2016 Camp Fire Orca
Candy Sale Information
This packet includes (1 Packet for each family):
Overview & Who to Contact
Risk Management Information
Record Keeping & Payments
Scheduling Store Sales
Guidelines for Store Sales
Guidelines for Merchant of Merit
Guidelines for USO/VFW Donations
Club Rebates & Candy Credits
Incentive Sheet
Marketing Suggestions
Planning Calendar
Club Candy Captain Binder (1 Binder for each club):
Individual Participant Record Forms (1 per seller)
Depot/Club Report (always bring to Candy Depot)
Deposit Form
Incentive Sheet
Delinquent Payment Report Form
Club Final Report
Deposit envelope
Candy Seller Youth Packet (1 Packet for each seller):
Individual Participant Record Form with Activity Permission
Deposit Form
Merchant of Merit Info Form
Available online at candy website:
www.campfireorca.mycustomevent.com
Brown & Haley pre-sale/work order form
Brown & Haley Banner Sign
Youth Envelope
Page 1 of 13
Merchant of Merit Poster
USO Candy Drive Poster
VFW Candy Drive Poster
DIY poster supplies
DIY site sales kit list
Youth Store Sales Record
Printable B&H order form
2016 Candy Packet
CANDY SALE OVERVIEW
Dates: JANUARY 22, 2016 TO FEBRUARY 15, 2016 (25 DAYS)
What We Sell: Creamy Smooth Mint Patties, Almond Caramel Clusters and Almond Roca.
Camp Fire approves vendors for Camp Fire Orca Candy Sales. Western Washington
Camp Fire councils and Camp Fire councils across the country have been selling
Brown & Haley candy for over 50 years.
Cost of Candy: $5.00 Per Unit
Parents/guardians do not have to pay in advance for the candy that they checkout, but they
are financially responsible for any candy not sold or returned in a timely manner to Camp Fire
Orca. Customers pay $2.00 for the cost of the candy and $3.00 as their contribution to Camp
Fire. Only $3.00 per unit is tax deductible.
Who Sells Candy: All registered Club participants are expected to participate in the annual
Candy Sale. Board of Directors, Camp Fire Orca staff and other registered volunteers often
participate as well.
Why We Sell Candy: Yearly registration fees pay only a fraction of the cost of recruiting,
training, supporting and insuring volunteers. The annual Candy Sale helps to pay the
difference. All Club participants are expected to participate in the Candy Sale and sell the
Fair Share amount of 90 units of candy. Candy Sale is also the time of year that we are able
to share with our communities about Camp Fire and our programs.
Where We Sell: Camp Fire Orca participants may sell in Pierce, Thurston, Lewis, South
Mason, Grays Harbor or Pacific Counties. Youth can sell to their family, friends and
neighbors as well as businesses that have given permission for our participants to sell on
their premises.
WHO TO CONTACT:
General questions about Candy Sale: Kim Combs 253-597-6234 [email protected]
To Sign Up for Store Sales: Store Schedule Manager, Emily Delaney
Scheduling by e-mail: [email protected]
Same day schedule or cancel: Text or call 253-495-9527 (8:00 am - 6:00 pm ONLY)
Question or problem regarding a store, but NOT to schedule a store:
Store Liaison, Johna Noble 253-219-8721 or [email protected]
Emergencies and Official Spokesperson to the Media:
1st – Mary Grant, Executive Director 1st 253-597-6234 (office), 2nd 253-222-1031 (cell)
2nd – President Board of Directors (TBA)
Page 2 of 13
RISK MANAGEMENT PLAN
Risk is defined as the possibility of loss or injury. Risk Management plans are systems to
identify, reduce, prevent, or control losses associated with an activity.
Although serious incidents during a candy sale are extremely rare, consequences to Camp
Fire Orca could be great if a problem should develop and Camp Fire Orca does not have a
plan for dealing with the problem. CAMP FIRE ORCA SUGGESTS THE FOLLOWING:
For complaints about the candy quality or sellers behavior:
Write down the following information:
1. Date and time report of complaint or incident was received
2. Date and cause of complaint
3. Type of candy and number from end of unit.
4. Name, address, and phone number of person making complaint
5. Name and phone number of person receiving complaint
•
If the complaint concerns candy offer to trade the offending candy unit for a new unit. If
possible, return the damaged or unsatisfactory to the Candy Depot for replacement.
