Campaign Coordinators Guide
A STRONGER
COMMUNITY BEGINS WITH
YOU
Your role as a United Way campaign
volunteer is a critical one.
In fact, your
commitment and that of others in this role
will be the most significant component in the
success of this campaign. The fact that you have been selected to
be part of this campaign recognizes your dedication and commitment to our community.
This handbook is designed to get you started and on your way.
Gathering facts is the first step to keeping on the right track. It is
our hope to provide you with as much information and help as possible to set you up for a fun and successful campaign .
How United Way Helps You with Your Campaign:
Your United Way Campaign Cabinet Division Chair and the
United Way Staff are always ready to assist you with planning and
managing your workplace campaign. We have helped many
Campaign Coordinators put together programs that are successful
year after year.
Whenever you need assistance, just reach out to your Division
Chair or a member of the United Way staff via phone or email.
You can visit the United Way of Wilson County web-site:
unitedwayofwilson.org for more Campaign information.
United Way Overview
Since 1959, United Way of Wilson County has created
opportunities for a better life for all. By bringing together
caring individuals and organizations throughout our community,
we successfully identify strategic solutions to our toughest
challenges and direct funding to where it’s needed most. Your
workplace campaign helps United Way and our member agencies meet critical community needs in the areas of education,
financial stability and health.
The United Way Campaign provides funding to 23 agencies.
Information on each agency can be found in the United Way
Campaign Brochure entitled “A Stronger Community Begins With
You”. Information is also available on our web-site:
unitedwayofwilson.org
What We Do? To make a significant impact in the community,
we do the following:

Efficiently raise and allocate funds to
support a strong network of quality
member nonprofit organizations that
provide needed services throughout
our community.

Offer individuals and local businesses
an easy and meaningful way to support those causes of
greatest interest through workplace campaigns, volunteering and other giving opportunities.

Convene community leaders and volunteers to identify and
address critical, unmet needs through focused collaborations
that impact the community.
We focus on the following areas:
Financial
Stability
We provide opportunities
for workplace training
and development.
Education
We are working to reduce
the dropout rate by
promoting student
achievement and
engagement.
Volunteerism
Health
Our child wellness
programs are educating
youth and their families
about healthy eating
habits and the
importance of physical
activity.
Student internships are available
as well as corporate, family and
individual volunteer opportunities.
To learn more visit the
VOLUNTEER section of our
web-site:
unitedwayofwilson.org
The Money Raised Here Stays Here
United Way touches the lives of people in our community.
Over 98% of what we raise in Wilson County stays in Wilson County.
Your Role as the
Employee Campaign Coordinator
As an Employee Campaign Coordinator your primary role is
to plan, coordinate and implement an effective United Way
of Wilson County workplace campaign.
Through your dedication to the United Way and your understanding
of the needs in our community, you will be able to inspire your
co-workers to join us in the commitment to Live United.
A successful campaign begins with a great team. Recruit people
who believe in the United Way and who will inspire others to get
excited about the campaign. Make sure to include employees
from all areas of your organization.
Your Responsibilities Include:
 Attending a United Way training meeting offered at the
beginning of each campaign season
 Working closely with your United Way Division Chair and
United Way staff to develop an effective campaign plan
My Division Chair is ________________________________.
 Recruiting a campaign committee from key areas of your
organization
 Coordinating the distribution of campaign materials and
the collection of pledge cards
 Coordinating kick-off and recognition events
 Communicating the progress of your campaign with your
United Way Division Chair via email or phone and let them
know if you need assistance in any way
 P romoting the campaign within your organization
 Publicizing results throughout the campaign
 Providing all associates, including new-hires and retirees,
the opportunity to give
 Thanking donors and volunteers for their generosity
 Completing the campaign by submitting campaign reports
and pledge cards in the Campaign Reporting Envelope to
United Way office. (Pages 14 - 18)
 Evaluating and making recommendations for next year’s
workplace campaign
7 STEPS TO SUCCESS
1. START HERE! Attend your campaign training session.
Campaign Training gives each volunteer the opportunity to share
their campaign successes and challenges with other volunteers.
