2015 Popcorn Sale Unit Kernel Guide

Transcription

1 Boy Scouts of America Greater Cleveland Council 2261 Woodland Avenue Cleveland, Ohio Main Council number (216) Popcorn Sale Unit Kernel Guide

2 Table of Contents Notes Sale Overview Page 2 Key Dates Page 3 Distribution Details Page 4 Key Steps Ideal Year of Scouting Page 5 Four Sales Methods Pages 6-7 Sale Commission and Payments Page 8 Scout Incentive Program Page 9 Spin N Win Page 10 Check list for unit Kernels Pages Increasing unit Sales Pages 13 Scout Selling Tips Page 14 Council Website information Page 15 Helpful Loading Tips Page 16 Ordering Details Page 17 How to place an Order Pages Council Contact Page 20 1

3 Notes Sale Overview Thanks for volunteering your time to help your unit! The Greater Cleveland Council Popcorn Sale is a very important source of funding for local Scouting unit activities and council operations. The purpose of the Greater Cleveland Council s Popcorn Sale is to raise funds for Scouting council-wide. The sale provides Scouting units with a safe, coordinated unit money earning opportunity with no upfront costs to the unit. Over 2,000 volunteers will coordinate and participate in this year s popcorn sale with 180 Scouting units directly benefiting over 8,000 youth. The impact of the popcorn sale reaches far beyond the local unit, making it possible to provide Scouting programs throughout the council. In 2014, the Greater Cleveland Council Popcorn Sale provided more than $700,000 in financial support for unit s programs in the Greater Cleveland Council. This included everything from paying for unit operations including program materials and gear, along with advancements, recognitions, refreshments, camp fees, scholarships, subscriptions to Boys Life and other worthwhile Scouting publications, uniforms, camping facilities, registrations, training, professional support services, and personnel. In addition to receiving a great Scouting program, Scouts earned prizes and incentives. What does this mean for your unit? You can use the popcorn sale to fund your entire year s program. Imagine being able to have great events, campouts, and have every boy go to summer camp without asking the family for any money. It is possible with popcorn. 2

4 Key Dates Council Contact Information Wednesday, September 9 th Show and Deliver orders are due online no later than NOON (no extensions please) Friday, September 18 th Show and Deliver orders are distributed and sale begins (Contact your district leadership team for pickup times) Tuesday, November 3 rd Take Orders are due online no later than NOON (no extensions please) Monday, November 9 th Show and Deliver money due to Council Monday, November 9 th Prize orders are due online Friday, November 13 th Q For a Day registration deadline (not confirmed) Friday, November 13 th Take Orders are distributed (Contact your district leadership team for pickup times) Monday, December 7 th Final Popcorn Settlement due to Council $1,500 and above Scouts identified For Spin N Win top 100 sellers Prizes will be distributed upon final popcorn settlement Pete Biltz (Popcorn Staff Advisor. (216) pete.biltz@scouting.org Heather McMillan (Popcorn Administrative Support) (216) heather.mcmillan@scouting.org District contacts Jeff Tirey (District Kernel) Cell: (216) Western Trails Distict Justin Steinhard (Team Lead) Office:(216) justin.steinhard@scouting.org Central Distict Dwayne Jones (Director of Field Service) Office: (216) Dwayne.jones@scouting.org Tinker s Creek Distict Marty Spitz (District Kernel) Cell: (216) Jason Setser (Team Lead) Office: (216) jason.setser@scouting.org Saturday, January 30, 2016 Q For A Day 3 20

