2015 Camp Fire Orca Candy Sale Information

Transcription

1 2015 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 Brown & Haley pre-sale/work order form Brown & Haley Banner Sign Youth Envelope Page 1 of 13 Available online at new candy website: 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 2015 Candy Packet

2 CANDY SALE OVERVIEW Dates: JANUARY 23, 2015 TO FEBRUARY 16, 2015 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 for the cost of the candy and $3 as their contribution to Camp Fire. $3 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 and/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 kcombs@campfireorca.org To Sign Up for Store Sales: Store Schedule Manager, Emily Delaney, scheduling is by only: emily.delaney@gmail.com If you need to cancel the same day as your scheduled sale text or call (9am-7pm ONLY) Question or problem regarding a store, but NOT to schedule a store: Store Liaison, Johna Noble or johnanoble@yahoo.com Emergencies and Official Spokesperson to the Media: 1 st Mary Grant, Executive Director 1 st (office), 2 nd (cell) 2 nd Ben Zielinski, President Board of Directors (cell) Page 2 of 13

3 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, type of candy and location of sale 3. Name, address and phone number of person making complaint 4. Name and phone number of person receiving complaint If the complaint concerns candy offer to trade the offending candy unit for a new unit. Turn the damaged or unsatisfactory unit into 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 911. 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: 1 st - Kim Combs Program Director 1 st (office), 2 nd (cell) 2 nd - Mary Grant, Executive Director 1 st (office), 2 nd (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

4 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 (Kim/Council) and the club by (1) keeping track of all necessary records and paperwork (2) checking out candy from the Candy Depot on behalf of the club (3) 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 allowing more candy to be checked out by a family, payment for all but $25 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 filled out correctly and that all money is sorted 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 6 th ). Any returns to the Candy Depot beginning the third Saturday of the sale (February 7 th ) 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. Page 4 of 13

5 RECORD KEEPING & PAYMENTS (cont.) 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. Checks totaling more than $75 from anyone including a parent or leader cannot 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. 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 have already have a Square account attached to your address. Square is highly secure and will not allow more than one device to be attached to a single account. You may need to create a new account just for this purpose. Next, go to to register the address you would like linked to your Square card reader and sign the user agreement. Later you will be sent an inviting you to access the Camp Fire Orca Square account. Once you set up the account (1) you will be prompted to order your Square card reader and (2) you will need to download the app on your phone and order the device if you do not have one. In the October test run, prior to the holidays, it took 7 days for the Square device to arrive, so plan ahead and be ready for the start of the sale. A printed report from your Square account is required at both deposit times (1) families making a deposit to their Candy Captain and (2) Candy Captains making a deposit to Council/Kim. Please consider this step when deciding if Square is a good fit for your family 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. 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

6 SCHEDULING STORE SALES Store Schedule Manager: Emily Delaney Scheduling is by only to ensure requests are answered in order received: Super Seller Weekend Schedule (1/23-1/25): Opens January 20 th 7:00AM. Do not early. Emily has been instructed to delete all requests prior to 7:00AM. Full Candy Sale Schedule (1/26-2/16): Opens January 26 th 7:00AM. Do not 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 (9am-7pm ONLY). Participants may sell at stores, but are required to FIRST receive authorization from the Store Schedule Manager for that location. Leaders and/or parents are responsible for booking store sales for their members. 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. Under no circumstance is it appropriate for a parent/guardian/leader to contact a store regarding candy sales without Camp Fire Orca permission. 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: This is NOT a live document; please only use it at a reference. Emily 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 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 message at a time for the Store Sales Manager. Messages will be returned in the order they were received. DO NOT pester her! 4. Once contacted, respond quickly if clarification is needed. Be prepared, be patient, and be flexible. 5. Notify the Store Schedule Manager ASAP if your group or family cannot keep their scheduled time. This allows other groups a chance to fill this slot. Page 6 of 13

7 GUIDELINES FOR STORE SALES Camp Fire Orca has guidelines for store sales too! 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. Be aware that 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

