Campaign Coordinator Guide

2 CAMPAIGNCOORDINATORGUIDE·2018

Table of ContentsWhyCommunityHealthCharities ........................................................................... 3

5 Steps to Running a Successful Campaign ........................................................... 4

Prepare Your Workplace Campaign ........................................................................ 5

ExciteandEmpowerEmployeestoAction ............................................................ 6

Ask Every Employee to Give ......................................................................................7

Thank,BecauseGratitudeGoesaLongWay ........................................................8

CultivateandEngageEmployeesYear-round ....................................................... 9

Campaign Timeline ....................................................................................................10

Building Your Campaign Team ................................................................................11

Sample Department Coordinator Training Agenda ...........................................13

Campaign Themes .....................................................................................................14

Promote the Campaign .............................................................................................15

SampleLetters/EmailstoStaff ................................................................................17

EmployeeIncentivesandEvents ............................................................................20

A–Z Campaign Special Event Ideas ........................................................................23

CampaignWrap-UpandPledgeProcessing ........................................................25

FrequentlyAskedQuestions ...................................................................................26

Commonly Used Terms ............................................................................................28

Thank You .................................................................................................................... 30

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77% of U.S. workers suffer from at least one long-term health condition, ranging from cancer to asthma—chances are someone you know is affected.

Why Community HealthCharities

CommunityHealthCharitiesexiststoempowerpeopletotakeactionto improvehealthandwellbeing.Yourorganization’sparticipationinaCommunityHealthCharitiescampaignwillraiseawarenessandresourcesforhealthandwellness for your employees and community.

Health has never been such a priority. OverhalfofU.S.adultsarelivingwithoneormoreserioushealthissues—that’sover 117millionpeople.Morethan2millionkidsinAmericaexperiencehomelessnessannually.Nearly44millionU.S.adultslivewithmentalillnesseveryyear.CommunityHealthCharitiescampaigns make it easy for employees to:

y Give:Selectfromtwouser-friendlyoptionsforyourworkplacegivingcampaign: our comprehensive Giving Matters365platformoffersturnkeymaterials and tools, ease of giving (andreporting),plusourteamhandlestheset-upandprocessing.WithGive Now, we can quickly create a branded online giving page for holidays, disasters,orone-timecompanygiving.

y Engage:Volunteerintheofficewithour Volunteer On The Spot Guide, or use our volunteer opportunity locatortooltofindopportunitiesinyour area by zip code or keyword.

y Raise Awareness: Support the issues important to your employees with cause-basedgiving.Adoptoneofour Signature Causes focused on children, women, veterans, or crisis, or create your own customized cause with our Custom Cause Tool.

y Learn: Access online health resources from our vast library of charity partners. Whether you are concerned about cancer,Alzheimer’s,diabetes,heartdisease,austism,mentalhealth,oranother health issue, you can explore and learn more in our resource database.

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1. PrepareReview our Campaign Coordinator Guide and resources.

5. CultivateandEngageKeepthemomentumgoingyear-roundwith our employee engagement tools.

4.ThankCelebrate your success by thanking everyemployeeforparticipating.

3.AskChallengeemployeesviamultiplecommunicationchannelstoparticipate.

2. ExciteandEmpowerUse our tools to energize employees about the impact they can make together.

5 Steps to Running a Successful Campaign

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Prepare Your Workplace Campaign

y Establish Support From The Top: Involving yourcompanyleadershipactivelyinallaspects of the campaign through events andcommunicationswillincreaseemployeeparticipation.Learnmoreabouthowyoucanleverageyourcompany’sleadershipontheBuildingYourCampaignTeam(seepage11).

y Recruit Your Campaign Committee: Having ateamofenthusiasticvolunteerstohelpyouplan and execute the campaign will make your job easier. To help, we have created Building YourCampaignTeam(seepage11)withtipsto get you started and have provided a Sample CoordinatorTrainingAgenda(seepage13).

y Determine Your Cause: Choosing a cause your employees care about will increase engagement and enthusiasm for the campaign. Select from one of our Signature Causes or use our Custom Cause Survey to create a custom cause fund to include in your campaign.

y Create A Campaign Timeline: Timing your workplace giving campaign when other leadershipororganizationalcommitmentsarenotoccurring will help your campaign be successful. Atypicalcampaignrunsfor2-4weeks.Wehavecreatedastep-by-stepcampaigntimeline(seepage10)tohelpyouplan,implement,andachieveyourcompany’scampaigngoals.

y Determine Your Pledge Method: Providing aquick,user-friendlymethodofgivingwillencouragehigheremployeeparticipation.Youcan choose from our customizable turnkey onlineGivingMatters365platform,createa branded Give Now online giving page, or paperpledgeforms.Formoreinformationabouttheseoptions,contactyourCommunityHealthCharitiesrepresentative.

y Set Measurable Goals:Settinggoalsforyourcampaign that consider prior year results, number of employees, and the current business climate will help you achieve success. We have provided a GoalSettingGuide in Campaign Resources to help you determine thebestgoalsforyourcompany’scampaign.

y Brand Your Campaign:Creatingathemewillprovideaframeworkforyourpromotionalmaterials,captureattention,andaddfunto your campaign. Check out the Campaign Theme and Special Event Ideas (see pages 14and20)forcampaignthemesuggestions.We have also provided ideas for how to promote and publicize your campaign events, including sample email and social media templates—check out our Campaign Resources.

