polar plunge - Special Olympics Oklahoma

POLAR
PLUNGE
What is a Polar Plunge?
As the name implies, a Polar Plunge is a winter fundraising event whereby individuals have
the “honor” of jumping into the icy waters of a nearby lake or similar body of water. They are
able to participate by securing donations from friends, family members, co-workers, local
business or their community in general. This is a signature state event of the Law
Enforcement Torch Run initiative benefiting Special Olympics.
The ideal plunge location is a local lake or body of water with a large area of “beachfront”
from which plungers can safely enter the water. A thorough site inspection is encouraged to
best visualize how the event would unfold at this site in a safe, structured and controlled
manner, and to better identify potential issues. Insurance coverage and emergency
personnel support are key considerations of this event. Special Olympics Oklahoma’s
insurance coverage is through American Specialty and all registered participants and
registered Volunteers are covered.
A minimum of $75 in donations is required for and individual to be allowed to plunge; a liability
waiver also needs to be signed by all plungers. Those meeting the minimum are presented
with a commemorative Polar Plunge t-shirt. These shirts should include the date and location
of the plunge as well as the plunge logo as provided by SOOK. Local sponsors can be
imprinted on the backs of the shirts. Select prizes are typically secured to reward individuals
that secure pledges well in excess of the minimum. The top fundraiser, top fundraising group,
best costume, oldest plunger, youngest plunger, and event winners such as polar tug winner
should be recognized with a plaque type presentation as well as top prizes. (These top prizes
can be airline tickets, hotel stays, vacation packages, etc.)
The primary revenue source for the event lie in two distinct areas: (1) attracting a maximum
number of plungers to participate: and (2) securing event sponsors. Ideally, the events
sponsors would help: extend and enhance the overall plunge marketing, including recruiting
plungers, defray day-of costs through in-king support; and/or provide grand prizes to attract
plungers.
In addition to event sponsors, the key to a successful and profitable plunge lies with
aggressive grassroots marketing to generate broad interest in the plunge event(s) that in turn
drives registration of participants in advance. In fact, we offer the incentive that if you preregister by sending in your signed registration form and $75 – you are guaranteed to get your
t-shirt at the plunge. Large group (high school “key clubs;” college fraternities or sororities;
churches) or member organizations (Knights of Columbus, Kiwanis, health/fitness clubs)
should be targeted to participate. Local businesses also should be targeted to help promote
the event by displaying posters/signage, distributing registration materials and/or selling
icons.
Bad Weather – although bad weather is outside our control, it is necessary to be prepared in
the event the water becomes ice. Organizers need to have a plan for breaking the ice if
necessary. Usually, the local fire department can assist here.
How Does the Polar Plunge Raise Money?
When looking at your event goal, it may seem overwhelming. And each year as the goal grows, you
may wonder how you will ever make it. The Plunge’s amazing grassroots network of volunteers and
fun style attract more participants each year. Those volunteers, with motivation and direction, will
reach higher goals than you can imagine. Through multiple revenue sources, each person can find a
way to help. Below are the four main ways a Plunge can raise money. Each provides a unique way
for volunteers to utilize their talents contribute to the Plunge’s success.
Participant Donations - Plungers are required to raise at least $75 to participate. Many will exceed
that goal through soliciting donations from friends and family. Your role is to motivate and reward
those who exceed the minimum requirements.
Online Donations– Plungers can use the online fundraising tool to raise additional pledges. The
process works by the plunger e-mailing friends and family asking them to donate. Donations are
made online by using a credit or debit card. The funds are tracked electronically and the Plunger
receives credit for donations acquired in their name. This tool is fast and easy to use and can be
highly effective in reaching fundraising goals. Be sure to provide your Plungers with enough
information and training to succeed with this tool!
Sponsorship – Sponsorship is another key source of revenue for the Plunge. Local businesses and
organizations give flat donations to be used to offset the expenses of the event. Your committee will
develop sponsorship levels and benefits that coincide with those levels. Be sure that your top
sponsorship amount is large enough so that only 3-4 sponsors will be recognized at that level. If you
find that you have more than 5 top level sponsors, you should consider raising your levels for the
following year.
Event Enhancements – Activities and events within the Plunge can also increase your revenue. You
may have carnival games for spectators, concessions, a 5k Strut, souvenirs or other enhancement
that generate additional funds. The Post Plunge Party generates money from admission, 50/50
raffles, silent auction, and sponsorship. The enhancements should compliment the Plunge and not
take away from it. Enhancements should be fun! Consider the audience when planning them and
they are sure to be a success.
In-kind Donations – Often, sponsors are unable to donate cash, but will contribute items that help
offset the costs of the Plunge. For example, if the local beverage distributor provides coffee and hot
chocolate at no cost, this is considered and in-kind donation. These donations can significantly
reduce the expense ratio of your Plunge. Any item that you would purchase for the Plunge should
first be sought after to be donated.
