COORDINATOR RESOURCE GUIDE

Transcription

1 COORDINATOR RESOURCE GUIDE St. Jude patient Tyler age 6 acute lymphblastic leukemia stjude.rg/saddleup

2 , p Crdinatrs f ur hearts. Dear Saddle U m the bttm fr u y k n a th blast ic acute ly mph u ld like t say h it w y w il d m se fa n y g M e was dia been able t ars ld when h u ld nt have w Tyler was 4 ye er yl T Research ecember f de Children s Ju. St r f leu kemia in D t n as if it w e dne fr ther bir thday fr a ll yu hav gh u celebrate an en u y k it h an a lmst dne w cannt say th w e W n l. is a er it yl sp T. H y enugh this just desn t sa t. Tyler turns 7 en tm ea tr f us. Thank yu years ay and n y after ver tw Jude n that d. St g in k chemtherap n a th l be my family w il summer, and frward. f St. Jude. frm this day and the k ids ever y bir thday er yl T r f d r a ll yu yu s much f Again, thank Wit h lve, mm Sara h, Tyler s Tyler with his fa mily Table f Cntents Abut St. Jude Hw Yu Can Help Quick Facts abut St. Jude Every Dllar Makes a Difference In December 2012, Tyler was fund t suffer frm the mst cmmn frm f childhd cancer. Tyler s family turned t St. Jude fr treatment, which includes 120 weeks f chemtherapy. Tyler is hyper and energetic, said his mm. He s in the first grade and lves hunting and fishing with his dad. Saddle Up fr St. Jude Crdinatr Kit and Online Resurces Steps t Crdinating yur Saddle Up fr St. Jude Event Saddle Up fr St. Jude Online Crdinatr Tips Prize Infrmatin Participant Prizes and Crdinatr Prize Dnatin Submissin Frm Participant Registratin Wrksheet

3 Hw Yu Can Help Participatin in the Saddle Up fr St. Jude prgram helps raise funds t further the St. Jude missin. Finding cures. Saving children. Treatments invented at St. Jude Children s Research Hspital have helped push the verall childhd cancer survival rate frm 20% t mre than 80% since pening its drs 53 years ag. St. Jude wn t stp until n child dies frm cancer. T date, Saddle Up fr St. Jude has raised mre than $20 millin. Quick Facts abut St. Jude Families never receive a bill frm St. Jude fr treatment, travel, husing, r fd because all a family shuld wrry abut is helping their child live. St. Jude freely shares the breakthrughs it makes, and every child saved at St. Jude means dctrs and scientists wrldwide can use that knwledge t save thusands mre children. The daily perating cst fr St. Jude is $2 millin, which is primarily cvered by public cntributins. Visit stjude.rg t learn mre. Every Dllar Makes a Difference $69 Platelet cunt test $132 Cmplete bld cunt test $320 Chest X-ray, ne view $447 One day f xygen $565 Spinal tap (includes physician fee) $1,474 Average cst f ne day f intravenus chemtherapy t leukemia r slid tumr patients* All csts reprted by the Insurance and Purchasing departments f St. Jude. Items listed here are representative f services and supplies that are a part f the treatment and care f children at St. Jude. The cst f each item r service is an apprximatin and will vary based n actual csts incurred and individual patient needs. Yur dnatin will be used fr general perating needs f St. Jude. *estimated Because the majrity f St. Jude funding cmes frm individual cntributrs, St. Jude has the freedm t fcus n what matters mst saving kids regardless f their financial situatin stjude.rg/saddleup 1

4 Crdinatr Resurces Kit Cntents Crdinatr Resurce Guide (1) Event psters (3) Dnatin Return Envelpe Online Fundraising Instructins Online Resurces Crdinatrs can visit the event management center in their nline fundraising website t access Saddle Up fr St. Jude event prmtin tls. The site includes: Infrmatin abut hw Saddle Up fr St. Jude wrks Resurces t help prmte yur event: signage templates, sample press releases, vides and mre A current list f crdinatr and participant prizes Patient stries and ther facts abut St. Jude Online Fundraising Instructins Crdinating a Successful Event STEP 1 Schedule yur event and recruit participants. STEP 2 Prmte and hld a successful event. STEP 3 Mail dnatins and distribute prizes. Years f fundraising experience and expertise have gne int the develpment and cmpilatin f these tips and guidelines. They are prvided fr the enhancement and ef fectiveness f yur experience as a vlunteer fr St. Jude Children s Research Hspital. Please respect ur request that this infrmatin remain prprietar y by nt sharing with thers r using fr ther charitable purpses. 2

