Where to Start

Hosting a workplace campaign can be a little daunting but here are some tips,  steps, and ideas to get you started! 

During your campaign, get as creative as you would like, these steps, ideas, tips are all to get you started and to give you something to work from, you are not limited to the ideas on this page.

If you need help just let our staff know.

1. Prepare

Step One: Prepare!

Lock down logistics by planning ahead. It is important to launch your campaign with a clear kickoff and wrap it up with a celebration. Set a goal - UWWF can help you determine the number and ways to reach it.

  • GET CEO SUPPORT. Seek your CEO’s endorsement for the campaign. Ask the CEO to send a letter or email to kick off the campaign (sample messages are found on our website’s Campaign Toolkit - https://www.uwwf.org/campaign-toolkit
  • SET UP A MEETING WITH UWWF STAFF. UWWF and our Ambassadors are here to assist in planning your campaign. Review your organization's campaign history, set a goal, and discuss best practices. Remember, UWWF is here to support you!
  • TIMING IS KEY. Choose a campaign timeline that best fits your organization’s activity level and allows your fellow employees and leadership to be most engaged. Remember, scheduling it during a time that you are preparing, for or already underway with a major event will not produce great results. Timing is Key!
  • RECRUIT A CAMPAIGN COMMITTEE. Try to include representatives from all departments and shifts. People like to feel included, so make sure to ask for help.
  • CREATE A COMMUNICATIONS PLAN. Your comms plan should include UWWF facts, stories of impacts, flyers, digital assets, and a campaign presentation to here WHY it is important to give and support our community. Build momentum leading up to your campaign by using the UWWF newsletter, website, and social media feeds to help share information about what we are doing in the community.
  • DECIDE ON ACTIVITIES. Special events and incentives go along. Many companies use their annual campaign as a team-building opportunity. Don’t be afraid to think out of the box but remember to get your CEO’s approval first.
  • FAMILIARIZE YOURSELF WITH UWWF. Visit our website, check out our social media pages, and ask to visit our headquarters. We are here to help you!
  • ADVOCATE FOR A CORPORATE MATCH. Connect corporate giving to employee giving by creating a corporate challenge match for employee donations.
  • GET ON THE AGENDA. Your organization has regularly scheduled meetings. Whether they are organization-wide events, department meetings, or other gatherings, ask to be added to the agenda to discuss your campaign and your goals.

2. Inspire

Step Two: Inspire!

It’s time to rally the troops! Bring people together to learn how to give, advocate, and volunteer to help build a stronger community. Host a kickoff event, promote volunteer projects, and facilitate a leadership meeting. It’s all a part of LIVING UNITED!

  • RUN YOUR CAMPAIGN! We recommend running your campaign for 2-3 weeks; it shows employees a sense of urgency to give and will help you prevent burnout. Also, consider overlapping at least one payroll cycle.
  • SCHEDULE EMPLOYEE MEETING(S). Add UWWF to the agenda of a standing meeting(s) and let us help. We are here to assist. Use us as you need.
  • ASK. Ask fellow employees who give or volunteer with UWWF to speak at the meeting(s) to help share their “WHY”.
  • DISTRIBUTE PLEDGE FORMS OR EPLEDGE LINK. Whether you are running a traditional campaign with printed pledge forms, digital with an e-Pledge link, or a hybrid with both, make sure all employees receive their forms and link. Everyone should have the opportunity to give.
  • REMIND YOUR COLLEAGUES. Remind everyone that every dollar counts and no gift is too small. Whether it’s 100 pennies, 100 dollars, or 100% of yourself for a volunteer project, remind people to give 100 as every bit helps our community.
  • CONSIDER HOLDING A SPECIAL MEETING. Consider doing something special for your current and potential leadership givers. Our CEO would love to attend if you host something big.
  • CONSIDER RUNNING A RAFFLE. A special event is a great way to engage your co-workers while raising additional funds for your campaign and who doesn’t love a raffle? Collect donations and auction them off to help raise funds. Ask UWWF for fun creative best practices.
  • SEND A CUSTOMIZED KICKOFF EMAIL. Make sure to add a personal touch and customize your kickoff email to employees.

3. Thank

As you begin your workplace campaign, review the materials available through the online toolkit that will help make your campaign exciting, educational, and tremendously successful. If you need any assistance along the way, just give us a call or email development@uwwf.org.

Plan your Campaign

  1. Meet with your CEO and/or leadership staff and recruit your campaign.
  2. Meet with the UWWF team to discuss campaign history, themes and develop a calendar of events. If you have an Ambassador, he/she will also be available to assist you. Visit uwwf.org/ambassadors to learn more about the Ambassador program.
  3. Identify challenges and opportunities, then determine campaign objectives, goals, and incentives.
  4. Request materials, schedule speakers, and coordinate agency tours through UWWF. If you have an Ambassador, he/she will also be available to assist you. 
  5. Send a campaign kickoff letter from your CEO endorsing and announcing the upcoming campaign.
  6. Communicate your campaign with all employees through marketing materials, emails, calendar of events, posters, and more!

Execute Your Campaign

(Best Practice is to run your campaign 2-3 weeks)

  1. Host a presentation with your employees, UWWF staff, and program speakers to kickoff your campaign. All it takes is 10-15 minutes!
  2. Share your story about why you give and acknowledge Leadership donors.
  3. Distribute pledge cards and brochures to ALL employees.
  4. Conduct special events, activities, or a volunteer project giving everyone the opportunity to participate.