Your committee should work to protect the consistency of the Plunge by not relying too heavily on any
one source. As a general rule donations should make up 75% of the event revenue, 15% from
sponsorships, and 10% from event enhancements. The key thing to remember when raising funds
and motivating people to raise funds is the purpose of the Plunge. Athletes and families rely on
Special Olympics to provide a quality sports and training program that is only possible through events
such as the Plunge.
POLAR
PLUNGE
PLANNING
Committee Structure
This group of people will influence the Plunge’s ultimate success. Ideally, a broad-section of
activist types should be recruited to serve on the committee.
This committee will focus on these key areas:
Chairman
Public Relations
Logistics
Prizes
Recruitment
Sponsors
Polar Plunge Timeline
6-12 months out
1-2 months out
Establish committee
Pick the location
Pick the date (a Saturday in February)
Design logo
Set event goals
Decide on incentive items
Solicit sponsors
Start press campaign
3-6 months out
Post event on area calendars
Event details entered on sook.org
Online registration available
Solicit door prizes
15 days out
Pre-registration deadline
Week of Event
Gather supplies (see packing list)
After Event
Send results post event press release
Inventory Souvenirs
Recruitment
The Polar Plunge is a great team building activity for your company as you raise money to have
someone plunge or not plunge at this year’s event. In the past, we have had key employees and
officials plunge when a certain amount of money was raised in their name. Here are a few more
Ideas to get you started:
Challenge Stores/Businesses to Participate:
The manager that raises the most money is exempt from plunging in the
pond. Everyone else takes the plunge – and loves it! They will get the
commemorate Plunge t-shirt.
Challenge co-workers to participate:
The worker that raises the most amount of money – doesn’t have to
Plunge! He/She will NOT get the commemorate Plunge t-shirt.
Use the online registration fundraising tool:
Email your friends and family and ask them for donations to sponsor you in the Polar Plunge. Their
donation will be recorded on your own personal page and you and they can watch your total grow.
It’s easy and fun! When you’re ready, go to www.sook.org.
Tell someone to “Go Jump in the Lake”, literally:
Here’s that special opportunity you’ve been waiting for. Gather your friends, your school, your
teammates, your family, and your co-workers and do something together to create a different kind of
closeness. What your efforts raise will go towards your plunge or your team’s plunge.
College and High School Students Tips for Recruiting
1. Partner with a college or high school group to help promote the event at their school.
2. College students are technology savvy. Encourage them to use the online fundraising
webpage.
3. Do a pre-registration event on campus to help engage the students. Give away free
snacks and a chance to win a raffle.
4. Use media that reflects your targeted demographic. Advertise on the pop/college radio
stations. Use the student newspaper to advertise (college and High School).
5. Get an intern from the school to help you reach the college market by place posters
and sponsor sheets around campus. Make sure these materials drive participants to
the website.
6. Write a letter to high school National Honors Society and Student Councils telling them
about the plunge and asking them to put teams together.
7. Try to put table tents in the cafeterias for a few days. Put flyers in organization’s
mailboxes.
8. Have free bus rides from campus to the Plunge and back.
School Fundraising Ideas
Here are some “fun”draising ideas to help get your school started:
 Get a group of students or student organizations together to take the plunge. (Don’t
forget your advisor!)
 Penny Jars: Vote on outfits for participants to wear by donating change to jars.
 Get the whole school involved! Have a few teachers, teams of teachers, volunteer to take
the plunge. Challenge each teacher or group to raise the most money. They can collect
money (and loose change) during class, at sporting events, and during lunch. The
teacher or group that raises the most money does not have to plunge, but the rest of the
teachers must take the dive!
 Sell polar bear icons (paper bears) for $1 and hang them in the hallways. (Bears are
available from your area Special Olympics office.) Set a goal of how many you think your
school can raise. If the goal is met – the principal has to plunge. If the goal isn’t met, pick
someone else who has to plunge. I.E. basketball coach, the cheerleaders.
 Make it a competition! Have groups or classes compete to raise the most money. The
group that wins could be awarded a pizza party or the winner could even pick what the
others will wear to the plunge. You could even have a friendly fundraising competition
with another school.
 Register and fundraise online. It is quick & easy for you and efficient in collecting
donations over the internet. Participants can set a goal, upload a photograph, and then
email this site to their friends and family. The donations collected go towards your goal
which gets tabulated on your site. Go to www.sook.org and click on the polar bear to get
started.
Here’s how to spread the word about the Plunge and boost your school’s fundraising
total:
 Make copies of the enclosed flier on colored paper and post them around your school.
 E-mail all your friends, relatives…any one you know that would be willing to donate or
participate.
 Post the event on your MySpace or make a Facebook group or event.
 Make a training video about preparing for the plunge and post it on-line.
 How to Raise $250 in ONE WEEK.
o Day 1…………………………………………$30
Your Personal Contribution
o Day 2…………………………………………$20
Ask your partner or a friend
o Day 3…………………………………………$60
Ask 4 relatives for $15
o Day 4…………………………………………$60
Ask 4 friends for $15 each
o Day 5…………………………………………$40
Ask 4 co-workers for $10 each
o Day 6…………………………………………$40
Ask 4 neighbors for $10 each
o Day 7…………You’ve done it!..................$250
Sample Letter
POLAR
PLUNGE
It’s Time to Dive In!
