Adopt - A - Grandparent Program Guidelines
This is a great idea that's a win for everyone. It generates holiday sales, gains contacts and gives
back to the community. "Adopt-A-Grandparent" is giving a gift to seniors who many times, are
forgotten. Many rarely have visitors, if any; this gift could be their only Holiday gift.
First decision: You have to choose whether you will be joining us in partnering with
Council on Aging/ SmileMakers Guild or choosing a facility of your own to support.
(Important: Remember, if you choose to partner with the Council on
Aging/SmileMakers Guild it is a Non-Profit Organization which makes it tax deductible
and considered a “donation”. If you choose a facility on your own and it is not a NonProfit organization their sponsorship is not considered a tax deductible "donation",
please do NOT use the word "donation" in correspondence or conversation.)
Timeline and Deadlines:
Businesses and Corporations start in September their response deadline should
be by Nov. 20th to meet the deadlines.
Clients, family, Co-workers Start in October their response deadline should be by
Nov. 20th to meet the deadlines.
Order product and bring it to meeting ASAP. Have all products to meeting by Nov. 27th.
The first delivery will be on Nov. 29th. The final delivery will be on Dec. 4th
no exceptions.
Who do you contact to be a sponsor: You will want to present this plan to everyone:
your friends, family, co-workers and clients, your church, any clubs you belong
to, any professionals you deal with yourself (doctor, dentist, lawyer, CPA,
insurance agents, banks, etc.), businesses you have contacts with and
businesses you don't. Of course, you can also give yourself.
Timeline:
Starting in September & continuing through early November- Contact
businesses and corporations. Businesses, depending on the size, usually
have two sources of funds for this type of project. They have "community"
funds and "holiday gift" funds. Typically businesses at least ear mark and
many times spend these funds early in the year. However, some
businesses, around the holidays are actually looking for places to use their
"left over community and/or holiday funds" because if they don't spend
them they lose them. That's why you'll want to continue contacting
businesses all the way up to the end.
Starting in October through November - Contact everyone else, your
friends, family, co-workers and clients. If you work for a corporation you
might consider taking up a collection with your whole department and other
departments you have connections with.
 The gift: We have been advised that the following products are what is
needed and works best for the elderly: 2-in-1 Body Wash and Shave,
Hydrating Lotion, Botanical Effects Hydrate 1, Hand Cream, and Lip Protector
rather than lip balm (some people have a hard time squeezing small tubes).
You'll want to order your product as you get paid, or in accordance with the
Star Consultant quarters or month end goals, especially when you get large
business sponsorships, depending on how the funds come in.
Where do the gifts go: If you are joining us in partnering with the Council on
Aging/ Smilemakers Guild we are going to pool our resources together. The
Council on Aging/ SmileMakers Guild wrapped over 2,700 gifts in 2011. This year
the Guild will start wrapping on Nov. 29th. Therefore, they are asking that as you
receive sponsorships, bring the products to meeting and we will be delivering
them on Nov. 29th.
If you choose to do this on your own: For best results, you'll want to wait to
contact the facility until you have the bulk of your sponsors. If you contact the
facility before you know how many sponsors you have you may end up falling
short of the amount of residents that the particular facility has and someone will
have to go without. When you wait, you can match the facility's size to the
number of sponsors you have. Once you have the bulk of your sponsors, call an
assisted living home. Ask how many residents they have. If that number is
close to the number of sponsors you have or if you don't have enough sponsors
to do a whole facility, then ask to speak with the events coordinator or activities
director. Explain the program; they won't say no, they'll be thrilled. "I'd like to
treat some or all of your residents to a special holiday gift. (If you don't have
enough sponsors for the whole facility, the activities director can determine how
to best distribute what you do have.) How many residents do you have? Are any
incoherent or wouldn't be able to enjoy receiving a special gift? Are there
residents who do receive regular visitors and may not be in great need for a
special holiday treat?" Then arrange a time to bring the gifts to the facility.
Typically, the facilities prefer to distribute them themselves. Many residents can
get agitated with strange faces. Or, they may like you to bring them to their
recreation room and distribute them yourself if you have time.
Gift Construction: If you are partnering with the Council on Aging/ SmileMakers
Guild there is no gift construction. Just bring the product to meeting.
