Campaign Manager's Handbook
The Campaign Manager's Handbook is a resource for you to use as you plan, carry out, and wrap up your organization’s campaign. It is divided into sections that represent the five phases of the campaign “project” with a final section that includes samples, forms, and further resources.
5. Wrapping Up
You can download a .PDF of this Campaign Manager's Handbook, and you'll also find assistance from:
Before you get started, EarthShare Oregon wants you to know how much we appreciate the time and effort you will be applying to this important campaign. And we will be here to help you each step of the way.
Besides the handbook, you can call Meghan Humphreys at the EarthShare Oregon office at (503) 223-9015 / Meghan@earthshare-oregon.org with your questions at any time.
Use the Campaign Manager Handbook however you choose. The correct way to run a campaign is the way that works best for you. So, let’s get this campaign rolling!
Start by laying the groundwork for a successful campaign. This stage in your campaign will begin at least 3-4 weeks, maybe more, before the kickoff event. Larger companies usually need more time than small offices.
Create your plan, including budget and schedule
After you have read this handbook and other materials on this website, call your EarthShare representative to set up a planning meeting. We can advise you on a budget, schedule and campaign activities that would work best with your workplace’s culture.
Your budget may include expenses for activities or gifts, and your schedule will include the entire campaign, with the most critical date being the kickoff event. Consider piggybacking on established events in your company. Think about how you could use them to promote the campaign. For example, some workplaces have giving fairs, benefits fairs, employee meetings or events where the campaign could be featured. Perhaps a late afternoon reception (with food, of course) would bring your co-workers in droves!
If you want to see what other Oregon workplaces are doing, check out our "Best Practices" case studies. You might find some great ideas.
Form a committee – Set a theme
Get immediate support by forming a campaign committee. Involving others makes it easier and more enjoyable for you while getting lots of ideas for the campaign. Select committee members who are respected by coworkers and enjoy coordinating fun activities. Let the committee choose a theme for the campaign, something that incorporates giving and captures your workplace’s culture. Use the theme on all materials and in emails.
Gain support from your organization’s decision makers
Once you have a plan and budget, talk with your CEO or top manager. Discuss and get approval for the campaign, budget, and especially the kickoff event. Ask him or her to write a letter or e-mail in support of the campaign that will be distributed to employees, and to speak to employees at the kickoff event or at nonprofit presentations. See sample emails and letters.
Talk with your EarthShare representative about your campaign goals and the materials you would like to use. EarthShare has basic brochures covering all member organizations that work for most campaigns.
Decide on a pledge form
You can use the or a Combined Pledge Form that includes all participating funds and federations on one form. We can customize the pledge form for your workplace.
If you have more than just EarthShare in your campaign, the Combined Pledge Form is easier for employees to fill out and simpler for payroll staff to process.
Decide whether to use an electronic pledging site
Electronic pledging (making all pledges online) may be suitable for your organization. Take the readiness quiz below to see if online pledging is right for your company.
Distribute pledge forms and brochures
Whenever possible, you, your helpers or your CEO should hand pledge forms and brochures to each employee personally. This helps them understand that this is an important campaign and something you believe in. Let them know campaign dates and when the pledge forms will need to be turned in.
If your organization is too large to distribute materials personally, ask your committee or get a volunteer from each department to help you.
Ways to get more people giving
Provide employees several options for giving. Employees can make a donation of any size — when combined with the gifts of their co-workers, that small donation has a big impact!
If your company offers a corporate match for employee donations, highlight this in your campaign materials. Any match can dramatically increase the impact of an employee’s contribution, and it encourages MORE people to donate. Just offering a match will increase giving by at least 20 percent, according to one recent study.
The kickoff is the single most important event in the campaign. Begin planning at least two to three weeks before the kickoff day. Follow these easy steps for the perfect kickoff:
Choose a visible location
Find a spot for the kickoff event, and include space for an information table. Earth Share and other charities can staff tables at your office where they can tell your coworkers about their organizations. Find a heavily trafficked spot like lunch/break rooms, auditoriums, or by the front door.
Spread the word
Advertise, advertise, advertise. Start a couple of weeks before the kickoff with small steps, such as e-mails or flyers. Also, talk to your coworkers about the campaign; let them know it’s coming soon. When the kickoff gets closer, start sending frequent e-mails, post flyers throughout the building, and put articles on your company’s intranet or internal newsletter.
Choose a time of day when most employees would be able to attend, then offer something that will make your co-workers want to come to your event. A light lunch; bagels or pastries; sweet treats and prizes all bring people together. Possibilities for a fun event are endless.
Brainstorm with coworkers and committee members to find the perfect approach for your company’s campaign. Or, ask your EarthShare representative for successful and fun ideas. You can incorporate the theme into the prizes and advertising for a campaign that will be long remembered in your organization.
