Welcome to the American Stroke Association’s Train To End Stroke marathon training
program! We are excited to have you on the Team and helping raise important funds for
stroke research, education and advocacy programs!
You have joined an extraordinary group of individuals who are going to be
accomplishing an amazing goal…completing a 26.2 mile marathon or a 13.1 mile half
marathon. And you have added another component to this endeavor…you are doing this
not just to improve your health and accomplish a personal goal, but for an important
cause…you are fundraising and training to end stroke!
On behalf of the stroke survivors in our community, thank you for your efforts. Just as
these survivors have had to re-learn various skills and learn new ways of doing things
after their strokes, you will be learning new skills and developing new habits to reach
your goals in training and fundraising. Our Stroke Heroes will inspire you and help you
stay motivated and on course.
By joining Train To End Stroke, you have started on a wonderful 5-month journey. The
American Stroke Association coaches, Stroke Heroes, staff and volunteers will make sure
you are supported every step of the way. We appreciate your commitment to
Train To End Stroke and look forward to cheering you across the marathon finish line in
June!
On your mark, get set, go. Train To End Stroke!
Sincerely
Rebecca Weaver
Vice President – Train To End Stroke
Pacific/Mountain Affiliate
Table of Contents
I.
American Stroke Association Overview
Information and statistics on stroke
II.
Train To End Stroke Overview
III.
Program Policies
IV.
Train To End Stroke Team
Program contact names, phone numbers, addresses
V.
The Stroke Hero Program
Staying Motivated
VII.
Important Dates and Deadlines
VIII.
Fundraising Basics
ABC’s
Getting Started
Letter Writing Campaign
Sample letters and response form
Follow-up
Other Ways to Raise Funds
Events, Activities and Work-related
IX.
The Check is in the Mail
What to do with Donations
X.
How To Use Your Kintera Website (Refer to handout/instruction
given by local ASA Staff)
XI.
Travel Information
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American Stroke Association Overview
For over 50 years, the American Heart Association, a national voluntary health agency,
has been dedicated to funding research to learn about preventing and treating heart
disease and stroke and has developed programs to educate the public about these
deadly diseases. The American Stroke Association (ASA) was created in 1997 as a
new division of the American Heart Association to bring increased awareness and
funding for research and services specifically focused on stroke, stroke survivors and
stroke prevention.
Since its inception, ASA has established important organizational goals: teach people
the warning signs of stroke; fund research to find ways to prevent stroke; develop
guidelines for physicians to treat people with stroke; and provide stroke survivors and
their families a place to get answers after a stroke.
Impact of Stroke
A stroke is a type of cardiovascular disease. It affects the arteries leading to and within the
brain. A stroke occurs when a blood vessel that carries oxygen and nutrients to the brain is
either blocked by a blood clot or bursts. When that happens, part of the brain can't get the
blood and oxygen it needs, so it starts to die. And when nerve cells can’t function, the part of
the body controlled by these cells can’t function either. The devastating effects of stroke are
often permanent because dead brain cells aren’t replaced. The statistics are alarming:

Every 45 seconds, someone in America has a stroke.

In 3 minutes, someone will die of stroke.

Stroke killed an estimated 163,000 each year, and is the third largest cause of death,
ranking behind "diseases of the heart" and all forms of cancer. Stroke is a leading
cause of serious, long-term disability in the United States.