If you choose to do this on your own: We suggest you get some friends to
help make your own production line. It will take 3 - 4 people about an hour to
wrap 100 bags (or about 1 1/2 minutes per bag for a person working on their
own). Use a cello bag with shred or fluffy stuffing and a simple bow. Remember
these lovely people have very little room for any containers. Most have arthritis
and can't work with hard knots or tough bows. So use the KISS principle and tie
a simple "shoe tie" type bow.
Supplies:
 1 1/2" Wired Ribbon works the best. Costco has 50 yd. spools at the best
price, around $7. You get about 60 bows per spool at 30" per bow. You'll
want to pre-cut your 30" pieces to speed up construction.
 Opalescent Shred or Poly Stuffing - You get 75 - 100 bags from an 18 oz.
bag.
 White Tissue Paper - Costco has 20" x 24" sheets at a really good price. You
want to pre-cut the sheet in half to get 20" x 12" pieces to speed up
construction.
 Cello Bag - 6" x 13" Gold Star or Christmas tree pattern work well for men or
women and with Red, Green, Gold or Plaid ribbon & have the most versatility.
www.mygirlfriendshouse.com is your best source. $18 for 100 bags
 Product - You'll want to order your product as you get paid, or in accordance
with the Star Consultant quarters or month end goals, especially when you get
large business sponsorships, depending on how the funds come in. We have
been advised that the following products are what is needed and works best
for the elderly: 2-in-1 Body Wash and Shave, Hydrating Lotion, Enriched
Moisturizer 1, Hand Cream, and Lip Protector rather than lip balm (some
people have a hard time squeezing small tubes).
Easiest construction: Pre-cut 1 1/2 inch wide ribbon into 30" long strips. Precut standard 24" x 20" tissue paper sheets in half to get 12" x 20" sheets. Wrap
product inside tissue paper folded in thirds and then in half (like a towel). Place a
small amount of shred or batting in bottom of the cello bag. Place product
wrapped in tissue paper in the bag and tie with ribbon.
Packing Tips:
 25 sets fit into a Mary Kay inventory shipping box. So, you'll want to start saving shipping
boxes to transport and deliver your gifts to the facility.
Receipt Example: You can use a regular Mary Kay "Pink Ticket" sales ticket or a
computer generated receipt. Either is fine. You'll want to put their receipt in a
HAND WRITTEN Thank-you card.
The receipt should look like this and say:
Qty.
10
Description
Sponsorship for Adopt-a-Grandparent Program
Price Amount
25.00 250.00
Total
250.00
Thank-You Note: You will want to send a HAND WRITTEN thank-you note to all your
sponsors and enclose their receipt with the note.
Sample: "Thank-you for your support with our Adopt-A-Grandparent program. I
know that the residents will love their gift and appreciate your generosity. Sincerely,"
Business Calling Dialogue:
In order to get to the right person, ask to speak with whoever handles holiday or
community donations or, if it's a business you are connected with, speak to your
contact person. Explain program.
(Important: Remember, if you choose to partner with the Council on
Aging/SmileMakers Guild it is a Non-Profit Organization which makes it tax deductible
and considered a “donation”. If you choose a facility on your own and it is not a NonProfit organization their sponsorship is not considered a tax deductible "donation",
please do NOT use the word "donation" in correspondence or conversation.)
This dialogue is if you are partnering with Council on Aging you will need to change it if
you are choosing to do your own facility.
"Hi, this is ______. I’m a local business woman. Do you have a quick minute? I'd like
to tell you about a special holiday sponsorship program called “Adopt a Grandparent”.
We are partnering with Council on Aging to provide holiday gifts and personal care
items for the elderly. The Council is in need of lotion, face cream and lip care and that’s
where we with Mary Kay come in. The people who receive these gifts many times
have no visitors, no gifts and are all but forgotten during the holidays. The
sponsorships are just $25.00 per "Grandparent". Your gift is tax deductible and will
bring joy to a lonely or forgotten senior. The Council wrapped and delivered over 3,000
gifts last year, so our unit goal is to provide the council enough product to give each
senior at least one personal care item that is needed. Can we count on you to sponsor
a few Grandparents and help us meet this need? You could sponsor 1, or 2, or 3, or 4.