Asyourcompany’scampaigncoordinator,yourplanning,organizing,andcoordinatingeffortsenableyourcoworkerstoparticipateinbuildingstronger,healthiercommunities.Visitourresource library online for direct links to all of the items available. Here are some steps and resources to help you prepare a successful campaign:

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People like to get involved in helping the community, and with your workplace campaign, they can have fun and make a real impact. Here are some tools to help your colleagues understand how they can build a stronger, healthier community:

ExciteandEmpower EmployeestoAction

The miracle is this: the more we share, the more we have.LEONARD NIMOY

y Excite:Advertisingeventsandcampaigndatesearly,often,andeverywherewillmakeadifference.Tohelpyou,wehaveprovidedposters, PromotionIdeas(seepage15),andIncentiveIdeas(seepage20)tomakeitmoreappealingforemployeestoparticipate.Remember,peoplegive when they understand the need and impactoftheirgift,butincentivesareagoodwaytobuildexcitementandparticipation.

y Engage:Havingmorepeopleparticipateinthe campaign equates to a bigger impact on the community and more to celebrate at your campaign closing event. Special events,volunteeropportunities,andcontestsraise awareness of your compaign, raise money, and, most importantly, contribute to a strong company culture. Use our volunteer tools, Employee Resource Groups, and EventIdeas(seepage20)tofindfunandcreativewaystoengageyourcolleagues.

y Educate: Providing resources for employees to use and share puts the tools for change in their hands. Employees who are informed and educated about the impact they are making and theparticipatingcharitiesaremorelikelytogiveand give generously. Use our Health Resources, Charity Stories, and Health and Wellness Guide to equip employees to provide treatment and preventionbytacklingthehealthissuesthatmattermosttothem.IllustratethepoweroftheirgiftsusingtheWhat a Dollar Buys and Table Tent(seeToolsforEngagementguide)tools.

y Empower:ConnectingemployeestotheworkofCommunityHealthCharitiesthroughour Employee Champions story template harnessesthepowerofpersonaltestimoniesandencouragesfurtheraction.Givingandvolunteering are personal choices. When your colleagues share their stories with each other, theycanempowerotherstotakeaction.

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Ask Every Employee to Give

y Make It Fun: Unite your employees by holding acampaignkick-off,invitingcharityspeakers, hostingspecialevents(seepage21),orcoordinatinglunch-and-learnsorinteractivesponsored breaks. People give to people. To help energizethein-personask,wehaveprovideda list of fun fundraising ideas in our Tools for Engagement GuideaswellasPublicity,Incentive,andSpecialEventIdeas(seepages21-23).

y Involve Company Leadership: The best asks oftencomefrompeersordepartmentheads,andyour company leadership can set the example by makingearlycontributions(pacesetters).Whilea personal request to contribute at campaign eventsismorepersuasive,promotingcorporatesupportiscriticaltoasuccessfulcampaign.We have included Email Templates, including SampleCEOEmails(seepages16-18),tohighlight leadership support of the campaign.

y Explain Giving Options: It is important to explain how donors can give. Community HealthCharitiesprovidesmultiplewaystocontribute:acustomizableonlineplatformisrecommended, a simple Give Now page, or a paper pledge form.Tobetterdeterminethebestgiving experience for your workplace campaign, review our Sample Pledge Form or contact your CommunityHealthCharitiesrepresentative.

y Reassure Giving Is A Choice: Giving is a personal choice and some employees may choose to not participatefinancially.Encourageemployeestoget involved in other ways by volunteering to supportthecampaignorcommunity,coordinatingadonationdrive,orraisingawarenessaboutacausethatmatterstothem.CheckoutourVolunteer on the Spot Guide for ideas.

Askingfordonationsisthemostimportantstepofyourworkplacegivingcampaign.Thenumberonereasonpeopledon’tgiveisbecausetheyarenot asked, so ensure every employee has an opportunity to make a decision. Herearesomewaysyoucanmaketheaskviamultiplechannels:

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Thank,BecauseGratitudeGoesaLongWay

83% of Millennials and 70% of all U.S. employees would be more loyal to a company that helps them

contribute to social and environmental issues. CONE 2016 EMPLOYEE ENGAGEMENT STUDY

y Say It:Ensureemployeeshaveapositiveandrewarding experience with the campaign bythankingtheminatimelyfashionbothduringandafterthecampaign.Wehaveprovidedtemplates,includingaCertificateofAppreciationand“You’reGrand-ola”wrapper(see the Tools for Engagement Guide).

y Show It:Everycampaignisworthcelebrating.Considerhostingacelebrationeventforyour employees where you can announce results, share the impact of helping others, recognize your donors, and have fun. To help, we have provided a list of Thank You Ideas in our CampaignResourceLibraryonline.

y Share It: Share your campaign results through social media, local news outlets, company emails,newsletter,andintranet/internet—yourgenerositywillinspireothersandpositionyour company as a community leader. We have provided Sample Press Release and Social Media Post Templates for you to share your great news with the community. Be sure to also share your results with Community HealthCharitiessowecanrecognizeyourefforts.Justcheckoutourcampaigntools.

Thanking everyone involved, from those who donated to those who helped implement the campaign, cannot be overemphasized and goes a longwaytoensuretheirlong-termsupport.Herearesomewaysyoucanexpressyourappreciationtoyourcompanyleadership,campaignteam, donors, and volunteers:

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CultivateandEngage EmployeesYear-round

y Cultivate A Culture Of Health And Wellness: Participatinginaworkplacegivingcampaignprovides employees with the opportunity tolearnfirsthandaboutcommunityneedsas well as experience rewarding team building.Keeptheminvolvedbypromotingour Health Resources, which are available online with the Year-RoundEngagementCalendar, and Health and Wellness Guide.

y Encourage Employee Engagement: We hope youandyourcolleagueswillcontinueyourcommitment to building stronger, healthier communitiesthroughouttheyear.Tohelp,wehave provided volunteer tools. Visit our Online Volunteer Tooltofindopportunitiesbykeywordand zip code; or, use our Volunteer On The Spot Guideforeasyactivitiesyoucandoonsitewithoutleavingtheoffice.Or,wecanhelpyoucreateacustomvolunteeractivity;askfordetails.

