oregonhunger.org Food... · Web viewSummer Food Celebration Toolkit: How to Plan and A chieve a Successful Celebration E vent ©2014 Toolkit Contents: Page Introduction…………

Summer Food Celebration Toolkit:

How to Plan and Achieve a Successful Celebration Event

©2014

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Toolkit Contents:

Page

Introduction…………………………………………………………………………………………. 3

Planning Timeline................................................................................................................... 4

Selecting a Site.............................................…………………………………………................... 5

Setting a Date and Time....................................................................................................... 6

EXAMPLE: Agenda................................................................................................................ 6

Recruiting Speakers............................................................................................................... 7

Talking Points………………………………………………………………………………………. 9

EXAMPLE: Email Invitation............................................................................................... 10

EXAMPLE: Phone Script Invitation................................................................................ 11

Activities....................................................................................................................................... 12

Planning the Meal Service.................................................................................................. 13

Family Resource Table......................................................................................................... 13

Equipment & Supplies Planning Checklist................................................................ 14

Advertising Your Celebration........................................................................................... 15

EXAMPLE: Full Page Flyer Template............................................................................ 16

EXAMPLE: Half Page Postcard Template.................................................................... 17

Media Outreach........................................................................................................................ 19

EXAMPLE: Press Release.................................................................................................... 20

EXAMPLE: Media Advisory............................................................................................... 21

Recruiting Volunteers........................................................................................................... 22

EXAMPLE: Volunteer Job Posting................................................................................... 23

Volunteer Roles........................................................................................................................ 24

Post-Celebration Checklist................................................................................................. 26

Let’s Celebrate!

When summer arrives, children across Oregon are ready to throw off their backpacks, exchange their school shoes for flip flops, and begin to settle into a summer of fun. Celebrating a Summer Meals Program can be a great kick-off to help them achieve that goal.

Each year, Partners for a Hunger-Free Oregon sponsors Oregon’s Summer Meals Celebrations by dedicating one week to program kick-off events, garnering media attention statewide to help raise awareness of programs, and providing tools and resources to help make your event simple, successful, and fun.

Why Celebrate Summer Meals? Celebrations increase participation by attracting public awareness to

your sites. It is a wonderful occasion for publically acknowledging your supporters

and involving the community in addressing childhood hunger. Offers an opportunity to involve and inform decision-makers about the

importance of child nutrition programs. Presents a welcoming and fun environment for the entire community.

Whether you’re new to hosting a Summer Meals Celebration or you’ve hosted many successful celebrations in the past, this toolkit contains easy-to-use resources that will help you to reach your celebration goals with ease and fun.

Happy Celebrating,

Rose WalkerPartners for a Hunger-Free OregonManager, Child Hunger [email protected](503) 595-5501 ext. 324

Lesley NelsonPartners for a Hunger-Free OregonManager, Child Hunger PreventionPortland [email protected] (503) 595-5501, ext. 307

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Planning Timeline:

4 Weeks Before:

Select event date, time, and location

Invite speakers Plan event menu (meal

service)

3 Weeks Before:

Create an activity plan Construct a volunteer

plan & job posting Advertise to recruit

volunteers Design outreach

materials and print2 Weeks Before:

Build the event's agenda

Write talking points for speakers

Send agenda & talking points to speakers

Prepare media materials & Contact media sources

Advertise event with

1 Week Before:

Recruit partners or collect partner information for Family Resource Table

Purchase equipment & supplies

1 Week After:

Post-Celebration Wrap Up

Celebrate Your

Celebration Day!

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3

2

1

+

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Selecting a Site for Your Celebration:

Use the following checklist to determine whether your site is conducive to hosting a celebration. While not all criteria may be applicable to your event, satisfying these standards will help alleviate logistical issues that could arise.

Yes No N/A SPACE: Is the space adequate for:

Meal service?

Speakers & estimated audience?

Bounce house and/or other activities?

Is the site suitable for adult guests attending?

Is there enough parking? Easy access?

Is there a covered space or indoor location in case of poor weather?

Is there a playground or other existing recreation at the site?

MEAL SERVICE

Does the site provide parent meals, or is this an option for the event?

Is it an open site?

Is meal service at least 1 hour?

If not at a regular meal site, is appropriate food storage, equipment, & waste

management available?

MEDIA & PHOTOGRAPHY

Is the site visually appealing for media coverage?

Is there enough green space?

Is there diversity in the kids who attend?

OTHER

Do you have volunteers or staff available to speak the language(s) represented by

those present?

Are site staff excited about hosting an event?

