Quick Start Checklist
You Are On Your Way!
So now that you have taken that important first step, the
following "Quick Start Checklist" will help you better
prepare a solid foundation for your program replication.
Replicating the Program
Define Your Area
Define Cost
Secure Funding
Identify Local Champion
Complete Paperwork
Order Registration Brochures
Receive Operations Manual & Reference Guide
Host Rollout Event
let's outline some important steps to help you get books in
their hands.
Step 1: Define Your Area
The Dolly Parton Imagination Library is a free gift
that can be given to children residing in a
predetermined zip code, school district, town,
county, or even an entire state.
Remember:
The eligibility criteria for the Imagination Library is
defined only in terms of the child’s age and residence
Please do not limit registration based on
socioeconomics, risk factors, participation in certain
programs, parental factors or by any other means
other than a child’s age and residence
Step 2: Define Cost
Now that you have defined your area lets find out how much it will cost to run
your affiliate.
You can Calculate your cost projection here:
5 Year Cost Projection Tool
Helpful Instructions:
•Use the criteria you chose in Step 1 as your coverage area to find the estimated population of children
under 5 years old with the US Census Website
•Once you have calculated the estimated population input the total number in the 5 Year Cost Projections
Tool and click “Submit”
•The website will display the cost projections for the population you entered.
•The next page will show a sample result for a entered population of 5,000 eligible children.
Sample Cost Projection
(5,000 children under 5 yrs of age)
Step 3: Secure Funding
Now that you have an estimated cost of running your
affiliate you need to find local organizations that can
fund the program.
Common financial supporters include:
• United Way
• Local Businesses
• Civic Groups
• Local Governments
• Private Citizens
• Educational Foundations
• Churches
• Chambers of Commerce
• School Systems
Step 4: Identify Local Champion
Local Champions are characteristically different across localities. In
some communities a single group or individual takes on all of the
coordinating responsibilities. In other communities, multiple groups
and/or individuals divide the responsibilities.
Important:
You must make sure that you have a 501(c)(3) agency on board as a
key collaborator. Due
to postal regulations, the return address on all books must be that of a
local 501(c)(3). This same
address must also be listed as the contact on the registration brochure.
Step 4: Identify Local Champion (Cont.)
The Local Champion has 4 primary responsibilities:
1. To register children by publicizing the program using the customized
registration brochures designed by
The Dollywood Foundation and other promotional materials
2. To input registration data into The Dollywood Foundation’s database
system
3. To pay the monthly invoice (the annual cost is $28/child/year or an
average monthly cost of $2.33)
4. To pick up undeliverable books from your local post office(s)
Step 5: Complete Paperwork
Before you can begin registering
children with your program you must
complete the following documents:
1. Memorandum of Agreement
2. Affiliate Information Sheet
3. Mailing Regulations Form
4. Registration Brochure Order Form
Step 6: Order Registration Brochures
Sample:
Registration brochures for each locality are customized by The Dollywood
Foundation.
Estimated Brochure Cost:
(allow a 5% contingency; all prices include shipping** within the
continental United States)
Timeline for Registration Brochure Design & Delivery***
1. Within 7 days after the brochure order has been placed, a proof will be developed and sent for your approval.
2. Within 4 weeks of the time you gave final approval of the proof, the brochures are delivered.
*A $25 charge will be assessed for each proof after the third proof.
**If expedited shipping is required, total shipping costs will change to reflect those charges.
***Please note the exact time may vary.
Step 7: Review Operations Manual & Reference Guide
This is the most important step for the daily operations of your
affiliate.
You will be sent an operations manual which includes:
• Instructions for registering children
• Instructions for database maintenance
• Website instructions
• Program information
• Promotion suggestions
• FAQs
• Other resource materials
Step 8: Host Rollout Event!
You’ve made it. Congratulations!!
Now it’s time to tell your local community about your affiliate and start enrolling children.
• Be sure to send information to your local media
(newspapers, television stations & radio)
• Start a Facebook fan page and Twitter account to update everyone on
your events, etc.
• Invite local leaders
• Have a prominent local or state leader read a book from the
Imagination Library
• Schedule your event to coincide with a festival or other event