Keeping employees connected throughout the year allows you the opportunity to execute an even more successful campaign next year. Now that your workplace giving campaign is over, here are steps to take to keep the momentum going throughout the year:

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CAMPAIGN TIMELINE

Pre-Campaign: 4 to 6 Weeks Before Campaign KickoffReview the Campaign Coordinator Guide and Resources

y Map out your campaign strategy using our 5 Steps toRunaSuccessfulCampaign(seepage4).

y SelectCampaignLeadership,referencingour Build Your Campaign Team Guide page (seepage11)asnecessary:

� Campaign chair(s), leadership giving chair, yourself, and payroll coordinator.

y Analyze past results and set campaign goals. Wehaveprovidedtipsandtoolstohelpyou inourGoalSettingGuide.

y Getcompanyandcampaignleadershipteam’s commitment towards goals.

y Beginasksforpacesetters,companyleaderswhowill“setthepace”forthecampaignbypledgingearly.

y Conduct department coordinator training using our SampleCoordinatorTrainingAgenda(seepage13).

y Beginweeklycampaignplanningmeetingswith department coordinators.

y Finalizeyourcampaign’sbranding,activities,andspecialeventsusingthetipsandtoolsprovided in this document.

Campaign: 1 Week to 1 MonthBuild Excitement, Educate Employees, and Empower Action

y InviteCommunityHealthCharitiestoyourevents.

y Conduct a leadership (CEO and senior management)givingmeeting(seepage11).

y Encourage department coordinators to talk aboutthecampaignandgivingoptions.

y Schedule personal asks. Use our emails and Employee Champion tools.

y UseourGivingMatters365platformwithautomated email reminders and online pledging.

y Issueacampaignkickoffpressreleasetothelocalmedia. Refer to the sample press release templates.

y Promoteyourspecialeventsandactivities.Refertoour Tools for Engagement Guide,EmployeeIncentiveandEventsIdeas(seepage19),andvolunteer tools for ways to build excitement and engage employees.

Post-Campaign: 1 WeekCelebrate Your Success

y Announce results at a company closing event or throughaninterofficeemail.Tohelp,wehave provided sample email templates.

y Thankcampaigncommitteeandemployeeswithanevent,email,orletter.WehaveprovidedalistofThank You Ideastohelpshowyourappreciation.

y DebriefwithyourCommunityHealthCharities representative.

y Finalize campaign reports for Community HealthCharities,includingpledgepayments.BesuretorefertotheCampaignWrap-Uppage(seepage25)formoreinformation.

y Issue a press release announcing campaign results to the public, using our closing press release templates.

y Postcampaignresultsonyourcompany’ssocialmediaaccounts and website. Be sure to tag Community HealthCharities(@HealthCharities).Wehaveprovided sample posts in our social media templates.

y Coordinateyear-roundengagementactivitiesforyour employees using our Year-RoundEngagementCalendar, health resources, and volunteer tools.

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Community Health Charities’ RoleCommunityHealthCharitiesisapartnerin your campaign. We can help you excite, empower, and engage your employees throughout the campaign. Some of the ways we can support you include:

y Providinginformationaboutparticipatingcharities.

y Answeringquestionsandprovidingtoolsandresources to help you run your campaign.

y Arrangingforspeakersfromparticipatingcharitiestoattendyourcampaigneventorhelpingwithvolunteeropportunities.

y Supplying campaign brochures, posters, pledge forms, giveaways, online giving portal,communicationtemplates,andothermarketingandsupportmaterials.

Campaign CommitteeRecruitingacommitteeofenthusiastic,resourceful,andcommittedemployeeswillhelp you plan the best campaign possible. Find employeeswhoaremotivated,vocal,andnaturalleaders who can mobilize others to get involved.

Yourbestteamwillhavebroadrepresentationfrom all departments and levels. Consider reaching out to the Employee Resource Groups within your company and see our EmployeeResourceGroupsone-pagerforideas.Remember to include your Community Health Charities’representativetoprovideguidanceincoordinatingyourworkplacegivingcampaign.

The following list of titles and responsibilities are suggested roles each team member can play in your overall success.

Top ManagementCEO and Senior Management commitment to the campaign is directly related to its success. Leveragetherespectandpositionofyourtopmanagementtoincreasecampaignparticipation. Encourageyourtopmanagementrepresentativeto:

y Attendtheinitialcampaignmeetingandthecampaignkickoff.

y Visibly support the campaign via email. To help, we have provided a few templates(seepages17-19).

y Writeanarticleinthecompany’snewsletterabouttheirconnectiontothecampaign and why giving is important.

y Nominate the campaign chairperson and department coordinators.

y Makea“pacesetter”donationtosetthe pace and lead by example prior to the start of the campaign.

y Provide employees with adequate timetoattendcampaignevents.

y Createcampaignincentives,suchaslunchwiththeCEO,timeoff,orspecialparkingspace. For ideas, review our Employee IncentivesIdeaspage(seepage20).

BUILDING YOUR CAMPAIGN TEAM

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BUILDING YOUR CAMPAIGN TEAM (CONT.)

Campaign ChairThe Campaign Chair must have high energy, believe in the value of the campaign, and have a goodrapportwithemployees.Leveragetheinfluenceandrelationshipsthispersonhaswithemployees to spark engagement in the campaign. Encourage your Campaign Chairperson:

y Attendandspeakatthecampaignkickoff. y Endorse the campaign and campaign events. y Show personal and company support for

the campaign.

y Motivateemployeestogivebysharingwhy they value the campaign.

y Thankemployeesfortheirparticipation.

Department CoordinatorsDepartment or Team Coordinators should be the natural, inherent team leaders from every department.Theseleadersarewellorganized,efficientcommunicatorsthatemployeesgoto forguidance.Buildontheleadershipandmanagementabilitiesofthesekeyemployeestocommunicatespecificcampaigndetails.Encourageyourdepartmentcoordinatorsto:

y Attendthecampaigntraining(s)and thekickoff.

y Monitor the progress of the campaign within their department.

y Answerquestionsandprovideguidance oncampaignlogistics.

y Serve as liaison between their department andthecampaigncommittee.

y Ensure everyone is asked to give. y Coordinateinter-departmentaleventsor friendlyfundraisingcompetitions.

y Encourageparticipationbyexample.

