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Firefighters Coats for Kids - Program Start-Up Kit

Firefighters Coats for Kids Foundation: Vision and MissionCommunity outreach has long-term and lasting impact on the local communities IAFF members serve and protect. Firefighters Coats for Kids is an organization that brings far more than warmth to the children served. Our vision is that every child wearing a brand new, winter coat will be healthy, able to attend school regularly and develop strong self-esteem and enhanced well-being. By embracing Firefighters Coats for Kids by Operation Warm, the IAFF and its members have the unique opportunity to position themselves as the acclaimed, and largest national donor of new winter coats to children in poverty in our country.

About Firefighters Coats for Kids Foundation

Table of Contents:Photo courtesy of Remus Pereni via Flickr Creative Commons

Firefighters Coats for Kids is simple and so impactful. Inspiring hope for needy children and their families, Firefighters Coats for Kids promotes trust and recognition of firefighters by raising money to provide brand-new winter coats to elementary school-aged children who live at or below the prescribed Federal Poverty level. Firefighters Coats for Kids not only has the power to give a gift of warmth but the opportunity to bring jobs back to North America. By 2013 Firefighters Coats for Kids will have the opportunity to distribute American-made coats, as jobs begin to migrate back to North America from China, helping break the cycle of poverty.

Make the Connection – IAFF and Operation Warm

Raise the Funds – Tools. Tips, and Support

Coats for Kids – Find the Need in your Community

Coat Distribution – 10 Steps to a Seamless Event

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Firefighters Coats for Kids - Program Start-Up Kit

Make the Connection - IAFF and Operation WarmDuring the July 2012 IAFF 51st Convention in Philadelphia, delegates voted in over-whelming support of Firefighters Coats for Kids Foundation – a community outreach program that supplies brand new coats to children living in poverty.

Firefighters Coats for Kids, a division of 501(c)-3 non-profit, Operation Warm, was designed especially for the International Association of Firefighters.

This joint effort encourages firefighters to craft and take ownership of their unique, local efforts with the support and guidance of the national non-profit, Operation Warm.

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Firefighters will take the lead on: Operation Warm supports by:

Setting a fundraising goalFacilitating donationsSelecting and coordinating with coat recipients in local communitiesPlanning for the coat distribution event Local publicity

Soliciting grants from local corporations and foundationsTracking donationsThank you notes with tax acknowledgementConsulting on local coat recipientsDesigning an event modelAssisting with publicitySupply and shipping of coats

Renee Koerner works directly with the Firefighters Coats for Kids Foundation and is the designated liaison between all IAFF affiliates and Operation Warm.

renee@operationwarm.org - (610)388.2500

We are committed to unveiling coats made in North America in 2013

The IAFF supports firefighter participation in 2012 with a national launch in 2013

“She just started to cry.” -An eleven year-old’s reaction to being told she could pick out the color of her coat. It was the first brand new clothing item she could remember ever receiving.

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Firefighters Coats for Kids - Program Start-Up Kit

Raise the Funds - Make an ImpactFundraising is never easy. But if we don’t support the needy children in our communities, who will? Take a look at these steps to organize your efforts and reach out at any time for a brainstorming session.

1. Identify your primary means of fundraising.

2. Determine your fundraising goal and set a deadline by which to achieve it.

Operation Warm can help with:

Grant writing on your behalf Building fundraising websites Customizing fundraising tools

We have grant writers on staff – Supply us with a corporate contact and we can take care of the formalities.

We can create a unique web page that collects and tracks your donations – This is most convenient for donors and conveniently monitors your progress.

For release within your community – We can help tailor our existing materials available online at: www.firefighterscoatsforkids.org or create new resources.

3. Let Operation Warm know your timeline and fundraising goal so we may assist you. With just a few clicks we can start working together. 4. Estimate your reach. As of 2012 the approximate cost per coat for the Firefighters Coats for Kids Foundation is $15.00 (Price to shift in 2013 with American-made coats.) Consult with Operation Warm to determine the exact coat quantities based on funds raised.

5. Submit your funding:

Payable to:

Memo:

Address to:

Operation Warm, Firefighters Coats for Kids

Whenever possible include your local number

Operation Warm, IncP.O. Box 822431Philadelphia, PA 19182

Donations submitted online via your custom fundraising page are automatically coded for your effort.

We code donations by local union number, address, and state. All donations stay local.

Be sure to keep track of large donor support for invites to your event.

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Firefighters Coats for Kids - Program Start-Up Kit

Coats for Kids - Find Need in your CommunityFundraising is hard work -- Let’s guarantee your impact is made in the right place.

Firefighters Coats for Kids Foundation can partner with any local shelter, government entity, or other non-profit, but we encourage partnering with your local public school system.