8 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 the 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 up to $150. Larger amounts will need to be made with a credit card over the phone with Kim, call the office Please take a picture of the youth in their Camp Fire uniform with the business owner at the delivery and Kim the photo at kcombs@campfireorca.org Consider making a homemade/thoughtful thank you card. Use the Merchant of Merit Info Form to record necessary information and submit an with the information to Kim as soon possible kcombs@campfireorca.org Kim will mail the certificate and donation receipt, and take care of the online postings Page 8 of 13

9 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). This year we are collecting funds for USO/VFW, we are not collecting candy from sellers. 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

10 CLUB REBATES & CANDY CREDITS Deadline for paperwork and money: February 19 th 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 your child will receive a letter in the mail notifying them of the number of candy credits they earned through the sale. At about the same time, a check for club rebates will be mailed to the Club leader. Candy credits earned during the Candy Sale must be used by November 30 th of the same year*. They may be used to pay for: Merchandise (Candy Credit orders must be placed through Camp Fire Orca s purchaser.) Annual 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 Fees for national youth conferences Candy credits are not transferable except between family members living in the same household, and then only if both family members sells at least their Fair Share. *Exception to requirement that Candy Credits be used before November 30 annually. Candy credits can be saved for up to 3 years for resident camp or youth conferences under the following circumstances: 1) Parent must request in writing that their child s candy credits be reserved, and 2) All of the credits earned that year must be saved. Page 10 of 13

11 2015 Candy Sale Incentives January 23 through February 16 Paperwork & Money Due: February 19 th 5:00PM No incentives will be awarded if paperwork and/or money is turned in late. Certificate Units Cases x x x x x x x x x x x x x x x x x x x X x x 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 Emblem x x x x x x x x x x x x x x x x x x X x x x Individual Candy Credit $5 per case* Club Rebate $2 per case** Orca Emblem/Charm 105+ x x x x x x x x x x x x x x x x x x x x 200% Event BIG Night In! x x x x x x x x x x x x x x x Above & Beyond! CF TShirt from the BOD x x x x x x x x x 25 Case Club! Mystery Trip 375+ x x x x 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 6-7, 2015 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 28, 2015 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 (1/23-1/25) will receive $50! Turn in at the Puyallup Clubhouse (Johnanoble@yahoo.com) or the Tacoma Office (KCombs@campfireorca.org) 6-7PM Sunday 1/25. We will not wait around, you must RSVP. Page 11 of 13

12 MARKETING SUGGESTIONS Send an to your family and friends, but be sure to BCC the 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 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 23 to February 16, 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 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 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. Every Friday, comment your sales plans for the weekend on the Camp Fire Orca post. Feel free to use the check in feature on Facebook to announce that you have arrived at your store sale. Page 12 of 13

13 Planning Calendar Nov 5, pm-8pm Candy Captain Meeting Nov 22, am-noon or 1pm-4pm Candy College December 19, 2014 Club Candy Orders Due to Kim: Nov 6 Dec 19: Clubs should have at least one meeting to update families on new information, to obtain goal information and have sellers make their plan. Jan 5-22: 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 Monday Tuesday Wednesday Thursday Friday Saturday Jan 18 Jan 19 Jan 20 Jan 21 Jan 22 Jan 23 Jan 24 SSW Schedule Opens 7AM Candy Pick-up 9-11AM Candy Pick-up 6-8PM Candy sale STARTS! Super Seller Weekend - Turn in $ Sunday Jan 25 Turn in $$$ 6-7PM Puyallup or Tacoma RSVP Feb 1 Jan 26 Full Schedule Opens 7AM Jan 27 Feb 2 Feb 3 Candy Captain Orders due by 7 AM Jan 28 Jan 29 Jan 30 Jan 31 Feb 4 Feb 5 Feb 6 Feb 7 Super Bowl Sunday Candy Captain Orders due by 7 AM Last day to return w/o penalties Feb 8 Feb 9 Feb 10 Feb 11 Feb 12 Feb 13 Feb 14 Decorate candy for Valentine s sales or offer gift wrapping! Feb 15 Feb 16 Candy Sale ENDS! Feb 17 Feb 18 Feb 19 Paperwork & Money Due 5PM Feb 20 Feb 21 Candy Celebration! TBD Candy Celebration! Bring the family and enjoy a fun time with Camp Fire! TBD Feb 20, 21, or 22. Page 13 of 13