ST.JUDE Coordinator Resource Guide TRIKE A-THON. Riding. Learning. Giving. stjude.org/trike

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1 Coordinator Resource Guide stjude.org/trike

2 Table of Contents About St. Jude How St. Jude Trike A Thon Helps Quick Facts About St. Jude Meet St. Jude Patient Reese Implementing St. Jude Trike-A-Thon Steps St. Jude Trike-A-Thon Online Coordinator Tips Prize Information Participant Prizes Coordinator Prizes Participant Registration Worksheet Donation Submission Form How St. Jude Trike-A-Thon Helps Treatments invented at St. Jude Children s Research Hospital have helped push the overall childhood cancer survival rate from 20 percent to more than 80 percent since it opened 50 years ago. St. Jude won t stop until no child dies from cancer. Participation in the St. Jude Trike-A-Thon program helps raise funds to support St. Jude, in treating the world s sickest children battling cancer and other deadly diseases BIKE (2453) stjude.org/trike 1

3 About St. Jude 5-year cancer survival rates 1962 vs. present* Quick Facts About St. Jude Families never receive a bill from St. Jude for treatment, travel, housing, or food because all a family should worry about is helping their child live. Because the majority of St. Jude funding comes from individual contributors, St. Jude has the freedom to focus on what matters most saving kids regardless of their financial situation. Acute lymphoblastic leukemia (cancer of the blood) Hodgkin lymphoma (cancer of lymph system) Non-Hodgkin lymphoma (cancer of infection fighting cells) Retinoblastoma (cancer affecting eyes) Neuroblastoma (tumor of peripheral nervous tissue) 4% 7% 10% 50% 80% 75% 75% 94% 95% 95% St. Jude freely shares the breakthroughs it makes, and every child saved at St. Jude means doctors and scientists worldwide can use that knowledge to save thousands more children. Wilms tumor (kidney tumor) Osteosarcoma (bone cancer) 20% 50% 70% 90% St. Jude has increased the survival rates for acute lymphoblastic leukemia (ALL) from 4 percent before opening in 1962 to 94 percent today. Visit stjude.org to learn more. Rhabdomyosarcoma (solid tumor of muscle cells) Ewing sarcoma (a type of bone cancer) Medulloblastoma (a type of brain tumor) 5% 10% 30% 65% 65% 85% 1962 Present Percent survival * Cancer survival of five years or greater based on national averages from Meet St. Jude patient Reese Reese is an active toddler who loves to dance. But from the time she was 6 months old, Reese was plagued by frequent fevers. In early 2013, she was hospitalized for dehydration. Several months later, Reese had a seizure. An MRI soon revealed she suffered from a brain tumor called an ependymoma. Reese underwent surgery to remove the tumor. Once she recovered, her family turned to St. Jude for her treatment, which included chemotherapy and proton radiation therapy. Reese s personality is big. She likes to be the center of attention. She s happy and outgoing, said her mom. God has big plans for her.

4 Implementing Your St. Jude Trike-A-Thon Steps to St. Jude Trike-A-Thon STEP 1 Three weeks before St. Jude Trike A Thon event week Make arrangements for St. Jude Trike A Thon day. STEP 2 Two weeks before St. Jude Trike A Thon event week Announce St. Jude Trike A Thon to community, parents and children. Distribute Sponsor Form Envelopes. Fill in names of participating children on the Participant Registration Worksheet. STEP 3 St. Jude Trike A Thon event week Begin St. Jude Trike A Thon lessons and have kids bring riding toys and donations to the St. Jude Trike A Thon event. STEP 4 Within one week after St. Jude Trike A Thon event Remind parents to turn in any remaining donations. STEP 5 Within one week after St. Jude Trike A Thon event Complete Participant Registration Worksheet and transfer information onto Donation Submission Form. Mail donations and completed Donation Submission Form in envelope provided. STEP 6 Approximately two weeks after donations are mailed Receive prize order invitation. Order prizes online. STEP 7 Approximately two to four weeks after prize order is submitted Celebrate the success of your event and distribute prizes BIKE (2453) stjude.org/trike 3