Camp Fire Orca will return the product to Brown & Haley.
•
If the purchaser refuses to give you the unsatisfactory product, point out that there is a
website for Brown & Haley on the package.
•
If the purchaser is angry or behaves in a threatening manner contact the store manager
or call 9-1-1. If necessary, pack up and leave. If the incident becomes a news story, refer
them to Camp Fire Orca. Leaders, parents, and/or volunteers are not to speak on behalf
of Camp Fire Orca to the media.
•
Report complaints or incidents to:
st
st
nd
1 - Kim Combs, Program Director 1 253-597-6234 (office), 2 253-224-3898 (cell)
nd
st
2 - Mary Grant, Executive Director 1 253-597-6234 (office), 2nd 253-222-1031 (cell)
For lost or stolen candy or money:
1. The person claiming the loss or theft is personally liable for payment for candy
checked out to them unless they provide Camp Fire Orca office with a copy of a
police report of the incident. Clubs will not receive club rebate and youth will not
receive candy credits and incentives for candy reported lost or stolen.
2. Complete “Club Delinquent Payment” form and attach it to your club’s final report.
3. Report the loss to your Club Candy Captain and Camp Fire Orca office
immediately. Camp Fire Orca will follow up on the report.
Page 3 of 13
RECORD KEEPING & PAYMENTS
Club Candy Captain – Each club will designate one adult as the club’s Candy Captain. This
person acts as the liaison between the Candy Depot (Camp Fire Orca) and the club by:
Keeping track of all necessary records and paperwork
Checking out candy from the Candy Depot on behalf of the club
Making deposits at the Candy depot on behalf of the club.
Individual Participant Records - Each club participant will have their own Individual
Participant Record form to record units signed out and payments received. A parent must
initial this form for each transfer of candy and/or funds. Before a family checks out more
candy, payment for all but $25.00 of what they have sold is collected. The Candy Captain
and parent will verify the payment by recounting the cash, checks, Square payments and
USO/VFW donations together before anyone signs the Individual Participant Record form.
Regarding loose change, only quarters are accepted.
Be sure checks are signed and payable to: Camp Fire Orca
Sort all cash by denomination in an orderly fashion by utilizing the deposit form.
Returns – Returns to the Candy Depot (Camp Fire Orca) are permitted without penalty
through the third Friday of the sale (February 5th). Any returns to the Candy Depot beginning
the third Saturday of the sale (February 6th) will be penalized:
• The individual youth will forgo all of their incentives with the exception of: participant
certificate, participant emblem, and Candy Celebration Invitation.
• The individual youth will forgo all Candy Credits to cover the cost of the candy.
• If necessary, the Club will forgo their Candy Rebate up to the amount to cover the
remaining cost of the candy.
Club Final Report - Be sure all Individual Participant Records have been balanced and the
final club deposit has been made. Use each Individual Participant Record to record the
seller’s full name as it will appear on their certificate, total units sold and total payment
collected. Record all club deposits and total the columns. All cash donations will be counted
towards the USO/VFW Candy Drive.
Payment from Customers – Sellers may accept cash, personal checks, and possibly
credit/debit cards (see next section). Adults should always oversee cash handling to assist
sellers. Personal checks totaling more than $75.00 from anyone including a parent or leader
cannot be accepted. Money orders over $75.00 from Club families can be accepted. If
someone would like to make a large purchase with a check or a credit card please contact
Camp Fire Orca. The individual and the club will be credited with the sale. Please have
checks made out to: Camp Fire Orca.
Page 4 of 13
RECORD KEEPING & PAYMENTS (cont.)
Square Payments - Families may choose to become an authorized user to collect payments
using a Square card reader. To begin this process, you must not already have a Square
account attached to your e-mail address. Square is highly secure and will not allow more
than one device to be attached to a single e-mail account. You may need to create a new
account just for this purpose.
New and returning users: Go to www.campfireorca.mycustomevent.com to register the email address you would like linked to your Square card reader and sign the user agreement.
Later you will be sent an e-mail inviting you to access the Camp Fire Orca Square account.