You will receive your pledge cards and campaign materials.
Review and evaluate campaign history. Review information
provided by the United Way on the giving history for your
company. Identify changes (new hires, retirements, layoffs…)
Develop a timeline. Set your campaign time frame. Keep the
campaign short and simple. A 1-3 week campaign time frame
creates excitement and momentum. Start as soon as possible!
2. RECRUIT A TERRIFIC CAMPAIGN TEAM. Recruit an
enthusiastic and diverse campaign team. Choose volunteers
that are committed to the United Way. Make sure to include
representation from all areas and levels of your organization.
3. SET THE GOAL
TO STRENGTHEN
YOUR CAMPAIGN.
Meet with your campaign
team and determine your
campaign goal. Company
giving histories are in
your campaign packet for
your review.
GOALS
Increase Participation
Increase Payroll Deduction Pledges
Increase Giving for the First Time
Increase Fair Share Giving
Increase Leadership Giving
Organize a Retiree Campaign
Create a New Hire Campaign
Increase the Corporate Gift
4. PLAN AND PROMOTE YOUR CAMPAIGN. Make sure
payroll deduction is in place. Select a fun theme, hang personalized posters and use your United Way thermometers to show
your campaign progress. Publicize your campaign kick-off and
events early. Send emails with reminders and updates. Arrange
to have an agency speaker or an agency tour.
5. RUN A FUN AND INFORMATIVE CAMPAIGN. Make
your own pledge first. It is easier to ask others to pledge when
you make your own pledge first. Educate others on the United
Way. Not everyone knows about the United Way. Most people
want to understand how their gift will impact our community.
Education and solicitation can happen in either group meetings
or one-on-one solicitation. Peers soliciting their peers works
the best… but it requires a well-trained Campaign Team. Group
meetings are the easiest way to hear a presentation and ask
for pledges. Make your campaign fun by adding festive
decorations, exciting events, prizes, snacks and speakers
20 minute meeting agenda:
CEO welcomes employees and endorses campaign. (2 min.)
United Way contact makes presentation, does Q & A. (3 min.)
Impact Speaker (agency/testimonial). 5 min.
Campaign Team, hands out pledge cards, and makes the ASK. (5 min.)
Campaign Team collects pledge cards. (2 min.)
Coordinator makes closing remarks, thanks employees. (3 min.)
6. WRAP-UP AND REPORT. Follow up with employees
who were absent/late. The #1 reason that people do not give
is because they were not asked. Report campaign updates to
your division chair. Submit reports (see pages 14-18) to the
United Way office. Analyze your campaign results. Keep notes
on the challenges and successes of your campaign. Build United
Way awareness all year long. Keep contacts informed on how
their contributions are making a difference. Include United Way
information with new hire and retirement packets.
7. SAY “THANK YOU”! Say “thank you”. Showing
appreciation sets a positive tone for next year’s campaign (even
if a pledge has not been made).
Plan to attend the Report Luncheon on October 19th
Campaign Tips To Strengthen Your
Campaign
Review Your Campaign Materials and Know Your
United Way.
People give to United Way of Wilson County because they
believe in what we do. Your knowledge, enthusiasm and
commitment to supporting the United Way are key to sharing
the United Way mission and encouraging employee pledges.
View the United
Way video
Schedule a guided
agency tour
Prepared to Inform and Manage Possible Questions
Take a tour or visit with an Agency Director.
Become familiar with types of giving in the Leadership
Circle - (remember that spouses can combine contributions
to qualify for the Leadership Circle).
Specific Care donations can be made as designations
to agencies that appear in the United Way campaign
brochure “A STRONGER COMMUNITY BEGINS WITH YOU”.
Agency 4 digit codes are required.