5 Implementing Your St. Jude Trike-A-Thon Step 1 (Three weeks before your St. Jude Trike A Thon event week) Make arrangements for your St. Jude Trike-A-Thon day. One of the primary elements for a successful St. Jude Trike-A-Thon program is a safe area (indoor or outdoor) for St. Jude Trike-A-Thon day. The riding course should be clearly outlined for the children. Traffic cones, chalk, tables or chairs can be used to indicate the course. The following list provides some helpful tips and suggestions from St. Jude and some of our most successful St. Jude Trike A Thon coordinators: Your course can be as elaborate as your imagination and resources allow, but it must be one where you can control all of the children at all times. Use the enclosed street signs to designate your course. If you plan to use a parking lot, be sure that it is closed to traffic. You should arrange to have staff or parent volunteers at various points along the course to encourage the children and help supervise the event. You may want to use balloons and streamers to add excitement to the riding course. Invite your local police department. This may be a good opportunity to have your children registered in a child identification program. Bikewell Bear Step 2 (Two weeks before your St. Jude Trike A Thon event week) Announce the St. Jude Trike-A-Thon to parents, children and the community. Display the posters included in this kit in a high-traffic area to announce the event to your parents. Begin daily reminders of your St. Jude Trike-A-Thon event date. Visit stjude.org/trike to access the fundraising website and set up your event Web page. You can customize templates to recruit participants and request donations from family, friends, co workers and other contacts. Participants parents can also set up fundraising pages, customize and send s and collect donations online. (See page 6-7 for more information.) Using the pre-event press release template provided on stjude.org/trike, under Coordinator Resources, create and deliver your press release. St. Jude Trike-A-Thon offers an excellent opportunity to publicize your facility within the community. You are providing a valuable community service by increasing awareness about tricycle and riding-toy safety. Keep in mind that personal contact with your newspaper editors and broadcast news producers will give you a better chance for coverage than just mailing the media alert to newspapers, radio and television stations. Distribute Sponsor Form Envelopes. Send home Sponsor Form Envelopes and have the participants parents sign and turn in the attached Permission Slip allowing their child to participate. Retain this for your records. With the help of their parents, participants may begin to ask family and friends to sponsor them in the St. Jude Trike-A-Thon event. Sponsors can donate a flat amount (e.g., $10, $25 or more) for the child s participation. Note: Do not allow children to go door-to-door to solicit sponsors. Parents need to be involved in the process of soliciting donations from family and friends.

6 Implementing Your St. Jude Trike-A-Thon Fill in the names of participating children on the Participant Registration Worksheet. Participants parents will need to collect their donations, either in person or by using their personal fundraising web pages. Convert all cash to checks or money orders payable to St. Jude Children s Research Hospital. Transfer the participants names from the Permission Slips onto the Participant Registration Worksheet on page 10. Step 3: St. Jude Trike-A-Thon Event Week Begin St. Jude Trike-A-Thon lessons and host a St. Jude Trike-A-Thon event. Complete daily St. Jude Trike A Thon lessons. Please read each day s lesson from the storybook Bikewell & Pedals Big Trike Adventure and show the corresponding lesson from the DVD. The storybook s spiral-bound design allows your participants to see the illustrations associated with each lesson while you read to them. Each lesson features Bikewell Bear and his friend, Pedals the Bunny. The DVD reinforces the St. Jude Trike A Thon lessons through animated segments with Bikewell and Pedals. After the lesson, have the children color the coloring page for that day and pass out the sticker with the day s lesson on it. Please be sure the children take the day s coloring page home to their parents. The information on the back of each coloring page will allow parents to share in the lessons that their children are learning each day. St. Jude Trike-A-Thon lessons for the week. Day 1 Always Wear Your Helmet. (Remind parents to bring donations by Day 5.) Day 2 Never Ride In The Street. Day 3 Always Be Careful Near Driveways. Day 4 Always Watch Where You re Going. (Remind the children to bring their trike or riding toy and helmet to the preschool/event location tomorrow.) Day 5 St. Jude Trike A Thon event day. Parents bring their child s riding toy, helmet and donations to the center for St. Jude Trike A Thon event day. Assemble participating parents and show them the hospital information chapter on the DVD. Below are steps to help you organize your St. Jude Trike A Thon day: Collect all donations and Sponsor Form Envelopes. Assign volunteer duties to participating parents. Review all daily St. Jude lessons with the participants. Make sure all participants are wearing helmets and other safety gear correctly. Have participants ride the course. Distribute the St. Jude Trike A Thon license to each participant. Step 4 (Within one week after your St. Jude Trike-A-Thon event) Remind parents to turn in any remaining donations. Pedals the Bunny Remind those parents who haven t turned in donations to please do so. You can send a friendly reminder or a note home with the participants. You can find a sample parent donation note on stjude.org/trike, under Coordinator Resources, that can be printed and used to hand to parents as they pick up their children BIKE (2453) stjude.org/trike 5