When you set up the account:
You will be prompted to order your free Square card reader
Then download the app on your phone called Square Register
REQUIRED: Naming your device for reporting purposes
o Liaison/Leader Last Name, Your First and Last Name
o Example: Noble, Kim Combs
o Android users: Rename your devise in the Square app settings
o iPhone users: Rename your device in the phone’s general settings
Square users should make all sales utilizing the “Library” feature within the app. DO NOT use
the “Keypad” option to make sales. The processing fee of $0.14 per unit is preloaded onto all
library items and will show up as “Tax” on each sale. Please explain to customers that this is
not tax it is our processing fee.
Printed reports will not be necessary. When families are turning in money the Candy Captain
will visually verify on the device and record the sales. If the device is not present or available
do not record those sales. A printed report will be provided and verified at the Candy Depot
deposit with the Candy Captain of currently recorded sales.
Donations – Any donations received will be used towards USO/VFW Candy. Clubs are not
allowed to keep donations that are collected during candy sale for Club use. Candy sale and
its efforts are a council fundraiser as such; Clubs are encouraged to do their own fundraising
after successful completion of the annual Candy Sale. Square can be used for donations this
year, please track carefully.
Deposits - Candy Captains are responsible for making deposits of club candy funds to the
Candy Depot. Cash should be sorted by denomination in an orderly fashion by utilizing the
deposit form. The Candy Captain will verify funds with the Candy Depot and both will sign
Camp Fire Orca’s copy and club’s copy of the Depot/Club Candy Transfer form for receipt of
the funds received. No additional candy is checked out to the participant or club unless a
deposit is made.
Regarding loose change, only quarters are accepted.
Club deposits must be made a minimum of three times during the sale.
Page 5 of 13
SCHEDULING STORE SALES
Under no circumstance is it appropriate for a parent/guardian/leader to:
1. Contact a store regarding candy sales without Camp Fire Orca permission.
2. Contact the Store Schedule Manager or another family to attempt to negotiate
and/or persuade a family to switch their sign up.
Store Schedule Manager: Emily Delaney
Scheduling is by e-mail only to ensure requests are answered in order received:
[email protected]
th
Super Seller Weekend Schedule (1/22-1/24): Opens January 19 7:00AM.
Do not e-mail early. Emily has been instructed to delete all requests prior to 7:00AM.
Full Candy Sale Schedule (1/25-2/15): Opens January 25th 7:00AM.
Do not e-mail early. Emily has been instructed to delete all requests prior to 7:00AM.
Priority Calling: You are permitted to call or text Emily for (1) Same day cancellations to free
up your store spot or (2) Same day scheduling to be sure you find a good fit ASAP.
Text or call 253-495-9527 (8:00 am – 6:00 pm ONLY).
The Store Schedule Manager helps the Candy Sale run smoothly by coordinating sales at
stores, because stores do not want to be contacted by multiple people or deal with
disagreements about who gets to sell when and where. All of our parents/guardians/leaders
are all encouraged to utilize this system.
Businesses often have rules for where and how members may sell at their store. Our Store
Schedule Manager will be able to tell you if a store has specific rules for selling at their store.
To view the store options please go to: www.campfireorca.mycustomevent.com
This is NOT a live document; please only use it at a reference. The Store Schedule Manager
will respond and verify each request individually – no need to go back and check the
schedule to confirm.
Steps to a smooth scheduling process:
1. Make a plan A and plan B before you e-mail the Store Schedule Manager.
2. Include a cell phone number so she may text or call to complete your request if
necessary.
3. Send only one email at a time for the Store Sales Manager. Messages will be returned in
the order they were received.
4. Once contacted, respond quickly if clarification is needed
5. Notify the Store Schedule Manager ASAP if your group or family cannot keep their
scheduled time. This allows other families a chance to fill the slot.
Page 6 of 13
GUIDELINES FOR STORE SALES
Camp Fire Orca has guidelines for store sales as well:
1. Check in with the location’s store manager at the beginning of your shift to let them
know that your group is there to sell.
2. Dress appropriately. Sellers should wear official Camp Fire clothing and their vest or
sash. Pajamas and sweatpants are not appropriate dress when you are representing
Camp Fire to the public.