About 4,500,000 stroke survivors are alive today.
About 700,000 people suffer a new or recurrent stroke each year.
For every 5 deaths from stroke, 2 are men and 3 are women
2002 stroke death rates per 100,000 population for specific groups were 54 white males, 53
white females, 82 for black males and 72 for black females.
American Stroke Association’s Mission, 10-Year Impact Goal
The American Stroke Association exists to reduce death and disability from stroke
through research, education, fundraising, and advocacy. By the year 2010, the American
Stroke Association’s goal is to reduce stroke and risk of stroke by 25% through a variety
of collaborative ventures and volunteer commitments at the local and national levels.
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Stroke Warning Signs
Almost everyone knows someone who has had a stroke. Yet, a majority of Americans
can't name a single stroke warning sign. Even more alarming is that those people most
likely to have a stroke-- the elderly and minorities - know the least about the warning
signs.
These are the warning signs of stroke everyone should know:
Sudden numbness or weakness of the face, arm or leg, especially on one side of the body.
Sudden confusion, trouble speaking or understanding.
Sudden trouble seeing in one or both eyes.
Sudden trouble walking, dizziness, loss of balance or coordination.
Sudden, severe headache with no known cause.
For years, there was no hope to get treatment for stroke. No hope to prevent a second
stroke. No hope of being rehabilitated after a stroke. Times have changed!
Now there is a medical treatment for stroke, but in order to get this treatment you must
get medical help - immediately!
Remember—Stroke is a medical emergency, call 911!
Not only do you have to recognize that you are having a stroke and respond to it quickly,
but the medical community in your area has to be prepared to treat stroke. This is why
the American Stroke Association, a division of the American Heart Association, created
the Operation Stroke program. Operation Stroke is a collaborative effort between the
American Stroke Association, health care professionals, allied health providers, medical
emergency responders, the media and civic leaders.
The goals of Operation Stroke are:
To motivate health care professionals to seek optimal outcomes for stroke patients through
swift transport and evaluation for treatment
To ensure that people receive the best stroke treatment possible by motivating them to
recognize stroke symptoms and respond quickly
Stroke Chain of Survival
Operation Stroke mobilizes communities to improve the Stroke Chain of Survival. This
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five-step process to increase treatments for stroke was developed by the American
Stroke Association. The five links in the Stroke Chain of Survival are:
1) Rapid recognition of stroke signs and symptoms. Recognize the warning signs and
note the time when they first occur.
2) Rapid activation of the Emergency Medical Services (EMS) system. Call 9-1-1
immediately. Tell them you’re having stroke warning signs.
3) Rapid EMS system transport and hospital pre-notification. Get to the hospital quickly
via EMS - they will notify the emergency room.
4) Rapid start of pre-hospital care during EMS transport. Receive early assessments and
care on the way to the hospital.
5) Rapid diagnosis and treatment at the hospital. Receive prompt evaluation of medical
data and treatment to restore blood flow to the brain or other treatments as
appropriate at the ER.
Unfortunately, no link in the chain of survival is as strong as it could be. This is why
Operation Stroke works to strengthen each link in the Stroke Chain of Survival
simultaneously. They all depend on each other.
The American Stroke Association's Acute Stroke Treatment Program offers hospitals the
tools for implementing primary stroke centers. Stroke Centers have been shown to
improve patient care and outcomes. The Acute Stroke Treatment Program was
developed as a tool for Operation Stroke sites to strengthen the fifth link in the Stroke
Chain of Survival –“Rapid diagnosis and treatment at the hospital."
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Train To End Stroke Overview
Train To End Stroke (TTES) is a fundraising program (open to individuals 15 years or
older—some races are limited to 18 and over) to raise funds and awareness of stroke
and stroke prevention. This year the American Stroke Association (ASA) will train
thousands of walkers and runners across the country to participate in 26.2-mile
marathons or 13.1-mile half marathons in our Train To End Stroke program. Whether
you are a runner or walker, beginner or advanced, you will be provided a complete 5month training program under the guidance of experienced coaches.
TTES team members raise important funds for the fight against stroke and receive team
training with a coach and travel to the marathon site. You will participate in honor of
someone who has experienced a stroke, a Stroke Hero. Stroke Heroes might be either
stroke survivors or a loved one who may have died of stroke.
What Train To End Stroke Provides You:

Travel, accommodations and entry fee for selected event weekend
Comprehensive training schedule and group training sessions
Four to six month supervised coaching by experienced coaches
Advice on nutrition, injury prevention and fitness topics
Fundraising material, ideas and support
Team camaraderie, events and activities
How You Help ASA Through Train To End Stroke:

Commitment to raise designated funds (including $100 non-deductible registration
fee which counts toward your fundraising minimum)

