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Event Activation Resource Guide for Zumba® Master Class
or Zumbathon® Charity Event to support Soaringwords.
Table of Contents:
p. 2-5
General information about Soaringwords and how to have a successful event
p. 6-12
Step-by-step guide to plan a successful event
p. 13-18
Appendix
p. 13
Soaringwords + Zumba sign to print
p. 14
Sample waiver
p. 15
Sample venue donation letter
p. 16-17
Sample raffle prize donation letter
p. 18
IRS proof of non-profit status (to be shown to any company making a donation)
Soaringwords 1 Penn Plaza, 9th floor, New York, New York 10119 646-674-7105 [email protected]
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We are delighted that you have chosen to host a Zumba® Master Class or Zumbathon® Charity
event to support Soaringwords. This Guide was created to help you have a successful event.
Soaringwords’ mission is to lessen the negative impact of serious illness by embracing
hospitalized children, families and staff, encouraging positive health and healing.
Soaringwords provides fun, creative and educational activities both in person and online
based on positive psychology concepts that enhance well-being in the midst of illness.
Soaringwords is unique because it is the only organization that motivates ill children and
their families to “pay it forward” which fosters altruism, reciprocity, empathy, well-being
and resilience.
Photos above: Soaringwords + Zumba® classes at Joe DiMaggio Children’s Hospital in Hollywood, FL led by ZES Richard Gormley
and Miami Children’s Hospital with ZIN Julissa Roman leading.
Soaringwords + Zumba® collaboration:
Thanks to the support of Alberto Perlman and David Topel, over the past two years, over 2,200
ZINs have signed up to volunteer to lead free monthly Soaringwords + Zumba® classes for
hospitalized children, their parents and healthcare professionals in hospitals, Ronald McDonald
Houses, clinics, bereavement centers and camps in 62 countries.
Our goal is to have 100 charity events before Valentine’s Day, 2015. We will be awarding one
team of ZINs who lead a successful charity event, a week stay at an exclusive villa in Puerto
Vallarta, Mexico to say “thank you.” So start forming your team, pick a date, and win your dream
vacation.
Soaringwords 1 Penn Plaza, 9th floor, New York, New York 10119 646-674-7105 [email protected]
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Sharing the love of Zumba and the power to heal of Soaringwords with patients
We know that when patients see the smiling faces of wonderful, caring ZINs and hear the music,
start to dance and feel the outpouring of love, it will brighten their days and enhance their wellbeing. In fact, Soaringwords is conducting research to show the impact of these positive
interventions and caring visits on improving the emotional and physical well-being of hospitalized
children. Visit Scholarly Commons to view the empirical findings of a study we did in 2013:
http://repository.upenn.edu/mapp_capstone/40/
What your financial support means to Soaringwords and why we need your help:
We need your help to embrace more hospitalized children today. 100% of the funds raised from
your Soaringwords’ charity events will enable Soaringwords to secure more hospitals to allow us to
share the healing power of Soaringwords and the tremendous joy of Zumba, music, laughter and
love with patients and families.
Photos above: Claudia Santana & Chris Decker share the love with patients at Chris Evert Children’s Hospital in Ft. Lauderdale, FL.
Brazil team at Hospital Miguel Couto, Rio de Janeiro, Brazil team led by Carly Conti Kalavritinos and Beatriz Santiago.
Take the time to make your event a big success
As you know, in your market each month there are so many Zumba® events competing for
people’s time and participation. When everyone works on their own putting together individual
charity events, it lessens the impact of each event. That’s why we want you to join together with
the ZES’s and ZJ’s in your community and get a couple (or several) powerful headliners to
make your event a stand-out success. When you have the best talent headlining at your event,
it is easier to sell lots of tickets and motivate hundreds of people to come.
Soaringwords 1 Penn Plaza, 9th floor, New York, New York 10119 646-674-7105 [email protected]
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The best way to ensure that you put together a well-attended event is to join forces with other
ZINs. Together a strong team can all get the word out, everyone can recruit their own students
and fans to attend one unified, really successful Soaringwords’ event.
Photos above: Zumba® Master Classes to benefit Soaringwords: Kass Martin headlines in NYC at Alvin Ailey Dance Studios, April
2013. Josephine Gonzalez’s Hospital Team with ZES Coco Xie, ZJ Diego Armando Chauca and ZIN Marcos Polonia in NYC; ZJ’s
Holly Rose & Lynn Blakely and their dream team had an amazing event in Cincinnati, Ohio.
Soaringwords 1 Penn Plaza, 9th floor, New York, New York 10119 646-674-7105 [email protected]
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Simple Steps for a Successful Event
We've prepared this comprehensive, easy to use Soaringwords Event Activation Resource Guide
to help you create an action plan and then accomplish each one of the steps in order to have a