3. If there is a transfer of responsibility of a youth from one family to another the standard
permission slip procedure applies.
4. Sellers may only approach customers as they exit the store. Groups may bring a small
table (most locations) to display their products and advertising material, but sellers
must stand near their table or selling area and may not wander around the store.
5. Be discreet when eating or drinking while selling, and always clean up after yourself.
6. Manners go far -- please use huge amounts of smiles and thank yous!
7. Check out with the location’s store manager, and remember to say “Thank You!”
If you are the first family to sell at a store, the Store Schedule Manager will inform you to give
the store a thank you card and a unit of candy. We encourage the card to be homemade, but
thoughtful at the very least.
The “thank you” unit of candy will not count towards your final sales numbers. You
must check out another unit and sell it to recoup your original total.
Page 7 of 13
GUIDELINES FOR “MERCHANT OF MERIT”
Information for Businesses
Become a Merchant of Merit by purchasing at least 15 units ($75 value/$45 is tax deductible) of
candy during our Candy Sale. By purchasing Camp Fire candy, not only are you helping youth
build important skills like goal setting, public speaking, and handling money, but you are helping
families cover the cost of Camp Fire activities and camps.
As a Merchant of Merit you will receive:
- A certificate to display at your place of business
- Your business name will be listed on our website
- Your business name and logo will be showcased on our Facebook page*
As a Merchant of Merit you can:
- Keep the delicious candy for yourself, your family, and your employees
- Use the candy as “thank yous” for your business
- Sell the candy at your business and help increase visibility in the community
- Donate the candy back to our USO/VFW Candy Drive for soldier care packages
Want to help but don’t need the candy? In partnership with the local USO on Joint Base
Lewis/McChord (or VFW), Camp Fire Orca is asking customers to purchase candy to give to
troops for deployment and homecoming care packages. By giving candy to a soldier, we send a
message that their sacrifice is important and that their community supports them.
A donation receipt will be mailed, less the cost of candy, for $45 per case.
*Retailers who exclusively sell substances not suitable for youth will not be showcased on
Camp Fire’s Facebook page. Examples of such retailers for: liquor, marijuana, vape ect.
Information for Sellers
Contacting a business:
• A formal letter is not necessary, but using the information above is suggested.
• Going to businesses you already frequent is key. Consider local business owners that
you already have a relationship with.
• A printable PDF info sheet is available to distribute as needed.
• Manners are a big thing, if a business says no – thank them anyway!
Once a business agrees:
• You can accept a business check or Square up to $150. Larger amounts will need to
be made with a credit card over the phone with Kim, call the office 253-597-6234.
• Please take a picture of the youth in their Camp Fire uniform with the business owner
at the delivery and email Kim the photo at [email protected]
• Consider making a homemade/thoughtful thank you card.
• Use the Merchant of Merit Info Form to record necessary information and submit an
email with the information to Kim as soon possible [email protected]
• Kim will mail the certificate and donation receipt, and take care of the online postings
Page 8 of 13
GUIDELINES FOR USO/VFW DONATIONS
Donations – Any cash donations received will be used towards USO/VFW Candy. Clubs are
not allowed to keep donations that are collected during candy sale for Club use. Candy sale
and its efforts are a council fundraiser, as such; Clubs are encouraged to do their own
fundraising after successful completion of the annual Candy Sale.
Each club will designate which organization their club donations will benefit prior to the start
of the sale. Camp Fire Orca will collect donations going to the USO and VFW.
Any club wishing to donate to the VFW must contact the local VFW Commander in their
community and verify the VFW is willing to receive the donation. After the sale is complete,
contact Kim to pick up your candy donations and establish a time when your club participants
can deliver the candy. Be sure to take a photo and send it to Kim.
During the sale, be sure your posters include the logo of the donation organization chosen by
your club (see Candy Sale Poster Kit on the Candy Sale resource website).
We are collecting funds for USO/VFW, we are not collecting candy.
All funds collected for donations should be kept separate from other candy sales funds. An
easy method is to label a money file pouch by denominations, and make one file for
donations or start a separate envelope for only USO/VFW funds. Funds received for
donations should be recorded on the Individual Participant Record Form each time funds are
turned into the Candy Captain. All donations collected will be counted as sales. Donations do
not need to be in increments of $5 – donations will be totaled at the end of the sale.