_______________________________________________________________________

_______________________________________________________________________

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Setting a Date and Time for your Celebration:

Celebration Week: Each year PHFO designates one week, at the beginning of summer, to celebrate summer meals. Celebrating during this kick-off week will increase your program’s visibility, which will help to boost your participation numbers throughout the summer.

Mid-summer: As participation begins to decrease, mid-summer can also be a great time to host a celebration and re-engage interest.

________________________________________________________________________________________________________

EXAMPLE:

Agenda/Program:

Celebrate Summer!Name of organization or building where celebration will be hosted

Street AddressCity, State

Agenda11:20 – 11:30 Welcome & Overview of Program

Presenter: Name of program coordinator/champion, Organization

11:30 – 11:40 Child Hunger in Oregon & Importance of Summer MealsPresenter: Name of anti-hunger advocate, Organization (PHFO?)

11:40 – 11:50 Support from our Mayor (or the title of the invited local elected)Presenter: Title & Name of elected (Mayor Jane Smith) or Name of the Representative from the elected’s office & title (John Miller, Office

Aide to Mayor Smith

12:00 – 1:00 Lunch Service

** Children’s Activities will be scheduled from 11:00 – 12:00 **

TIP: Tuesdays and

Wednesdays are generally the most

successful days to hold a celebration.

Your Logo Here

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Recruiting Speakers

Speakers can serve many purposes at a celebration event from providing information on childhood hunger in a community to delivering an inspirational speech that motivates the community to participate and to support the program.

Inviting important guest speakers from your community and advertising their presence can help to draw attention to your event in the media, encourage local businesses and organizations to attend, and boost participation of children and families.

How Much Time Should be Given to Each Speaker?

The total amount of time allotted for speeches on the event’s agenda should be limited to 20 minutes or less and 3 speakers or fewer. When dividing this time between speakers, allow the most time on the agenda to the legislative representative, county commissioner, or mayor and divide the remaining time among the other speakers.

In What Order Should the Speakers be Placed on the Agenda?

Speakers who can offer an inspirational message and/or information on hunger across the state and in your local area generally are placed first on the agenda, after the initial welcome. Typically the first speaker will be the local elected but could also be a hunger expert in your community or Partners for a Hunger-Free Oregon.

Who can be Invited to Speak?

Legislative Representative: Find your legislator: http://www.leg.state.or.us/findlegsltr/

County Commissioner:Find your county commissioner: http://www.aocweb.org/aoc/Portals/0/Documents/Commissioners%20%20Judges%20Sheet2013.pdf

Mayor School Superintendent or Principal SFSP Program Sponsor or Coordinator Partners for a Hunger-Free Oregon

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What is the Process for Inviting a Publicly Elected Official (Local Elected)?

An e-mail invitation is generally the first form of communication when inviting a local elected to an event. You can e-mail the local elected directly or send the e-mail to the office’s scheduler or head legislative aide, as they will all have access to the local electeds calendar and can schedule events and deliver messages about your program and the invitation to him/her. In the e-mail invitation, state that you will follow up by phone within the next week. Remember to also leave your contact information and a date for which you would like a response.

A sample e-mail invitation and phone script are available on pages 10 & 11 of this toolkit.

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What Messages Should the Speakers be Asked to Deliver?

Local representatives can deliver both an inspirational message and, with some guided talking points, they can also make a statement on the prevalence and impacts of childhood hunger in the state or local area.

School Superintendents/Principals can underscore the rates of the Free and Reduced-Price Meal Program at the specific school or in the district, the need for the program in the community, and why the school or district feels a responsibility to be involved.

SFSP Program Sponsor/Coordinator can provide information to the attendees on program specifics, such as the types of activities or nutritious meals that are being served, dates, times and location of program operations, benefits of the program to children and families, and how to stay updated on any changes in information.

Partners for a Hunger-Free Oregon can attend and speak at your event or we can work with you to advertise your event in the media and assist you in inviting your local representatives. If invited to speak, we can provide information on childhood hunger across the state, the impacts, the importance of the SFSP to eliminate childhood hunger, and encourage local organizations and businesses to support your program.

Please refer to Talking Points on page 9 for key messages to assist speakers at your event.

How Can the Speakers be Acknowledged After the Event?

● Send a handwritten “Thank You” letter or card or a card created by the kids in your program. If possible, include a picture of the speaker with children at the event or a picture of the speaker presenting.

● Include an acknowledgement and a picture on your website and on your social media sites.