Registration is Now OPEN!
www.sook.org
When the temperature and leaves begin to fall it can only mean one thing, the seasons are changing.
Before you know it, the polar bears will be coming out of hibernation for the most exciting time of the
year. Put those wet suits away and dust off your craziest costume, because Special Olympics
Oklahoma’s 10th Annual Polar Plunge is right around the corner! February ## is only a few months
away, and as a “seasoned” polar bear you know the advantages of getting started early.
With the help of experienced plungers like you, we want to make this year’s plunge bigger and better
than ever! Our goal for this year’s plunge is to find ## daring polar bears to take the dive into #####.
So gather your bravest friends and family members, and make a big splash for Special Olympics
Oklahoma.
Remember, the “bear” minimum to take the plunge is $75, but we need your help to reach
our$150,000 goal for this year’s plunge. Prizes will be awarded to the top fundraisers and plungers
raising $250 or more. Don’t forget, the coveted Golden Plunger Award will also be awarded to the
individual with the best costume. To help you “dive” into your fundraising for the plunge, on-line
registration is available at www.sook.org. Our on-line fundraising program will allow you and your
team to create your own personal website where you can register, set goals, upload a picture, and
email friends and families for their support. Printable forms will also be available on the website later
this fall.
As you get geared up for this year’s plunge, don’t forget the true reason for the freezin’. The funds
raised from the plunge will help support Special Olympics Oklahoma and its mission to provide yearround sports training and athletic competition in a variety of sports for over 9,500 children and adults
with intellectual disabilities in Oklahoma.
We appreciate your support of Special Olympics Oklahoma and look forward to seeing you in
February. Remember to log on to www.sook.org to get your on-line fundraising started today!
Stay Cool,
Your fellow Plungers at Special Olympics Oklahoma
Sample Letter
August 21, 2011
Dear Student Council President and Advisor:
As the charity of choice for the Association of Student Councils, Special Olympics Oklahoma
understands and appreciates your school’s commitment to community involvement. As you start
planning your schedule of events for the 2011-2012 school year, we would like to invite your school to
get involved with our signature – and craziest – fundraising event.
The Polar Plunge is a winter fundraiser that gives participants a chilly and exciting opportunity to raise
money for Special Olympics. Brave plunge participants will dive into ice cold water at the White
Water Bay in Oklahoma City on date, 2012 to help benefit Special Olympics Oklahoma. Not only will
the fearless participants be diving into ice cold water, they will also be taking the plunge in their
favorite crazy costumes.
All revenue from the Polar Plunge will help support Special Olympics Oklahoma and its mission to
provide a year-round program of sports training and athletic competition for children and adults with
intellectual disabilities. The 16 sports offered through Special Olympics Oklahoma provide training
and competition to more than 9,500 athletes. With your support, we will make these opportunities
better and reach more athletes through our program.
To participate in the event, each Plunger must donate or raise a minimum of $75 to take the plunge.
All plungers will receive a commemorative Polar Plunge t-shirt. We also have terrific incentive prizes
for plungers raising $250 or more, and prizes will be awarded to top fundraisers. And of course, we
will award the coveted Golden Plunger Award to the polar bear wearing the best individual and group
costumes.
The Polar Plunge is the perfect opportunity for your school to gather students together and show
some school spirit in the community, while also making a tremendous difference in our community. In
addition to the prizes awarded for top fundraisers and best costume, we will also present our traveling
trophy to the Top Fundraising School.
Please share this information with your school and make plans to support the 2011 Plunge. For more
information about the event or to pre-register, contact Jennifer Lightle at 918-481-1234 or email at
[email protected]. On-line registration is also available at www.sook.org.
Sample Letter
Dear Friend:
I am a fan of Special Olympics Oklahoma and am showing my support in a most unusual way
– by taking the Polar Plunge! On February 4th, I will be joining fellow polar bears to take a
wintry swim at White Water Bay.
The obvious question: Why in the world am I doing this? Well, my reasons for freezin’ are the
9,500 athletes that will benefit from this event. The Plunge allows Special Olympics to
provide year-round training and competition for athletes with intellectual disabilities. Last
year, more than 400 people plunged at six plunges for Special Olympics Oklahoma and
raised more than $180,000 in the process. We want to go way beyond that number in 2012,
and we need your help!
Any tax-deductible donation you could provide will stay in Oklahoma and directly affect our
local program. Should you choose to write a check, it should be made payable to Special
Olympics Oklahoma.
Please consider supporting me for this event and creating positive benefits for our athletes’
lives. On behalf of Special Olympics Oklahoma, I thank you for your support.
Sincerely,
(Name of Plunger)
2012 Plunger
Day of Volunteer Needs
Registration – 5-10 volunteers to help check-in, register, and count money.
Costume Judges – 3-5 judges. These people should judge the most creative
costume or “entry” into the water. They should watch each heat. Consider using
Special Olympics athletes. These usually are announced at the party along with all the
other prizewinners.