successful, well-attended event. In this way, you'll be a part of the Soaringwords + Zumba®
success to help more hospitalized children to “Never give up!”
Many thanks and much love,
,
and
Lisa Buksbaum, CEO & Founder, Soaringwords and ZIN
Melissa Mace, Soaringwords + Zumba Relationship Manager, ZIN
Rachel Gorman, Soaringwords Director Hospital Outreach and Wellness Education
The Soaringwords Team (left to right): Melissa Mace, Greta Rozensweig, Lisa Buksbaum, Rachel Gorman
Soaringwords 1 Penn Plaza, 9th floor, New York, New York 10119 646-674-7105 [email protected]
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Resource Guide for Zumba® Master Class or Zumbathon®
Charity Event to support Soaringwords.
Never doubt that a small group of thoughtful, committed citizens can change the world.
Indeed, it is the only thing that ever has. - Margaret Mead
4-6 months out:
Putting together your dream team:
Pick a Date: Reach out to local ZJ/ ZES talent and local ZIN members who will be hands-on
helpers and pick a date that works for everyone.
Having amazing talent will ensure that more people will want to come to your event. Invite the ZES
and ZJs and be sure to have this talent invite their fans/followers to SAVE THE DATE, as soon as
you confirm the date and venue.
If you are planning to host a Zumbathon® Charity Event, please take note:
As soon as the date is confirmed and you secure a venue, you will need to apply to host a
Zumbathon® event at zumbathon.zumba.com/application/request. You must be approved by the
Zumba Home Office in order to use the Zumbathon® trademark and logo (see section 4.10 of the
ZIN™ License Agreement). You will receive a response within three business days.
Get other ZINs on board to co-chair your event. Pull together a strong working committee.
Recruit ZIN members to be on your team. We recommend a minimum of 4-6 instructors so you
can delegate tasks and nobody gets overloaded doing all the work. Make sure your dream team
includes people who will actually “do” the work, not just those want to dance onstage. Note to
Divas, please pick another cause to support, Soaringwords is a non-Diva community. The more
ZINs who make a commitment to make the event a success, the better it will be. Review
expectations and “divide and conquer” the to-do list based on who is the best person to get each
job done.
Soaringwords 1 Penn Plaza, 9th floor, New York, New York 10119 646-674-7105 [email protected]
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Review the calendar postings in your community
Check for any events already scheduled or planned for your area. Reach out to local media
(newspapers, blogs, and radio stations to see what other events are planned and try to pick a day
and time that is wide open).
(Consider the month: e.g. October is Breast Cancer Awareness month and typically has lots of
related events). Reach out to City Hall and community groups and invite them to post your event
on calendar listings.
Research Venues
Always strive to secure donated space for your event. Utilize any contacts you have who work at a
venue or Google an organization to see ho is on the board of the organization to help with secure
the venue. School gyms often have stages and are a good option. YMCA, JCC, Recreation
Centers, local schools, church halls are also good options. See sample venue donation letter in
appendix. To edit and print this document go to the Soaringwords + Zumba Event Planning Guide
Companion Document www.soaringwords.org/zumba to download an editable version.
Consider venue location, size, flooring (no carpet) and accessibility. Discuss the charitable cause
of the event and ask if the facility will help promote the event to their members and supporters.
Often times they will promote your event to their membership, display large signs in their lobby and
on bulletin boards and their website events calendar. All of these things help sell more tickets and
fill the space.
Make a site visit before making the venue commitment.
Must Haves for the Venue:
Large and open space, good ventilation and lighting
Bathroom
Sign-up table
AV/Sound system with docs so that ipads can plug in
Staging area/changing area/place for talent to store valuables.
Optional Items Venue Will Provide:
Elevated platform or stage
Ask for a screen and projector (or have someone on the committee bring a projector/laptop to
show the Soaringwords photos/powerpoint during the dancing so people can see photos of the
children dancing and enjoying the Soaringwords activities)
Confirm venue.
Always best to have confirmation in email or in writing from the venue and from you confirming it.
Provide any requested insurance certificate.
Note: Many times if ZINs work at the venue or are members of the community group that is
donating the space, they do not need to provide an insurance certificate. If you need one, you can
Soaringwords 1 Penn Plaza, 9th floor, New York, New York 10119 646-674-7105 [email protected]
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contact Soaringwords and we will send you our copy.
Ticket Sales:
Individuals on the committee should discuss who they can reach out to in order to sell tickets. This
should be a conversation/strategic discussion as ideas of who people are reaching out to can
spark great ideas from other committee members.
Ideas include:

