Conducting an Otis Spunkmeyer Fundraiser

Conducting an Otis Spunkmeyer Fundraiser
Selling frozen cookie dough will be one of the easiest and most profitable
fundraisers you do. By following this simple 10 Step Guide on conducting an
Otis Spunkmeyer cookie dough fundraiser, your event will be easy to manage
and you will maximize your profit potential.
We’ve provided all of the materials you
need to get started. Should you have
further questions, please contact us at:
1.888.ASK.OTIS
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Step 1: Organize Key Communication Points
Now that you’ve decided to sell Otis Spunkmeyer frozen cookie dough, you
need to announce your fundraiser. Organize your thoughts as to what you
need/want to communicate. A few things to think about are:
• Start date
• End date
• What you are raising money for – be as specific as possible
• State your goal so there is something to work towards
• What will your retail price be
• Who to make checks out to
• Date order forms and money are due
• Invite people to sample product
• Volunteer recruitment
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Step 2: Announce your Fundraiser
Announcing your fundraiser can be fun! Psyche up everyone involved by
making an event out of it. Hold an event where you announce the fundraiser,
bake up fresh cookies for sampling before selling and provide all of the
specifics about the sale.
• Use the Fundraiser Kick-Off Event form to communicate
your event
• Cookie sampling drives participation,
motivation and overall sales
• Follow up your event with the Fundraiser
Announcement Form
• Give both forms to sellers to help them
communicate the fundraiser to family and
friends
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Step 3: Prepare for Your KickKick-Off Event
Friday’s are a great day to hold your kick-off event as this starts you on your
way to a full two-week sale including 2 weekends.
For your event:
• Prepare your handouts for distribution at the event:
- Did you receive your Product Order Forms?
These should have been sent to you with the
start up kit.
- Make sure to make a few copies of a blank order form
should your participants sell more than 1 order form can hold
- Create and print a “Cheat Sheet” that sellers can refer to which
includes the purpose of the fundraiser, goal and other key talking
points. Research shows that when the purpose of the fundraiser is
known, people are more willing to purchase an item
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Step 4: Hold Your KickKick-Off Event
The purpose of your event is to get people involved and generate excitement
around your fundraiser to help you reach your financial goal. Make sure to
cover the material you prepared in Step 1, such as:
• Goal and Purpose of your fundraiser
• Start & End Date so participants know when to turn in order forms and money
• Retail price of the product(s) you are selling
• Who to make checks payable to
• Distribute Product Order Form and “Cheat Sheet”
Ways you can create excitement around your fundraiser:
• Sample the product(s)
• Set up some simple games and give a small gift to the winner(s)
• Offer incentives to the top seller(s) to help motivate participants
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Step 5: Promote Your Fundraiser
Communication is key to success. Get the word out and let everyone in your
community know about your fundraiser.
• Hang Otis Poster(s) in high traffic areas to help your fundraiser
stay top-of-mind. Additional poster info on next page
• Make announcements over an intercom if available,
or in group sessions advising how far along you are to
meeting your goal. This can help keep everyone involved
and motivated
• Feature your fundraiser on your website. Talk about it on
social networks (Facebook, Twitter) to get your community involved
• Place an announcement in your local paper and ask for
community support. Make sure to include your goal and purpose
• Optional: Develop an easy on-line tracking system so participants
can see their contribution and success
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Otis Spunkmeyer Poster
• Promotes fundraising events
• Designated area to write in event
dates and delivery day
• Large size for maximum impact –
18”x24”
• Use in high traffic areas such as
entrances, hallways, gymnasiums,
and break areas
• 2 posters are included in your start
up kit.
• If you would like more posters, you
can order directly from Otis by calling
888.ASK.OTIS. Ask for item # 99761
• FREE OF CHARGE
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Step 6: Send Out a Fundraiser Reminder
Now that your fundraiser is underway, you will want to send out a gentle
reminder to those selling. Use the form we’ve provided. You can also send out
a reminder email and use the same verbiage that we use in our reminder form
emphasizing the key points of your fundraiser. This helps keep the momentum
around the fundraiser, and it will also help you collect the order forms and
money on the due date.
On the due date:
• Collect all order forms and money
• Spot check the order forms for accuracy and legibility
• Confirm dollar amount being turned in is correct
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Step 7: Tally and Place Your Product Order
Otis products must be ordered by the case. Use our simple Tally-Order
Form which will automatically round to the nearest case for you. This was
emailed to you by your customer service representative.
When inserting a delivery day, please note
that there are NO weekend deliveries.
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Step 8: Send Out Your Delivery Reminder and
Volunteer Request
Once you have been contacted by your local Otis Spunkmeyer Sales Center
advising of your delivery date, send out a Delivery Reminder Notice and a
Volunteer Request Form.