Strong Campaigns Generate Excitement
You don’t have to spend a lot of money to create a lot
of excitement during your campaign. Here are some
simple and easy-to-execute ideas to get you started.
Wear the Shirt
Campaign staff, volunteers and other
supporters love to wear the LIVE UNITED
t-shirt, but don’t stop there! Ask the CEO
and senior managers to wear it as well. Call
the United Way to purchase your LIVE UNITED t-shirt
Chalk It Up
Use chalk to write “LIVE UNITED”
in front of the office, in the
parking lot, or on another
paved surface.
Share a Story
Invite employees to be
videotaped sharing why they
have pledged or let them
share a personal story regarding the United Way, how they
were helped or why they
volunteer.
Raise extra $’s
Encourage your
most talented to entertain
co-workers at a Lip-Sync
Contest, Barbecue Cook-Off,
Bake Sale, Talent Show or
Womanless Pageant.
When can we start our campaign? Start
your campaign as soon as you are
ready. Our Pacesetter Campaign runs
8/1 - 8/31 and our General Campaign
runs from 9/1 - 10/31. We will report
our campaign progress to
How do I get an Agency speaker?
the community on 10/14
The United Way staff can work
at our Report Luncheon.
with you to schedule a speaker.
Contact our Volunteer Coordinator,
How long should our workKay Bunch at: 237-3194
place campaign last? Most
Our work environment is campaigns can be completed in two
not conducive to holding or three weeks. The goal is to
distribute and collect pledge cards
a campaign kick-off. How
while the United Way message is still
can I involve our employfresh in employees’ minds.
ees in the campaign ex-
Frequently
Asked
?
perience? Take the campaign to them. Some ideas
are to use e-mails, voice
mails, videos and/or letters from your top management to get the word
out. Designate one room
as the “United Way
Room” and hold an Agency
Fair. Create a festive atmosphere in the breakroom with snacks and
games that they can enjoy
when they turn in their
pledge forms.
I have limited time to devote to a
campaign. How can I work it into
my busy schedule? Contact your
United Way Division Chair. They are
here to help you every step of the
way. Let them know your limitations and come up with a plan together to make it easier for you.
Another way to ease the strain is to
recruit a committee. Assign tasks
and assume a management role.
Most importantly, start planning
early. The earlier you start the easier the process will be for you.
Giving Questions?
How can I be sure my donation will
be used efficiently and effectively?
When you give in Wilson County
you support United Way of Wilson
County’s work, our programs and
initiatives and our member nonprofit organizations who provide services
throughout our community. United
Way volunteers visit each of our
member nonprofit organizations
and determine funding based on
programs, services, individuals
served, financial reporting and the
impact that each organization has
in areas of education, health and
financial stability. (The United Way
and all of our agencies are audited by
an independent auditor.)
Some of our employees and their
families are on tight budgets;
should we invite them to be part
of the campaign? Yes, most people
appreciate the opportunity to participate. Giving through payroll
contribution is easy and convenient.
If I stop working for my
current employer, what
happens to my payroll
contribution pledge? Your
pledge will not be automatically routed to your
new place of employment
or to your home. If you
do change jobs or are no
longer working, please
contact the United Way
staff at: 237-3194. At that
time, you can decide
whether you are able to
fulfill your original pledge
or adjust it. If you have
switched jobs and your
current employer runs a
United Way Campaign, it
is possible to set up payroll contribution through
the new employer.
Please contact the United Way at 237-3194.
Front of Pledge Card
Back of pledge card
Worksheets are available from
[email protected] as an Excel spreadsheet.
56
65
Providing the United Way with
your Leadership list will ensure
that your Leadership Givers
are recognized in our brochure. Spouses can combine
both of their gifts to qualify as
Leadership Givers.
Submit your reports with your Report Envelope
My Division Chair is:
____________________________________
For More Information or Help with your
Campaign call the United Way 237-3194