Ask the gyms and studios where ZINs teach classes to post the fliers.

This charity event is a perfect opportunity to grow your class sizes by inviting all of your
students to promote the event to 3-5 of their friends. Have a contest -- the student (from
each one of your classes) who sells the most tickets/brings the most friends gets to pick
their favorite song in a future Zumba class.

Ask your students to promote the event if they work at a big company. Give them fliers to
post at their jobs. Send them email fliers and ask them to email all their friends and post on
social media.

Invite ZINs in neighboring towns or states to come in to experience the ZES/ZJ talent in
action. Invite them to bring friends and make it a Zumba road-trip or mini-vacation.

Invite everyone on the dream team committee to hand out fliers in all of their classes for
several weeks before the event. Photocopies of the invitation go a long way to “remind
people” to save the date and sign up on line to attend. Encourage everyone to sign up in
advance. You’ll sleep better at night and if participants already paid they are more likely to
attend!
2-3 months out
Create Facebook Event (Done by Soaringwords). We make it really easy to support Soaringwords!
Create Soaringwords event flyer (Done by Soaringwords)
Post "save the date" with event highlights in event itself and also in any Zumba related FB
groups.
Discuss raffles with ZIN team.
Come up with a strategy for securing prizes, especially some big-ticket items such as hotel
packages, spa packages, vacation packages (does anyone have a time-share or vacation home
they can donate a weekend or week-long get-away), gift certificates at local restaurants and
stores. Customize donation letter to each person/company you are requesting a donation from
instead of sending out a mass request. Raffle Donation Letter sample is in the appendix.
Here are some popular items that you can get donated:
Soaringwords 1 Penn Plaza, 9th floor, New York, New York 10119 646-674-7105 [email protected]
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
Bottled water

Ask a couple of local grocery stores for gift certificate of $100 and get apples, waters, and
healthy snacks to have at the event or at least to offer to the talent.

Gift certificates or discount offers to popular restaurants, spas, or salons. Photography
studios to donate family portraits. Any retailers to donate gift certificates.

Lunch or dinner with a local celebrity in your town. People will pay a lot of money to do this.
Media coverage- Tell the world about your event!

Customize the Press release template www.soaringwords.org/zumba

Call the local radio and TV stations and newspapers and pitch the event to the assignments
desk manager. Tell them the compelling story about Zumba® instructors in the local
community doing something kind and healing to transform the lives of hospitalized children
in their community.

Invite the press to attend the event, tell them it a great live-action visual. Invite them to
complete the story of the Soaringwords + Zumba collaboration in your community with a
follow up visit to film your ZIN dream team leading the free monthly Soaringwords +
Zumba® class in the local hospital. Naturally, check with your local hospital to get
permission for the media to come and film or take photos at the class. Most hospitals will be
delighted to get positive press coverage, as long as they get permission from the families of
children to be featured in the video or photos.

