UNITED WAY OF THE NEW RIVER VALLEY

Employee CampaignCoordinator Guide

Dear ECC,

You are providing a tremendous service to your company, and your efforts will make adifference in improving lives and building a stronger local community. Without you, wecould not provide the critical funds needed to support 22 partner agencies across ourcommunity, plus our 7 programs. What binds us together is the belief that each of us has astake in the success of our fellow citizen. United, we can ensure our community thrives.

Whether this is your first time as an Employee Campaign Coordinator (ECC) or you are aseasoned veteran, we hope this freshly updated guide will help you conduct a successfulcampaign from start to finish. Our staff is ready to assist however possible, so feel free tovisit our website or email us if you have any questions.

On behalf of our organizations, United Way, and all of the people served in our community,we thank your for coordinating your 2020 workplace campaign. We look forward toworking together to improve lives throughout the New River Valley!

Sincerely,

Work closely with your organization’sleadershipWork closely with your United Way staffDevelop an effective campaign planRecruit a team of volunteers to assist you (ifneeded)Hold campaign kickoff and recognition eventsPromote the campaign throughout yourorganizationEncourage leadership giving in your campaignMake your campaign funThank your donors and volunteers

ECC ROLE

Sara BohnExecutive Director, United Way of the New River Valley

Terri WelchBoard President,United Way of the New River Valley

Thank you for being a UNITED WAY EMPLOYEE CAMPAIGN COORDINATOR

Company BenefitsBeyond the clear benefits of helping those in need and aiding us to develop solutions forlong-term change, there are many reasons why a corporate giving campaign is beneficial foryour organization.Corporate RecognitionYour support is acknowledged by the United Way of the New River Valley, which providespositive exposure for your organization and can help your marketing, recruitment, andretention efforts.Invest LocallyThe funds we receive are invested locally to create lasting change. The money you and youremployees contribute is a direct link to the community, making it a better place to live, work,and do business.Extremely EfficientContributions can be deducted directly from employees’ payroll.Focus Your EffortsAllows employees to give to a single organization that contributes to a variety of causes.

Why Host a Workplace Campaign

We Help!You can tailor the campaign to your corporate culture, but we will help you manage theentire process from start to finish. We will provide all the materials you need, includingposters, brochures, and digital support.

Running a corporate giving campaign is a great way to engage your employees and co-workers to make an impact in our community. And by partnering with the United Way of theNew River Valley, you are ensuring that their contribution not only stays in our community,but also will be put to the best use possible.

Career-building skillsNetworking opportunitiesRecognition within your organizationExpert knowledge of the value of giving to United Way

Coordinator Benefits

Giving to United Way's Community Impact Fund is the most efficientand most powerful way for you to invest in your community.

Community needs are assessed and the most critical issues areidentified.

Funding stays local and is based on program performance and overallimpact on our community.

Rigorous program oversight is provided by United Way staff andvolunteers year-round.

Agencies are reviewed by United Way staff and volunteers to ensureprogram effectiveness and progress.

Reviews of agencies’ financials are conducted.

Donation is distributed directly to nonprofits.

Designated toagency

Sponsorship Options NEW in 2020!United Way of the New River Valley is offering an enhanced corporate sponsorship program. From

breakfast bags at our drive-thru breakfast to giveawaysat events, United Way would love to work with you to

find a sponsorship option that fits your company.

Contact Autumn Waish at autumn@unitedwaynrv.orgor (540) 381-2066 to learn more.

Community Impact Fund and Sponsorship

Donor will receive regular updates on progress made in our communitythanks to their gift.

Donate conveniently through workplace campaign and payroll deduction.

Community Impact Fund

Campaign ChecklistYour Campaign Team should include employees from all divisions and levels of your organization.

MEET with CEO & Recruit your Campaign Team

ESTABLISH a Campaign Timetable

CONFIRM Management Support & Ask your CEO to...

REVIEW Past Performance & Calculate Goal

Help determine campaign objectives and goals to be an award-winning company

Support recruitment of Campaign Team

Appoint a Leadership Giving Coordinator ($500+ donor) and/or Loyal Contributor Coordinator (10+years of giving)

Write a letter encouraging employees to join him or her in contributing (See sample CEO letter)

Attend employee meetings to make a personal statement of support

Provide recognition to Campaign Committee Team and write a thank you letter to allemployees who participated in the campaign

Determine amount of corporate matching or corporate donation

Amount raised last year ____________________ % of participation __________________________# of employees_____________________________ Average gift _______________________________# of givers _________________________________ # of Leadership Givers _____________________% of campaign raised by Leadership Givers _______________________

What are your company’s strengths? _____________________________________________________________________________________________________________________________________________________________

In what areas could your company improve? ______________________________________________________________________________________________________________________________________________________

Identify any company changes since last year (new hires, reorganization, layoffs, etc.).

Consider the effect of any changes in developing goals for this year’s campaign.