Finalize your campaign

  1. Collect pledges, one-time gifts of cash/check, calculate results, and submit the final report envelope to United Way of West Florida or your Ambassador.
  2. Remember to provide contact information to UWWF for those individuals
  3. who are Leadership donors. They will receive special recognition and invites.
  4. Celebrate your campaign results with all employees and thank everyone!

Communications:

Keep your employees informed about United Way of West Florida during your campaign.

The following email templates were designed to help you inform your co-workers about campaign activities and share valuable information about United Way of West Florida. Find the emails you think will inspire your co-workers. 

UWWF encourages you to personalize these emails to meet the needs of your campaign, but please try to keep the tone of your emails authentic and conversational.

The email templates are available to download here but you can scroll down to copy and paste from the website below. If you have trouble downloading or need a different format, please get in touch with the Development Department at development@uwwf.org or 850.434.3157.

Communication Examples

How can United Way and [Company Name] create change?

Header image

Subject Line: How can United Way and [Company Name] create change?

Preheader Text: In our community, everyone deserves the opportunity to thrive.

 

[Name],

 

Join [Company Name] in leading the way for a better future for all by donating today.

Your support of United Way of West Florida will allow us to advance health, youth opportunities, and financial security to ensure our neighbors can thrive. Our work is powered by generous supporters, like you and [Company Name], who are committed to building a stronger community.

Because of your generous support, United Way of West Florida is making a difference in the lives of people every year through our community investment, programs like 211 Northwest Florida and 988, and initiatives like Born Learning.

We need you with us. Donate today and join us in creating a thriving community.

Give today at uwwf.org/donate.

 

Closing,

Signature

What are we doing together in Escambia and Santa Rosa counties?

Header image

Subject Line: What are we doing together in Escambia and Santa Rosa counties?

Preheader Text: Mobilizing our community and changing lives.

 

Dear [First name],

United Way of West Florida mobilizes communities to action so that all can thrive. Whenever there’s a need in our community, United Way is there. UWWF is all about creating a future where everyone, everywhere can rise. And thanks to people like you, we positively impacted lives through our community investment, programs like 211 Northwest Florida and 988, and initiatives like Born Learning

And we’re not stopping there. Your support can help continue tackling the biggest problems in Escambia and Santa Rosa counties. From education and health to hunger and natural disasters, we bring a comprehensive approach to every challenge. Because more than 100 years of experience has shown us that when people unite to take action, change is possible.

Donate today. Join us in helping to build a thriving community. uwwf.org/donate

 

[Closing],

Signature

Example 1

Subject Line: What are we doing together in Escambia and Santa Rosa counties?

Preheader Text: Mobilizing our community and changing lives.

Email Body:  

 

Hi [Name],

 

We need you with us-- whether you’re new to United Way of West Florida or you’ve been creating impact with us for years.  

At United Way, we believe that everyone who lives and works in Escambia and Santa Rosa counties deserves the opportunity to thrive. Together with you and partners like [Company Name], United Way mobilizes the caring power of people to create transformational change LOCALLY!

Day in and day out, UWWF funds, leads, and supports programs that meet the most urgent needs in our community. We’re proud of all we’ve accomplished together for our great community:

Just last year our 211 Northwest Florida call center answered 24,507 calls in Escambia and Santa Rosa counties, creating 119,590 connections! 988 Florida Suicide & Crisis Lifeline received 7,473 calls and created 18,450 connections.

More work is needed to build on this momentum. If you’ve already given, thank you. If you haven’t, there’s still time to join in.  

Make a gift at uwwf.org/donate!

Together, let’s create a thriving community and make great things for people who call Escambia and Santa Rosa home.

 

[Closing], 

Day 1 Newsletter

Day 1 community

211 Newsletter

211 newsletter

Volunteering

Volunteer newsletter

Campaign Activities and Initiatives Ideas

Here are some ideas for activities:

  • Theme basket raffle/auction Each department assembles a theme basket (golf, chocolate, spa, BBQ, etc.) which are raffled or auctioned off.
  • Put together a book that shows all items so that everyone is able to see the items available.
  • Tap on employee’s talents and resources for themed baskets.
  • Jail and Bail Executives get “arrested” and they can’t leave “jail” until a certain amount of money is raised for their bail. Some companies have had off duty police officers do the “arresting.”
  • Casual for a cause Sell Casual Day badges for employees to dress casually on certain days.
  • Tricycle races Use the excuse to act like a kid as you race against your coworkers. Create teams with three or four riders. Teams are named and publicized in advance, allowing employees to make pledges or bets on the winning team. Team members ride large tricycles (rent or arrange to borrow from a cooperating store) through a predetermined course throughout the office or outside. Have the course marked with signs or tape on the floor. Fans can watch and cheer from different areas. The race may be designed as a relay.
  • Brown Bag/Agency Lunch Invite several United Way Agency Partners for “Lunch & Learn,” allowing them to speak about their initiatives and how employee donation dollars really make a difference.
  • Bingo 
  • Trivia

Here are some initiative ideas:

  • Corporate swag (t-shirts, pens, mugs, key chains, etc.)
  • Prime parking space for one month, six months, one year, etc. 
  • Pizza party
  • Gift cards (restaurants, shops, groceries, gas stations, movies, housekeeping service, etc.)
  • Tickets to local sporting events, concerts, plays
  • Company coupons: sleep in late, flee at 3, casual Friday, two paid hours to volunteer at a non-profit, bonus vacation day, etc
  • Unused corporate frequent flier miles or hotel stays