Remember to take pictures at the event, especially

during the speaker’s presentations. These

photos can be included with a thank you card or on

your social media sites after the celebration.

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Talking Points:

Summer should be fun, carefree, and exciting for all kids. But for too many Oregon children, the end of the school year can sadly also mean hunger.

Summer means the free and reduced price meals kids depend on throughout the year are gone, and many children find themselves wondering where their next healthy meal is going to come from.

But this summer, with many [INSERT COUNTY] families struggling to put food on the table, [INSERT PARK or SCHOOL DISTRICT NAME]’s Summer Food Service Program will help ensure children do not have to worry about their next meal.

The program will provide regular, nutritious and tasty meals and snacks for children who might not otherwise receive them.

Summer Meal Programs all meet federal nutrition standards, ensuring that children continue to have access to the healthy, well-balanced foods they receive throughout the school year.

Beyond fighting hunger, summer nutrition programs support quality programming for young people by boosting attendance at summer enrichment activities and providing the nutrition children need to fuel their day.

Children may go on summer vacation, but hunger doesn’t! [INSERT SCHOOL DISTRICT or PARK’S NAME]’s Summer Meals Program bridges the summer hunger gap and lets our children know that the community cares about their well-being all year long.

A well-nourished Oregon child is a happier and healthier child, and we owe it to our children to make sure their summers are reserved for fun, growing, and learning!

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EXAMPLE: Email Invitation

__________________________________________________________________________________________

Dear Title & Last Name (Dear Mayor Smith): Name of your organization would like to invite you to attend Summer Meals Celebration Week. Your attendance will help raise awareness about this important program that feeds children during the summer months when school is not in session. One in 4 children in Oregon is hungry or food insecure, with limited access to nutritious food. During the summer months, when school is out, hunger may be a reality for more than half of Oregon’s children who rely on the Free and Reduced-Price Meal Program during the school year. The Summer Meals Program was designed to maintain the health of our children; yet, many families with children who need the program the most do not know that the program exists.

Partners for a Hunger-Free Oregon has labeled week and month as Summer Meals Celebration Week, to help raise awareness of the important role the program plays in feeding Oregon’s children and helping to reduce hunger. Name of your organization will be participating by hosting a celebration and we would love for you to attend and join us in celebrating the program in our community.

● Event Sponsor: Name of Sponsoring Organization in County● Purpose of the event: 1) to celebrate the Summer Meals Program; 2) to raise

awareness about hunger; 3) to honor the people and businesses that help make this program possible.

● How many people: At least estimated number of attendees, including children● Date & Time: Month, Day, Year and Beginning and End Time● Where: Name and Address of event location● Local Elected’s (Mayor Smith’s) Role: 1) Make opening statements; 2) hand

out lunches to children; 3) speak with the media; 4) help acknowledge volunteers and business sponsors

Thank you for considering our request. First and last name of person in your organization to contact will follow up with you soon to discuss this opportunity. You may contact him/her at phone number with extension, or contact’s e-mail address.

Sincerely,

Name of program coordinator or organizational managerName of organizationStreet AddressCity, State, ZipWebsite

EXAMPLE: Phone Script Invitation Follow-Up to a Local Elected

_________________________________________________________________________________________________________________________

Hi, my name is _______________ and I work as Your Job Title with Name of Your Organization.

Partners for a Hunger-Free Oregon has declared The Week Of (list date) to be Summer Meals Celebration Week; a campaign to raise awareness of the program in our state.

I had contacted your office by e-mail last week, sending a personal invitation for Title & Last Name of Elected (Mayor Smith) to join us as a special guest, helping us to celebrate the importance of this program in our community.

The Celebration is scheduled for Date from Beginning Time to End Time at Name of Location and City. Will Title & Last Name of Elected (Mayor Smith) have the availability to join us that day?

(If Yes): We would like for Mayor Smith to address the audience for Number of Minutes at the beginning of the event and if the his/her time permits, to help distribute food to children and interact with them during the first part of the meal period. The Name of Media Source that will be present during the event will be there ready to take photos of the mayor interacting with the children.

We will be happy to assist in preparing talking points for his/her speech and any additional assistance that Mayor Smith would like.

**Provide any additional details or follow up that is needed**

We are greatly looking forward to having Mayor Smith join us.

Thank you for your time and have a great day!

(If Tentative): In addition to communicating the role that you would like for the local elected to fulfill, as outlined above, also set a deadline by which their office can respond with a confirmation, to allow enough time for you to find another speaker if needed.