5 Distribution Details 4. When your Take Order sales are complete, either enter the total amount sold by each Scout in the Take Order column, or click on Order Form If you clicked on Order Form, enter the total quantity sold by Scout for each item. Check the approved box and select Save Changes. 5. Click on the Scouts menu to return to your Scout list. Complete these steps for all Scouts. How to place your Take Order 1. After you have added all sales by Scout, click on the Orders menu 2. Click on Unit Order for Take Order 3. The Pre-Order Scout Need column shows the orders you entered on the Scouts menu 4. If you have leftover Show and Sell product, use it to fill your Take Order by entering negative numbers in the Pre-Order Adjustment column 5. Your final order will be listed to the right under the Actual Order to Council column 6. Double check all of your numbers before submitting to your Council 7. Click on Save Changes When your order is complete, click on Submit to Council. Order prizes at: Password: 440GCC Q for Day Registration: Western Trails Dorn Color Berea Road, Friday, September 18 4:00 p.m. 6:00 p.m. Unit needs to schedule a time through the district kernel or district executive. Friday, November 13 4:00 p.m. 6:00 p.m. Unit needs to schedule a time through the district kernel or district executive. Kaufman Container 1000 Keystone Parkway Ste 100, Friday, September 18 4:30 p.m. 6:30 p.m. Unit needs to schedule a time through the district kernel or district executive. Friday, November 13 4:30 p.m. 6:30 p.m. Unit needs to schedule a time through the district kernel or district executive. Central Beverage Distributors 3800 King Avenue, Friday, September 18 4:00 p.m. 6:00 p.m. Unit needs to schedule a time through the district kernel or district executive. Friday, November 13 4:00 p.m. 6:00 p.m. Unit needs to schedule a time through the district kernel or district executive. Tinker s Creek American Seaway Foods/Giant Eagle Distribution 5300 Richmond Road, Friday, September 18 4:30 p.m. 6:30 p.m. Unit does not need to schedule a time. Friday, November 13 4:30 p.m. 6:30 p.m. Unit does not need to schedule a time. Brecksville Road Transit Charter Service 7885 Snowville Road, Friday, September 18 5:00 p.m. 7:00 p.m. Unit does not need to schedule a time. Friday, November 13 5:00 p.m. 7:00 p.m. Unit does not need to schedule a time. 19 4

6 Key Steps for successfully funding your unit s Ideal Year of Scouting 1. Plan a full year s Scouting program The Ideal Year of Scouting! Include the Scouts! (Template available ) 2. Develop a budget to determine the cost of the full year s program. (Template available) 3. Divide the total program cost by the commission rate for your unit (for most this will be.33) to determine your unit s total popcorn sale goal 4. Divide the unit sale goal by the number of boys in your unit to determine your unit s per-boy goal. 5. This is how much each boy needs to sell to pay for a full year of Scouting programs in your unit! 6. Hold an exciting unit popcorn kickoff. (See sample Agenda and PP slide show on Trails-End.com) 7. Conduct a Blitz day or Super Saturday 8. Keep Scouts excited during the sale with special mid-sale unit incentives. Invest a little! DID YOU KNOW Scouts who have sales goals sell twice the popcorn of Scouts that don t! How to Place an Order Sign in to your Popcorn System account (login information provided by your council) 1. Click on the Orders menu 2. Click Unit Order for Show and Sell 3. Enter the quantity of cases needed next to each product 4. Click on Save Changes When your order is complete, click on Submit to Council How to add Scouts to the Popcorn System 1. On your Unit Home Page, click on the Scouts menu 2. Click on Edit Scouts 3. Enter the First Name & Initial (to add multiple Scouts at once, click on Add Multiple Scouts) When you are done, click on Save Changes How to credit your Scouts for Show and Sell and Take Order Sales 1. On your unit Home Page, click on the Scouts menu 2. When your Show and Sell sales are complete, enter the total amount sold in the top box under the Show and Sell column 3. Enter the amounts sold by each Scout (make sure the amounts add up to the total entered at the top) Continued on next page 5 18

7 Ordering Details Show and Deliver orders are by full case only. There are no returns during the sale this year so please be mindful of your historical sales and plan to use any remaining items through the take order portion of the sale % of your total products sold last year is a good starting point. Number of Scouts is also a factor. Take Orders may be placed by individual container. Be sure to use up your remaining show and sale items (inventory count) prior to placing your final take order. A Pop and Swap blog page on the Popcorn tab of the Council website has been established for units to trade products or inventory on their own. Note: be sure to fill out and sign the transfer forms so proper accounting and invoicing can take place within the Council s tracking system. We tried this for the past 2 years with mixed results, but there are still kinks to be worked out! Let s try it again! Password: popcorn2015 Four Sales Methods Show & Sell This method involves setting up a table or booth at a high foot-traffic location (like a popular grocery store, hardware store, or bank branch) where you can greet the public and offer your sale. Research shows about 1 in 10 contacts will result in a sale. 1) Contact property/store owners for permission prior to sale. 2) Divide your Scouts into shifts throughout the day. Have at least one parent per shift (be careful not to burn out your volunteers). 3) Do not block the store entrance 6) Leave the location better than when you arrived 5) Set up a display of the products to draw attention and for customers to see what they are buying. Have Scouts in front of your display. Show & Deliver This is the recommended method as it involves the highest rate of positive response like the Take Order methods but it eliminates the return trip. You bring along the product as you sell it door-to-door. When a sale agreement is reached, the Scout goes out to the car or wagon, gets the product and delivers it on the spot while the customer pays. If the desired product is not on hand, the Scout uses the Take Order method and returns with the ordered product at a later time. 17 6