DJ/Announcer – This person is responsible for the atmosphere of the event. He or
she sets the tone. It should be lively, upbeat, and fun. Music should be played while
people are registering and checking in. Written announcements should be provided to
inform the audience (i.e.: time, schedule, sponsor, etc.). A program for the Plunge
should be written for him/her to do prior to the start of the Plunge. Included would be:
sponsor recognitions, celebrity judge introductions, welcome, etc... The DJ will also
announce each individual heat. You should have a Special Olympics athlete give a
short speech and recite the athlete oath.
Athletes - ***Remember that the athletes are the “reason for freezin”. Having them be
so involved will help you deliver SOOK’s mission.*** You can have them help at
registration, hand out awards, be a judge for the costume contest, help with the
welcome plungers, or do photo ops with the plungers. This provides the opportunity for
every participant to meet and visit with an athlete.
Plunge Logistics Guidelines & Tips
 One person should be responsible for logistics but they need a committee for
day-of help.
 Use orange cones to mark each plungers spot; put a bicycle flag in each cone.
 Rope off the plunge area from spectator area
 Use banners for registration, merchandise, food and spectator areas.
 Arrange spot for DJ, emcee for best viewing (they will need electricity).
 Select spot for Ambulance.
 Have divers in water and ready; discuss procedures for incidents.
 Have someone in charge of being sure that NO ONE plunges who doesn’t have
a wrist band on.
 Keep plunge area clear of spectators.
 Having changing tents with heaters – one tent each for men and one for women
(hang sign on outside).
 Have radio communications between key parties (Chair, Ambulance, Emcee,
Etc.).
 Assist emcee with the pace of each heat.
Plunge Timeline
10:00
Registration opens
11:00
Welcome/Announcements – Emcee starts script
11:15
Plunge Starts – Use heat sheets
 Introduce VIP plungers first
 Call out the name of the person and if they are
representing a certain company or organization
 If there is a DJ and sound system – play music with
each heat.
Other ideas that can be incorporated:
 Bob for ice
 Pin the scarf on the polar bear
 Dunking booth
 Duck pond
Packing
List
SOOK can provide:
Radios
Clipboards
Plunge Merchandise
Plunger Awards
Prize tickets (if applicable)
Day-of Tracking forms
Mesh fencing
Online Report
Heat Sheets
Banners
Torch Run shirts to sell
Start up cash
Credit card machine & receipts
Blank registration forms
Waiver forms
Ballots for best costume award
Donation jar
Other items needed:
Wristbands
Men & Women signs
Rubber bands
Scissors
Paperclips
Calculators (10)
Pens
Money bags
Tents
Generator
Fence posts
Sound system
Extension cords
Tables
Chairs
Sample Script
Welcome to the 2012 Polar Plunge. The Polar Plunge has been an event that the Law Enforcement
Torch Run has done to benefit Special Olympics Oklahoma for several years but this is the first one in
**city**. There are Polar Plunges going on in Broken Arrow, Durant, Lawton, McAlester, Norman,
Oklahoma City, Stillwater, Bartlesville and in Tahlequah. We would like to thank Bank of Oklahoma,
and ResCare for being the presenting sponsors of this fun event. We would also like to thank the
other event sponsors which include: White Water Bay, Hooters, Arrowhead Resort, Leisure Pools,
At this time, I would like to introduce _________________, a Special Olympics athlete from the
**team name**. He/she will start us off by saying the Special Olympics oath. The **team name** are
a local team that has come out to help us today. You’ve probably seen them at the registration table
and helping out in other areas.
(Athlete says oath)
“Let me win. But if I cannot win, let me be brave in the attempt.”
The Broken Arrow Civitans are selling coffee and donuts. All proceeds will be donated to Special
Olympics Oklahoma. If you are a plunger, you have a ticket for a free donut and coffee. Those of
you that chickened out and will not plunge will have to pay for their donuts and coffee.
If you don’t know by now, a Polar Plunge is a fundraising challenge made to an individual or group
challenging them to dive into a cold body of water in order to raise money for Special Olympics. Each
participant collects pledges from family, friends and businesses and then they "take the plunge" in the
cold water to benefit Special Olympics. If you raise a “bear” minimum of $75, you get this great tshirt. If you raise $250 - $499 you get this Polar Plunge coffee mug and if you raise $750 or more
you get this Polar Plunge beach towel.
We would like to thank the following agencies that have worked hard the last 6 months to make this
event happen:
 OSU Police Department
 Stillwater Police Department
 Oklahoma Highway Patrol
 Payne County Sheriff’s Office
The Law Enforcement Torch Run is an international charity made up of law enforcement personnel
who raise money and awareness for Special Olympics. Law enforcement officers from every state
and more than 35 countries run and carry the Flame of Hope in honor of Special Olympics athletes.
Police Departments, Sheriff’s offices, correctional facilities, and other state and federal agencies
involved in law enforcement in Oklahoma work hard for Special Olympics Oklahoma. Last year, law
enforcement in Oklahoma raised over $300,000 for Special Olympics Oklahoma. Feel free to take a
closer look at all of the law enforcement vehicles and equipment out on display.