Calendar listings require 6 to 8 weeks lead-time. Send in the press release as soon as you
finalize the dates and venue. Call the assignments desk and features editor to discuss the
event and invite them to come.
Leverage any contacts you have in business, with community organizations, and in the media.
Three weeks before
Soaringwords+Zumba® Dream team kicks into high gear promoting ticket sales.
Designate someone to take the lead for coordinating the playlist. Remember, it needs to follow the
Zumba® format of 70% (International music), 30% (other formats) and have a balance of rhythms.
On the day of the event, be sure to have a backup iPod with the playlist as well as a backup sound
system.
We recommend that you plan 2 hours maximum for your event.
90 minutes of dancing
Have the ZES’s and ZJ’s send you their song choices prior to requesting songs from other
participating instructors.
Soaringwords 1 Penn Plaza, 9th floor, New York, New York 10119 646-674-7105 [email protected]
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Headliner talent need to submit the playlist to coordinator two weeks prior to the event to ensure
that the coordinator has time to get back to everyone with the final list.
Pull together the songs from each participating instructor. Finalize and share the playlist with all of
the instructors 3 days prior to the event to allow for any final adjustments. This will help to ensure
a fun time for all the day of the event!
Number of instructors- if there is a large group of instructors, people will need to team up to
perform on stage. Have them work out who is doing what song with whom and submit a few song
options of various rhythms to the playlist coordinator.
As the date gets closer, start your aggressive marketing push to sell tickets and fill the house.
Successful elements for a great event.
Event Logistics - each event has dozens of details that add up to make the event successful. The
goal is for all of the paying participants to experience the joy of Zumba® and have everything flow
together.
This does not happen by itself. The ZIN dream team needs to divide up responsibilities on the day
of the event. The various jobs are detailed below:
Someone should print out some signs (attached in appendix) and post the signs on the front
entrance of the space and signs along the hallway with arrows directing people to the precise
location. See Printable Soaringwords + Zumba page in Appendix for sign.
Day of the event
Designate which ZINs will be responsible for the following jobs:






Set up (arrive 1.5 hours before)
Clean up (stay 1 hour after the last person leaves)
Audio Visual/Tech person. Check all technology. If you have access to a projector and want
to show a slide show before or during your event, please reach out to Soaringwords for a
fabulous slide-show showing the program in action.
Registration: two dream team committee members should sit at the sign-up table for the
entire event, or have two shifts so that two people are there for the first hour and two
different people are there for the second hour. You need to have two people there,
especially if you are collecting cash.
Displaying prizes for the Raffle.
Organizing raffle sales/selling tickets prior to the event and during the start of the event.
The person in charge of the tickets should buy the raffle stub tickets at Staples or two
packages of playing cards, when someone buys a raffle the other half of the ticket or the
same card goes into the shoebox or fish bowl where they will be “picked” when the winners
are chosen.
Designate someone to be the emcee to introduce any headliners and to welcome guests
and thank them for coming and supporting Soaringwords.
Print and post Playlist in several spots at the event.
Soaringwords 1 Penn Plaza, 9th floor, New York, New York 10119 646-674-7105 [email protected]
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

