Welcome to Bloodstock 2007!
BLOOD DRIVE PLANNER
You are part of a very special group of people who cares about their community.
Your participation in the Bloodstock 2007 Program will help ensure that an adequate blood supply will be available this summer for those who need it. Your leadership and organization skills are the tools you’ll need to make your Bloodstock blood drive a positive experience for your donors, perhaps making many of them donors for life!
You are part of a very special group of people who cares about their community.
Hosting a blood drive also offers benefits to you, including:
• networking opportunities
• leadership development skills
• association with a well-known and well-respected humanitarian organization
• a sales and marketing project with quantifiable results
• a project that highlights your skills or future aspirations
• a project that makes a difference in the community
This planner includes guidelines for planning your drive, recruiting volunteers and donors, and tips to make the whole process easier to organize and implement. Red Cross will also work with you every step of the way to help make your drive a success. Sponsoring a Bloodstock blood drive can be both challenging and fun. Most importantly, though, you are helping save lives. On behalf of the patients who will receive the gift of life from your blood drive, thank you!
• leadership development skills
• association with a well-known and well-respected humanitarian organization
• a sales and marketing project with quantifiable results
• a project that highlights your skills or future aspirations
• a project that makes a difference in the community
This planner includes guidelines for planning your drive, recruiting volunteers and donors, and tips to make the whole process easier to organize and implement. Red Cross will also work with you every step of the way to help make your drive a success. Sponsoring a Bloodstock blood drive can be both challenging and fun. Most importantly, though, you are helping save lives. On behalf of the patients who will receive the gift of life from your blood drive, thank you!
Step 1: Organization
The key to a great blood drive is organization. While every blood drive is different, there are basic ways to ensure that your drive runs smoothly. Again, because all drives are unique, you may need to make adjustments to the planner.
• Keep complete and thorough records of what you do, so that you can be organized for this drive.
• Keep complete and thorough records of what you do, so that you can be organized for this drive.
Step 2: Find a Location
• Consider a church, firehouse, high school, library, Elks club, Knights of Columbus Hall.
• Blood drive site needs to be at least 20’ x 30’ and air conditioned.
• Red Cross will need 8 tables, 30 chairs, and 2 trash cans for the blood drive (usually borrowed from the site).
• Prefer a site that does not have more than two to three steps (for easier set-up).
• Prior to the drive, a site inspection will be done in order to create a bloodmobile plan with the site name, address,
directions for American Red Cross driver and staff, site phone number, and site dimensions.
• Blood drive site needs to be at least 20’ x 30’ and air conditioned.
• Red Cross will need 8 tables, 30 chairs, and 2 trash cans for the blood drive (usually borrowed from the site).
• Prefer a site that does not have more than two to three steps (for easier set-up).
• Prior to the drive, a site inspection will be done in order to create a bloodmobile plan with the site name, address,
directions for American Red Cross driver and staff, site phone number, and site dimensions.
Step 3: Develop a Recruitment Team
A recruitment team is crucial. One person cannot take on the responsibility for a blood drive alone. With a crew of about 8 to 15 friends, you can minimize time and maximize productivity! Team members don’t have to spend a lot of time working - some jobs will only take an hour! But the key to success is delegation. Remember, too, that your Red Cross Account Manager is committed to your success and is available to meet with you and your recruiters.
Recruitment Team Tips
— Meeting time and place: Make the meeting time accessible to most people and hold it in a central location.
— Be accessible: Make sure your recruitment team knows that you are available for any questions or issues they might have.
Throughout the weeks of planning the blood drive, be sure to keep everyone well informed on the progress of the drive. For
example, you might want to leave them voice/e-mail messages letting them know how many people have signed up so far.
Make them an integral part of the process.
— Commendations: We cannot stress enough the importance of appreciating your recruitment team. A friendly e-mail would
be a great reminder of their hard work.
— Be accessible: Make sure your recruitment team knows that you are available for any questions or issues they might have.
Throughout the weeks of planning the blood drive, be sure to keep everyone well informed on the progress of the drive. For
example, you might want to leave them voice/e-mail messages letting them know how many people have signed up so far.
Make them an integral part of the process.
— Commendations: We cannot stress enough the importance of appreciating your recruitment team. A friendly e-mail would
be a great reminder of their hard work.
Step 4: Publicity
Publicity is critical to your success. You need to get the word out to both volunteers and donors - even the most eager donors can’t donate if they don’t know there is a drive. Your American Red Cross Account Manager will provide you with recruitment materials (posters, flyers, pledge cards, etc.) to help publicize the blood drive.