Notify Campaign Team and CEO of dates for United Way events

Establish employee campaign group meeting dates

Schedule speakers from agencies for employee meetings

Brainstorm ideas and activities to get employees involved

Set campaign end date and schedule a time to turn in your final report to UWNRV

ENGAGE Employees with Partner Agencies

PUBLICIZE the Campaign

Introduce your employees to United Way partner agencies. This allows them to see firsthand howtheir money makes an impact in the New River Valley.

Set up a speaker by letting our office know the date(s) you need and how many employees will beattending the meeting. Please give two weeks notice, if possible.

See if any employees are willing to share. Testimonials from employees who have either receivedhelp or volunteered with an agency are very helpful when educating people about the importance ofgiving and community impact.

Emails and employee publications

United Way posters and materials (available online)

Live United goal poster to keep track of your campaign’s progress

Incentives to encourage giving

Promote Leadership Giving - an annual gift of $500 or more, only $1.37 per day or $20.84 when paidtwice a month

Encourage employees to visit United Way NRV’s website at www.unitedwaynrv.org

1-2 weeks prior to date of employee campaign, send out the CEO letter (See sample CEO letter)

Secure incentives from local restaurants, museums, your company vendors, etc.

Personalize pledge cards

Schedule and conduct employee meetings or an all-employee kickoff (See sample meeting agenda)

Share our campaign video on your website and with your employees

Place posters, goal posters, and yard signs in high traffic areas

Use guest speakers (agency representatives, company employees who have used agency services,UWNRV staff)

Encourage Leadership Giving and share gift amount information with all employees

Conduct follow-up with employees to ensure every employee has been given theopportunity to contribute

CONDUCT Employee Campaign

Campaign Checklist, continued

Make 2 copies of each pledge form you receive. (Original for your records, 1 for your payrolldepartment and 1 to send to United Way)

Carefully complete the Campaign Summary Report. If you need another copy, please visit ourwebsite: www.unitedwaynrv.org and click the “For Companies” tab.

Be sure to note the number of employees, billing information, and frequency of employee payrollpayments.

Place a completed Campaign Summary Report with all cash, checks, pledge forms, special eventmoney, and corporate pledge information in an envelope.

Seal the envelope and deliver to the United Way NRV or call the office to arrange for pickup. CallUWNRV with any questions at (540)381-2066.

REPORT Results to the United Way

WRAP UP and Say Thanks

LIVE UNITED All Year Round

Report final results and thank employees through department meetings, company newsletter,“Thank You” poster, and/or email messages

Distribute CEO thank you letter to all employees and donors

Recognize and thank your Campaign Team

Evaluate your campaign results and prepare recommendations for next year’s ECC

Encourage employees to volunteer in thecommunity. Visit www.unitedwaynrv.org andclick the “Volunteer” button.

Run local need drives; food, school supplies,clothing, toys, baby supplies, etc.

Sign-up for our e-newsletter on our homepageto receive monthly updates

Friend us on Facebook and follow us on Twitter

Participate in our annual Day of Caring (Weekof April 18th)

Campaign Checklist, continued

Dear (COMPANY NAME) Employee,

The 2020-2021 United Way Campaign is gearing up, and we will kick off ouremployee campaign on (DATE). (ECC’S NAME) and (HIS/HER) team haveworked hard to make this a great campaign, and we’re looking forward tohaving some fun, and more importantly, making a difference in the lives of ourfriends and neighbors. The campaign will end on (DATE), and you will receivedetails on the campaign activities soon.

This year, thousands of New River Valley residents will need valuableassistance from the 22 United Way of the New River Valley (UWNRV) partnercharities. These agencies’ critical services deliver the three building blocks to abetter life: strengthening families & youth, promoting self-sufficiency, andproviding health & crisis intervention. Your contributions, combined with manyothers, make a huge difference in numerous local lives. By giving to the UnitedWay of the New River Valley, you meet the needs of many.

Please consider a gift to the United Way of the New River Valley as your part inmaking our community a better place to live. Your donation amount is apersonal decision. Keep in mind that you can spread your gift throughout theyear with the convenient option of payroll deduction. (IF APPLICABLE) We alsomatch your gift, so everything you give goes further!

Please review the enclosed brochure about the agencies and services of theUnited Way of the New River Valley. I hope you will join me in supporting theUnited Way campaign. There is no better way to help more people in need thanby giving to the YOUnited Way.

Thank you,(CEO NAME)

Sample CEO Letter

To make the best use of your online campaign, follow these simple steps!Send an introductory email describing the online campaign

and how employees can access it. You can use our pre-designed template, found under the “For Companies” tab on

www.unitedwaynrv.org, or create your own. Just make sure toinclude:

Dates of your campaign Your contact information

Your company’s unique giving URLwww.unitedwaynrv.org/COMPANYNAME

Halfway PointTwo Days Left

Last Day to Give

For the most success, send THREE additional reminder emails:

Feel free to attach impact information to encourage giving! Ideasand email templates can be found on our website under the

“For Companies” tab.

At the close of your campaign, you will receive an Exceldocument from United Way detailing all employee pledges andtheir pledge amounts. Make sure you submit this information

to your payroll department.

Finally, be sure to THANK all participants!

That’s it! For questions, please call the United Way Office.Happy Campaigning!