To plan for the event, we would request a response by Date to Name of the Appropriate Contact Person in Your Organization by phone at Phone Number for Your Organization’s Contact or by e-mail at E-Mail Address for your Organization’s Contact.

Thank you and have a wonderful day!

(If No): Thank you for your consideration and we hope that you’ll be able to attend future events. You may also extend an invitation for the local elected to make a site visit to your program before the end of the summer.

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ActivitiesChildren love having fun outdoors in the summertime, so providing a variety of activities for children of all ages will set your site as the place for fun this summer!

Activity Suggestions

Face painting is always popular Relays - 3 legged race, potato sack race,

water balloon toss Soccer kick-off Bounce House Drawing with chalk Jump rope or hula hoop competitions Art Table time - Drawing, painting, crafts

Tasting tables - local vendors with food/snack samples

For more suggestions, visit the Activity board on our Pinterest page: www.pinterest.com/hungerfreeor/activities-for-meal-sites/ (You do not need to be a Pinterest member to view)

Easy Game ExamplesSerpent Tag- Four players link their arms together forming a chain, these people are the serpent. The serpent runs around and tries to catch as many players at one time as it can by forming a circle around them. As soon as one or more of the players is circled by the serpent, they must link arms with the others in the serpent and help capture the remaining players.

What's Missing? Have a tray with different objects (i.e. pens, crayons, scissors etc.). Have the children study it for 30 seconds, then cover it up and remove one article. Rearrange the objects, and show it to the children again. The first child to guess what is missing gets to organize the tray for the next time.

Power Panther™ Costume:Power Panther™ is the spokescharacter for the Eat Smart. Play Hard.™ Campaign which encourages healthy eating and physical activity behaviors in children, families, and communities. Food and Nutrition Service (FNS) has developed a Power Panther™ costume and makes the costumes available to program cooperators and partners on loan. The costume is designed to fit a person 5’6 to 5’9 but could be worn by someone slightly shorter or taller. Upon approval if will be mailed to you free of charge.

Thanks to you, thousands of kids, like

Partners to Invite Kids’ performers

(musicians, puppeteers, sing-along bands)

Fire station and fire truck Local sports teams

players Boy Scouts, Girl Scouts,

4-H members Parks & Rec coordinators

(can bring climbing walls, kickballs, soccer equipment)

Oregon Dairy Counsil

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http://www.pinterest.com/hungerfreeor/activities-for-meal-sites/

http://www.pinterest.com/hungerfreeor/activities-for-meal-sites/

To learn more about Power Panther™: http://www.fns.usda.gov/eatsmartplayhardeducators/userfiles/File/USDA_PPGuidelines_18.pdf

To reserve the costume for your event, fill out this form:http://www.fns.usda.gov/sites/default/files/PP_costume.pdf

Fax the completed form to: Western Region FNS, San Francisco, CA Tel: 415-228-3101, Fax: 415-705-1364


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http://www.fns.usda.gov/sites/default/files/PP_costume.pdf

http://www.fns.usda.gov/eatsmartplayhardeducators/userfiles/File/USDA_PPGuidelines_18.pdf

Planning the Meal Service

The Meal Service Plan is one of the most important pieces of the celebration day. What you choose to serve can make the difference in how many children and families attend the event.

Serve Meals That Kids Love: Coordinate with the food vendor to prepare the kids’ favorite summer meal that day. When advertised on the outreach materials, it could provide an extra incentive to join the celebration.

Provide Special Treats: Ask local grocery stores for an in-kind donation of a special treat, such as popsicles, ice cream, or cookies.

Offer Meals To Caregivers: Collaborate with local food pantries or grocery stores for in-kind donations of food that can be

prepared for adults. Seek a monetary donation from a local business to support the purchase of food for adults for the day. If your organization cannot arrange for donations, try offering meals to caregivers for the small fee at

which you purchase.

Family Resource Table

Hosting a resource table or inviting community partners to host tables at your event is a wonderful way to provide families with information about additional support in the community and it’s a great opportunity for your organization to build partnerships and collaborations.

Here are some ideas for resources that you can make available at your event and some organizations that you could invite to host a table.

DHS Self-Sufficiency: Brochures, flyers and eligibility information on the SNAP and WIC programs.

Local Food Bank or Pantry: Brochures including information on location, days, and times for food box distribution in your community.

Utility & Rental Assistance Programs

Low or No-Cost Clothing Support Programs

United Way or Community Action: Information on local community services available.

211info: Up-to-date referral information for emergency services in all areas of the state.

Have a table with materials on your Summer Meals Program. Include flyers, brochures about your program, details such as times, days, and duration for the summer, and any volunteer or paid staff positions that you may have available.