A. Resources: Some examples of advertising are:
• High School Newspaper/Bulletin Boards (summer classes)
• Advertising in community (windows of shops, businesses, local newspapers)
• Placement of flyers advertising blood drive at local retail stores and businesses
• Emails to all friends and family members
• Church group bulletins or community group newsletters
B. Groups to Target
• Community Service Clubs: These groups are already on the right track - maybe they just need a phone call from you
to participate in your cause! Also, if your school has a school-sponsored community service office, they would be glad
to help out, and that could mean more publicity!
• Local businesses/retail stores that are small and do not have their own blood drives.
• Church groups.
• Parents, neighbors and friends’ contacts and civic groups they belong to.
A. Resources: Some examples of advertising are:
• High School Newspaper/Bulletin Boards (summer classes)
• Advertising in community (windows of shops, businesses, local newspapers)
• Placement of flyers advertising blood drive at local retail stores and businesses
• Emails to all friends and family members
• Church group bulletins or community group newsletters
B. Groups to Target
• Community Service Clubs: These groups are already on the right track - maybe they just need a phone call from you
to participate in your cause! Also, if your school has a school-sponsored community service office, they would be glad
to help out, and that could mean more publicity!
• Local businesses/retail stores that are small and do not have their own blood drives.
• Church groups.
• Parents, neighbors and friends’ contacts and civic groups they belong to.
Step 5: Making Drives Fun
1. Themes:
Who would have thought that a blood drive could be fun? Themes are one way to make a drive more compelling - and the better donors feel during and after donating, the more likely they are to come back. An easy way to find a theme is to think about when the drive is happening. Here are some ideas:
• “Be the One We Count On – Donate Blood”
• “Give a Pint – Get a Pint” (of ice cream). Get local vendors to donate coupons or special canteen.
2. Drawings/Donor Recognition Items*
Offering prizes may or may not draw people to give blood, but prizes can make the entire blood donor experience more memorable and fun. Find local restaurants or stores that are willing to donate something you offer as prizes, such as dinner for two, gift certificates, etc. Be sure to include in all communications that all that present to donate will receive any designated giveaway items and be eligible to participate in the drawing for any prizes.
Incentives must be non-transferable – e.g., gift certificate that reads "non-transferable—may only be redeemed by person whose name appears above."
Incentives must not be redeemable for cash – e.g., gift certificate that reads "no cash value, redeemable for merchandise only."
*Work with your American Red Cross Account Manager. Any type of incentive offered must be approved by the Red Cross prior to the blood drive.
Who would have thought that a blood drive could be fun? Themes are one way to make a drive more compelling - and the better donors feel during and after donating, the more likely they are to come back. An easy way to find a theme is to think about when the drive is happening. Here are some ideas:
• “Be the One We Count On – Donate Blood”
• “Give a Pint – Get a Pint” (of ice cream). Get local vendors to donate coupons or special canteen.
2. Drawings/Donor Recognition Items*
Offering prizes may or may not draw people to give blood, but prizes can make the entire blood donor experience more memorable and fun. Find local restaurants or stores that are willing to donate something you offer as prizes, such as dinner for two, gift certificates, etc. Be sure to include in all communications that all that present to donate will receive any designated giveaway items and be eligible to participate in the drawing for any prizes.
Incentives must be non-transferable – e.g., gift certificate that reads "non-transferable—may only be redeemed by person whose name appears above."
Incentives must not be redeemable for cash – e.g., gift certificate that reads "no cash value, redeemable for merchandise only."
*Work with your American Red Cross Account Manager. Any type of incentive offered must be approved by the Red Cross prior to the blood drive.
Step 6: Schedule Your Donors
• It’s important to sign your donors up so they have an appointment time and you have a schedule of donors to make sure you
reach your goal.
• Make sure that you sign up at least 30% over your targeted productive goal to cull for donors who may not show or who might
be deferred from giving. Keep your American Red Cross Account Manager updated on your total sign-ups. Ask for guidance
before you schedule greater than 30% over your targeted goal.
• Make sure you note their day/evening or cell phone contact numbers, as well as email addresses, so you can contact them to
remind them of their appointment times.
• Ask your Account Manager about the use of eDonor (www.givelife.org) to assist you with scheduling donors.
Kinds of Donors
It’s important to realize that not everyone is as involved in blood donation as you are. Not everyone is fearless and not everyone knows why it is so important. The following is a list of some of the types of donors you might encounter. It might be helpful to keep these in mind when planning a blood drive:
— Excited. These donors know there is going to be a Bloodstock blood drive and might even call you before you start to
publicize to schedule an appointment because they are so excited - they do exist!
— Excited, but need to know. Most people aren’t as eager as the first group. But these people only need to hear about it once,
and they will be calling or signing up immediately.