We serve elementary school aged-children from pre-k through the 6th grade

With assistance from schools, we use the free and reduced lunch program to easily identify those children most in need

The Department of Education has already done the work for you – ‘Title 1 Schools’ are found in nearly all communities and represent the populations with the highest need

Title 1 School: According to the National Center for Education Statistics, to be an eligible Title I school, at least 40% of a school’s students must be from low-income families who qualify under the United States Census’s definition of low-income, according to the U.S. Department of Education

Often times you can identify Title 1 schools in which nearly 100% of children who attend come from low-income families and qualify for the free or reduced lunch program

School administrators, teachers, guidance counselors, social workers, and family resource officers will be your best resources and grateful partners

If you need assistance selecting and/or contacting potential coat recipients in your community don’t hesitate to contact Renee at Operation Warm.

renee@operationwarm.org - (610)388.2500

Thank You’s:

“I would like to thank you for the jackets given to our school. They are so soft and fuzzy. Now I am so warm and I will not get sick.” - Ricky

Communication:

A school can provide space and help you coordinate the distribution of coats

Assistance:

Please be sure to fax and save copies of any notes you receive from children. We will save copies as they strengthen our cause a great deal and will help us to secure funding in future years.

Why Public Schools?

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“Thank you so much for giving us these warm coats. I have never felt a coat that keeps me so toasty. I will definitely be using it all winter long.” - Kristina

Firefighters Coats for Kids - Program Start-Up Kit

Coat Distribution - 10 Steps to a Seamless Event

Check out our 10 steps to planning a seamless event:

1. Select your event team and designate a team leader(s)

3. Select an event model

4. Identify the best date, time and location for your coat distribution event

2. Select your coat recipients and initiate contact with administration of the organization

Event day should be rewarding, memorable, and exciting! Smart planning will allow your day to run smoothly.

*Staying organized is important. Store all of your important event information in one place using our event planning template. Please share copies with our team so we may assist you whenever possible.

a. Distribute assignments among team members

a. Identify your main contact with this organization

b. Provide approximate number of coats you will donate

c. If you are unable to provide coats for all, discuss which children to sponsor

Coat Celebration: This event celebrates the children you serve. It entails hosting a fun-filled distribution event using fire trucks and firefighters for in person delivery.

Box Event: This type of even accommodates the agencies that serve the children who will receive the coats. The agency contacts pick up their boxes of coats from your firehouse or union hall.

We encourage the participation of children in these events for the memories it creates, enhanced donor support in consequent years and better media coverage.

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Firefighters Coats for Kids - Program Start-Up Kit

10 Steps to a Seamless Event - Con’t

5. Distribute coat order forms to the organization[s] you’re working with

i. The coat order form identifies the quantity of sizes to ship but it won’t help in distributing what size to whom.

ii. Distributing a master list to volunteers with names/sizes or implementing a coat ticket or labeling system will help tremendously on distribution day.

6. Plan for coat shipment

i. Operation Warm can provide specifics: box quantity, weight, etc.

7. Design distribution layout

i. At least eighteen volunteers - One per table and one director

ii. Seventeen 8’ tables to layout coats in size order

iii. One row girls coats - One row boys coats

iv. An ‘information sation’ table with a volunteer to help with questions

a. Coat order form

b. Encourage the organization to take proper measurements using our sizing guide included with the form. Accommodating size exchanges is not always available. (always err on the larger side – children grow quickly!)

c. Completed coat order forms must be received by Operation Warm no later than 10 days before your event (2 weeks is preferred).

d. Together with the recipient agency design a system that links the child’s name and coat size for ease of distribution

a. Where will the coats be stored? (Keep in mind box quantities for larger orders)

b. Can you accept a pallet? (For orders of 150 coats or more.)

c. Solicit volunteers as the truck unloading team

a. Check out our distribution diagram on page 8 We recommend:

b. Visit the space prior to the event to help design the best distribution layout

c. Ask about box waste. Is there a recycling dumpster on site?

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Firefighters Coats for Kids - Program Start-Up Kit

10 Steps to a Seamless Event - Con’t

8. Media & PR

i. Thank donors publically and allow time for speeches if they desire

ii. Make sure media is aware of this time

9. Volunteer coordination

i. Key responsibilities

ii. Event leaders and contact information

iii. Teacher or administration instructions

a. Distribute press releases periodically to get the word out about your event

b. Encourage firefighters to dress in uniform and use fire equipment for delivery

c. Invite donors, potential donors, local politicians and other special supporters

a. Remain in close contact with leadership from the organization you’re working with

b. Provide written instructions to volunteers

c. Depending on coat quantities, set-up should begin 1.5 to 3 hours prior to event

d. Consider setting up the evening prior to save time and ward off last-minute concerns

e. Arrange for clean-up (breakdown and recycling of empty boxes, distribution of extra coats)

d. Designate a photographer or hire a professional to capture the moment Verify if school or agency has photo releases. If not, ask if you can get them signed in advance. For events outside of your firehouse or union hall verify if there are security measures and if media is allowed to attend.

i. They should also provide volunteers to assist your effort

“My new winter coat keeps me as snug as a bug in a rug. When I wear my new jacket, I feel proud. It will help me from getting sick. Thank you!!”- Charise

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DIRECTOR

Firefighters Coats for Kids - Program Start-Up Kit

10 Steps to a Seamless Event - Con’t

10. Event Day

a. Reminder calls to media the week of your eventi. Staff enough volunteers to allow leadership time for interviews

i. Union and department leadership

ii. School Officials, School Board Members

iii. Politicians

b. Organize an assembly for any speeches or remarks prior to distribution

c. Allow one hour for break-down and clean-up

Event Set-Up Diagram