2016 Holiday Tool Kit

If you are going to use actual children on the tags, you need to figure out your
distribution system and either number tags or somehow prepare them in such a way
that you can link them to specific children at the time of distribution. It is a good idea
to prepare three tags for each actual child so that the likelihood is high that one will be
chosen. Also, you will need to do Christmas sign-­‐‐ups very early so that you know the
individual children you will serve.
You can order tags using the "ʺAngel Tag Request Form,"ʺ included in this toolkit
section.
Monitoring:
Depending on the location of each tree, you will need to do more or less monitoring of
the site. If a tree is in a mall or store/business that'ʹs open to the public, you should
arrange with the mall or store manager when and how often pick-­‐‐ups should occur.
Some stores will move toys into a secure location each evening, so that you can pick
them up only a few times. Others will not get involved in the process, so you will need
to arrange for pick-­‐‐ups daily or every other day to reduce theft. For trees located in
office buildings or firms, generally you can arrange for just one pick-­‐‐up right before
your distribution date. But it has to be individualized by site -­‐‐ don'ʹt just expect a store
manager to oversee your tree.
Use of Volunteers at Tree Sites:
If you have a tree in a major mall or big department store, it is helpful to have a
volunteer or two on site during the busiest hours. People are of ten more comfortable
about leaving donations if there is a volunteer there to watch over them, and
volunteers can also explain the tree to prospective donors and encourage participation.
Thank You Letters:
Once your programs are over, it is very important to send thank you letters. Sponsors
who have put their own resources into a tree want to include their donations on their
taxes, so they prefer to receive thank you letters at the beginning of January. Even if the
sponsor does not take a tax deduction, he/she should be thanked for their participation.
Not only do they deserve thanks, but also this follow-­‐‐up contact makes them more
likely to sponsor a tree again next year. An example of a thank you letter can be found
toward the end of this section.
More Helpful Tools:
Lastly -­‐‐we have also included "ʺFacility Guidelines,"ʺ which should be helpful in
maintaining a safe and organized site, as well as a sample "ʺSeasonal Statistical Report"ʺ
and a "ʺGifts In-­‐‐Kind"ʺ report that have proven useful in years past.