TIP:

It is helpful to have table hosts who can

speak languages other than English.

TIP:Hot meals = increased

participation! Even in the summer,

kids prefer hot entrees.

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Equipment and Supplies Planning WorksheetAdjust this checklist to fit your needs.

Include? Y/N

ItemQty.

NeededPurpose Team Lead

Professional Materials (may need to be rented)

Podium

Sound System

Chairs

Tables

Table Cloth(s)

Tent

Bounce House

Power Panther

Save the Dates/ Invitations

Activity Materials

Face paints, water cups, paint brushes

Soccer goal

Small orange cones for relay races

Balls/game materials

Sidewalk chalk

Drawing/craft paper

Markers / Crayons

Scissors

Masking tape

Paper towels

Prizes - rubber balls, stickers, etc.

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Advertising Your Celebration

A thoughtful and multi-faceted plan for advertising your event will ensure maximum participation and can help to bolster community support for your program.

Schools: - Send a flyer home with each of the students in the district, including event details (day, time,

location, FREE food), and the day’s menu.- Ask the teachers to announce the event in the classroom during the last few days before summer

vacation & during parent-teacher conferences.- Hang flyers on the walls in the school, including the office and the cafeteria.- If your school district has robo-calling capability, send an automated voice invitation to families.

Child Care Centers & Day Cares:- Call the directors to send a personal invitation and follow up with an e-mail addressing the details

and including the electronic flyer.- Print some flyers for the centers to distribute to their families.

Direct Service Providers- Call and send flyers or an e-mail with event details to organizations that are serving families in the

community: Your local SNAP and WIC offices, food pantries, low-income housing organizations, community action agencies, United Way, and other organizations serving children.

Community & Partners:- Distribute flyers in public spaces where people attend frequently and/or essential services are

provided. Remember to ask permission, where needed, before hanging or distributing flyers. Some places may include: grocery stores, laundry mats, convenience stores, bulletin boards at local businesses, public library, parks, and other local businesses where families shop and play.

Word of Mouth:- Volunteers can distribute flyers at parks and even door-to-door. It is helpful to equip the volunteers

with information about the event and the SFSP Program so they can take the opportunity to answer any questions that families might have. Recruiting volunteers that speak languages other than English is a wonderful way to reach out to diverse populations and help them to feel welcome.

Media:- Contact your local newspaper, radio, or TV station to see if they will write an article, interview you,

and/or announce your event.

Site Visibility:- Hang banners or place yard signs around your location at least 1 week in advance of the celebration

to advertise to passers-by.

Tell-A-Friend: If your site is open and serving meals before the day of the celebration, you can distribute half or quarter-page flyers or tell-a-friend cards to participants and ask them to bring as many friends as they can. You can also ask teenagers to text their friends about the celebration.

See Page 20 for a sample press release, and pages 16-18 for full-page and half-page flyers (front & back).

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Summer Meal Celebration

Please Join Us!Date, Beginning to End TimeName of LocationAddress, Including City


Don’t miss this fun event!11:30 AM – Celebration begins

Guest Speakers

Activities

12:00 PM – Lunch is served Free for all children 1-

18 Adult Meals for

$__________

____________

For Questions & More Information, Contact Your

Name Your E-Mail Address Your Phone Number

Celebrate Summer!

FREE meals for all children & youth ages 1-18

FREE youth activities,

including: Face painting Bounce castle Arts & crafts Relay races

A special appearance by the

USDA Power Panther

Post Your

Organization’s Logo Here 21



Please Join Us!Date, Beginning to End TimeName of Location


Please Join Us!Date, Beginning to End TimeName of Location

22


Guest Speakers

Activities


18 Adult meals for

$_________


Name Your E-Mail Address

Celebrate Summer!





USDA Power Panther


Guest Speakers

Activities


18 Adult meals for

$_________


Name Your E-Mail Address

Post Your Organization’s

Logo Here

Celebrate Summer!





USDA Power Panther


Logo Here23

Media Outreach and Press ReleasesAcquiring local media attention is a pro-active strategy that has vast potential to greatly benefit not only your celebration event, but your longer-term program as well.

Benefits of Working with the Media: Free or low-cost advertisement of your event Reach a wider audience by utilizing all the media sources

available in your community Local media outlets are generally a trusted source of

information Build relationships with reporters for continued coverage

of events and programs

Community Media Sources: Radio stations: Radio stations can promote your event by advertising a brief description and event

details between programs or songs and/or invite you to the station for an interview. Cable television or community television: As with radio stations, local TV stations can offer a brief

promotion of your event and/or invite you for an interview. It may be helpful to have a few photos or video of children enjoying the summer program to submit for TV viewership.