(540) 381 - 2066 | 111 WEST MAIN ST. CHRISTIANSBURG, VA 24073 | UNITEDWAYNRV.ORG

How To Run Online Campaigns

Kick-Off: Record a video from a senior executive to be distributedelectronically to all employees. United Way speakers are also available to talk about the impact of gifts made to United Way of the New River Valley.

UTILIZE AVAILABLE RESOURCES:• The Workplace Campaign toolkit is available online atunitedwaynrv.org. This toolkit includes sampleemail messaging, video links, pdfs of collateral materials and more.

• The United Way team can guide you through all steps of running a digital campaign as well as help you goal set, train your team and more.

• Need something that is not available in the online tool kit? Just ask us!

COMMUNICATIONS:• Consolidate and coordinate outgoing communications to avoid overwhelming employees.

• Promote any corporate match, corporate gifts or otherincentives to increase contributions.

• Have your Campaign Committee make individuals asksof their team. If possible, this is always done best face-to-face. Instead of phone calls or emails, consider Zoom or other virtual platform meetings. People give topeople.

INCENTIVES:• Popular prizes include a day off with pay, rewards, orraffles for unique experiences.

• Consider using their completed pledge forms asentrance into the raffle, rather than an additional costfor a ticket.

EVENTS AND VOLUNTEERING:• Encourage employees to participate in virtualvolunteer opportunities on their own, or as a company.Opportunities include writing encouraging notes to healthcare providers, teachers, or hosting holiday food and toydrives.

• Find opportunities to create virtual events: host a Zoomkickoff for employees to hear from company and campaignleadership, have a virtual silent auction with prizes like giftcards or lunch with the CEO.

• Invite United Way staff and partner agencies to share atyour virtual event.

• Make it interactive! Use surveys or games during the eventto encourage involvement!

RECOGNITION AND THANKS:• Send thank you e-cards from your CEO, Campaign Chair,Campaign Co-Chair, Campaign Coordinator, or other teammembers.• Send personal thank you notes to each of your campaigncommittee members.• Highlight givers of a certain level on a team call or monthlye-newsletter.• If possible, host an event for donors who give at a certainlevel.• Publicize results and reiterate the impact of gifts via yourcompany newsletter, email or intranet.

Best Virtaul Practices

Make it S.O.C.I.A.L.SHORT & SWEETDigital campaigns are best when kept to 2 weeks orless. The longer the time, the less momentum.

OVERALL GOALSClearly state your goals – dollars raised, number ofparticipants, average donation, volunteer hours.

COMMUNICATEA picture is worth a thousand words! Use photos or videos when possible in your communication and storytelling.This helps connect people to the mission.

IMPACTProvide impact equations – what does my donation doat various levels?

• $2 per weeks provides 52 weeks of transportation for community members with intellectual disabilities

• $5 per week provides 1 year of mental health treatmentfor an uninsured person

• $10 per week provides 40 nutritious meals forhomeboundsenior citizens

• $20 per week provides 52 reading books for adult basic literacy students

ACCELERATE SUCCESS WITHGAMESDaily prizes, trivia, raffles, etc. are a great way to keeppeople connected. Consider having individual prizesfor those who reach their personal goal and for teamswho reach their goals.

LIVE UPDATES ON GOALPROGRESSIONCelebrate your wins! Keep momentum going bycelebrating daily wins and keeping the progress of thecampaign at the top of all communication.

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StaffThe United Way of the New River Valley staff is here to assist your

campaign efforts every step of the way. We have years of experiencerunning United Way campaigns and can be a great resource to offer ideas

and suggestions to take your campaign to the next level. Feel free tocontact us if you have any questions, comments, or concerns. Our phone

number is (540) 381-2066.

Sara BohnExecutive Director sara@unitedwaynrv.org

Lois Moorefield DavisBusiness Managerlois@unitedwaynrv.org

Autumn WaishPhilanthropy and Donor Relations Directorautumn@unitedwaynrv.org

Marcela Jara-RadlbeckCommunity Engagement Directormarcela@unitedwaynrv.org

(540) 381 - 2066 | 111 WEST MAIN ST. CHRISTIANSBURG, VA 24073 | UNITEDWAYNRV.ORG

Be an Award Winner!Top 25 Campaign Awards:

The top 25 companies that raise the highest total amountwill receive this award (based on employee and corporate

contributions)

GOLD AWARD: (two of the following)60% Participation

$75 Per Capita Giving20% Increase in Campaign

SILVER AWARD: (two of the following)50% Participation

$45 Per Capita Giving10% Increase in Campaign

BRONZE AWARD: (two of the following)25% Participation

$25 Per Capita Giving5% Increase in Campaign

Special Achievement Awards:

Highest Percentage Increase in Giving Largest Increase in Corporate Giving All-Around Campaign Excellence Excellence in Partnership AwardUnited Way Junior Volunteer Award In-Kind Support Award

Largest Increase in Employee Giving Largest Increase in Employee Participation

Award Community Support AwardUnited Way Volunteer Award

Dave DeHart Coordinator “Spirit” AwardKaren Cronin Community Volunteer Award