At the end of the sale, Camp Fire Orca will make a final purchase of candy for the USO/VFW
deliveries.
The individual who collects the most donations for the USO will get to help deliver the candy
on base (JBLM) to the USO Center!
Page 9 of 13
CLUB REBATES & CANDY CREDITS
Deadline for paperwork and money: February 18th 5:00PM
No incentives will be awarded if paperwork and/or money is turned in late.
Camp Fire Orca returns 15-20% of the money earned in the Candy Sale directly to clubs and
individual members through club rebates, candy credits and other incentives. The amount of
credit or rebate per case sold is determined each year by the Board of Directors. Please refer
to the Candy Incentives sheet for this year’s incentives.
A few weeks after the end of the Candy Sale you will receive an email with the amount of
candy credits your family earned through the sale. At about the same time, a check for club
rebates will be mailed to the Club liaison/leader.
Candy credits earned must be used by November 30th of the same year.
Exception: Candy credits can be saved for up to three years for resident camp under the
following circumstances:
1) Parent must request in writing/email that their child’s candy credits be reserved, and
2) All of the credits earned that year must be saved.
Candy Credits may be used to pay for:
Merchandise through Camp Fire Orca (emblems, t-shirts, sweatshirts)
Annual Club Program registration fees
All or part of fees for Day Camp (Grades K-7) and/or Camp Orca (Grades 3-11)
All or part of fees for Camp Fire Orca events such as Fall Fest or Camporee
Candy credits are valid only with the registered family. Candy Credits cannot be gifted to
another family.
Page 10 of 13
2016 Candy Sale Incentives • January 22 through February 15
th
Paperwork & Money Due: February 18 5:00PM
No incentives will be awarded if paperwork and/or money is turned in late.
Units
15
30
90
105
120
135
150
165
180
195
210
225
240
255
270
285
300
330
360
375
390
420
450
Cases
Certificate
1
x
2
x
6
x
7
x
8
x
9
x
10
x
11
x
12
x
13
x
14
x
15
x
16
x
17
x
18
x
19
x
20
x
22
x
24
x
25
X
26
x
28
x
30
x
Candy Celebration Invite
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
X
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
X
x
x
x
30
35
40
45
50
55
60
65
70
75
80
85
90
95
100
110
120
125
130
140
160
12
14
16
18
20
22
24
26
28
30
32
34
36
38
40
44
48
50
52
56
60
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
Emblem
Individual Candy Credit
$5 per case*
Club Rebate
$2 per case**
Orca Emblem/Charm
105+
200% Event –
BIG Night In!
Above & Beyond!
CF TShirt from the BOD
25 Case Club!
Mystery Trip 375+
High Sellers (except Little Stars) must sell a minimum of 270 units to be eligible for High Seller Recognition. The High Seller from each of the five
program/grade levels (PreK, K-2, 3-5, 6-8, 9-12) will receive: Special Recognition Emblem AND pre K- grade 12 Choice of Day Camp or Camp Orca***
***Little Stars ineligible for day camp will receive $50 additional Candy Credit. K-3 outside of the reasonable geographic distance to day camp will receive $50
additional Candy Credit. Participants that attend Camp Orca as Staff will receive a $75 Gift Card
*Individual Candy Credit $5 per case: An individual must sell Fair Share (6 cases) to receive credit, back pay for cases will be included.
**Club Rebate $2 per case: A Club must sell an average of Fair Share (6 cases) to receive credit, back pay for cases will be included.
Orca Emblem/Charm (105+): Individuals selling more than 105 units earn a special Camp Fire Orca emblem for their first year and a special charm in varying
colors each year after.
200% Event: Individuals selling twice the Fair Share (180+) receive an invitation to the BIG Night In! Movie Night (all ages) and Lock-in (Adventure and older)
hosted by Camp Fire Orca at the Puyallup Clubhouse. Movies, popcorn, dessert, games, all night activities and breakfast too! March 11-12, 2016
Above & Beyond! As a “Thank You” from the BOD for all of your hard work and effort, individuals who sell 270+ will receive a Camp Fire T-shirt.