Newspapers: If your area has a local community newspaper and an alternative newspaper source, utilize both of them. You can often have a brief description and event details listed in a community events section. It is also possible that a reporter may decide to run your written press release or interview you for more details about the event.

Magazines: Some communities have on-line or print magazines specifically for families with children, like Metro Parent and Portland Family Magazine. This can be a wonderful resource for advertising to your specific audience.

Locating Media Sources:To locate local newspaper, radio or television sources, visit the Oregon Media Directory:https://library.uoregon.edu/govdocs/omd.html

Communicating with the Media: Send a personalized email to the news desk or to an individual reporter. Tailoring your outreach to

reporters with a pithy, personalized email pitch is an effective way to cultivate relationships. Press Advisories: You could send a media advisory

prior to sending a press release (or in lieu of one). An advisory is a barebones release that summarizes the who, what, when, where and why for events (see page 21). If you have the time and capacity to follow-up your media advisory with a press release some print reporters may find the additional detail and quotes valuable when writing their stories. You could send the press release the morning of, during or immediately after your event.

Write a press release and send it by email to the news desk with your contact info (see page 20). Call the newsroom and ask for the local or statewide beat OR events and community beat Craft a brief description (2-3 sentences) and details of your event to send to radio and TV sources.

TIP:

Print publications may appreciate receiving an advisory several days in advance, while TV outlets may only

look at media advisories that you distribute the morning of an event.

TIP:

If your community has access to media sources communicating to non-English speakers, ask if they

would be willing to translate your message and advertise to

their audience.

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https://library.uoregon.edu/govdocs/omd.html

EXAMPLE: Press Release

For Immediate Release Contact: (1st contact name) Title Phone:

(2nd contact name, if needed) Title Phone:

[Community] Hosts Event to Celebrate Summer Food Week,

Invites Families to Bring Children for Free Meal

Program Aims to Grow Awareness of Availability of Nourishing Meals, Seed Success in Children All Year Long

City, Oregon – July 2014 – On July (___), 2014 from (____ to _____) [ Summer Food Sponsor or other organization] will host a celebration of the Summer Food Program at [site info here ] . Local families whose children receive Free- or Reduced-Price Lunch at school are encouraged to stop by for a meal and learn more. The event’s goal is to raise awareness about the program, so that every child in [community] receives the nutrition they need when school is out to thrive. [Insert info here about special activities at your event or important people who will be attending your celebration].

The [community name] event is part of Summer Food Celebration Week in Oregon. Events across the state mark the beginning of summer to bring attention to the meals programs and drive up participation. Many low-income families with children who need the program are not aware of its existence. During the school year, thousands of school children in Oregon rely on School Breakfast and School Lunch Program to meet their nutritional needs. More than half of these students are at risk of hunger or inadequate nourishment during summer. The federally funded Summer Food Program bridges the gap during these months. By ensuring that all children in Oregon have access to nourishing food, we will put students in Oregon in a stronger position to return to school ready to learn. [Quote from program sponsor or parent whose children participate in the program]

“Just as teachers try to nourish students’ minds during summer months by assigning summer reading lists, summer meals programs make sure that children have the nutrition they need for their bodies to grow and their minds to develop during the critical summer months,” said Rose Walker, Child Hunger Prevention Manager, Partners for a Hunger-Free Oregon. The statewide non-profit organization launched the Summer Food Celebration Week in Oregon. “[This program name] that [community] provides children from low-income families with crucial nourishment during summer months is an investment in children’s school achievement and success in life. As we try to expand these efforts statewide, we’re making a strategic investment in our communities. We’ll all see the benefits.”


Logo Here

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To find a meal site and their hours of operation, families can call or text 211 or go to www.SummerFoodOregon.org. The website provides information about public transportation and contact information for those who want to volunteer or donate to a local site.Volunteers are needed to help pick up and deliver meals, serve lunches and help with recreational activities. Contact (___________) at (___________) for more information.Summer Food Service ProgramEach summer, from June to mid-August, children can eat free lunches through the Summer Food Service Program, a federally funded nutrition program open to children and youth aged 1-18 years. In addition to lunches, many sites also offer breakfasts and snacks as well. Meals are served at locations where kids congregate, such as playgrounds, summer schools and community centers. Last year, (___#___) meals were served in neighborhoods in (city or county).