We would also like to thank the following that helped with this event:
 Fox 23
 Broken Arrow Civitans
 Tracker Boats
 Broken Arrow Fire Department Auxiliary
It is time to give out a few awards before we get started.

Oldest plunger – The oldest plunger out here today is ___________________. He/she will
receive a $25 gift card from Bass Pro Shop and this nice plaque.

Youngest plunger – The youngest plunger is ________________. He/she will receive a $25
gift card from Bass Pro Shop and this award.

Best costume – The Special Olympics athletes here today voted on the best costume. This
person will receive a $25 Bass Pro Shop gift card and this nice plaque. The winner is
___________________

Top fundraiser – The Top Fundraiser is _____________________. He/she will get a $25 Bass
Pro gift card and a plaque.

Top fundraising group – The top fundraising group is _____________________.
Now, we are going to have the Polar Tug competition. Teams are arranged on the other side of the
pond. These guys were too scared to get wet so they thought they would stay dry by forming a Polar
Tug team. There is only going to be one team that remains dry. Who is it going to be? The winning
teams will have bragging rights for a year
Congratulations to _______________________. These guys really didn’t want to get wet.
Alright, let’s get started with the individual plunger: [Refer to list of plungers. Read the name and the
city where they are from. We will probably have them plunge 5 at a time. Feel free to ad lib about
anything here. We will also do random door prizes mixed in between the plungers.)
(After the last plunger plunges)
On behalf of Special Olympics Oklahoma, we would like to thank you for coming out today. I hope
everyone had a great time. Special Olympics Oklahoma would especially like to thank the Broken
Arrow Police Department, Tulsa Police Department, Bixby Police Department and the Broken Arrow
Fire Department for all of their work behind the scenes the last 6 months to make this event happen.
For those of you spectators watching the Plunge, we hope that you will come out next year and take
the plunge yourself. Thank you again to Bank of Oklahoma, White Water Bay, ResCare, etc. for
sponsoring this great event.
Periodic Announcements:
1. All plungers must check in at the Heating Table for the Heating Assignment.
2. Thank sponsors.
3. Plunge event shirts are for sale - they are $15 each.
4. Hotdogs & hot chocolate (or whatever you have) are available.
5. Thank groups who are out today volunteering.
Post Event
 Total amount raised
 Total number of plungers
 Lock money in a secure location until you can turn it over to SOOK
staff. Keep money with the individual registration forms if possible.
 If making a deposit, deposit cash only and submit all checks and credit
card receipts to SOOK staff.
 Turn in all signed waivers.
 Inventory left over merchandise
POLAR
PLUNGE
REGISTRATION
Brochure - Page 1
Page 2
Online Registration/Fundraising Webpage
Registration Procedures for Polar Plunges
Registration (5-10 volunteers)
This is the most important job of the day. Volunteers should be known and trusted SOOK volunteers.
You will need 4 lines at registration that are clearly marked:
 (2) “Day of” lines and separate them into:
o 1 person to handle alphabet A-K
o 1 person to handle alphabet L-Z
 (2)2 “Online/Pre-registered” lines.
o 1 person to handle alphabet A-K
o 1 person to handle alphabet L-Z
 (1) “Team” line
(3) Volunteers pulling t-shirts - These people will listen as the sizes are called out for people checking
in. If they are pre-registered, they will have a “saved” shirt in the pre-registered pile. If they are day
of, t-shirts are available on a first-com first served basis. Prior to starting, these people should
separate the day of into size piles. The pre-registered should have their names on them. The person
working this station will put them in alpha order, and have them ready for pick up.
(1) Volunteer to serve as runner – this person should have the radio
There will be a print out to check if a person did on-line registration and/or pre-registration. Check
their name off when they check in. Otherwise, use the “Day Of” form to record new plungers.
With each plunger, you must:
1) Collect at least $75 unless they raised at least $75 online or through mail-in pre-registration.
2) Put their money and form in an envelope and write their name and $ on the front. Do not just
dump the money into the bucket.
3) Check them off if they are pre-registered or add them to the “Day of” sheet and enter the
amount of money they are turning in.
4) Have them sign a waiver.
5) Give them their wristband.
6) Give them their t-shirt – Pre-registrants are guaranteed their shirt, if they registered by the
deadline. Theirs will be in a separated pile. All day of are available on a first come first serve
basis. Put an X next to their t-shirt size indicating they received their shirt. If they don’t get a
shirt, please write their name on an IOU list where you would’ve placed the check mark.
7) Send them to the heating table/station
Heating – 1 volunteer
This person will be responsible for assigning plungers to their appropriate heats. There are 10 people
per heat. You should try to fill one heat completely before moving forward to the next heat. The first
heat is reserved for VIP’s only. This means media, sponsors, organizers and celebrities.
Event Manager
You need to be sure you have a radio and everyone who is a key volunteer has a radio. You need to
be sure to start on time, be sure that the event is safe for participants and the money and forms are
secure.