Payroll RepresentativeThepayrollrepresentativemustmaintaindonorconfidentialityandcoordinateallpayrolldeductionlogistics.Thispersonensuresthatpayrolldeductionsareaccuratelynotedandwithheld.Encourageyourpayrollrepresentativeto:

y Answerlogisticalquestionsregarding payrolldeductions.

y Archivepaperpledgeforms(copies)andcampaign results for at least three years.

y Coordinate with employees who wish to changetheirpayrolldeductions.

y Ensurethecharitablepayrolldeductions areaccuratelyreflectedonpaystubs andW-2forms.

y Coordinate sending an aggregated monthly checkofemployeepayrolldeductionsto CommunityHealthCharitiesmonthly or quarterly.

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SAMPLE DEPARTMENT COORDINATOR TRAINING AGENDA

The Role of the Department Coordinator y Jobdescriptionandduties y PledgeMethods(i.e.GivingMatters365)

� Brief tutorial on filling out the forms � Handling personal checks and credit cards

y Campaign Materials (charity lists, brochures,andmarketingitems)

y Thankingemployeesforcontributing

Pledge Form Processing y Paperpledgeformcollectionandauditing(ifused)

y One-timechecks—collectforprocessing y Recording the pledge data and forwarding

to the campaign coordinator

Marketing and Promotion y Promotingthecampaigntoallemployees

� Making the ask

y Employee events � See our Employee Incentives and Events page (see page 20) to increase participation and Tools for Engagement Guide for more ideas

y Charity speakers � Speaker Request Form (contact your Community Health Charities representative)

Ifyourcompanyisenlistingdepartmentcoordinators,theywillneedtobetrained. See sample agenda below.

Welcome and Thank You CEO, Senior Management, or Campaign Chair 5 Minutes

Introduction of Community Health Charities Charity Speaker 15Minutes

Review Campaign Goals and Strategies Campaign Coordinator 10Minutes

Overview of the Department Coordinator Role Campaign Coordinator 5 Minutes

Marketing, Promotions, and Frequently Asked Questions Campaign Coordinator 10Minutes

Pledge Form Processing Campaign Coordinator or PayrollRepresentative 10Minutes

Optional Tour of Charity or Charity Simulation Game Campaign Coordinator Varies

Wrap-Up and Thank You Campaign Coordinator 5 Minutes

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CAMPAIGN THEMES

Themes tie your campaign together by providing a framework, capturing attention, and adding fun. Whenselectingatheme,enlistinputfromyourcommittee,orholdacontestamongemployees.Consider company interests and history. Capitalize on current news and trends, such as popular movies,televisionshows,sportingevents,andmore.

Starting Points To Create A Theme

y Art

y Cooking/Food

y Eras(50s,60s,70s,80s,etc.)

y Events (luau, magic show, circus, carnival, Olympics, concert, treasurehunt,tailgateparty,etc.)

y Locations(beach,camping,mountains, farm, garden, ship, themepark,Hollywood,etc.)

y Holidays

y Movies

y Sports

y Super Heroes

y Television Shows

y Transportation

Sample Campaign Taglines

y A Million Ways to Care

y Be a Champion for Your Community

y Because We Care

y BetterTogether

y Building for the Future

y Building a Stronger Community

y CaringConnections

y Catch the Caring Spirit

y ColortheWorldaBetterPlace

y Community Spirit at Work

y Community Heroes

y Dream,Dare,Live

y For the Kid in Each of Us

y For a Healthier Community

y For a Brighter Tomorrow

y Give from the Heart

y GiveWhereyouLive

y Giving—Because We Care

y Giving is Great Medicine

y Go for the Gold

y Go Team

y Growing the Community

y Help Brighten Tomorrow

y IMAGINE

y Imagine What We Can Do Together

y Invest in your Community

y Let’sMakeaDifference

y LoveisWorking

y Make it Happen

y MakingtheWorldaBetterPlace

y Neighbor Helping Neighbor

y Our Community Cares

y Paint a Brighter Tomorrow

y Partners in Giving

y Pitch in and Give

y Portraits of Giving

y The Power of Giving

y Power of Healing

y Power of Giving

y Together for Good

y We are the Champions

y We’reinThisTogether

y Working Wonders Together

y You Give Hope

y You Make it Happen

y …(insertcompanyname)…Cares

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PROMOTE THE CAMPAIGN

Once you have chosen a theme, established a timeline, and created a budget, it’s time to build enthusiasm through promotional materials. Sharingyourexcitementaboutthecampaigniscontagious.Useyourcampaigncommitteetohelpspreadthewordandpromoteyourcampaignevents.Whetherit’saposterinthebreakroom,tabletentsinthecafeteriaorlobby,speechesatstaffmeetings,inspiringemails,ormessagingonyourintranet, we have the tools you need to successfully promote your campaign.

Campaign Promotion Sample Timeline

BEFORE: y Raise awareness about the

upcoming campaign.

y Thank donors for their generous pastcontributionsandsharetheimpactoftheirgifts.

y Share upcoming campaign activitiestogenerateexcitement.

DURING: y Invite charity speakers and takeatourofacharityoroffervolunteeropportunities.

y Share charity impact stories from CommunityHealthCharitiesandyour Employee Champions and use our Employee Champions story template.

y Raise awareness of the campaign and community issues during company and campaign events.

y Provideinformationonincentivesormatchinggifts.

y Send messages asking forcontributions.

y Inform employees about all the ways to pledge.

AFTER: y Thank donors for their generouscontributions.

y Celebrate campaign results.

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PROMOTE THE CAMPAIGN (CONT.)

Tips Create a fun campaign atmosphere

y Hangpostersandotherpromotionalmaterialsincommonareasandprovidespecificexamplesofhowtheparticipatingcharitiesarehelpingyourcommunity.

y Includearticlesinyourcompanynewsletter(EmployeeChampionstories,featurearticlesaboutparticipatingcharities,campaignupdates,etc.).

y Post a progress thermometer to track fundraising results, keep employees informed, and encourage moredonations.

y Focusontheimpactofcontributionsandhowtheyhelp.Whenemployeescanvisualizethepositiveimpactthey’remaking,theyaremoreinclinedtogiveandmayevenincreasetheirdonations.UseCommunityHealthCharities’CharityImpactStories and What a Dollar Buys resources.