In spite of the multiple benefits, summer meals programs are underutilized. There is an unmet need in certain parts of the state.

Key Facts about Child Hunger in OregonApproximately one in five children in Oregon has limited or uncertain access to nutritious food [or specific data about your school district or county]. We know that children who eat healthy and nutritious meals throughout the day do a better job of concentrating. Research shows a strong link between adequate nutrition and school success. Summer Food Celebration WeekCelebrated across the state, Summer Food Celebration Week was created by Partners for a Hunger-Free Oregon (PHFO) to bring attention to the extraordinary impact that summer meal sites have on children’s health and wellbeing, and shine a light on barriers to growing that impact. PFHO envisions an Oregon where everyone is healthy and thriving, with access to affordable, nutritious, and culturally appropriate food. To bring that vision into reality, the organization raises awareness about hunger, connects people to nutrition programs, and advocates for systemic changes that end hunger before it begins.

###

EXAMPLE: Media Advisory (use the same header information as in press release above)

MEDIA ADVISORY:[Site Name] Marks Summer Food Celebration Week,

Invites Families to Bring Children for Free Meal City, Oregon – July 2014 –

WHO: [Summer Food Sponsor name]WHAT: Summer Food Celebration Week event WHEN: July ___________WHERE: [location]

Local families whose children receive free- or reduced-price lunch at school are encouraged to stop by for a meal and learn more. The event’s goal is to raise awareness about the

26

http://www.SummerFoodOregon.org/

program, so that every child in [community] receives the nutrition they need when school is out to thrive.[Insert info here about special activities at your event or important people who will be attending your celebration]. Summer Food Celebration Week: Celebrated across the state, the week was created by Partners for a Hunger-Free Oregon (PHFO) to bring attention to the extraordinary impact that summer meal sites have on children’s health and wellbeing, and shine a light on barriers to growing that impact.

###

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Recruiting Volunteers

Before you recruit: Know which celebration day activities you plan to include. Write a brief description for each volunteer role (see Volunteer Roles

on pages 23-24). Not every role needs to be recruited for individually, but having a clear plan of action will help the day run smoothly.

Determine the minimum number of volunteers you will need for each activity, and also the ideal number. Advertise for the ideal number.

Start with those who know the program: Parents and teens will be much easier to recruit than those unfamiliar with the program. They will also be more likely to return after the special event is over, and continue to volunteer on a regular basis. Teens who might not otherwise have attended a “kid” event may want to participate if they are given a leadership role.

Corporate Groups: One-time fun events like this could also be a great way to start engaging local corporate volunteer programs. The bigger the company, the more likely it is to have some kind of corporate policy encouraging employees to volunteer. Check with the local bank, dentist or post office to see if employees would like to take a “lunch break” with the kids. Larger retail stores like Target, Walmart, and Safeway also have volunteer programs.

Community Groups: Senior centers, churches & other faith-based groups, Rotary Clubs, Lions Clubs, social groups, and schools/colleges may all have members interested in volunteering.

Websites: A few free or low cost sites to post volunteer opportunities include: hungervolunteer.org, idealist.org, volunteermatch.org, and your local Hands On chapter: handsonnetwork.org.

What if you recruit more volunteers than you need?Decide beforehand how you will address extra volunteers. Options include: Create additional activities. For example, add an arts table and have an extra volunteer supervise that. Let additional volunteers know that all roles have been filled, and ask if they would like to be a backup

in case someone else cancels. You can also let them know of any other future volunteer activities you have coming up. THANK THEM.

EXAMPLE: Script for approaching companies/groups about volunteering:

Hello. My name is ________, and I am from ______________. We serve free meals to children during the summer and are looking for volunteers to help with a celebration event that we are having. Does your company/group have a volunteer program, or is there someone I could speak with about possibly volunteering at the event? Once speaking to the appropriate person, continue with: Do you think anyone within your group would be interested in helping out, and can I tell you more about the program and our event?

Continue on to explain a little more about your program and the importance of summer meals. Tell them why you are having a celebration event, and what that event will involve. Be sure to include the date and time of the event, the different volunteer roles, and the time requirements.

TIP:Start recruiting about a month

before your event.

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http://www.handsonnetwork.org/

http://www.volunteermatch.org/

http://www.idealist.org/

http://www.hungervolunteer.org/

EXAMPLE: Volunteer Job Posting

Volunteers Needed for Local Celebration

Name of Organization is hosting a Celebration Day to spread the word about our free, daily summer meals for all kids 1-18, and to provide fun activities for the children attending the meals.