Waiver & Release Form
Law Enforcement Torch Run’s Polar Plunge
In consideration of participating in the Polar Plunge, I represent that I understand the nature of the Polar
Plunge event and that I and/or my minor child am qualified, in good health, and in proper physical condition to
participate in such an Activity. I acknowledge that if I and/or my minor child believe event conditions are
unsafe, I and/or my minor child will immediately discontinue participation in the Activity.
I fully understand that the Polar Plunge event involves risks of serious bodily injury, including permanent
disability, paralysis, and death, which may be caused by my own actions or inactions, those of others
participating in the event, the conditions in which the event takes place, or the negligence of the "releases"
named below; and that there may be other risks either not known to me or not readily foreseeable at this time;
and I fully accept and assume all such risks and all responsibility for losses, costs, and damages I and /or my
minor child incur as a result of my and/or my minor child's participation in the Activity.
I hereby release, discharge, and covenant not to sue The Law Enforcement Torch Run of Oklahoma,
Special Olympics Oklahoma, White Water Bay, Arrowhead Resort or Country Leisure Manufacturing
Co, its respective administrations, directors, agents, officers, volunteers, employees, other participants, any
sponsors, advertisers, and if applicable, owners and lessors of premises on which the Activity takes place
(each considered one of the "RELEASEES" herein), from all liability, claims, demands, losses, or damages on
my account and/or that of my minor child caused or alleged to be caused in whole or in part by the negligence
of the "releases" or otherwise, including negligent rescue operations; and I further agree that if, despite this
release, waiver of liability, and assumption of risk, I, or anyone on my/and or my minor child’s behalf, makes a
claim against any of the "Releases," I will indemnify, save, and hold harmless each of the releases from any
loss, liability, damage, or cost which any may incur as the result of such claim.
I have read this RELEASE AND WAIVER OF LIABILITY, ASSUMPTION OF RISK, AND INDEMNITY
AGREEMENT, AND PARENTAL CONSENT AGREEMENT, understand that I have given up substantial rights
by signing it and have signed it freely and without any inducement or assurance of any nature and intend it be
a complete and unconditional release of all liability to the greatest extend allowed by law and agree that if any
portion of this agreement is held to be invalid the balance, notwithstanding, shall continue in full force and
effect.
__________________________
Date
___________________________________________
Printed name of participant
___________________________________________
Signature of Participant or Legal Guardian (if participant is under age 18)
Heating Instructions
1) Participants need to have a wrist band on before being assigned. If not
they need to be sent back through registration.
2) One person can add several names at a time.
3) No more than 20 per heat.
4) Save the 1st heat for VIP’s
5) Fill up the heat sheets completely before moving on to the next heat.
6) Send the full heat sheet to the DJ.
HEAT #
Name
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Representing
POLAR
PLUNGE
SPONSORSHIPS
POLAR PLUNGE
PRESENTING SPONSORSHIP
$10,000
Company listed as Presenting Sponsor of nine Polar Plunge
events in Oklahoma. This level is available to three noncompeting sponsors only.
Full licensing and promotional rights to the Polar Plunge,
LETR and Special Olympics Oklahoma name and logo for
advertising/promotion done by company.
Company logo prominently on approximately 1000 Polar Plunge commercials aired on Cox
Communications
in Oklahoma City and Tulsa.
Company logo in the Oklahoma Torch Newsletter (3,000
law enforcement agencies and supporters) article
featuring the event.
Presenting title and logo displayed in Tulsa World 1/4
page ad (01/01/13 deadline).
·
Company logo incorporated into event artwork and as
Presenting Sponsor on the back of event
t-shirts
(01/01/13 deadline).
Presenting title and logo on cover of Polar Plunge
brochures (01/01/13 deadline).
·

Company listed as Presenting sponsor in all media rel
eases.
Company may provide
plungers packets.
information
or
brochures
in
Sample Proposal
«FNAME» «LNAME» «suff»
«SECLN»
«ADD»
«CITY», «ST» «ZIP»
Dear «sal»:
Special Olympics Oklahoma has provided year-round sports training and athletic competition in a
variety of Olympic-type sports for adults and children with intellectual disabilities since 1969. After 40
years of existence in Oklahoma, we could not be happier with the direction this movement is going.
We are reaching more citizens with intellectual disabilities and are well on our way to reach our
Strategic Plan goal of serving 10,500 athletes by the year 2010. We have an exciting way for
«SECLN» to get involved and to help us reach this goal.
The Law Enforcement Torch Run (LETR) is an international charity made up of law enforcement
officers that raises funds and increases awareness for Special Olympics. Since 1986, law
enforcement agencies in our state have been working hard to provide support to the athletes of
Special Olympics Oklahoma. The LETR has raised over $250,000 in cash and in-kind donations for
our organization in 2009. Currently, there are over 50 Oklahoma law enforcement agencies that
participate.