Each ZIN should wear a Soaringwords t-shirt and Zumba pants
Talent to bring headsets
Hospitality/Sign-in Table
Cover with a plastic tablecloth
Put a Soaringwords + Zumba sign on the table
Have a printed list of all participants who paid in advance. (This list will be provided by
Soaringwords through brownpapertickets.)
Nametags are a nice touch – seeing someone’s first name allows people to get to know each other
Sharpie markers and pens for name tags and sign in.
Have someone bring four large garbage bags to collect empty water bottles and trash at the end of
the event.
Waivers - Must have all participants sign a waiver before entering dance space. Sample waiver is
in appendix. Someone on your team must modify this document to include the date of your event,
the venue and other specific facts. To edit and print this document go to the Soaringwords +
Zumba Event Planning Guide Companion Document to download an editable version.
Using a single sheet group waiver with space for multiple signatures makes more sense than one
page for each person. Make sure to have extra sheets if more people are walk-ins on the day of
the event.
Soaringwords information table
Please print the Soaringwords one pager with the six easy steps to volunteer from
soaringwords.org. (in appendix under Hand-outs to give out at the event). You can also purchase
SoaringQuilts® and SoaringPillows® to have at the event. Everyone will love to decorate quilts and
pillows which can be donated to hospitalized children in your community.
Having an event photographer is a nice touch. Often times someone in your community will do this
for free. It doesn't have to be a professional. Post all the photos on social media. Invite all
participants to share a photo from the event on social media during the event. Tag Soaringwords’
social media during and after the event so we can share the news in real time.
24 hours after the event
Email: [email protected]
Subject line: name of your city/event and date of the event
Email us the number of walk-in participants who paid for the event.
Send a list of all talent to Soaringwords and all of the ZIN dream team committee members so we
can send them a thank you.
Policy for submitting funds to Soaringwords
We prefer that people register online through Brownpaper tickets. Once you have your date and
venue, Melissa Mace will create a customized link for your event. The link closes 12 hours before
Soaringwords 1 Penn Plaza, 9th floor, New York, New York 10119 646-674-7105 [email protected]
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the event.
When people show up on the day of the event you can accept cash and checks at the registration
desk. Checks should be made payable to Soaringwords, Inc. and mailed to Soaringwords. Collect
all the cash and one of the team leads needs to send a bank check to Soaringwords within three
days of the event. We strongly recommend that two people work the registration table and are
responsible for the funds (and cash) on the day of the event. Make sure someone has a money
belt on them so the funds are in a safe place at all times.
Thanks for your love and support, passion and commitment.
We are honored and excited to collaborate with you to make your event a huge success.
Soaringwords is the power to heal!
With Z-love and Soaringwords’ hugs,
,
and
Lisa, Melissa and Rachel
Soaringwords 1 Penn Plaza, 9th floor, New York, New York 10119 646-674-7105 [email protected]
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Soaringwords 1 Penn Plaza, 9th floor, New York, New York 10119 646-674-7105 [email protected]
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Zumba® Fitness class at name of hospital or Ronald McDonald House
Waiver of Liability, Assumption of Risk, and Indemnity Agreement
Participant's name: _________________________________________
Please Print
Waiver: In consideration of being permitted to participate in any way in hereinafter called "The Activity", I, for
myself, my heirs, personal representatives or assigns, do hereby release, waive, discharge, and covenant not to sue
Soaringwords, its officers, employees, and agents from liability from any and all claims including the negligence of
Soaringwords, its officers, employees and agents, resulting in personal injury, accidents or illnesses (including
death), and property loss arising from, but not limited to, participation in The Activity.
___________________________________
Signature of Participant
Date
________________________________________
Signature of Parent/Guardian of Minor Date
Assumption of Risks: Participation in The Activity carries with it certain inherent risks that cannot be eliminated
regardless of the care taken to avoid injuries. The specific risks vary from one activity to another, but the risks range
from 1) minor injuries such as scratches, bruises, and sprains 2) major injuries such as eye injury or loss of sight, joint
or back injuries, heart attacks, and concussions to 3) catastrophic injuries including paralysis and death.
I have read the previous paragraphs and I know, understand, and appreciate these and other risks that are
inherent in The Activity. I hereby assert that my participation is voluntary and that I knowingly assume all such
risks.
Indemnification and Hold Harmless: I also agree to INDEMNIFY AND HOLD Soaringwords HARMLESS from
any and all claims, actions, suits, procedures, costs, expenses, damages and liabilities, including attorney’s fees
brought as a result of my involvement in The Activity and to reimburse them for any such expenses incurred.
Severability: The undersigned further expressly agrees that the foregoing waiver and assumption of risks agreement is