Internal Communication

Communicationiskeytoyourcampaign’ssuccessbecauseitraisesawarenessandbuilds enthusiasm towards campaign events.

y Usecompany-wideemailorintranettopromotethecampaign through messages from top management and yourself with our email templates.

y Share pictures from campaign events with employees ininternalcommunicationsoroncommunicationboards as a way to recognize and thank those involvedandencourageotherstoparticipatein future events.

y Informemployeesaboutanyincentiveprogramsforparticipatinginthecampaign.CheckoutEmployeeIncentives(seepage20-22)forideas.Ifyourcompanyplanstomatchemployeecontributions,makesuretousethisinformationwhenpromotingthecampaign.

y Ensure all employees know how to access online givingand/orpledgeforms.

y Highlightthebenefitsofpayrolldeduction,whichallowsemployeestospreadouttheirgiftoverayear.

External Communication

It is important to share the good work your company and employees are doing throughout the campaign with the public. This further invests employees in company culture and boosts yourcompany’sreputationinthecommunity.

y Encourage employees to share how they are building a stronger, healthier community through pictures anduser-generatedvideosontheirsocialmediaaccounts. Be sure they tag your company and CommunityHealthCharities(@HealthCharities).

y Use our social media post templates to highlight how your company and employees are dedicated to improving lives every day.

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SAMPLE LETTERS/EMAILS TO STAFF

SUBJECT: YOUR OPPORTUNITY TO SAVE LIVES

Dear <Employee Name>:

<Company Name>isproudtopartnerwithCommunityHealthCharitiestokickoffthe<Campaign Name> annualemployeegivingcampaign.Together,we’rebuildingstronger,healthiercommunities.

Thereareavarietyofwaystobeinvolvedinthisyear’scampaign.Joinmeinraisingawareness,improvinglives,andprovidinghopebymakingapledgeandparticipatinginthe<games,activitiesorevents>. Watch <bulletinboards,intranet,website,emails>formoreinformationaboutupcomingcampaignactivities.

Adonationof<insertspecificdonationinformation>makesadifference.Youcangiveyourtimeand yourfinancialresourcestoprovideeducation,preventionandtreatment,pluscriticalresearchforcures, andhealingtothoseinourcommunitybattlingthemostimportanthealthissuestoday.

<Company Name>isgoingtomakeyoursupportgofurtherbymatchingyourfinancialcontribution <insertspecificpercentageordetails>.

Thank you for your generosity and leadership.

Sincerely,

<CEO Name>

Please see <Campaign Coordinator>ifyouhavequestions.

SUBJECT: THANK YOU FOR BUILDING STRONGER COMMUNITIES

Dear <Employee Name>:

Thank you!

This year, <Company Name>partneredwithCommunityHealthCharitiestoimprovethehealthand well-beingofchildren,individuals,andfamilies.Becauseofyourgenerosity,weraised(XX). We also reached (XX)percentparticipationandvolunteered(XX) total hours.

Yourcontributionshelpbuildastronger,healthiercommunitybyprovidingeducation,prevention,and treatmenttotacklethemostimportanthealthissuestodaysuchascancer,Alzheimer’s,heartdisease, diabetes,autism,mentalhealth,bullying,women’ssafety,andsomuchmore.

Thankyouforfightingforgoodhealthforeveryone.

I have truly been inspired by each and every one of you and your willingness to generously step up andmakeadifferenceforourchildren,families,friends,andneighbors.

Thankyouforparticipatinginthisimportantannualtraditionwithme.

Sincerely,

<CEO Name>

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SUBJECT: HELP <NAME OF COMPANY> PROVIDE HOPE & HEALING, AND IMPROVE LIVES

Dear <Employee Name>:

<Company Name>hasastronghistoryofsupportingthecommunity.ThisyearwearecontinuingourpartnershipwithCommunityHealthCharitiestobuildstronger,healthiercommunitiesbecauseeveryone of us has been impacted by health challenges, whether personally or through a family member or friend.

Infact,77%ofU.S.workerssufferfromatleastonelong-termhealthcondition,fromcancertodiabetes.

Howcanyouhelp?Byjoiningusaswefightthetoughesthealthissuesthataffectusandourlocalcommunities.We are proud to say that our employees gave more than $<InsertLastYearResults> last year and we are confidentthisyear’scampaignwillbeevenmoresuccessful.

Did you know, a gift of:

y $25 givesfreeone-on-onesupporttosomeonefacingpancreaticcancer y $50 providesafamilywithafullday’sworthofmealsinahospitalcafeteria whiletheirchildisinlong-termcare

y $100 provides one mammogram screening for someone without insurance

y $300 providesanAlzheimer’scareconsultantforanoverwhelmedcaregiver y $500 coverscleftsurgeryfortwochildren

Everydonationmakesadifference,nomatterthesize.Yourparticipationinthiscampaignprovides educationandprevention,treatmentandcare,criticalresearch,andmuchmore.

Please support our <Company Name>campaigntoday.Justvisit<insertlinktoGivingMatters365 campaignhere,withlogininstructions.AskCommunityHealthCharitiesforhelp.>

Thank you,

<Name & Title>

SUBJECT: JOIN US TO MAKE A DIFFERENCE

To <Employee Name>:

Iaminvitingyoutoparticipateinthe2018CharitableGivingCampaignandtoconsidersupportingoneof the many valuable programs that make a huge impact in our community. Our campaign will run from <date> through <date>.

Now more than ever, your help is needed to provide help, healing, and hope to individuals, children, and families.

It’seasytogetinvolved.Giftscanbemadeasasingledonationorthroughregularpayrolldeductions.Justvisit<insertlinktoGivingMatters365campaignhere,withlogininstructions.AskCommunityHealthCharitiesforhelp.>ThecampaignisadministeredbyCommunityHealthCharities.

Thankyouformakingadifferenceinthelivesofsomany!

Sincerely,

<Name & Title>

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SUBJECT: HELP US REACH OUR GOAL

Dear <Employee Name>:

There are only <##>ofdayslefttoparticipateintheworkplacegivingcampaign.Already,<##>% of your colleagues have added their name to the list of <Company Name> employees who care about building stronger,healthiercommunitiesandhavemadeapledgetogivetoourfriendsandneighborswhoneedit.