7 Implementing Your St. Jude Trike-A-Thon Step 5 (Within one week after your St. Jude Trike-A-Thon event) Complete the Participant Registration Worksheet and transfer information onto the Donation Submission Form. Use the information on the Sponsor Form Envelopes to record the amounts collected next to the participant s name on the Participant Registration Worksheet (page 10). Then transfer your total donation amount and total number of participants onto the Donation Submission Form (pages 11-12). There are two copies provided for you. If you need additional copies, visit stjude.org/trike and click Coordinator Resources. Mail donations and the completed Donation Submission Form in the envelope provided. Mail the completed Donation Submission Form and Sponsor Form Envelopes with your school s donations in the Donation Return Envelope provided in this kit. Convert all cash to check or money order made payable to St. Jude Children s Research Hospital. Place the return labels on the postage-paid Donation Return Envelope and Donation Submission Form. (If you have misplaced your return labels, please call the Coordinator Support Team at BIKE (2453) to receive the source code for your Donation Submission Form.) Insert the checks, money orders and the Donation Submission Form in the envelope and place it in the mail. The second envelope and form may be used for any money turned in at a later date. You can also find a Donation Submission Form template on stjude.org/trike under Coordinator Resources. Please keep the Participant Registration Worksheet for your records. Step 6 (Approximately two weeks after donations are mailed) Receive prize order invitation. Order prizes online. Use your Participant Registration Worksheet to tally the prize orders for all of your participants. After your donations are received at St. Jude, you will receive an from St. Jude containing a website address and log-in information you will use to order your prizes online. Please ensure the address you have listed on the Donation Submission Form is accurate. Use the instructions provided in the to guide you through the prize ordering process. If you do not receive an within three weeks of mailing in your donations, please call the Coordinator Support Team at BIKE (2453), between 7 a.m. and 6 p.m. (CT) Monday-Friday. Step 7 (Approximately two to four weeks after prize order is submitted) Celebrate the success of your event and distribute prizes. You and your participants should be proud! You have helped children who are battling cancer and other deadly childhood diseases. Share your success by sending out a press release that includes information such as the fundraising total achieved. Go to stjude.org/trike and click on Coordinator Resources to download the post-event press release template. St. Jude Trike-A-Thon Online Online Resources Coordinators can visit stjude.org/trike for a variety of tools available to help make your St. Jude Trike A Thon a success. The site includes: Information on how St. Jude Trike A Thon works Resources to help you with your event A current list of coordinator and participant prizes Patient stories and other facts about St. Jude Children s Research Hospital

8 Online Information/Coordinator Tips Raising Money Online Take your fundraising efforts to the next level with the easy-to-use fundraising website, which allows you and your participants parents to manage fundraising efforts, raise more money and save time. Coordinators and parents can: Personalize event or participant Web pages and set fundraising goals Upload and import contacts to easily send s about your event Customize templates to recruit participants, request donations and send thank you notes Accept online donations from sponsors Track online and offline donations and monitor your fundraising success For more information about fundraising online, including coordinator and participant instructions for getting started, visit the Coordinator Resources section on stjude.org/trike and the Online Fundraising Instructions included in your kit. All personal information on the fundraising website is secure. Coordinators and participants parents can link their fundraising pages to social networking sites like Facebook and Twitter to spread the word about the event and request donations. Coordinator Tips Event Tips Make it personal! Introduce your students to a St. Jude patient and have them learn their name, diagnosis and story. You can use the patient featured in your Coordinator Resource Guide or you can choose a patient from the patient of the month found at stjude.org. Your students will become more invested in the program if they know more about a specific patient that they are riding for. Ask your local Police Department to have a bicycle officer come to your event to share the importance of riding safety. Have your students bring their riding toys to the center the day before your event to decorate them. Use streamers, balloons, and construction paper to decorate each child s riding toy. Raising More Money Encourage parents to set up their student s individual fundraising page and link to social media networks like Facebook and Twitter. (See Raising Money Online ) Encourage your entire school to participate. Talk to all teachers and get all classes involved. Ask parents about matching gifts from their employers. Many companies will match their employees donations to St. Jude. The parents employer will need to provide the matching gift paperwork. Help increase your event s donations by asking for event sponsorship from within your community. Many coordinators appeal to local businesses for monetary, prize and food donations BIKE (2453) stjude.org/trike 7

9 Prize Information Participant Prizes St. Jude offers great prizes for individual participants who reach the following fundraising goals. Participants raising: $35 or more receive a St. Jude Trike-A-Thon T-shirt. Participants raising: $100 or more receive a St. Jude Trike-A-Thon Backpack Prizes are cumulative. Prizes and incentive levels subject to change.