Your Delivery Reminder Notice should list a
time that is 2-3 hours after your actual delivery
time. This will allow you enough time to
receive your delivery, check it off and organize
your distribution area
Asking for help on distribution day can be
easy. Just ask! Use our Volunteer Request
Form to do this. Also, think about giving any
extra tubs of cookie dough to your volunteers
for their hard work and support. Showing your
appreciation will go a long way
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Step 9: Organize for Your Delivery Day
Make sure your delivery is a smooth process with these 3 forms:
• Delivery Checklist - a guide to help you
account for the details
• Steps for a Successful Delivery – a guide that
takes you through the delivery process
• Flavor Name Tags – hang before your delivery
arrives so the driver knows exactly where to
stage your product
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Step 10: Distribute Your Product
Steer your customers in the right direction
by hanging Delivery Here Signs from the
entrance to the distribution location
For an easy flow during your distribution use
the Distribution Schematic as an example
for setting up your area efficiently
Otis Spunkmeyer will
deliver the product
on a frozen truck and
we will also stage
and sort by flavor.
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Product Handling
• Cookie dough must be kept frozen and is not shelf stable.
• We recommend that our cookie dough not remain out of the freezer for more
than 4-6 hours.
• Cookie dough and other products may be refrozen as needed.
• We do not recommend eating the cookie dough raw.
• Bake cookie dough nuggets from frozen state. You do not need to thaw first.
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Fundraising Support Forms
The next pages are all of the support forms we’ve highlighted throughout this
10 Step Process.
For your use, please make copies of those forms you want to use and distribute
them to your sellers.
Print forms on next
pages to support
your fundraiser
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Fundraiser Kick-Off Event
Dear Supporter:
We will be kicking off our fundraiser with an exciting event! The goal of our kick-off event is
to provide helpful information on the purpose of our fundraiser, rally participation, provide all
of the specifics about the fundraiser, motivate everyone involved and much more. Come out
and get involved around a great cause to help unite our community.
Event Date: _________________________, ___________________________________
(Day/Date)
(Name of School/Organization)
will be having a kick-off event to support our fundraiser through creating awareness by
inviting you and the rest of the community to learn more about our fundraiser and give you a
chance to meet and greet others in your area that support our great organization.
Event Time: __________________________
We expect that this Otis Spunkmeyer Fundraiser will be a great success! We’re confident
that we’ll develop many repeat customers and referrals, which could make this our most
profitable fundraiser yet. We look forward to meeting you!
Sincerely,
Fundraiser Announcement
Dear Supporter:
Starting _________________________, _______________________________________
(Day/Date)
(Name of School/Organization)
will launch an Otis Spunkmeyer Fundraiser to raise funds for:
_______________________________________________________________________.
(Purpose/Name of Product being sold)
Our sales will begin on ____________________ to _______________________.
(Day/Date)
•
•
(Day/Date)
Each seller receives an order form to keep track of customers, orders & payments.
Participants need to collect payment at the time the order is placed. Checks should be
made payable to ___________________________________________.
(School/organization)
•
Participants should turn in order forms and money by ________________________.
(Date)
● Assistance in coordinating deliveries to customers will be necessary.
We expect that this Otis Spunkmeyer Cookie Dough Fundraiser will be a great success!
We’re confident that we’ll develop many repeat customers and referrals, which could
make this our most profitable fundraiser yet! With that in mind, please don’t forget to save
your customer lists for future sales! As always, we appreciate your support and look
forward to a successful fundraising event!
Sincerely,
Reminder…
Order Forms Are Due!
Dear Supporter:
Your Otis Spunkmeyer Cookie Dough Fundraiser order forms are due back on
_________________.
(date)
Please return the following:
1. Order form – please make sure a name is included on the form and that they are
all of information is legible.
2. Payment – Checks should be made payable to ___________________________.
(Group Organization name)
All money is due by the date order forms are due.
3. Our delivery date is ______________________ at _______________________.
(Day/Date)
(Time)
Please plan on delivering products to customers on delivery day.
Thank You for Your Order!
Delivery Day Reminder Notice
Dear Supporter,
This is a reminder that your Otis Spunkmeyer fundraiser delivery
will take place on:
_________________________ from _________ to _________
(Date)
(Time)
(Time)
Location will be: ____________________________________
(Location where distribution will take place)
Participants may need help delivering product to his/her customers.
Please note that product will arrive frozen and needs to be
delivered to your customers immediately to assure the quality
of the product.
For questions, please contact: ___________________________
(Chairperson’s Contact Info)
Thank You For Your Support!
Volunteers Needed!
Volunteers are needed to help in the distribution of the
fundraising products!
•
•
•
•
Help sort orders by participant
Help distribute orders to each participant
Confirm accuracy for each order taken home
Help clean distribution area
Delivery Location: ___________________________
Delivery Day: _______________________________
Please arrive at: _____________________________
Distribution time starts at: ______________________
If you would like to help please contact:
______________________________________________
More volunteers creates a smooth and quick distribution.
