2021 Dunkin' Coffee for Champions Handbook - Friday, August 20 5 a.m - 12 p.m. Illinois - Special ...

2021 Dunkin’
Coffee for Champions
     Handbook
    Friday, August 20
     5 a.m. – 12 p.m.

                        Illinois

Dunkin’ Coffee for Champions
Overview
The 18th Annual Dunkin’ Cop on a Rooftop event has been scheduled for Friday, August 20 from 5 a.m. until 12
p.m. During this fundraiser, hundreds of local law enforcement officers will rally the community to raise
donations for the Law Enforcement Torch Run for Special Olympics Illinois.

Below are a few basics for this event – more detailed information and best practices are included later in this
handbook.

       This event can be hosted with three officers/volunteers working the event (however, the more the
        merrier)
             o At least one officer positioned at the venue at all times! This visual is extremely important
                 for this event, especially for media coverage that morning! Please make this a priority.
             o One person at the drive-thru collecting donations and issuing coupons for contributions
             o 1 officer greeting customers outside of the store, collecting donations and/or selling TR
                 merchandise
             o If you have an extra officer, you may station them in the store itself, collecting donations and/or
                 selling TR merchandise
             o Consider having two volunteer shifts that day if needed
             o Don’t forget to utilize other department personnel, dispatchers, your citizen police academy,
                 explorers and cadets for help!
       Customers who make a donation should be given a coupon for a free donut (coupons will be at the store
        for you on the date of the event – get these from the manager when you arrive).
       With a $10+ donation received, the donor can be given a Torch Run/Dunkin’ coffee mug (while supplies
        last) and a coupon for a free medium hot coffee (again, coupons will be at the store for you on the date
        of the event). If you run out of coffee mugs, utilize the 2020 LETR t-shirts (while supplies last) as free
        giveaways with the $10+ donation.
       Officers are encouraged to sell Torch Run merchandise (T-shirts, hats and lapel pins), Harley-Davidson and
        LETR camper raffle tickets to raise additional money.
             o 2021 T-shirts are $20 each, 2020 T-Shirts are $15, Combo deal of both 2021 and 2020 shirts for
                 $30, hats are $15 each, lapel pins are $5, camper raffle tickets and Harley raffle tickets are $10
                 each
             o All checks should be made payable to Special Olympics Illinois
       Dunkin’ Corporate will be handling all media support (coverage, live remote, advertisement, etc.) for the
        Chicagoland and central Illinois areas. Chicagoland and Central IL law enforcement should not reach
        out to television, radio or print media without first checking with Special Olympics Illinois. If media
        is secured by Dunkin’ for your location Special Olympics Illinois will notify you the week of the event.
       For locations outside of the Chicagoland and Central, IL areas – you are encouraged to reach out to your
        local media and radio stations to get as much coverage for this event as possible. Some radio stations will
        host a live remote from the Dunkin’ stores, helping you raise even more money and awareness.
       100% of all donations benefit the athletes of Special Olympics Illinois!

2021 Dunkin’ Cop on a Rooftop Event Guide

Event Materials
A variety of materials will be provided to help make your event a success. Below is a breakdown of the items
you’ll need for event day.

Materials Provided by Dunkin’ (Shipped to Store)
     Coffee for Champions point-of-purchase materials, including door posters, yard signs and digital format of
       flyers, should arrive at least two weeks before the event. Stores that would like physical flyers will need
       to print those locally. Please make sure that your local store has the door posters and yard signs on
       display.
     Coupons for a free donut (with any donation) and a free coffee (with $10 donation), shipped to the stores
       two days prior to the event. Dunkin’ corporate group will call the stores with a final reminder and will
       confirm they have received these coupons. Be sure to get these from your store manager the morning
       of the event.

Materials Provided by Special Olympics Illinois (Shipped to Coordinating Department)
These materials will be shipped directly to you by Friday, August 13.

       One banner per location – All locations will receive a new Coffee for Champions banner featuring the
        new event branding. Please utilize this banner for 2021. No signage utilizing the Cop On A Rooftop
        branding may be used moving forward. If you plan on doing this event again next year, please store
        your banner for future use. (NOTE: When storing your banner, roll it with the text/logos facing-in and
        please do not fold the banners. With proper care, we should get many good years from these!)
       Coffee mugs – Quantities based on requested numbers and availability
       Dunkin’ /Torch Run Price Signs (4)
       COVID Best Practice Signs (2) – Must be posted at your event.
       Waivers (10) – It is extremely important that you have any officer or volunteer participating in this
        event sign the provided waiver before they begin helping. Once the event is completed, all signed
        waivers should be returned to Special Olympics Illinois.
       Credit Card App Instructions & Login – Please note all Credit Card donations must be taken via the
        Clover Go App. Written forms may NO LONGER be used. Each participating department will be set up
        with a unique user name and password to utilize our donation application. Your login information will be
        on the top right corner of the Clover Go Instructions included in your Day of Packets. Officers are able to
        accept donations via credit card or debit card using this app. Card readers are not provided. Officers will
        need to type in the card number to process the donation.
       Donor Forms (2) – Be sure to indicate your Dunkin’ location and your department name to receive the
        appropriate credit.
       Torch Run Merchandise – If you need to request Torch Run merchandise (hats, shirts, pins, raffle tickets,
        etc.) you can request that product online via our online merchandise website.