5 Step 1 Step 2 Set the Date, Time and Rute r Lcatin. Prmte Yur Saddle Up fr St. Jude Event. Eight weeks befre event Prmtin Timeline Suggested lcatins: Private Stables Ranches Farms Recruit Participants and Vlunteers. Six weeks befre event The success f yur Saddle Up fr St. Jude event depends n recruiting riders t participate. Face-t-face recruiting wrks best. Tips fr Recruitment: Cntact lcal riding clubs, stables, individual hrse wners and hrse enthusiasts. Place psters and Spnsr Frms in lcal feed stres, hrse apparel/supply stres and ther interested businesses. Advertise the event at ther hrse events. Recruit participants nline. Refer t cnfirmatin yu received after yur nline event registratin. Use the link in the t set up yur event web page and recruit participants nline. If yu need assistance please call r visit stjude.rg/saddleup. Send cpies f yur pre-event press release t lcal media in yur area. Call recipients t fllw-up. Encurage attendance t the event. Remind participants t turn in all dnatins n event day. Offer interviews with key spkespersn(s) n behalf f the event. Three weeks befre yur event Distribute cpies f yur media advisry t bradcast utlets (e.g.,tv and radi) and daily print publicatins (e.g., newspapers). Include nline utlets like reputable blgs that fllw cmmunity events. One week befre yur event Cntact radi and TV statins and print r nline utlets t encurage event cverage. Once fundraising ttal is available Distribute pst-event press release and phts t lcal media utlets. Hld yur Saddle Up fr St. Jude event. Set up, register participants, and cllect dnatins Utilize vlunteer supprt. Place signs alng trail t mark the curse. Set up rest stps fr thse riders wh need a break. Check riders equipment befre starting and identify a Trail Master. T register participants, cllect waivers r cnsent frms that can be dwnladed frm the Event Management Center. Dcument participant infrmatin n the Participant Registratin Wrksheet. Keep the Participant Registratin wrksheet handy t rder prizes later stjude.rg/saddleup 3

6 Step 3 Mail dnatins within a week f yur event. Call participants wh have nt turned in dnatins. Recrd cllected amunts n the Participatin Registratin Wrksheet then transfer ttal t Dnatin Submissin Frm. Cnvert all cash t checks r mney rders made payable t St. Jude Children s Research Hspital. Insert dnatins, Spnsr Frm Envelpes and the Dnatin Submissin Frm in the Dnatin Return Envelpe and mail it t St. Jude. Call Crdinatr Supprt at between 7:30 a.m. 7 p.m. (CT) t receive yur event cde. Order and distribute prizes tw weeks after dnatins are mailed. Tally prize rders using the Participant Registratin Wrksheet. Order prizes nline by fllwing instructins that will be sent t yu after St. Jude receives yur dnatins. Distribute prizes t participants. Crdinatrs and participants can link their fundraising pages t scial netwrking sites like Facebk, Twitter and Instagram. Use the scial media tls in the Online Crdinatr Resurces. Saddle Up fr St. Jude Online Raising Mney Online Take yur fundraising effrts t the next level. 4 Persnalize event r participant Web pages and set fundraising gals. Uplad cntacts t easily send s abut yur event. Custmize templates t recruit participants, request dnatins and send thank-yu ntes. Accept nline dnatins frm spnsrs. Track nline and ffline dnatins and mnitr yur fundraising success. Visit stjude.rg/saddleup Crdinatr Resurces sectin fr Online Fundraising Instructins and t help get yur participants started.

7 Crdinatr Tips Recruitment Tips Raising Mre Mney Ask cmmunity members and businesses fr dnatins, including: Fd Services Event Venue Add side events t enhance participatin and raise additinal funds. Live and Silent Auctins Cncerts Picnics r Chili Suppers Hayrides Jr. Rde Events Sweetheart Pageants Cntact yur lcal Chamber f Cmmerce t avid cmpeting with previusly scheduled cmmunity events. Add yur event date t cmmunity calendars in yur area. Make sure t cllect cntact infrmatin frm all participants s yu can keep in tuch and invite them t next year s event. Use yur persnal fundraising website t recruit participants via and scial media sites. Special Nte: Raffles cannt be cnducted n behalf f St. Jude. Cntact the Crdinatr Supprt Team at if yu have questins stjude.rg/saddleup 5