Give away prizes to employees who attend the kickoff event. EarthShare has prize items available, or your company may also have items like coffee mugs, hats, and other promotional items to give away.
Check out these Helpful Tips for other ideas on how to kick off your campaign with success!
The most successful campaigns are those in which events and fun attention-getters happen throughout the campaign, not just on the first day. Use the following ideas to increase your success during the campaign pledge time, and put the “fun” in “fundraising.”
Offer “casual day” certificates to people who turn in their pledge forms throughout the campaign, or offer to let them buy more certificates for an additional donation to Earth Share.
E-mail eco-trivia questions to your coworkers. Those who e-mail back the correct answer that day could win a prize. Publicize the winners and add a note about the EarthShare campaign. EarthShare has lots of eco-trivia questions, so you don’t have to write or research your own.
Encourage giving competitions
Play to your co-workers’ sense of competition. Invite departments to challenge each other in total campaign giving, and then award a trophy or special honor to the winners.
Educate co-workers about giving
People are encouraged to give when they know the difference their donation can make. EarthShare and the other funds and federations can provide you with examples of the work our charities do and their accomplishments. In a newsletter or email, you may also want to give co-workers an example of what gifts of anywhere from $5 to $100 per month buys.
Host a pizza lunch in which an EarthShare member group shares information about an environmental topic that might interest your coworkers. EarthShare member groups can speak to employees about everything from recycling ideas to recreational hiking and reducing pesticide use to understanding forest policies. Call your EarthShare representative to request a class from our Brown Bag Series.
Get the CEO or top executives involved in the campaign in a visible way. Ask if some or all of them want to volunteer to give a gift to an employee who wins a prize drawing. The gift can be something that costs the executive very little, like taking an afternoon to be the employee’s “assistant,” taking the employee out for lunch, or whatever your company’s leaders are interested in doing. Showing top management support for the campaign boosts success.
Reward & celebrate
Handing out goodies to employees who participate in the campaign is an effective way to encourage more participation and keep the energy level high during the campaign. Think of instances in which you could reward your coworkers, and make it happen. Celebrate the act of giving. Award gifts to campaign helpers or to employees who come to campaign events.
Some ideas for gifts are:
Items or services donated by coworkers, such as a home-cooked meal, artwork or pottery, plants, babysitting, oil changes, etc.
Public transportation passes or bike shop gift certificates
An afternoon of golf, tennis, or other sport with a trainer or pro
Tickets to sporting events, movies, theater, concerts
Preferred parking at your building
Gym/health club memberships
Gift certificates for restaurants, coffee, groceries, ice cream, etc.
4. Report Your Success
At the official end of the giving portion of the campaign, tally the pledge cards and report the information to EarthShare and other charities in your campaign. We recommend that you use a campaign report to complete your campaign.
A campaign report helps you by:
- Documenting the success of your campaign
- Helping you set goals for future campaigns
- Informing employees about how much was pledged
- Helping you check that calculated totals match the pledge forms received, both for you and for the participating funds and federations
If you have a combined campaign (involving other funds or federations), calculate the total pledges for each fund and federation and the overall total. Be sure to include your company’s matching dollars, if any.
You do not need to track designated contributions to specific agencies within EarthShare Oregon or within other funds and federations. You may want to track donations for your company’s departments or sites. Give a copy of your report, with pledge cards, to participating funds and federations.
Expect some late arriving pledge forms. Just ask your EarthShare representative to come pick them up and don’t forget to add the extra donations to your total.
The wrapping-up phase ties up all the loose ends, spreads goodwill, and ensures that you will have cooperation for the next campaign.
Let employees know about the effect of their generosity and thank them in multiple ways: e-mails, web postings, newsletters.
Thank your helpers
Personally thank all the people who helped you with the campaign. You can send them a hand-written note, send a special e-mail tailored to the employee’s contributions, give them a certificate, take them to lunch or breakfast, or give them a small item donated by the funds or federations.
Evaluate the campaign
Hold an evaluation meeting with your committee and the funds and federations involved to see if there are any improvements that could be implemented for next year. Also consider suggestions from coworkers and share them with the representative from the funds and federations.
Share the good news
Employees always want to know how much money was raised through the campaign. Consider sending an email to all employees with the total amount raised and other campaign news. This is a great time to offer volunteer opportunities for those who want to take that next step in helping the community. If you and your company think it’s newsworthy, you can also send out a press release about the campaign and your results.
Give yourself credit
Above all, pat yourself on the back! You have managed an important campaign that will make a difference in your community and in the lives of your coworkers. You have made it possible for them to improve the health and environment of Oregon for themselves and future generations.