Commitment to train to run or walk the marathon or half-marathon
The Fundraising Component of Train To End Stroke
The TTES program is an important fundraising program of the American Stroke
Association. We appreciate your involvement in helping raise funds for stroke research,
education and advocacy programs. We want all team members to be successful in
raising at least the minimum goal and have set up the program to provide as much
support as possible through fundraising clinics, materials and staff support.
Midway through the program, ASA must begin to pay for your marathon trip travel costs.
At this time, we will ask each team member to recommit to the program, and to
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guarantee his/her place on the team. In order to secure your spot on the team at
Recommitment, we require at least 50% of your overall Fundraising Minimum be
received at the lockbox, accounted for by local staff or on the donation report. If by the
Recommitment date of October 12, 2005, you have not met your fundraising minimum or
have not turned in the 50%, you will be required to provide us with a credit card number.
At that time, we will charge you the 50% (or the difference to equal 50%). For example,
if your Fundraising Minimum is $3600, by Recommitment you would have had to turn in
$1800 in order to secure your spot. If you have only turned in $1200 at Recommitment,
your credit card will be charged $600. This amount will be credited back to your card at
the Fundraising Deadline if you have met your minimum. If you wish to cancel prior to
the Fundraising Deadline, this money is not refundable. Participants who have at least
50% of their Fundraising Minimum turned in on the Recommitment date, will not be
charged.
Fundraising Deadlines
Honolulu Marathon – November 28, 2005
P.F. Chang’s Rock ‘n Roll Marathon & ½ Marathon – January 2, 2005
How Much Do I Have to Raise?
All participants must raise at least the fundraising minimum in order to travel to the
marathon event, consult local TTES Staff for specific minimums.
We cannot stress enough the importance of starting your fundraising right away! The
sooner you get started on accomplishing your fundraising goal, the easier it will be to
reach your goal. If you encounter difficulties, contact your ASA staff member to rework
your fundraising plan and keep on track with this important component of the TTES
program.
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Program Policies
As a team member of Train To End Stroke, you are now a part of an exciting, lifechanging experience. We appreciate your commitment and efforts which will help fund
our mission of reducing disability and death from stroke. And we promise to provide you
with the best possible service so that your experience with us is fun as well as
rewarding. In order to help make this a great experience, we have put certain
procedures and policies in place in order to ensure the program’s success.
Required Forms
All registered Train To End Stroke participants must complete the following forms:
Registration Form – Administrative form for staff use.
Volunteer Agreement Form – Form detailing your participation in the program. Outlines
your commitment to ASA, our commitment to you, the fundraising minimum and the
recommitment agreement.
Release and Indemnification Form – Standard release form acknowledging your
participation in Train To End Stroke as voluntary and that you certify you are in
appropriate physical shape to participate.
Emergency Contact and Fitness Questionnaire – The information requested on this form
will be provided to your coach so that your training program can be created to suit your
individual needs.
*Recommitment Agreement Form – In order to secure your spot on the team
Recommitment, we require at least 50% of your overall Fundraising Minimum be
received at the lockbox, accounted for by local staff or on the donation report. If by the
Recommitment date of October 12, 2005, you have not met your fundraising minimum or
have not turned in the 50%, you will be required to provide us with a credit card number.
At that time, we will charge you the 50% (or the difference to equal 50%). For
example, if your Fundraising Minimum is $3600, by Recommitment you would have had
to turn in $1800 in order to secure your spot. If you have only turned in $1200 at
Recommitment, your credit card will be charged $600. This amount will be credited back
to your card at the Fundraising Deadline if you have met your minimum. If you wish to
cancel prior to the Fundraising Deadline, this money is not refundable. Participants
who have at least 50% of their Fundraising Minimum turned in on the
Recommitment date, will not be charged. In addition, if by the Fundraising Deadline
you have not raised your entire minimum, we will charge your credit card for the
difference to be raised as outlined on the Recommitment Form.
*Travel Forms – Travel arrangement forms will be provided at a later date and will be
due at recommitment. This will secure your airfare and hotel accommodations during the
event weekend.
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IRS Form W-9 – By law, the American Heart Association is required to issue 1099s to
Train To End Stroke participants if the if the value of the goods received from the AHA is
greater than $600. To complete the form 1099, participants complete Form W-9.
*Will be completed after registration. All other forms should be completed upon registration.
Fundraising Policies