2021 Dunkin’ Cop on a Rooftop Event Guide

Materials You Will Need to Provide
       Donation bucket or canister
             o Have a donation jar present at every cash register inside
             o Officers should have donation canisters at each entrance, in the drive-thru and at a merchandise
                 sales table.
       If your department intends on staging on the rooftop, you may need a ladder or arrangements to safely
        access the roof
       Department Pop-Up Tent and table (if desired)

Additional Information/Best Practices
Below are some best practices and ideas that have worked well for this event. If you’re doing something unique
at your location, let us know!

       Once you have received your official APPROVAL, stop by your Dunkin’ store before the event to
        introduce yourself to the store manager and make arrangements for the event.
            o Make arrangements for getting on the roof that morning; locations and roof access vary greatly!
                Some locations have easy access to the roof, while others may require you to bring a ladder. If
                using a ladder, please ensure someone is holding the ladder when in use.
            o You can also check with the manager to see if any tables will be available for you on-site that day
                or if you should bring your own
       We encourage officers to wear their uniforms on the day of the event. In cases where
        departments/agencies are not allowed to be in uniform while off duty, a department specific or 2021
        Torch Run T-shirt is recommended.
       Position squad cars outside of your venue – turn lights on to attract attention! Have an officer by the
        vehicle waving to the public.
       Greet everyone and let them know why you are there! Have the officer on the roof use a bullhorn to get
        attention or utilize your squad’s loud speaker
       Set a fundraising goal! Continually update the manager and the media on your fundraising total
       If possible, try and have Special Olympics Illinois athletes at your event
            o Athletes can help greet customers at the door and are a great messenger for our program!
            o Our staff is happy to help coordinate Global Messengers and/or athletes for your event. Please
                indicate you’d like us to do so when you complete your Day of Supplies request form. We will do
                our best to place athletes at as many locations as possible. Unfortunately, we cannot guarantee
                athletes at all locations. If you are coordinating your own Global Messengers or Athletes
                please let us know who so we can ensure we do not scheduled them at a different location.
       Have donation jars present at every cash register inside
       Setup a Torch Run merchandise/sales table inside or outside of the store to sell T-shirts, hats, lapel pins
        and raffle tickets
       In addition to collecting donations from customers, make calls to local individuals and business leaders
        encouraging them to come out and support the event

2021 Dunkin’ Cop on a Rooftop Event Guide

Additional Information/Best Practices (continued)
       Approach local businesses to see if they can match the total funds raised from your event or sponsor a
        certain hour where they will match all donations during that timeframe
       Find local community officials, media personalities or sports figures to join you on the rooftop and
        contribute in your fundraising efforts
       Look to get your Village Public Relations office involved
            o They can help get your event information to local papers, TV stations, the village website and
                even the village employee email system
       Have your Chief of Police invite the Mayor, Trustees, Village Manager and other local administration
        figures to join you on the rooftop!
       Establish a relationship with a local radio station for a live remote on site (All media outreach must be
        approved by SOILL and Dunkin’ prior to outreach. Send requests to snash@soill.org.)
            o Periodically provide updates on how close you might be to reaching your goal
            o Auction items live and over-the-air to benefit your event
            o You could even create an online fundraising page, allowing supporters that are unable to stop by
                your location a chance to donate securely online via credit card
                      For additional information on creating an online fundraising page, contact us
       Donut Delivery – have an officer deliver donuts to any business that makes a donation of $100 or more.
       Auction off a dozen donuts that an officer will deliver to the winning individual/business
            o Provide this opportunity once an hour
            o Use the radio to promote this donut auction!
            o Utilize your department’s social media (Facebook, Twitter and Instagram) to promote the event.
                You can also share fundraising updates and photos during your event to gain more support.
                              Like us on Facebook: Facebook.com/ILTorchRun
                                 Follow us on Twitter: Twitter.com/IllinoisLETR
                                 Add us on Instagram: Instagram.com/IllinoisLETR
                                 Tag your photos using the hashtag #coponarooftop
Following the Event
       Report the final count of funds (or your best estimate) from your location via our online form or contact
        Sandy Nash (Call/Text: 618-974-9010 or email snash@soill.org) by 3:00 p.m. on Friday – this is important
        as we must provide Dunkin’ with a grand total by 3:30 p.m. Please be sure to include your name,
        department and location in your message.
       Make arrangements to safely deliver all donations to Special Olympics Illinois within 2 weeks of the
        event.
            o Do not send cash! Please use a check/money order made out to Special Olympics IL
            o Mail directly to: Special Olympics Illinois, Attn: Coffee For Champions, 605 E. Willow, Normal, IL
                61761
            o Don’t forget to include a completed donor form with any money you send, so we can credit your
                department appropriately!
       Please call the Dunkin’ store manager, give them a fundraising update and thank them for their support.

2021 Dunkin’ Cop on a Rooftop Event Guide

Questions? Contact:
Sandy Nash
Director of Development – Torch Run
Special Olympics Illinois
Cell: 618-974-9010
Email: snash@soill.org

Jim Fitzpatrick
Senior Director of Development – Torch Run
Special Olympics Illinois
Office: 309-888-2010
Email: jfitzpatrick@soill.org

Katie Risley
Director of Development – Torch Run
Special Olympics Illinois
Cell: 309-533-3725
Email: krisley@soill.org

2021 Dunkin’ Cop on a Rooftop Event Guide