You can sponsor as many as you would like. Many businesses have made the AdoptA-Grandparent program an office holiday tradition. You’re sponsorships can be cash,
check or credit card. Which ever is best for you? Thank you for your support.
Arrange a time to pick up the check or get their credit card information (remember you
need their zip code). Ask for them to include a few business cards so we can make
sure everyone involved knows who to thank.
Email:
(Important: Remember, if you choose to partner with the Council on
Aging/SmileMakers Guild it is a Non-Profit Organization which makes it tax deductible
and considered a “donation”. If you choose a facility on your own and it is not a Non-
Profit organization their sponsorship is not considered a tax deductible "donation",
please do NOT use the word "donation" in correspondence or conversation.)
If you are going to email to businesses, attach the Council On Aging Business Letter and the
Response card.
*Note: Letters should be no more then 1 page in length and use font size 12.
Business Letter: If you are partnering with us and the Council On Aging you will use
the Council On Aging Business Letter (which can be found on Unitnet.)
If you are doing your own facility, you'll want to put this letter on your letterhead.
(Important: Remember, if you choose to partner with the Council on
Aging/SmileMakers Guild it is a Non-Profit Organization which makes it tax deductible
and considered a “donation”. If you choose a facility on your own and it is not a NonProfit organization their sponsorship is not considered a tax deductible "donation",
please do NOT use the word "donation" in correspondence or conversation.)
Greetings,
I’m a local businesswoman and I’m aware that there are many businesses in the community looking for a way
to pass on a blessing this holiday season. We, with Mary Kay, are partnering with businesses and I would love
to include you. We have a special program called “Adopt a Grandparent” where we give holiday gifts of
personal care items and special treats to residents of local assisted living centers.
This is a huge undertaking as most facilities have hundreds of beds and we would like to not have to leave
anyone out. For many of these elderly men and woman, this will be their only gift this holiday season. Many of
these people have little or no visitors. They are our forgotten ones during the holidays. This is to bring a little
brightness into their holidays.
We’re looking for sponsors. The sponsorship is $25 per “Grandparent” for their gift. Can we count on you to
“Adopt a Grandparent”, or 2, or 3, or more? How about an even dozen? You can sponsor as many as you
would like. Your sponsorship can be cash, check or credit card. Which ever is best for you? If you send a check,
make the check out to (your name). Please use the enclosed response card and return envelope for your
sponsorship. For all forms of payment you will receive a receipt.
Please send a number of business cards so that we can make sure everyone involved knows who to thank.
The earlier you can respond the better. This will allow the “elves” who are assembling the gifts to have them
ready on time.
We appreciate your prompt response. Thank you for your help in making the holidays brighter for some very
special people.
Looking forward to hearing from you. Please don’t hesitate to contact me if you have any questions.
Happy Holidays!
Best wishes,
Client/ Friends Letter: If you are partnering with us and the Council On Aging you will
use the Council On Aging Client Letter (which can be found on Unitnet.)
If you are doing your own facility, you'll want to put this letter on your letterhead.
(Important: Remember, if you choose to partner with the Council on
Aging/SmileMakers Guild it is a Non-Profit Organization which makes it tax deductible
and considered a “donation”. If you choose a facility on your own and it is not a NonProfit organization their sponsorship is not considered a tax deductible "donation",
please do NOT use the word "donation" in correspondence or conversation.)
Greetings,
I’m a local businesswoman and I’m aware that there are many people in the community looking for a way to
pass on a blessing this holiday season. We, with Mary Kay, are partnering with businesses and I would love to
include you. We have a special program called “Adopt a Grandparent” where we give holiday gifts of
personal care items and special treats to residents of local assisted living centers.
This is a huge undertaking, as most facilities have hundreds of beds and we would like to not have to leave
anyone out. For many of these elderly men and woman, this will be their only gift this holiday season. Many of
these people have little or no visitors. They are our forgotten ones during the holidays. This is to bring a little
brightness into their holidays.