Polar Plunge is one of the LETR’s signature fundraising events. A Polar Plunge is a fundraising
challenge made to an individual or group challenging them to dive into a cold body of water in order to
raise money for Special Olympics. Each participant collects pledges from family, friends and
businesses in the hopes of raising lots of money for the local Program. Then, in February, 2010 at
locations in Broken Arrow, Durant, Lawton, McAlester, Norman, Oklahoma City, Stillwater, and
Tahlequah, they "take the plunge" in the cold water to benefit Special Olympics.
The Polar Plunge is a very popular special event among Law Enforcement Torch Run volunteers
across the country. Over 100 Polar Plunges take place every year in 37 U.S. states, helping to raise
millions of dollars for Special Olympics Programs. Last year, the nine Plunges in Oklahoma raised
over $180,000. This year there will be three plunges across Oklahoma. Our goal is to raise
$200,000 for Special Olympics Oklahoma. See the enclosed brochure for more information.
The Broken Arrow Police Department will be the sponsoring law enforcement agency for the Polar
Plunge in Broken Arrow. We would like to invite «SECLN» to be a $2,500 Arctic Sponsor of the Polar
Plunge. Enclosed is more information concerning this sponsorship level.
Establishing a partnership with Special Olympics Oklahoma shows Oklahomans that you are
committed to supporting non-profit organizations and the community members they serve. We
appreciate your consideration of this request and we look forward to working with «SECLN» on this
event.
Sincerely,
John Smith, Polar Plunge Chairman
Oklahoma Police Department
Sample Door Prize Solicitation Letter
«FNAME» «LNAME» «suff»
«SECLN»
«ADD»
«CITY», «ST» «ZIP»
Dear «sal»:
Special Olympics Oklahoma has provided year-round sports training and athletic competition in a
variety of Olympic-type sports for adults and children with intellectual disabilities since 1969. We
have an exciting way for «SECLN» to get involved and to help by donating an item or gift certificate to
be used for an award or a door prize for fun event called the Polar Plunge.
The Law Enforcement Torch Run (LETR) is an international charity made up of law enforcement
officers that raises funds and increases awareness for Special Olympics. Since 1986, law
enforcement agencies in our state have been working hard to provide support to the athletes of
Special Olympics Oklahoma. The LETR has raised over $300,000 in cash and in-kind donations in
2011.
Polar Plunge is one of the LETR’s signature fundraising events. A Polar Plunge is a fundraising
challenge made to an individual or group challenging them to dive into a cold body of water in order to
raise money for Special Olympics. Each participant collects pledges from family, friends and
businesses in the hopes of raising lots of money for the local Program. Then, in February 2011 at
locations in Broken Arrow, Durant, Lawton,Barltesville, Pauls Valley, McAlester, Norman, Oklahoma
City, and Tahlequah, they "take the plunge" in the cold water to benefit Special Olympics.
The Polar Plunge is a very popular special event among LETR volunteers across the country. Over
100 Polar Plunges take place every year in 37 U.S. states, helping to raise millions of dollars for
Special Olympics Programs. Last year, the nine Plunges in Oklahoma raised over $180,000. This
year there will be nine plunges across Oklahoma. See the enclosed brochure for more information.
If you would like to donate an item, please return it with the enclosed form or complete the form and
we will make arrangements to pick it up. Your company name and item will be listed on
www.sook.org and announced during the awards ceremony at the event. Thank you for your support
of Special Olympics. We look forward to hearing from you in the near future.
Sincerely,
John Smith, Polar Plunge Chairman
Oklahoma Police Department
POLAR
PLUNGE
POLAR BEAR ICONS
Polar Bear Icons
Polar bear icon sales are an easy way for a company to sponsor the event without
using their own money. Get with a local high traffic retailer and ask them to consider
selling polar bear icons for $1 each to their customers. Customers write their name on
the polar bear icon and the retailer displays them on a wall or window.
 Businesses sell polar bear icons for $1 each approximately 4 weeks leading up
to the Polar Plunge.
 Ask buyers to write their name on the bottom then proudly display them in your
business.
 Businesses account for icons in their register and write a check to Special
Olympics Oklahoma following the event.
 Consider using a few polar bear icons to write staff names and post on the
walls. Customers will be more likely to buy if they see a few already up.
 Sales of the bears are most successful when the customer is asked to purchase
a bear to support Special Olympics. Some businesses have been successful by
having contests between employees to see who can sell the most. We would
be happy to provide a fun “Plunge” Prize to the winner.
 If you need additional bears, Plunge brochures or posters, or any other
assistance, please do not hesitate to contact me at 918.481.1234.
POLAR
PLUNGE
PUBLIC RELATIONS
SOOK PR Plan
e-newsletter
website
online fundraising site setup
psa/pr
tv interviews
post-event pr
Local PR Ideas
1. Send a press release to local newspapers, radio stations, and TV stations.
2.