When: Tuesday, June 25 th , 2014

Where: Name of location & address

Time Commitment: Shifts are available between 10:30 – 1:30

Why Volunteer? Serve your community Make great connections with organizations & businesses Team building opportunity for organizations & businesses Accumulate Service Learning hours Build your resume Receive a Free Lunch

Positions Needed:Position Number of

VolunteersRequirements

Facility Set Up 3 Lift 25 lbs.Technology Set Up 1 Experience with sound systemsActivity Providers 3 Experience working with childrenParking Attendant 1Meal Service 2 Knowledge of sanitation

requirements

To volunteer, contact: Name at OrganizationPhone Number & Email Address

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Volunteer Roles:

Select which volunteer roles you will need for your event. All roles are optional. For ideas of different games and activities, see the Page 12, or visit www.pinterest.com/hungerfreeor/activities-for-meal-sites.

Include this role?

JobMinimum

# Vols. Needed

Ideal # Vols.

NeededInstructions Requirements

Volunteer Coordination on Celebration Day

1 1

It is important to have someone (other than the person serving lunch) designated to coordinate volunteers and activities. Can be another staff member or a volunteer. This person will greet volunteers when they arrive, give them instructions on their job, and check on them throughout the event to make sure everything is running smoothly. Will need comprehensive training beforehand.

Organized, good with people & at giving instruction, experience working at this site and with volunteers a bonus

Serving LunchEach site can estimate the number needed here. Volunteers will hand out lunches and/or perform another role with lunch service.

Understand meal serving regulations

Set up/clean up

Ideally volunteers in other roles can also help with set up/clean up needs. Separate designated volunteers may be needed if there is a large amount of set up/clean up that will take more than 1 hour.

May include ability to lift and carry materials.

Information Table Hosting

1 1-2

If you would like to have a manned information table with details about your program, this volunteer would distribute materials, answer questions, and help set up/tear down the table.

Familiarity with your program. Like talking to people.

Direct/inform children &

families1 1

This volunteer would move throughout the event letting families and children know of the activities that are happening, any special logistics, and be available for questions. This person could also be handing out promotional materials or stickers if desired. The volunteer coordinator could also fulfill this role.

Familiarity with the program and events of the day.

Photography 1 1-2Have a volunteer or two taking photos throughout the event. Make sure they follow your photo release policy.

General photo know-how. Bonus if they have a camera they can use.

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http://www.pinterest.com/hungerfreeor/activities-for-meal-sites

Arts & Crafts Activity

Have volunteer(s) supervise an arts & crafts area. They can provide ideas or instructions, help children with projects, and oversee activities.

Must be comfortable working with children.

Power Panther Mascot & Handler

1 2

One person will wear the Power Panther™ Costume, and while it is helpful to have another person guiding the panther and helping out, it’s not necessary. Volunteers can also switch off with the costume, as it can get hot.

Best fits a person 5’6 to 5’9 but could be worn by someone slightly shorter or taller. Energetic personality.

Face PaintingFace painting is always popular! Volunteers will paint faces and organize children in line.

Basic drawing skills, but they don’t need to be experts. Comfortable with children.

Bounce House Attendant

1 2

Volunteer(s) regulate the number of children allowed in the bounce house at once, and keep the time for each group of children to bounce. Will need to make sure kids are participating in a safe manner.

Comfortable with children, able to enforce rules.

Relay/Game Supervisors

1 2

1-2 volunteers per relay/game area. Responsible for setting up games, instructing on the rules, organizing children in line and onto teams (if applicable), making sure kids participate in a safe manner.

Comfortable with children, able to explain game instructions.

Prize Table Attendant

1 1If you are handing out prizes, a volunteer can oversee the area where kids come to collect their prize.

Comfortable with children.

Hang up Flyers/Promo

Materials

Before your event, volunteers could hang up flyers or hand out promotional materials to advertise the event.

Mobility to move from site to site to distribute information.

Enteryour own

Enteryour own

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Post-CelebrationChecklist

The event is over, and was greatly successful! Now, there are just a few things left to do to wrap up this year’s event and ensure that all participants and partners want to join in the fun again next year!

Return all rented or borrowed equipment & supplies

Return the Power Panther costume to FNS, if borrowed

Send thank you cards or letters to:

Speakers Donors (monetary or in-kind) Partners Volunteers

Remove any flyers that were posted in public spaces

Post pictures, thank yous, and other acknowledgments on your social media sites.

Share pictures, success stories, and challenges with Partners for a Hunger-Free Oregon.

Great Work!

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