We’re looking for sponsors. The sponsorship is $25 per “Grandparent” for their gift. Can we count on you to
“Adopt a Grandparent”, or 2, or 3, or more? How about an even dozen? You can sponsor as many as you
would like. Your sponsorship can be cash, check or credit card. Whichever is best for you? If you send a check,
make the check out to (your name). Please use the enclosed response card and return envelope for your
sponsorship. For all forms of payment you will receive a receipt.
The earlier you can respond the better. This will allow the “elves” who are assembling the gifts to have them
ready on time.
We appreciate your prompt response. Thank you for your help in making the holidays brighter for some very
special people.
Looking forward to hearing from you. Please don’t hesitate to contact me if you have any questions.
Happy Holidays!
Best Wishes,
Letter for Clients/Friends those who donated last year:
(Important: Remember, if you choose to partner with the Council on
Aging/SmileMakers Guild it is a Non-Profit Organization which makes it tax deductible
and considered a “donation”. If you choose a facility on your own and it is not a NonProfit organization their sponsorship is not considered a tax deductible "donation",
please do NOT use the word "donation" in correspondence or conversation.)
It is up to you to decide how personalized to make the letter below.
"Hello,
It’s that time again… it’s time for our "Adopt a Grandparent" sponsorship program.
This year we are partnering with the Council on Aging SmileMakers Guild to
provide personal care items to the elderly. The Guild, established in 2000, wrapped
and delivered over 2,700 Christmas gifts to the elderly last year.
The Council on Aging SmileMakers Project is dedicated to fulfilling holiday
wishes for frail elders and disabled adults by providing special gifts to each and
every one who would otherwise be forgotten.
The Guild is in need of lotion, face cream, and other cosmetic items for the elderly.
They receive many requests for these types of items, and want to use them to
augment smaller gifts such as slippers or lap blankets. That's where we with Mary Kay
come in.
We're looking for sponsors. The sponsorship is $25 per "Grandparent" for their gift.
Can we count on you to sponsor a few Grandparents and help us meet this need?
You could sponsor 1, or 2, or 3, or 4. You can sponsor as many as you would like.
You're sponsorship can be cash, check or credit card. Which ever is best for you. If
you send a check, make the check out to _________________. Please use the
enclosed response card and return envelope for your sponsorship. For all forms of
payment you will receive a receipt via mail.
Please feel free to ask if your friends, family or co-workers would like to join in with
you. Many have made the “Adopt a Grandparent” program a holiday tradition.
The earlier your sponsorship is received the better. This will allow the "elves" who are
assembling the gifts to enjoy the holiday season with their families.
We appreciate your prompt response. Thank you for your help in making the Holidays
a bit brighter for some very special people.
Looking forward to hearing from you.
A very early Happy Holidays! Best wishes. Thank you for your continued support,"
Name: _____________________________________Email: _______________________________
Address: ________________________________________________________________________
City: ______________________________ Zip: __________ Phone: (______)_______-_________
I’m happy to be a sponsor & Adopt ____ Grandparents ($25 each). Total sponsorship = ______
Check enclosed _____ Make payable to: ____________________________________
OR Credit Card (MC/VISA/DISCOVER/AMEX)
Exp.
Billing Zip Code
I’m not able to sponsor this year, please contact me next year.
Please remove me from your list.
Thank-you for your support!
Name: _____________________________________Email: _______________________________
Address: ________________________________________________________________________
City: ______________________________ Zip: __________ Phone: (______)_______-_________
I’m happy to be a sponsor & Adopt ____ Grandparents ($25 each). Total sponsorship = ______
Check enclosed _____ Make payable to: ____________________________________
OR Credit Card (MC/VISA/DISCOVER/AMEX)
Exp.
Billing Zip Code
I’m not able to sponsor this year, please contact me next year.
Please remove me from your list.
Thank-you for your support!
Name: _____________________________________Email: _______________________________
Address: ________________________________________________________________________
City: ______________________________ Zip: __________ Phone: (______)_______-_________
I’m happy to be a sponsor & Adopt ____ Grandparents ($25 each). Total sponsorship = ______
Check enclosed _____ Make payable to: ____________________________________
OR Credit Card (MC/VISA/DISCOVER/AMEX)
Exp.
Billing Zip Code
I’m not able to sponsor this year, please contact me next year.
Please remove me from your list.
Thank-you for your support!
Adopt - A -Grandparent Tracking Sheet
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