8 Great Prizes fr Participants* $20+ raised = Saddle up fr St. Jude Lapel Pin $35 r mre T-shirt $35+ raised = Saddle up fr St. Jude T shirt $75+ raised = Saddle Up fr St. Jude Hat $75 r mre Hat $150+ raised = St. Jude Glves *Prizes and incentive levels are subject t change. $150 r mre St. Jude Glves Crdinatr Prize All crdinatrs raising $3,000 r mre will receive a St. Jude Stadium Chair. 6

9 DONATION SUBMISSION FORM P.O. Bx 1999 Memphis, TN Please cmplete and submit this entire frm with all checks/mney rders, made payable t St. Jude Children s Research Hspital. Return in the envelpe prvided. Please submit dnatins via check r mney rder nly. Ttal Dnatin Amunt Enclsed: Number f Participants Turning in Mney: Event Cde:* Date f Event: *Prvide event cde if label is nt used belw. Refer t Step 3. ** APPLY YOUR PROVIDED RETURN ADDRESS LABEL IN THE SECTION BELOW. (Cmplete this sectin nly if the label is nt used.) Event Twn: Cunty: State: Crdinatr: Phne: ( ) Address: **Please ensure that yur address is accurate. This address will be used t send yur prize rdering instructins. City: State: ZIP: IMPORTANT! The infrmatin yu prvide n this frm is needed fr us t cmpile all f the data required by ur CPA and varius regulatry agencies. Please sign and date belw. Crdinatr s Signature Date DONATION SUBMISSION FORM P.O. Bx 1999 Memphis, TN Please cmplete and submit this entire frm with all checks/mney rders, made payable t St. Jude Children s Research Hspital. Return in the envelpe prvided. Please submit dnatins via check r mney rder nly. Ttal Dnatin Amunt Enclsed: Number f Participants Turning in Mney: Event Cde:* Date f Event: *Prvide event cde if label is nt used belw. Refer t Step 3. ** APPLY YOUR PROVIDED RETURN ADDRESS LABEL IN THE SECTION BELOW. (Cmplete this sectin nly if the label is nt used.) Event Twn: Cunty: State: Crdinatr: Phne: ( ) Address: **Please ensure that yur address is accurate. This address will be used t send yur prize rdering instructins. City: State: ZIP: IMPORTANT! The infrmatin yu prvide n this frm is needed fr us t cmpile all f the data required by ur CPA and varius regulatry agencies. Please sign and date belw. Crdinatr s Signature Date 7

10 P.O. Bx 1999 Memphis, TN Please let us knw when yu want t cnduct yur event next year. Mnth Date Thank yu fr yur supprt! We will be in tuch with yu abut yur next event. COMMENTS ABOUT YOUR SADDLE UP FOR ST. JUDE EVENT: List Key Vlunteer Name(s) Address Phne ALSAC/St. Jude Children s Research Hspital (16724) SAD P.O. Bx 1999 Memphis, TN Please let us knw when yu want t cnduct yur event next year. Mnth Date Thank yu fr yur supprt! We will be in tuch with yu abut yur next event. COMMENTS ABOUT YOUR SADDLE UP FOR ST. JUDE EVENT: List Key Vlunteer Name(s) Address Phne ALSAC/St. Jude Children s Research Hspital (16724) SAD010115

11 Participant Registratin Wrksheet USE ON EVENT DAY PRIZE INFORMATION Crdinatr Name: Phne Number: ( ) Address: City: State: ZIP: Use this wrksheet t: 1) lg wh is participating n the day f yur event; 2) determine hw many f each prize item yu need t rder; and 3) track which prize item ges t which participant upn prize delivery. Make additinal cpies if needed. This is fr yur reference. PLEASE DO NOT mail this frm with yur Dnatin Submissin Frm and dnatins cllected. Thank yu and best f luck in yur event. N. Participant Name Area Cde and Telephne Number Ttal Online Ttal Checks/ Mney Orders Date Cllected Pin PRIZES T-shirt (indicate size) Hat Glves FOR YOUR RECORDS. DO NOT MAIL. Ttals: stjude.rg/saddleup SIZE CHART Yuth YM YL Adult M L XL 2XL 9

12 thank yu fr crdinating a SADDLE UP FOR ST. JUDE event and supprting the kids f St. Jude stjude.rg/saddleup 2015 ALSAC/St. Jude Children s Research Hspital (20208) SAD010116