8 Four Sales Methods (Continued) Helpful Loading Tips Take Order This method involves uniformed Scouts going door-to-door to take orders for popcorn. Research shows that about 3 in every 5 doors knocked on will result in a sale. Moreover, only about 20% of houses are contacted about buying popcorn. There is plenty of untapped market for the sale. This method is also preferred for neighbors close to home, mom and dad s coworkers and close friends and relatives to whom it will be easy to deliver the product at the end of the sale. Sell On Line Increase your profit through internet sales! See the special instructions on how to set this up in the Ordering Manual or on-line. Sales Tip Publicity: Ask your unit s Marketing Chair to arrange publicity for the sale. Don t have a chair? Take a few Scouts, in uniform, to your local newspaper office along with a news release and ask for a photo in the paper. For radio, a uniformed Scout and a leader visit the station with samples to give to the station manager and announcer along with a news release. Look for community calendars that can describe when you will be out selling. Contact businesses with signs outside of their business that can promote the sale. Banners are available to borrow form the council office. And don t forget your meeting location! Churches, VFW s and Civic Organizations all have outlets and space to help promote the sale. The below guide assumes that the vehicle is empty and seats have been removed where possible. Remember that your passengers take away from valuable space. 25 cases or less will fit into most standard four-door sedans Most truck beds will hold between cases Up to 60 cases will fit into most SUV s (Explorer, Blazer etc.) Up to 60 cases will fit into most Mini Vans with no rear seats Up to 75 cases will fit into a Suburban with no seats For orders larger than 75 cases, enclosed Trailers are best A topper or tarp is strongly suggested for truck beds Be sure you bring enough people to help you load your popcorn. Please be sure to count your order as you load it. Once you sign for your order and leave the warehouse, it will be assumed that your order is complete and accurate. 7 16

9 Support items you can find on the Council Web site Hit popcorn tab: Prize brochure Orientation slide show Leader Guidebook Online Ordering Manual Unit information sheet template $2,500 Scholarship Form $550-$750 Club promotion and Q for a Day information Clip art and Logos Product lineup Take order forms Thank you receipts *scheduled to be completed week of August 21 website has tons too! Popcorn ordering porthole Product and logo clipart Kickoff power point Unit Program template Unit Budget template Parent Newsletter template Square Reader information and instructions Templates for posters, door hangers, banners etc. Commission: Sale Commissions and Payments With Prizes/ Gift Cards Cash Option (No Prizes) Base Commission Sign up by July 3 AND attend any orientation Total possible commission 32% 1% more 33% 35.5% 1% more 36.5% Note that the no prize Cash Option must be selected by the unit popcorn kernel on the Trail s End Web site. The prize method is recommended, as the prizes motivate Scouts to sell more products. Other Details Units keep their commission, paying the council only what they owe for product. On Monday, November 9, units with a Show and Deliver order, payment due. Credit Cards are not accepted. Checks Are payable to: Greater Cleveland Council, BSA, 2241 Woodland Ave, Cleveland, OH On Monday, December 7, all popcorn settlements are due. Credit Cards are not accepted. 15 8