I am honored to work among a group of professionals who have given above and beyond.

ButIalsoknowthatwehaveanopportunityinthislastpushtodosomethingspecial.Helpusfinishthe task and reach our goal of <InsertCampaignorParticipationGoal>.

Your donations can help provide:

y Agrocerygiftcardforafamilythatisstayingoutoftownfortheirchild’slong-termtreatment.

y Nutritionandexerciseeducationalmaterialstoteachchildrenhowtoavoidobesityandlivelonger, stronger lives.

y Repair costs of wheelchairs or other medical equipment for someone living with muscular dystrophy.

y Childcarewhileabreastcancerpatienthasa3-4hourchemotherapyinfusion.

y And much more!

Ifyouhaven’talreadygiven,pleasetakeamomenttomakeapledgeandinvestinthehealthandwellbeing ofourcommunity.Everygift,nomatterthesize,changeslivesandprovideshopeandhealingtothoseamong usbattlinglong-termhealthchallenges.

Sincerely,

<Name & Title>

SUBJECT: THANK YOU TO MY GENEROUS COLLEAGUES

Dear <Employee Name>:

ItiswithdeeppridethatIcongratulateallofyouforyourgenerosityandoverflowingofserviceduring thecampaignwithCommunityHealthCharities.

Together, we achieved incredible results, including:

y Total dollars raised

y Employeeparticipation

y Number of volunteer hours

Thankyouforhelpingdeliverrealresultsandtransformlives.Ihopeyouareencouragedtocontinue buildingstronger,healthiercommunitiesyear-round.

On behalf of <Company Name>andCommunityHealthCharities,thankyouforyourgenerosityandparticipationinthisyear’scampaign.

Sincerely,

<Name & Title>

20 CAMPAIGNCOORDINATORGUIDE·2018

IncentivesUtilizeincentivestogetpledgeformsinearlyortoencourageparticipation,increasedgiving,ordepartmentcompetitions.Providesomeeligibilityoptionswhenconsideringtheuseofincentives,andconsiderhowtouseincentivestomeetyourcampaigngoals(dollarorparticipationgoals,etc.).More than one incentive can be applied for anyone who:

y Attendsagroupmeeting y LogsinbyacertaindateormakesapledgeontheGivingMatters365campaignplatform

y Pledges a certain minimum level (e.g., weekly dollaramount,percentageofsalary,etc.)

y Increases pledge by a certain dollar amountorpercentage(10%)

y Isaleadershipgiver($500+) y Isafirst-timegiver

Incentivescanbeassimpleasfreelunchinthecafeteria,agiftcard,orevenadayoff. Somecompaniesasktheirvendorsfordonations.Popular incentives include:

y Vacation/PTO y Early dismissal on Friday y Preferred parking y Sportingevent,concert,ormovietickets y Wineorgiftbaskets y Dinner for two at a popular restaurant

y Token giveaways (e.g., key chains, water bottles,yogamats,sunglasses,t-shirts,etc.)

y Jeansday(seeToolsforEngagement fortemplates)

y LunchorspecialeventwithCEOor seniorexecutives

Considerprovidingincentivesforwholedepartmentsaswell,asthisencouragesteamworkwithinthedepartmentandfriendlycompetitionbetweendepartments.Provideincentivesforthehighestpercentageofparticipationorincreasedgiving.Team incentive ideas include:

y CoffeedeliverybyCEOeachmorning for a week

y Department pizza party y Healthy snack break y Bonustimeoff

y Birthdayoff y FirstAid/CPR/AEDClass y Sandwiches delivered for free lunch

EMPLOYEE INCENTIVES AND EVENTS

21 CAMPAIGNCOORDINATORGUIDE·2018

EMPLOYEE INCENTIVES AND EVENTS (CONT.)

EventsIt’sasimpleequation:themorepeoplethatparticipateinthecampaign,thebiggerthedifference youwillmake,andthemoreyouwillhavetocelebrate.Eventsstimulateinterestinthecampaign and encourage employee involvement.

There are several types of events you can use to inspire your colleagues to act. Make sure your events are strategically scheduled throughout the campaign to build momentum and involve your campaigncommitteeinplanningandimplementation.Mostimportantly,makeiteasyforemployeesatalllevelstoparticipate.

Here are some ways to generate enthusiasm and interest in your campaign:

Events to Excite EmployeesYou may prefer an event that brings employees together, like a picnic or group volunteer opportunity. Oraneventthatelicitscompetitionsuchasasilentauction,atalentshow,orgolfputtingcontest.

Onesurewaytoexciteyourcolleaguesisthroughfood.Makethecampaignkickoff,closing, andcampaigneventsfun(andwellattended)withfreemake-your-own-trail-mix,pizza,bagels, fruitkabobs,frozenyogurt,orcoffee.Youcanalsoleavehealthygranolabarsorsmalltreatsonemployeechairsorsendthemthroughinterofficemail.SeeToolsforEngagementfortemplates that you can use at these events.

OurA-ZCampaignSpecialEventIdeas(seepages23-24)providealistoffunandinnovativeways toengageyourcolleagues.Remembertoaimhigh,becreative,andhavefun!

Events to Educate EmployeesOne of the most powerful parts of the campaign is immersing your colleagues in the most important healthissuestoday:cancer,Alzheimer’s,diabetes,heartdisease,MS,ALS,autism,asthma,mentalhealth, bullying, and more. Review our list of Signature Causes or use our Custom Cause Survey to create a custom cause fund to include in your campaign.

Scheduleaneducationaleventtohelpemployeeslearnmoreaboutparticipatingcharities,suchasahealthfairoraLunchandLearnpresentation.Wecanhelpprovidecharityspeakersatyourevents.JustcompletetheCharityOpportunitiesinourResourceLibraryOnline.

22 CAMPAIGNCOORDINATORGUIDE·2018

EMPLOYEE INCENTIVES AND EVENTS (CONT.)