NEWS RELEASE
For Immediate Release:
Contact:
[Name, title]
[date]
[contact info]
9th Annual “Polar Plunge” to Benefit Special Olympics Oklahoma
Statewide. Men and women of [Agency] will brave the cold and participate in the 8th annual Polar Plunge
benefiting Special Olympics Oklahoma, [Date]. This event has been so successful that there will be several
Polar Plunge locations this year throughout the state. Locally, [Agency] will take the icy plunge at [Your local
Plunge location]. Others locations include: The Bass Pro Shop Outdoor World in Broken Arrow and
Oklahoma City and the Arrowhead-Thunderbird Resort on the Illinois River in Tahlequah!
Polar Plunge
[Day of Plunge], [Month, day, 2010], [Time]
[Plunge location, City]
Many Polar Plungers arrive in costume to make the plunge a fun event. Last year, Polar Plunge participants
from police and fire departments raised more than $122,000 for Special Olympics Oklahoma. [Insert quote
from an officer that participated last year. (Example. “We had such a great time and the event was so
successful that we are eager to participate in the 8th Annual Polar Plunge,” said Stewart Meyer, Law
Enforcement Torch Run Director. “We encourage Oklahomans to stop by the [City and location] and make a
contribution to Special Olympics Oklahoma or go to the Special Olympics Oklahoma website and support
someone you know. Or better yet, get involved, and take the plunge yourself.” Law enforcement personnel will
be present to greet you and personally thank you for giving to such a great program for children and adults with
intellectual disabilities.”) Include any other community policing activities your agency will have on site.]
Many of the brave souls who are plunging are creating personal web pages to seek donations from friends and
family. To support one of these individuals, to see how the pledges are accumulating, or to become a Polar
Plunger yourself, visit www.sook.org and click on the Polar Plunge link. [Insert another quote: (Example. “We
need a lot of plungers, a huge cheering section, and supporters to come out to [location]. We want to be the
area that with the most donations for Special Olympics. See us freeze, ‘cause we are freezin’ for a reason!”
said Meyer.)]
For registration forms or to donate, please go to www.sook.org or call 1-800-722-9004. For more information
on this event, contact Derek Cain at 918-481-1234, [email protected] or Brittany Meadors at 405-670-3456,
[email protected].
For more information about Polar Plunge in [location city] contact:
[Your Agency Contact information]
###
Special Olympics Oklahoma
The Mission of Special Olympics is to provide a year-round program of sports training and athletic competition in a variety of Olympictype sports for children and adults with mental retardation and other closely related developmental disabilities. Today 9,500 Special
Olympics Oklahoma athletes participate in more than 100 competitions and events every year. Competition is offered in 15 official
sports. There are thousands of volunteer opportunities available. Visit www.sook.org or call 918-481-1234 for more information.
Law Enforcement Torch Run
The Law Enforcement Torch Run (LETR) is an international charity made up of law enforcement agencies that raise money for Special
Olympics. LETR was adopted as an official charity of the International Association of Chiefs of Police in 1981 and was begun in
Oklahoma in 1986. The mission was simple: Carry the Flame of Hope to the State Summer Games. As the years passed, the mission
grew to include fundraising and increasing public awareness of Special Olympics Oklahoma. Today, LETR is the guardian of the Flame
of Hope for the Special Olympics Oklahoma Summer and Winter Games and actively raises money and public awareness. Visit
www.sook.org to learn more.
SOOK Facts for Interviews
Mission
 The mission of Special Olympics is to provide a year-round program of sports training and
athletic competition in a variety of Olympic-type sports for children and adults with intellectual
disabilities
Stats






Over 9,500 Oklahoma athletes participate in our program.
These athletes are supported by over 1,700 coaches.
There are over 11,000 volunteer opportunities available annually.
Special Olympics Oklahoma offers competition in 16 official sports year-round in traditional and
Unified® Sports. Competitive sports programs include Alpine Skiing, Aquatics, Athletics,
Basketball, Bocce, Bowling, Equestrian, Golf, Horseshoes, Powerlifting, Snow Shoeing, Speed
Skating, Soccer, Softball, Volleyball, and Motor Activities Training Program.
In all, this unique program coordinates over 100 local, Area and state competitions each year.
Cost for one athlete to participate in any of the 100 events each year is $200
Benefits
 Improved physical fitness and motor skills, greater self-confidence, a more positive self-image,
friendships and increased family support.
 Special Olympics athletes carry these benefits with them into their daily lives at home, in the
classroom, on the job and in the community.
 Everyone learns more about the capabilities of people with intellectual disabilities.
 Our goal is for all persons with intellectual disabilities to have a chance to become useful and
productive citizens who are accepted and respected in their communities.
 Special Olympics is more than training for competition but is training for real life.
 Beyond improving the lives of our athletes on the playing field, a key goal of Special Olympics
is to change attitudes of non-disabled people about people with intellectual disabilities.
LETR
 The Law Enforcement Torch Run (LETR) is an international charity made up of law
enforcement officers that raises funds and increases awareness for Special Olympics.
 LETR started in Oklahoma in 1986
 The LETR has raised over $330,000 in cash and in-kind donations for our organization in
2012.
 There are over 100 Oklahoma law enforcement agencies that participate.
 Last years plunge raised over $200,000 at ten locations.
Contact Info.
 1-800-722-9004
 www.sook.org