Each Train To End Stroke participant agrees to raise the minimum fundraising
amount of in order to participate in the program.
Each participant in Train To End Stroke will raise funds toward his/her fundraising
minimum. All donations received on behalf of a participant will apply only to that
team member.
Participants may not transfer funds to another Train To End Stroke participant.
Any funds donated to the American Stroke Association are charitable contributions
and are non-refundable.
Donations should not be held, but forwarded directly to our centralized processing
center. This will also help facilitate the timely acknowledgement of these donations
by the American Stroke Association.
Checkpoints have been established to help you meet your fundraising minimum. By
September 9, 2005, you should be at 25% of your fundraising goal. By October 12, 2005
(recommitment) you should be at 50% of your fundraising goal. If by these dates you
have not met the set fundraising percentage, revisit your fundraising plan with your staff
contact to discuss ways to augment your fundraising strategy.
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Train To End Stroke Team
An important part of TTES is that you are on a team of people dedicated to your success!
This team includes your Coach, teammates, ASA Stroke Heroes, volunteers and staff. We
strongly encourage you to contact these people right away whenever you have a question or
need assistance!
AHA Office/Staff
Denver – Carley Guist
1280 S. Parker Rd, Denver CO 80231
303-996-8047
Phoenix – Jamin Vanlandingham 2929 S 48th St, Tempe, AZ 85282
602-414-5356
Seattle – Amy Holan
206-632-6881
710 2nd Ave, Ste #900, Seattle, WA 98104
Donation,Website and Matching Gift Support:
Perla Sitcov
710 2nd Ave, Ste #900, Seattle, WA 98104
206-632-6881
Coaches and Mentors
See Roster handed out by local ASA Staff
Announcement Hotline/Website address: for updates, announcements, etc.
www.strokeassociation.org
www.americanheart.org
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The Stroke Hero Program
Each participant in the Train To End Stroke program is paired with a Stroke Hero. Your
Hero is a stroke survivor whose story will help inspire you and motivate you in the
months ahead. You may want to participate in Train To End Stroke in honor or memory
of a family member or friend who has had a stroke…your personal Stroke Hero. Or, you
may request to be teamed up with one of our Affiliate’s Stroke Heroes. Either way, your
Stroke Hero is a person who will help connect you with the effects of stroke and help you
understand the seriousness and impact of stroke.
Our Stroke Heroes are involved in the TTES program because they want to help make a
difference. They would enjoy the opportunity to meet you and talk with you about your
training efforts. Feel free to contact them, send a note, or invite them out for an ice
cream or coffee!
Stroke Heroes are invited to attend and participate in all team events. However, there
may be occasions when health issues or other obligations prevent them from attending.
Please feel free to initiate contact with your Stroke Hero and provide a personal
invitation to these events.
Staying Motivated
With each step you take in the Train To End Stroke program, you are getting closer to
your goal of completing a 26.2-mile marathon or 13.1-mile half marathon. The exciting
thing about Train To End Stroke is that each part of the program helps you “stay on
track”! Your initial commitment to the program, your Stroke Hero, your coach and
training accomplishments, your teammates, and your fundraising efforts will all serve to
motivate you on the days when you just need an extra “boost”.
Remember the words of author Samuel Johnson, “Great works are performed not by
strength, but by perseverance. He that walks vigorously, 3 miles a day for seven years,
will cover the circumference of the world!” Well, we’re only going either 26.2 (or 13.1)
miles, not the circumference of the earth…So, persevere, and enjoy the journey! GO
TRAIN TO END STROKE!
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TTES Dates and Deadlines
The following dates and deadlines are significant dates in the Train To End Stroke
Program. Put them in your calendar now so you won’t miss out on fun and important
events, information and deadlines! More detail will be provided as we get closer to the
actual date.
Thursday, August 4, 2005
Team Phoenix Season Kickoff
Saturday, August 6, 2005
Team Denver Season Kickoff
Saturday, August 6, 2005
Team Seattle Season Kickoff