Events to Engage EmployeesIndividual,smallgroup,oroffice-widevolunteereventsincreaseteambuildingandmorale, educateemployeesaboutcommunityissues,andincreasecampaignparticipationanddonations. We have several volunteer tools to help increase employee engagement. We can also help setupcustomizedactivitiesforyou.

Considerincorporatingeventsyear-roundtopromoteemployeeengagementandcontinueto raisefundsforcharity.Tohelp,wehaveprovidedaYear-RoundEmployeeEngagementCalendar.

Events to Recognize EmployeesHostingarecognitioneventisagreatwaytoacknowledgeeveryonewhohelpedwiththe campaign,includingtheemployeeswhodonated.Createafunandfestivepartytocelebrate youraccomplishmentstogether.Youcanannouncethedateofthis“ThankYouEvent”or “CampaignCelebration”atthestartofthecampaigntoencourageparticipation.

Recognition Event Ideas Include: y Holdtheeventinamainlocationorcommonarea,andataconvenienttime, toincreaseattendance.

y Createawardsforthedepartments/officeswithhighestparticipationand/ordollarsraised. y Invitemanagementandcharityrepresentativestothankemployeesfortheirgenerosity. y Showvideosoftheimpactyou’vehadtogether,unveiltheamountraised,recognizecampaign

leaders, and enjoy a special treat like cupcakes or frozen yogurt. y Fulllistavailable(seepages23-24).

Don’t forget to take pictures at any events for use in communications and future campaigns! If you post and tag @HealthCharities, we can amplify your impact/reach.

23 CAMPAIGNCOORDINATORGUIDE·2018

A–Z CAMPAIGN SPECIAL EVENT IDEAS

— A —

Academy AwardsAmazingRace/ScavengerHuntAre You Smarter than a 3rd Grader?Auction

— B —

Baby Face—Guess the Baby PictureBagel BreakfastBake SaleBalloon Pop with PrizesBananaEatingContestBarbeque ContestBattleoftheSexesBeach BashBike-a-thonBingoBlue Plate SpecialBoard Game BreakBook, Music, and Video SaleBon Voyage Travel EventBowling ChallengeBreakfast CartBring & Buy Sale

— C —

Cake WalkCan Structure BuildingCandy GramsCanoe RacesCarnivalCasinoDay/NightCEO/ExecutiveCarWashChildren’sDrawingContestChiliCook-offContestCoffeeCart—LeadershipServesColoring Contest

Comedy HourCookbook RecipesCoordinatorsDress-upCostume ContestCraftSaleCrocktoberfestCubicle Makeover Contest

— D —

Dance MarathonDarts MatchDepartmentBreakfastorLunchDessert CartDunkTankforLeadership

— E —

Email Ban DayEmbarrassing Haircuts forLeadershipEmployee CookbookEmployee Impact SpeakerExecutiveAuction

— F —

Fashion ShownFederationStore50s,60s,70sFishing TournamentFlip-FlopDayFoodTrucksforLunchFruit Sculpture ContestFun Run

— G —

Go Cart RacingGolfTournament(PuttPutt)Guess the Amounts of Sugar(inbeverages)Guess the Baby PhotoGuesstheNumberofItemsintheJar

— H —

Halloween Candy BagsHealthy Snack BreakHopscotch RacesHotDogEatingContest

— I —

IceCreamCart/SocialInternal Campaign Music VideoInternationalFoodDay

— J —

JeansDaystickersJumpRopeContest

— K —

KaraokeKickball TournamentKazoo Choir

— L —

LeadershipLedBar-B-QueLifeSizeExecutive— Pay to RemoveLights!Camera!Action!— Dress like a Notable PersonLunchBoxAuction

24 CAMPAIGNCOORDINATORGUIDE·2018

— M —

Make Your Own Trail Mix ContestMardi GrasMascot ContestMini GolfMinute to Win ItMock Game Show

— N —

Name that TuneNearly New Sale

— O —

OfficeDecoratingOfficeOlympicsOneDayLeaveRaffle

— P —

Pancake BreakfastPenny WarsPet Photo ContestPhoto BoothPieintheFaceofLeadershipPie Making MatchPizzaLunchPlinkoPopcorn SalesPotLuckLunchPumpkin Carving or DecoratingContestPush Up ContestPuttingGreenContest

— Q —

Quit it for CharityQuizzes

— R —

RaffleRockBand—BattleoftheBandsRow Boat Races

— S —

SaladCompetitionSalsa ContestSilentAuctionSilly GamesSlipper or Shorts DaySmoothie Making ChallengeSnowman Contest— Dress the EmployeeSock HopSoftballTournamentSpirit DayStock the PantryStufftheBuswithSchoolSuppliesSuckerforaBuck(LollipopSales)Super Hero

— T —

Talent ShowTeam Fitness ChallengeTeamJerseyDayTreasure HuntTricycle RacesTug-of-WarTwister

— U —

Ugly Sweater DayUnwantedGiftSale

— V —

VegetableBakeoff“Voice”ContestVolunteer

— W —

Wacky RacesWalksWaterDrinkingCompetitionWho’stheBabyContestWine and Cheese Party

— X —

Xercise Classes

— Y —

Yoga-thonYogurtCart/Social

— Z —

ZeroSugarCompetition

25 CAMPAIGNCOORDINATORGUIDE·2018

CampaignWrap-Upand Pledge Processing

Congratulations on completing your workplace giving program! Here are the next steps to wrap-up and process your campaign:

1. Totals and Feedback Survey: Click heretoprovidevaluablefeedbackandenterdonationandpayrolldata forCommunityHealthCharitiestoprocessalldesignations.Pleasenotethat youmustcompletethissurveyinonesittingsowesuggestyouhavetotals and paperwork on hand.

2. Pledge Forms: Helpusgogreen!Useouronlinegivingplatform,GivingMatters365.Need to use paper? Email all PDF pledge forms or scan pledge forms to info@healthcharities.org.Ifyoudonothavescanningcapabilities,youmay sendhardcopiestoourhomeofficeforprocessing.Remember, all pledge information is confidential.