10 Scout Incentive Program Scouts who sell popcorn can choose a prize from the highest level that they attain. Every Scout who sells at least one item earns the popcorn patch OR pin. This year, the prize levels start at $75. Units who do not wish to use this prize program may select to earn 3.5% additional commission. Before you choose this option, be aware that Scouts in Greater Cleveland Council units and nationwide who took prizes averaged more sales per Scout than those who took the additional commission. Scouts of all ages are motivated by prizes and gift cards. Once again this year because you asked for it, Scouts can order multiple prizes from levels as long as they don t exceed the total amount sold. See prize brochure for more details Bonus Prizes And $2,500 Scholarship Program In addition to the prizes mentioned above, Scouts can earn bonus prizes for attaining various levels of sales. Scouts earn these even if their unit selects the no-prize option. $550 Sellers: All $550 sellers will earn a ticket to Q for a Day including a Monsters game AND a BOGO ticket to a Gladiators and Canton Charge game. $750 Sellers: All $750 sellers earn the $550 Ticket package and (one) bonus prize: Firetek Rocket (Cub Scouts) and Multi tool hammer (Boy Scouts) $2,500+ Sellers: All Scouts who sell $2,500 or more will have be enrolled in the Trails End Scholarship Program and earn money for higher education! Scout Selling Tips ALWAYS wear your Field Class A uniform. Everyone loves to support a Scout in uniform. Pick a prize and set a sales goal to get to that prize. ALWAYS sell in pairs or with an adult. Never sell after dark. ALWAYS act like a Scout and be polite and courteous. Wear a smile and introduce yourself. ALWAYS walk on the sidewalk and driveway, not through the yard. Watch for traffic. Never enter anyone s house. ALWAYS have 2 pens with you. Make sure you know the different types of popcorn you are selling. Be sure to tell the customer how the money will be used. Make sure you know when you will be delivering the orders. The more people you ask, the more you will sell. Place popcorn sale articles in your school, church and community bulletins/newsletters. Remind your parents, grandparents, aunts, uncles and neighbors what a great gift popcorn makes for teachers, friends, co-workers, etc. Save your Take Order forms so you can call on the same people again next year. Tell them why you are selling. Let them know how good the popcorn is. Say Thank You even if they don t buy anything. 9 14

11 Increasing Unit and per Scout Sales Spin N Win Super Saturday (pick a day that s best for your unit) Fun-filled day of events enriched with opportunity for Scouts. The day is designed to stimulate Scouts sales and encourage interaction with customers. Entire unit gathers on a Saturday Morning Scouts come with anything to help them carry product (wagons, etc.) The entire unit goes to a house to learn some techniques for selling door to door and to gain some confidence. The Scouts, leaders and parents then divide and blanket the neighborhood to see who can make the most sales. Meet back at starting place in a specified amount of time. New and Exciting Prize Incentive! The Council's 100* Top Sellers will be invited to an exclusive party to be held in March to recognize their efforts and have a chance to spin the wheel of prizes! Every Scout will walk home with another prize and special t-shirt! A festive environment and food will be part of the evening to celebrate our Top Salesman Only the top 100 sellers will be invited based on Q for a Day registration signups or by contacting the Service center by December 7 (same day as final payment). Minimum sale amount is $1,500. No sharing of Scouts sales

12 Check list for Unit Kernels Goal Setting Unit committee puts together a unit budget for all activities and other expenses for the next year. Determine unit goal based on your budget. Determine per Scout sales goal based on your unit budget. Incentive plan Know and understand incentives provided by the council. Sales level prize program...sell one item and get a patch or pin. $550 Q for a Day and additional sports tickets $750 All of the above and Zing Firetek rocket (Cub Scouts) or Multi tool hammer (Boy Scouts) Secure and develop incentives unique to your unit Popcorn distribution plan Secure vehicles parents to pick up popcorn Secure location to distribute popcorn to Scouts Secure help with popcorn distribution Unit Kick off preparation: Set a kick off date Secure kick off location Invite families to kickoff Have den leaders or patrol leaders call to remind families of kickoff Plan an exciting meeting Secure door prizes At your kick off: Utilize the kickoff kit items Parent breakouts Why are we selling popcorn fund program, New gear, etc (template available) Share on-line selling information Share goals Have games for Scouts Make sure everyone understands all the incentives Super Saturday Pick the best day for your unit, early in the sale Divide the area for your Scouts to cover Secure parents help Pizza or hot dog party? Turn in blitz day results Determine our unit s blitz day incentives During the sale Send reminders to Keep selling Promote online selling Order form turn in reminder Order Show and Deliver popcorn by 9/8/15* Place final popcorn order by 11/3/15* Popcorn order system: Place prize order by 11/10/15* GCC Prizes: Q for a Day Registration/sports tickets by 11/20/15 *(ordering instructions in back of book 11 12