overnight. 1. Fax the Reorder Form to our office at or tollfree Call our office at to confirm that we have received your Reorder Form. We receive new and exciting gifts daily. When you place reorders, you may receive new items. We want to make sure every student is able to find the perfect gift! School Name: School Phone: ( ) Address: City State Zip Contact Name: Cell Phone: ( ) Customer Number: Shop Dates: Item # Qty PKGS Qty Pieces Description Item # Qty PKGS Qty Pieces Description Fax to: or Page 14 Page 14

15 Daily and Weekly Calculations * Please return this form with payment or print online bill calculator. School Name: Treasurer s Name: Chairperson s Name: Customer Number: Phone: ( ) Phone: ( ) Phone: ( ) Monday Tuesday Wednesday Thursday Friday Saturday AM Total PM Total DAILY TOTAL PLEASE NOTE: When applicable, sales tax is included in the markup selected by your school. Check your Sign-Up Agreement for more details. Payment is due within 3 business days after shop closes. Please keep a copy of the completed calculations page for your Treasurer and send a copy with your check. Any special bonuses or offers are only valid when payment is postmarked within 5 business days. Please send payment separately from unsold merchandise. Remit to: Jenny s Penguin Patch Holiday Shop P.O. Box Fort Worth, TX Remember calculating your bill is easy with your personal sponsor website! PLEASE RETURN A COPY OF THIS PAGE WITH YOUR PAYMENT Page 15

16 Calculate the bill We re here to help! 1. The quickest and easiest way to calculate your bill is to visit our website: Have the following information: a. Customer Number (this will be provided in your Setup and Shop Instructions). b. Total monies collected during shop. Our website will do the work! Just make sure to print two copies. One for your records and one to return with payment! 2. Give us a call at and let one of our friendly staff members lend a hand. REMEMBER: There is no inventory worksheet TM to fill out! Damaged items can be discarded and do not have to be returned to Jenny s Penguin Patch Holiday Shop. We do not send out invoices. Refer to item 1 above. If an invoice is required, please contact our office at To determine total monies collected, refer to "Daily & Weekly Calculations form (page 15). When you sign up by January 31st for next year s Jenny s Penguin Patch Holiday Shop, you will receive a 5% invoice discount off of next year s shop and 1,000 loyalty points! Sign up online at use Promotional : CFS2016 Every school has its own personal website. This is a great place to reorder, calculate your bill and redeem loyalty points. Page 16

17 Sign-Up Agreement Alta Vista, Fort Worth, TX ~ info@penguinpatch.com Phone: ~ TF Fax: ~ TF School Name : Organization Type (circle one): PTA / PTO / School / Other Address: City: State: Zip: Phone: Fax: School Enrollment: County: President s Name: Phone: Phone: (home) (cell) Treasurer s Name : Phone: Phone: (home) (cell) Chairperson s Name: Phone: Phone: (home) (cell) Home Address: City: State: Zip: Choose Shop Dates Below November 27 - December 1, 2017 December 4 - December 8, 2017 December 11 - December 15, 2017 December 18 - December 22, 2017 Other Dates Optional High End Supplement: Yes/No (receive extra items priced over $10) Make sure your shop opens with plenty of product. Let us know what you paid your previous vendor. $ # of Days Shop Ran: Signature and Title: Date: Penguin Patch Holiday Shop Will Provide: 1. An awesome selection of gift items for children to purchase. 2. Announcement flyers for each child to take home. 3. Gift bags, posters and carry home bags. 4. Parent letter and budget envelope for each child. 5. Shop instructions and publicity kit. Penguin Patch Holiday Shop Will: 1. Provide recommended resale sheets. 2. Deliver/Ship merchandise at no cost to the organization. 3. Redeliver/Ship additional merchandise during operation of shop. 4. Provide restocks throughout your shop dates. (Due to unpredictable popularity, we cannot guarantee 100% restocks on all items.) 5. Take back ALL unsold, unmarked and undamaged merchandise. 6. Pick up for free or pay for return shipping. If returning by shipping service, Penguin Patch Holiday Shop will pay UPS or USPS Ground only. Your Organization Agrees: 1. To actively promote the shop. 2. To not sell other commercial merchandise. 3. To not mark on or put price stickers on any merchandise packaging. 4. To supply tables to display merchandise. 5. To furnish volunteers to run shop. 6. To calculate amount due to Penguin Patch Holiday Shop by utilizing our calculator online at: 7. To have all merchandise re-boxed with a copy of daily receipts ready for pickup or shipping at end of the last day of the shop. 8. To return all unused promotional supplies, paper products and bags to Penguin Patch Holiday Shop. 9. To ship unsold merchandise by UPS or USPS Ground using provided ground labels. 10. To send payment via US mail within 3 business days after close of shop with final bill calculations worksheet. 11. Payments not postmarked within 3 days will automatically incur a 10% late charge and a service charge of 1.5% per month. Contact us if your payment is going to be late or you need help. 12. To run shop for the specified dates and to pay a cancellation fee of five hundred dollars if the shop is canceled after Oct. 5th. You must call our office at in order to obtain a Confirmation in the event of cancellation. If merchandise has been shipped, a minimum invoice of five hundred dollars is required. Pricing Details: 1. TAX EXEMPTION CERTIFICATE: Merchandise provided by Jenny s Penguin Patch Holiday Shop for this program is sold on a wholesale basis. Sponsoring organization is solely responsible for collecting any sales tax on sales to students/parents, etc. It is up to the sponsoring organization to determine whether this is one of their tax exempt projects. Therefore, it is necessary for the sponsoring organization to provide a signed tax exemption certificate to Jenny s Penguin Patch Holiday Shop covering this sale. 2. Your organization, not Jenny s Penguin Patch Holiday Shop, determines the resale prices of gifts. Jenny s Penguin Patch Holiday Shop will provide a price list and price cards based upon your decision. Choose Price Markup: 0% Service Project 10% Service Project I have read and understand this agreement and am an authorized agent for this organization. Penguin Patch Representative: Referred by: 20% Fundraiser 30% Fundraiser Select your Bonus in order of preference. (You will receive 1 if available) Preference 1: Preference 2: Page 1 Rev 6.16 OS

18