intended to be as broad and inclusive as is permitted by the law of the State of (insert State) and that if any portion
thereof is held invalid, it is agreed that the balance shall, notwithstanding, continue in full legal force and effect.
Acknowledgment of Understanding: I have read this waiver of liability, assumption of risk, and indemnity
agreement, fully understand its terms, and understand that I am giving up substantial rights, including my right to
sue. I acknowledge that I am signing the agreement freely and voluntarily, and intend by my signature to be a
complete and unconditional release of all liability to the greatest extent allowed by law.
___________________________________
Signature of Participant
Date
________________________________________
Signature of Parent/Guardian of Minor Date
Soaringwords 1 Penn Plaza, 9th floor, New York, New York 10119 646-674-7105 [email protected]
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Insert Date
Insert Name, a licensed Zumba® Fitness instructor, is kindly hosting a charity class to benefit the non-profit
organization, Soaringwords which is a 501©3 (see attached certificate) on Insert Month, Date, 2014. All
proceeds will go to Soaringwords to support the Soaringwords + Zumba = LOVE for hospitalized children
program. As of 2014, 2,200 Zumba Instructors have teamed up to bring free Zumba® Fitness classes to
hospitalized children, families and staff in over 62 hospitals globally. In our community, this program will
benefit children at insert name of local hospital here.
We would greatly appreciate if you could donate space for this amazing charity event. To thank you for your
donation, we will be sure to publicize your generosity on our website and in our social media where thousands
of people will see it. To see Soaringwords + Zumba = Love in action, please visit: http://youtu.be/XV1FRC8LvzU
(at Joe DiMaggio Children’s Hospital in FL).
Soaringwords’ mission is to embrace hospitalized children, families and staff, encouraging positive health and
healing. Soaringwords engages ill children and their families both in person and online, providing fun, creative
and educational modules based on positive psychology concepts that enhance well-being. Soaringwords is
unique because it is the only organization that motivates ill children and their families to “pay it forward”, which
fosters altruism, reciprocity, empathy, well-being and resilience.
Space needs for the Soaringwords’ event
We need a large room, preferably with a stage or elevated platform so that participants can see the dance moves
of the talent when they are leading the Master Class. We need an AV system with plug in for ipad, speakers and
a table for registration/sign-up.
Many thanks and warm regards,
Lisa Buksbaum,
CEO and Founder, Soaringwords
Soaringwords 1 Penn Plaza, 9th floor, New York, New York 10119 646-674-7105 [email protected]
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Insert Date
Raffle Prizes for Soaringwords Zumba Master Classs and Zumbathon benefit for hospitalized children in our
community.
Insert name, a licensed Zumba® Fitness instructor, is kindly hosting a charity class to benefit the non-profit
organization, Soaringwords which is a 501©3 (see attached certificate) on Month, date, 2014. All proceeds will
go to Soaringwords to support the Soaringwords + Zumba = LOVE for hospitalized children program. As of
2014, 2,200 Zumba Instructors have teamed up to bring free Zumba® Fitness classes to hospitalized children,
families and staff in over 62 hospitals globally. In our community, this program will benefit children at name of
local hospital here.
We would greatly appreciate if you could donate a List what you want donated here
for this amazing charity event. To thank you for your donation, we will be sure to publicize your generosity on
our website and in our social media where thousands of people will see it. You can give us brochures or
business cards to hand out to all the participants at the event to promote your business. To see Soaringwords +
Zumba = Love in action, please visit: http://youtu.be/XV1FRC8LvzU (at Joe DiMaggio Children’s Hospital in FL).
Soaringwords’ mission is to embrace hospitalized children, families and staff, encouraging positive health and
healing. Soaringwords engages ill children and their families both in person and online, providing fun, creative
and educational modules based on positive psychology concepts that enhance well-being. Soaringwords is
unique because it is the only organization that motivates ill children and their families to “pay it forward”, which
fosters altruism, reciprocity, empathy, well-being and resilience.
Many thanks and warm regards,
Lisa Buksbaum,
CEO and Founder, Soaringwords
Soaringwords 1 Penn Plaza, 9th floor, New York, New York 10119 646-674-7105 [email protected]
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Here are some great ideas for what you can request to have donated:
Two night hotel stay
free dinner for two
two movie tickets and popcorn
free spa treatments
free manicure and pedicure
free salon treatment/hair-cut
free coaching session
service providers – clutter consultants, painters, tax preparation anything that people need services for
$100 shopping coupon to the local grocery store
gift certificates from local merchants and chain stores
vacation packages from hotels, local people who can donate time-shares or vacation homes
Soaringwords 1 Penn Plaza, 9th floor, New York, New York 10119 646-674-7105 [email protected]
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Soaringwords 1 Penn Plaza, 9th floor, New York, New York 10119 646-674-7105 [email protected]