10 Prize Information Coordinator Prizes You can earn great prizes for your participation in the program. Visit stjude.org/trike for a complete list of available prizes. $1,500 or more Hopscotch Floor Mat $3,000 or more Choose one of the following: Digital Camera w/1.1 Color Display WonderFoam USA Map Puzzle Happy Giddy Bowling Set $4,000 or more Choose one of the following: Hot Air Popcorn Popper Little Helpers Shopping Cart Label Printer Prize levels are cumulative. Prizes and incentive levels subject to change BIKE (2453) stjude.org/trike 9

11 Participant Registration Worksheet Use this worksheet to: 1. Log who is participating. 2. Determine how many of each item you need to order. 3. Track which prize goes to which participant. Please retain this form for your records. It will enable you to have complete information about your event. Participant Name Teacher Name Total Donation Date Collected T-shirt Size (see chart) Backpack FOR YOUR RECORDS DO NOT MAIL Totals: Please make additional copies as needed. Size Chart Child Size YXS YS YM YL Adult XL (1 per location) BIKE (2453) stjude.org/trike

12 P.O. Box 1999 Memphis, TN Donation Submission Form Please complete and submit this entire form with all checks/money orders, made payable to St. Jude Children s Research Hospital. Return in the envelope provided. Please submit donations via check or money order only. Total Donation Amount Enclosed: # of Participants Turning in Money: ** Source Code:* Date of Event: **Please ensure that your address is accurate. This address will be used to send your prize ordering instructions. *Provide source code if label is not used below. See Step Five. Preschool/Center Name: APPLY YOUR PROVIDED RETURN ADDRESS LABEL IN THE SECTION BELOW. (Complete this section only if the label is not used.) Coordinator: Phone: ( ) Address where prizes should be sent: City: State: ZIP: IMPORTANT! The information you provide on this form is needed for us to compile all of the data required by our CPA and various regulatory agencies. Please sign and date below. Coordinator s Signature Date P.O. Box 1999 Memphis, TN Donation Submission Form Please complete and submit this entire form with all checks/money orders, made payable to St. Jude Children s Research Hospital. Return in the envelope provided. Please submit donations via check or money order only. Total Donation Amount Enclosed: # of Participants Turning in Money: ** Source Code:* Date of Event: **Please ensure that your address is accurate. This address will be used to send your prize ordering instructions. *Provide source code if label is not used below. See Step Five. APPLY YOUR PROVIDED RETURN ADDRESS LABEL IN THE SECTION BELOW. (Complete this section only if the label is not used.) Preschool/Center Name: Coordinator: Phone: ( ) Address where prizes should be sent: City: State: ZIP: IMPORTANT! The information you provide on this form is needed for us to compile all of the data required by our CPA and various regulatory agencies. Please sign and date below. Coordinator s Signature Date

13 P.O. Box 1999 Memphis, TN Donation Submission Form 30TH ANNIVERSARY Please let us know when you want to conduct your event next year. Thank you for your support! We will be in touch with you about your next event. Date: COMMENTS ABOUT YOUR ST. JUDE - EVENT: List Key Volunteer Name(s) Address Phone ALSAC/St. Jude Children s Research Hospital (16726) TRK10115 Donation Submission Form P.O. Box 1999 Memphis, TN Donation Submission Form 30TH ANNIVERSARY Please let us know when you want to conduct your event next year. Thank you for your support! We will be in touch with you about your next event. Date: COMMENTS ABOUT YOUR ST. JUDE - EVENT: List Key Volunteer Name(s) Address Phone ALSAC/St. Jude Children s Research Hospital (16726) TRK10115

14 Thank you Thanks for serving as a Volunteer Coordinator. By participating in St. Jude Trike-A-Thon, you and your participants are helping St. Jude patients like Reese. St. Jude patient Reese with her mom Marilyn 501 St. Jude Place, Memphis TN BIKE (2453) stjude.org/trike BIKEWELL BEAR and PEDALS THE BUNNY are registered trademarks of ALSAC/St. Jude Children s Research Hospital 2013 ALSAC/St. Jude Children s Research Hospital (13724) TRK10114 BIKEWELL BEAR and PEDALS THE BUNNY are registered trademarks of ALSAC/St. Jude Children s Research Hospital 2014 ALSAC/St. Jude Children s Research Hospital (16726) TRK10115