25 Case Club! Mystery Trip: Individuals selling 375+ will receive an invitation for the meeting place and time with a permission slip. Parents/Guardians will receive
a sealed envelope with the itinerary. I wonder where we’ll go this year?! March 26, 2016
USO Candy: Individual who collects the most candy donations for the USO will get to help deliver the candy on base (JBLM) to the USO Center!
Super Seller Weekend: Highest selling Club average the first weekend (1/22-1/24) will receive $50! Turn in at the Tacoma Office before 7:00 pm on Tuesday 1/26.
Email to set up a turn in appointment with Kim: [email protected]
Page 11 of 13
MARKETING SUGGESTIONS
Email
• Send an email to your family and friends, but be sure to BCC the email addresses.
• Personalize your message by sharing your goals and what you plan to do with the
candy credit you earn.
• Part way through the sale send an update and be sure to share how great your sale
has been going.
• After the sale is over, send a final report on how you did. Be sure to thank everyone
for their support.
Sample Email:
Hi Friends and Family,
I’m happy to announce that it is time for Camp Fire’s annual Candy Sale! This year I
have set a goal of selling [insert number of units], and I will be selling candy from
January 22 to February 15, 2016. That means you only have a little over three weeks
to purchase these delicious candy products:
•
•
•
Creamy Smooth Mint Patties
Almond Roca
Almond Caramel Clusters
My favorite is [insert favorite selection] because [insert reason why you like it], but
they’re all good! Each unit is only $5 – and it will help [me or our Club] cover the cost
of [insert activities or camps that you or your club are working towards]!
If you would like to help me reach my goal, simply email me your order request or call
me at [insert phone number]. I can’t wait to bring you your tasty Camp Fire candy!
Thanks for your support!
[Name]
Social Media
•
Every Friday, comment your sales plans for the weekend on the Camp Fire Orca post.
•
The day before or the day of a store sale, update your status with the location and time
that you’ll be selling.
Post on the Camp Fire Orca page and share your location/time of store sale.
Share updates, goals achieved and brightspots after a day of sales and announce the
next time you will be selling.
Make a funny and informative video and post it to your page.
Feel free to use the “check in” feature on Facebook to announce that you have arrived at
your store sale.
•
•
•
•
Page 12 of 13
Planning Calendar
Nov 4, 2015
Nov 21, 2015
Dec 12, 2015
Jan 9, 2016
6:00 pm – 8:00 pm Candy Captain Meeting
9:30 am – 11:30 am & 1:00 pm – 3:00 pm Candy College
9:30 am – 11:30 am Candy College
9:30 am – 11:30 am Candy College
Nov 5 – Dec 17: Clubs should have at least one meeting to update families on new information, to
obtain goal information, and have families make their plan.
December 18, 2015 Club Candy Orders Due to Kim: [email protected]
Jan 4 - 21: Additional time devoted to preparing sellers closer to the start of the sale is highly
encouraged. This is also a great way to get sellers excites and to remind sellers of best practices.
25 Days of Candy Sales!
Sunday
Jan 17
Monday
Jan 18
Tuesday
Jan 19
SSW Schedule
Opens 7AM
Wednesday
Jan 20
Thursday
Jan 21
Candy
Pick-up
6-8PM
Friday
Jan 22
Saturday
Jan 23
Candy sale
STARTS!
Candy Pick-up
9-11am
Jan 24
Jan 31
Jan 25
Jan 26
Full Schedule
Opens 7AM
Candy Captain
Feb 1
Orders due
by 7 AM
Feb 2
Jan 27
Jan 28
Jan 29
Jan 30
Feb 3
Feb 5
Feb 5
Feb 6
Feb 11
Last day to
return w/o
penalties
Feb 12
Feb 13
Candy Captain
Orders due
by 7 AM
Feb 7
Feb 8
Feb 9
Feb 10
Super Bowl
Sunday
Feb 14
Decorate candy for Valentine’s sales or offer gift wrapping!
Feb 15
Feb 16
Feb 17
Feb 18
Feb 19
Feb 20
Paperwork &
Money
Due 5PM
Candy Sale
ENDS!
Candy Celebration! Bring the family and enjoy a fun time with Camp Fire! TBD Feb 27 or 28
Page 13 of 13