3. Checks and Cash: Cashmustbeconvertedtocheckbeforesubmitting.Pleaseincludethe followinginformationoneverycheckmailedtoCommunityHealthCharities: your company name, account number, payroll period, and check total. Send all checks and any pledge forms that cannot be scanned to:

CommunityHealthCharities Attn:CampaignProcessing 1199N.FairfaxStreet,Suite600 Alexandria,VA22314

Please Send FedEx Ground Only PO#[useyourCommunityHealthCharitiesaccountnumber]BilltoCommunity HealthCharitiesasrecipientaccount#130765254Toassistwithyourshippingneeds,call800.463.3339orclick here to schedule FedExpick-ups.Arequestforshippingmaterials(boxesorenvelopes)canalsobe includedwiththepackagepick-up.

Weareavailabletoassistwithanyquestionsthroughoutthewrap-upprocess.

26 CAMPAIGNCOORDINATORGUIDE·2018

Frequently Asked Questions

Who is Community Health Charities? CommunityHealthCharitiesisanonprofitthatbuildsstronger,healthiercommunitiestogetherwithourcharityandcorporatepartners.Weempowerindividualstotakeactiontoimprovehealthandimpactthecommunities where they work and live.

CommunityHealthCharitiesoffersgivingoptions,causes,volunteeropportunities,healthresources,strategicpartnerships,causemarketingsolutions,andmoretohelpyouengageyouremployeesandcustomers toimprovecommunities.

Why use payroll deduction to make a donation? Payrolldeductionsarespreadoutovertheyear,makingiteasierfordonorsto give larger amounts, plus providing a dependable source of income throughouttheyearforcharities.

When are donations distributed to the charities? CommunityHealthCharitiesdistributesfundstoourcharitypartnerson a monthly basis.

What is Community Health Charities’ overhead? CommunityHealthCharitiesiscommittedtoraisingcriticalfundsforthemorethan2,000vettedmembercharitiesinournetwork,andweworkhardtobeasefficientandeffectiveaspossible.Ouradministrativefundraisingratio(AFR)is6%.

27 CAMPAIGNCOORDINATORGUIDE·2018

When will the money begin being deducted from payroll? Exactdatesaredeterminedbyyourorganizationanddeductionswillcontinue for one year.

Is my payroll deduction taken pre-tax or post-tax?Payrolldeductionispost-tax.

How do I get a receipt for my donation for tax purposes? Ifyoumadeyourcontributionviapayrolldeduction,youcanuseyourpaystub, W-2,oranotherdocumentfurnishedbyyouremployerthatshowsthedateandamountofyourcontribution.

We encourage all donors to use a copy of their pledge form for receipt purposes and to consult their tax advisor.

Can I reduce, stop, or change my pledge? Yes,employeescanalwaysreduce,change,ordiscontinuetheirpayrolldeductionpledgebycontactingyourorganization’spayrollprocessororpayrolldepartmentwhowillcoordinatewithCommunityHealthCharities.

28 CAMPAIGNCOORDINATORGUIDE·2018

Commonly Used Terms

Account Number ...................Theidentificationnumberforyourcompany’sworkplacegivingcampaign.This account number should be listed on all campaign payments. If you do notknowyouraccountnumber,emailyourCommunityHealthCharitiesrepresentativeorinfo@healthcharities.org.

Assigned Codes ..................... Every charity and cause has been assigned a numerical code, which can be found next to the charity name on our charity partner list. If you use ourGivingMatters365platform,theassignedcodesareunnecessary.

Charity List ..............................Alistofvettedcharitypartnersandcausesyouremployeescansupportthroughpledgedesignations.OnourGivingMatters365platform, wecanincludecharitiesoutsideourpartnernetworkaswell.

Company Match ....................Afinancialincentivesetbyyourorganizationshowingcompany support of the campaign. The company can match dollar for dollar onemployeegifts,orgiveaflatamount,orpercentageofgiftstoCommunityHealthCharities.

Corporate Gift ........................Afinancialincentivesetbyyourorganizationshowingcompanysupportofthecampaign.Yourleadershipcanpledgeacorporategiftatthebeginningofthecampaigntolaunchyouremployeegivingefforts.

Designation ............................ Employeescandesignateorchoosewhichcharitypartner(s)orcause(s) tosupportwiththeirfinancialgift.

Donor Report .........................Employeescanelecttoreleaseorwithholdtheircontactandgiftinformationfromdonorreportsthataresentattheendofthe campaignyeartoourcharitypartnersfordonorrecognitionandacknowledgement purposes.

Leadership Giver ................... Someone who contributes at a higher dollar amount.

29 CAMPAIGNCOORDINATORGUIDE·2018

Pacesetter ............................... Those in management and leadership who meet prior to your campaign kick-offandsetthepaceforthecampaign,leadingbyexample.

Payment Notification ..........PleaseincludethefollowinginformationoneverycheckmailedtoCommunityHealthCharities:yourcompanyname,accountnumber,payroll period, and check total.

Payroll Deduction .................Apledgefulfillmentthrougharecurring,orone-timegift,withheldfromanemployee’spaycheckbyyourpayrollprocessor,andsenttoCommunityHealthCharities.

Pledge Form ...........................TheformcompletedbyemployeestodonateafinancialgifttoCommunityHealthCharitiesoranotherspecificcharityorfund of their choice.

Pledge Report ........................Aspartofthecampaignwrap-upprocess,campaigncoordinatorsshouldcompiledonorinformationintoonesummarizedreportdetailingemployername,contributionamount,paymenttype,federation,charitycode,annualgifttotal,giftacknowledgment(yesorno),andemployeecontactinformationifreleased.ThereportingtoolofourGivingMatters365 online portal does this for you.

30 CAMPAIGNCOORDINATORGUIDE·2018

Thank YouThankyouforpartneringwithCommunityHealthCharitiestobuildstronger,healthiercommunitiesandforgivingyouremployeesanopportunitytomakeadifference.Thankstoyou,millionsofindividuals, children, and families have a brighter future.

Weareheretohelp!CommunityHealthCharities 1199NFairfaxStreet,Suite600 Alexandria,VA22314

800.654.0845 703.528.1007

info@healthcharities.orghealthcharities.org