— Definitely will give. They have no problem giving, but they need to be reminded many times to sign up before it clicks.
— Might give. These are people who have never given, or who have had mediocre or bad experiences with donating. This is
where education and reminders come into play. Sometimes it only takes a few facts about the need for blood and they are
sold...sometimes it takes a little more. If people are afraid, it might help to have them sign up with a friend or tell them that
they can bring a friend for moral support.
reach your goal.
• Make sure that you sign up at least 30% over your targeted productive goal to cull for donors who may not show or who might
be deferred from giving. Keep your American Red Cross Account Manager updated on your total sign-ups. Ask for guidance
before you schedule greater than 30% over your targeted goal.
• Make sure you note their day/evening or cell phone contact numbers, as well as email addresses, so you can contact them to
remind them of their appointment times.
• Ask your Account Manager about the use of eDonor (www.givelife.org) to assist you with scheduling donors.
Kinds of Donors
It’s important to realize that not everyone is as involved in blood donation as you are. Not everyone is fearless and not everyone knows why it is so important. The following is a list of some of the types of donors you might encounter. It might be helpful to keep these in mind when planning a blood drive:
— Excited. These donors know there is going to be a Bloodstock blood drive and might even call you before you start to
publicize to schedule an appointment because they are so excited - they do exist!
— Excited, but need to know. Most people aren’t as eager as the first group. But these people only need to hear about it once,
and they will be calling or signing up immediately.
— Definitely will give. They have no problem giving, but they need to be reminded many times to sign up before it clicks.
— Might give. These are people who have never given, or who have had mediocre or bad experiences with donating. This is
where education and reminders come into play. Sometimes it only takes a few facts about the need for blood and they are
sold...sometimes it takes a little more. If people are afraid, it might help to have them sign up with a friend or tell them that
they can bring a friend for moral support.
Step 7: Remind Donors
After donors make their appointments, reminders are crucial to a smooth and successful drive. Even the most enthusiastic donor could forget. You can do reminders in many ways. For example:
Reminder cards:
Provide reminder cards and have the students or other volunteer donors fill out their own reminder cards when scheduling an appointment.
Voice Mail/E-mail/Phone Call Reminders
— Provide a simple reminder the night before with the time they are donating, where the Bloodstock drive is being held, and
to eat a good meal beforehand. Here is a sample message:
— "Hi, this is (your name) from the Bloodstock blood drive. I want to remind you that you have an appointment to donate
blood at (location) on the (day) of (month) at (time). Please come on time, drink lots of fluids and eat a good meal
before you
arrive. If, for any reason, you cannot make your appointment, please call me at (phone number).
Thank you, and have a great day."
Reminder cards:
Provide reminder cards and have the students or other volunteer donors fill out their own reminder cards when scheduling an appointment.
Voice Mail/E-mail/Phone Call Reminders
— Provide a simple reminder the night before with the time they are donating, where the Bloodstock drive is being held, and
to eat a good meal beforehand. Here is a sample message:
— "Hi, this is (your name) from the Bloodstock blood drive. I want to remind you that you have an appointment to donate
blood at (location) on the (day) of (month) at (time). Please come on time, drink lots of fluids and eat a good meal
before you arrive. If, for any reason, you cannot make your appointment, please call me at (phone number).
Thank you, and have a great day."
Step 8: Recognize Donors
It is always very important to commend and recognize donors. Here are some ideas:
• Create a banner with names of all donors and volunteers and place it in a prominent location.
• Have donors sign banner when they present to donate and place in prominent location in a community building after the blood drive (community center, high school, church, etc.).
• Do a follow-up story and list names of donors and volunteers in local newspapers and/or community newsletters.
• Use name tags/stickers saying "I gave blood today" for donors (available from the Red Cross).
That’s it! A little organization and delegation goes a long way in planning a successful blood drive. Not only can sponsoring a blood drive help you develop leadership skills that will be an asset in future positions, you’ll also have the opportunity to meet lots of new friends, and have lots of fun …all while helping others in need!
• Create a banner with names of all donors and volunteers and place it in a prominent location.
• Have donors sign banner when they present to donate and place in prominent location in a community building after the blood drive (community center, high school, church, etc.).
• Do a follow-up story and list names of donors and volunteers in local newspapers and/or community newsletters.
• Use name tags/stickers saying "I gave blood today" for donors (available from the Red Cross).
That’s it! A little organization and delegation goes a long way in planning a successful blood drive. Not only can sponsoring a blood drive help you develop leadership skills that will be an asset in future positions, you’ll also have the opportunity to meet lots of new friends, and have lots of fun …all while helping others in need!
See… you really are part of a very special group of people who care about their community. Thank you for your efforts!
Remember, together, we can save a life.