Thank you for your support!
Cookie Dough Delivery Checklist
A. TIMELINE:
___ Have you been contacted to confirm you delivery day and time?
___ Have you scheduled your volunteer help to be there at the specified time?
___ Order set-up & checkout: The order will be brought in and sorted. The driver will
arrange cases in the order you request. (DSD Only)
___ Did you hang flavor signs in the same order as your order forms for an easy and
quick delivery of the product? This step also allows the most efficient process for
pulling orders as customers walk through the line.
___ Is your paperwork ready and organized for handling order pick-ups?
___ Did you schedule parent pick-ups 2-3 hours after the delivery time? This will give
you adequate time to set everything up.
B. SUPPLIES FOR DELIVERY:
___
___
___
___
Pens, calculators, highlighters and a cashbox (depending on the type of sale).
Tables for check-in, tape and order copies.
Event signs to post directing parents to the pick-up area.
Optional - sheets listing each letter of the alphabet that corresponds to the last name
of the participant.
C. VOLUNTEER CALCULATOR:
We recommend 1 volunteer per 50 cases ordered
50 total cases
100 total cases
150 total cases
200 total cases
250 total cases
300 total cases
1 volunteer needed
2 volunteers needed
3 volunteers needed
4 volunteers needed
5 volunteers needed
6 volunteers needed
* REMEMBER Set up and
distribution will
go quicker with
more volunteer
assistance!
(Ensure the volunteers know the scheduled time for the delivery day)
6 Steps to a Successful Cookie Dough Delivery
Step 1:
Notify parents and volunteers of the date and scheduled time orders should
be picked up.
• Included is a suggested announcement notice that may be sent home
with all fundraising participants.
• Also we have included a “Delivery Checklist” to help you best prepare
for the delivery.
Step 2:
It is best to distribute product in a large area such as the gymnasium or
cafeteria.
• If you are going to place the product on tables, be sure to have them
set up prior to the delivery.
• Remember to recruit volunteers to help hand out the cookie dough.
• A U shaped table layout usually flows best. You can refer to the
Layout schematic.
Step 3:
Your shipment will arrive on an Otis Spunkmeyer
freezer truck.
• Be prepared to direct the driver to a parking area
closest to the area where distribution will take
place.
Step 4:
When product arrives, the driver should provide paperwork for
inventory.
• The driver will sort and set up the product in the order you
request.
• There are Flavor Signs to place on the floor or table to
alert the driver where to place each flavor.
• Once the cases have been set up, it will be necessary to
inventory the product with the driver.
• Please do not open or distribute any product until inventory has
been completed.
• You will then be asked to sign and confirm the delivery receipt.
Step 5:
As customers begin to come and pick up their product, pull their order form
and have them walk the assembly line with a volunteer to pick their flavors.
• Once the packing has been completed, it is best to have the
participant and volunteer check off on it.
Step 6:
Cookie Dough is shipped frozen. It is recommended that the product does
not remain out of the freezer for more than 4-6 hours.
• You will need to have a plan in place to keep the
product frozen for those participants that do not pick up
their product in a timely manner.
CHOCOLATE
CHIP
CHOCOLATE
CHOCOLATE
CHUNK
CARNIVAL
White Chocolate
Macadamia Nut
TRIPLE
CHOCOLATE
BUTTER
SUGAR
PEANUT
BUTTER
OATMEAL
RAISIN
PRETZEL
KIT
Double
Chocolate Chip
Brownie
DELIVERY
HERE
Peanut
Butter
Tub
Check Out Table
STEP # 1
1 volunteer to check orders pulled for accuracy
As
As customers
customers arrive
arrive to
to pick
pick up
up their
their
product,
product, simply
simply ask
ask for
for their
their name
name and
and
pull
pull their
their order
order form(s)
form(s)
Exit
STEP # 2
Volunteer
Volunteer pulls
pulls participant’s
participant’s order
order from
from
product
stacks
that
are
staged
product stacks that are staged by
by flavor
flavor
Chocolate
Chocolate
Chunk
Tub
Oatmeal
Raisin
Tub
Triple
Chocolate
Tub
U Shape Set Up
#3
Carnival
Tub
Strawberry
Shortcake
Tub
Otis Cookie Dough Distribution Layout
STEP # 3
Volunteer
Volunteer confirms
confirms orders
orders for
for accuracy
accuracy
and
and thanks
thanks customers
customers for
for their
their support
support
#2
Our route service representative will stage your
product in the same order as your order form
# of volunteers for pulling cookie dough
orders will vary depending on size of order
Chocolate
Chip
Tub
White
Chocolate
Mac Tub
Butter
Sugar
Tub
Entrance
Check In Table
#1
1 volunteer set up to check in customers