Refer to local training site’s training schedule and season calendar for important dates
and deadlines.
Sunday, December 11, 2005
Honolulu Marathon
Sunday, January 15, 2005
P.F. Chang’s Rock ‘n Roll AZ
Marathon & ½ Marathon
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Fundraising Basics
Sprint to Your Fundraising Goal!
The ABCs of Raising Funds
Many people are a bit anxious about the fundraising part of the program. Please know
this is to be expected! Your fundraising goal for this event, is a large amount of
money…but 26.2 miles (or 13.1 miles) is a long way to run or walk…and with some great
coaching from ASA, you will reach both your fundraising goal and the marathon finish
line! Raising funds is not hard, as long as you remember your ABCs…
Awareness:
Make yourself aware of the mission, programs and statistics of the American Stroke
Association so you can tell others why you are raising funds for the organization. Be
enthusiastic about the cause and fighting stroke! Learn the facts about stroke outlined in
the American Stroke Association overview chapter. These facts will also be useful when
composing your fundraising letter.
Make everyone you come in contact with aware of what you are doing and why. Tell
them you are training to run or walk a marathon. Describe for them how far 26.2 miles
(or 13.1 miles) is (i.e. from Dallas to Mesquite-example of distance between local
towns/cities) and what your fundraising goal is. Tell them about programs funded by
ASA.
Success in fundraising comes from including as many people as possible in your efforts.
Ask people you know if they are aware of others who have been touched by stroke who
could be contacted to support your efforts on behalf of ASA.
Believe:
You must believe in the cause and work of the American Stroke Association. Belief in
the organization is infectious and will motivate others to donate and support your efforts.
Remember, you are not asking for yourself…but for a great cause!
Believe you will reach and exceed your goal. Put a fundraising plan together that allows
you to be at or over your goal at least 2-3 weeks before the final fundraising deadline
11/28/05 (Hawaii) or 1/2/06 (Arizona) Inspire yourself with a written affirmation that you
will reach your goal---put it on your bathroom mirror so that you can see it each morning
and believe that it can be done. Believe that people will want to support your efforts if
they are able to - they just need to be asked!
Believe in your success in the marathon and the Train To End Stroke program.
Visualize yourself at the finish line celebrating your success!
Contact Everyone!:
Contact everyone you know for a donation. Ask all of your contacts for help to reach
your goal. Call on your relatives, business contacts, personal friends, neighbors, people
you employ or do business with, church contacts, professional organizations, everyone!
Not only will you be raising funds for your goal, you will be creating your own team of
supporters who will admire what you are doing and encourage you along the way!
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So remember your ABCs and you are off to a good start! Following are specific ideas,
samples and suggestions to help you develop your fundraising plan. Don’t
procrastinate! Sprint to your fundraising goal! Get started now, and you will be even
more motivated and committed to your success as the funds start coming in!
Getting Started
The basic concept of fundraising is to ask people to support your cause. There are
many ways to ask…in person or indirectly. You could ask in person, face-to face, which
is the most effective way. You could ask over the phone, by email or by letter. You could
also ask for a donation indirectly, by inviting a person to participate in an event,
opportunity drawing or sale/purchase, where the donor receives something in exchange
for the donation. We strongly recommend you use a letter writing campaign as the
foundation of your fundraising plan, and add personal solicitations, events and/or sales
as opportunities arise and additional solicitations are needed.
Whatever form of fundraising you decide on, you will need to take the following steps to
develop your fundraising approach and plan:
1. Identify your Contacts and Resources:
You will be amazed how many people you know once you start to identify and list them!
Don’t leave anyone off your list because you think they aren’t able to or won’t donate.
Give everyone the opportunity to make his/her own decision! In developing your list,
think of groups of people you know, and then identify individuals within that group. For
example:

Family and relatives…every one of them!

Friends and neighbors.

Work Associates. Current and former co-workers, bosses, clients.

Organizations/Clubs.

Church or Synagogue or other Religious Groups.

School Acquaintances. Alumni lists. High School, College friends. Your kids’
friends’ families.

People/Businesses you do business with. Look at your checkbook and ask those
you buy from/hire to support your fundraising efforts…the gardener, hairdresser,
dry cleaner, grocery store, bank/mortgage company, pool service company,
dentist, doctor, etc.

Corporations/Companies. The company you/your spouse works for may make a
donation. Some companies “match” donations made by employees…ask your
donors if their company has a matching gift program so their donation can be
doubled!
2. Determine How To Approach Each Prospect




Again, face-to-face is the most effective technique.
A letter campaign is the most efficient way to reach almost everyone on your list.
Be prepared to ask when you have the opportunity. Practice asking so the words
flow smoothly and you feel comfortable asking people to contribute.
Always have extra copies of your letter/return envelope with you to give out when
the opportunity arises.
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


Get printed materials (brochures, non-profit information) from your ASA staff if
you plan to ask businesses for support. They will want to see something in
writing, and proof of ASA’s non-profit status, before making a decision.
Email is an effective way to contact or follow-up with many of your contacts.
Telephoning is another way to follow-up and see if your contact received your
material and plans to contribute. Just because they have not sent you a
donation, does not mean they won’t. Sometimes people just need a personal
reminder.
3. Develop Your Letter, Invitation and/or Event Timeline
In putting your timeline together, it’s good to work backwards! Determine the date you
want to have all your funds in…at least two or three weeks before the final fundraising
deadline date. List the steps you will need to take, and amounts to be raised to achieve
your fundraising goal. A timeline helps you realize the urgency to GET STARTED NOW
so you can measure your response and plan for additional efforts, if needed. Following
is an example of a timeline for a letter writing campaign:
Week 1
Week 2
Week 3
Week 4
Week 7
Attend fundraising clinic; write letter and response form;
select paper and envelopes provided by ASA.
Create mailing list of 150+; purchase stamps; finalize letter.
Print/Copy letter and response form; address, stuff, stamp,
mail letter.
Begin getting responses back. Send thank-you notes to
those who gave.
Review list of who hasn’t given and follow-up with phone call
or “Update Mailing”. Determine if additional letters or
fundraising efforts are needed. Consult with ASA staff for
ideas to implement over next 8 weeks.
4. Set up time with your ASA staff contact to review your fundraising plan
It always helps to have input! After completing your fundraising plan, ask to meet with
your staff contact to go over your approach. This will help make sure you’re off to a good
start and to ensure that you’ll meet your goals.
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Develop Your Fundraising Strategy – Example Plan
My goal is to raise $_________ (this could be even more than your fundraising
minimum!)
Personal Asks – Individual contributors
I have made a list of _________ potential individual contributors.
I expect responses back from__________ of my potential individual contributors (based
on a 60% response rate).
I expect an average gift of $ ___________ from my potential individual contributors.
I expect $_________ to come from my individual contributors.
Personal Asks – Business Contributors
I have made a list of _________ potential companies, area businesses, and
organizations to be contributors.
I expect responses back from_________ of my potential business contributors (based
on a 30% response rate).
I expect an average gift of $___________ from my potential business contributors.
I expect $_________ to come from my business contributors.
Special Events and Activities
Name of Event
Date of Event
Projected Event Income
Total $
Grand Total (personal asks + special events) $______________________________
Amount Over/Under Fundraising Goal $________________________________
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Letter Writing Campaign
The foundation of your fundraising plan should be a letter writing campaign. ASA
stationary is provided for your use. It is recommended that you use the letterhead for
your letter writing campaign and include the ASA envelopes in your letters to donors as
a return envelope for their donations. When you use your own outer envelope, your
friends and family know that a letter is coming from you, not the American Stroke
Association. If you do choose to use the ASA envelopes as your outer envelope, be sure
to include a handwritten note on the outside so your donors know it’s a personal
message from you.
Many people also conduct this type of campaign by email. Whichever form used, your
appeal should contain the following elements:









Explain what you are doing. Describe the Train To End Stroke program and your
personal goal. Personalize your letter, making it funny, serious, or whatever fits
your style!
Explain your fundraising goal. Ask the recipient to help you reach your goal by
making a generous donation.
Suggest the level of giving. People will ask how much other people have given so
be prepared to let them know the donation level to consider. Ask if a person is
“willing to give a gift of $25 or $50” or if you think someone is able to give more,
ask for $100 or $200. Do not underestimate anyone’s ability to give—you will get
what you ask for. Remember that it will take many more $25 gifts to reach your
goal, but you will get there much quicker with $100+ gifts. If you think someone
is capable of giving more, ask for more. Don’t forget the gift is for ASA and you
are asking on its behalf.
Consider segmenting your list and using different approaches to different groups
of people. For example, if you have a list of people who might only be able to
give $25, suggest that they give monthly donations while you’re training. “I’m
making a commitment over the next four months to train for a marathon. Please
support me in my efforts by making a monthly gift of $25.” Include four donation
forms and four envelopes to make it easy and convenient for someone to give to
you monthly.
Tell how the funds are used by the American Stroke Association for research and
education programs and include some facts about stroke. Explain that you are
doing the event in honor of your Stroke Hero and tell about him/her. You may
want to include a brochure from the American Stroke Association.
Give the recipient a specific date (2-4 weeks from date they receive your letter) to
respond. Tell them this will help you measure your fundraising progress. Let
them know donations after this date will be accepted as well.
Thank them for considering a donation.
Include a Response Form and a return envelope (stamped, if possible. Putting a
stamp on the reply envelope will assure you a better response). The Response
Form gives contribution amounts to choose from, a place to fill in name, address,
and the option of making a donation by charge card (we are able to process
Master Card, Visa and American Express donations), and state again your
fundraising deadline date.
Use a handwritten P.S. to personalize each letter.
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Sample Fundraising Letters
January 2001
Dear Family, Friends and Colleagues (if possible, personalize your letters w/ recipient
names):
Get ready for some shocking news! I am training to walk a 26.2-mile marathon to benefit the
American Stroke Association!
No, I haven’t lost my mind…and my 45th birthday this month hasn’t created a mid-life crisis! I
have decided to take on this long-time goal in a sensible and fun way! By joining the ASA’s
Train To End Stroke program, I have a coach, a team to walk with, training schedules and
clinics…and a reason that makes this more than a personal goal. I am helping to raise funds
for stroke research, education and advocacy programs.
Many of you family members know that Grandma H. died of complications from stroke.
However, I was not aware of stroke statistics until now:

every 53 seconds someone suffers a stroke

every 3.3 minutes someone dies of stroke

there are 4.4 million stroke survivors

29% of people who have strokes are under age 65
I will be walking hundreds of miles over the next five months to prepare for the Kona
Marathon (June 24). I will also be busy raising over $4000 for the American Stroke
More Informationto have
a stroke-theeffort
elderlythrough
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- knowthoughts
the least about
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I am writing toGenelikely
ask for your
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your good
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and prayers (and band-aids for blisters!) and through your generous contribution to the
American Stroke Association.
These are the warning signs of stroke everyone should know:
I will be walking this event in memory of Grandma H. and will wear a special necklace with
Sudden
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by stroke, I would be honored to complete this event in his or her name as well. I invite you
to include the person’s name on the response form.
I am excited about this effort and look forward to walking on behalf of many who cannot due
to a stroke. Please join me in reaching the finish line of my fundraising goal and helping to
end stroke!
Thanks for your consideration of this request. A return envelope is enclosed for your reply.
Sincerely,
Susie Jones
P.S.: Although the event is not until June, my plan is to have my fundraising goal met by
March 30. Your tax-deductible contribution, sent as soon as possible, is greatly
appreciated!
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03/03/16
January 2001
To My Friends and Family (if possible, personalize your letters w/ recipient names):
As many of you know, I have been doing this marathon thing for a few years. Running was
one of the few things in my life I did solely for me. Now, however, my running has taken on a
new purpose…I am now training and running to help the American Stroke Association end
death and disability resulting from stroke.
Stroke is a form of cardiovascular disease not discussed too often. A stroke occurs when there
is a blockage or rupture in a blood vessel carrying oxygen and nutrients to the brain. When
this occurs, a part of the brain begins to die. When those nerve cells cannot function, the part
of the body controlled by those cells can’t function either.
Most of us are so fortunate, and take our good health and bodies for granted. I did, too, until I
met Greg Evers, a stroke survivor. He has taught me about the huge and lasting impact of
stroke…on him, his wife and family. Greg was only 48 two years ago when he had a stroke.
He lost his job, and nearly lost his life. He has had to learn so many basics all over again!
Walking, speaking, eating…yet he feels grateful to be alive and has lots of friends and family
to help.
Every 53 seconds, someone in the U.S. has a stroke…over 600,000 people per year. And
every 3.3 minutes, someone dies of a stroke. Through my running I have decided to do my
part so that each marathon I run will symbolize another step on the road to end stroke.
I have joined the ASA’s Train To End Stroke program, and will be participating in the Kona
Marathon on June 24 in Greg’s honor. The distance of 26.2 miles is my physical challenge.
My fundraising goal of $4500 is an opportunity to invite my friends and family to be a part of
this effort. Why not celebrate your good health by making a generous contribution to the
American Stroke Association?
If you can help by making a tax-deductible donation, your gift will be an investment into the
future of all stroke patients. Over 70% of each dollar raised goes directly toward research,
and education programs. Every dollar makes a difference.
Thank you for your support,
Jeff Johnson
P.S.: If your company has a matching gift program, please send me the matching gift form
along with your check…double your donation!
19
03/03/16
Sample FR letter
The following letter is an actual letter from a former Train To End Stroke participant. She
adapted the letter provided above and raised over $6000 from her letter writing effort! You
can do the same!
Dear Family, Friends and Colleagues:
Get ready for some shocking news! I am training to run a 26.2 mile MARATHON to benefit
the American Stroke Association.
No, I haven’t lost my mind! As some of you know, I started running almost 3 years ago. Since
then, somewhere in the back of my mind, I’ve had the secret goal of someday running a
marathon. Well, someday has arrived! By joining the American Stroke Association’s Train
To End Stroke program, I have a coach, a team to run with, training schedules and
clinics….and a reason that makes this more than a personal goal. I am helping to raise funds
for stroke research, education and advocacy programs.
Many of you know that I am an occupational therapist. In the over seven years I worked on
the stroke unit at Braintree Hospital, I became closely involved with over 550 stroke survivors.
The patients I worked with truly were SURVIVORS---survivors of something that left a lasting
impact on them and their families (and me). They all worked very hard day in and day out to
re-learn things we all take for granted---being able to walk, dress ourselves and speak. Their
families, including spouses, children and parents, worked very hard too—supporting them
and assisting them. Though I have left the hospital for the role of school based occupational
therapist, I have not left behind stroke survivors. I currently treat 2 children who suffered
strokes at a very young age.
The following are some stroke statistics that you may not be aware of.
Every 53 seconds someone suffers a stroke
Every 3.3 minutes someone dies of a stroke
There are 4.4 million stroke survivors
29% of people who have strokes are under age 65.
Over the course of the next 5 months, I will e running hundreds of miles to prepare for the
Kona marathon on June 24. I will also be busy raising over $4000 for the American Stroke
Association. I am writing to ask for your support in this effort through your good thoughts and
through your generous contribution to the American Stroke Association.
I will be running this marathon in memory of several of my former patients (all of whom had
their stroke when they were younger than 55 years of age). If you have a friend or loved one
who has been affected by stroke, I would be honored to complete this event in his or her
name as well. I invite you to include the person’s name on the response form.
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03/03/16
I am excited about running this marathon on behalf of many who couldn’t even walk it due to
a stroke. Please join me in reaching the finish line of my fundraising goal and helping end
stroke.
Thanks for your consideration of this request. A return envelope is enclosed for your reply.
P.S. Although the marathon is not until June, my plan is to have my fundraising goal met by
April 4. Your tax-deductible contribution, sent as soon as possible, is greatly appreciated!
Every dollar makes a difference toward stroke research and education. If your company has
a matching gift program, please send me the matching gift form along with your check and
double your donation!
21
03/03/16
Sample FR Letter
Another example of a past TTES participant letter. She raised over $7000 with this letter…
Dear Friends and Family,
I have known many of you for a very long time, while others of you have come into our lives
through relocation, job changes, our children’s activities and school. Thankfully, there are still
annual holiday cards to keep us in touch when we’re separated by distance. I know, I
know….I need to get better about sending ours out! Where does all the time go? Although
the year is well underway, my belated wishes are sincere in hoping that your holidays were
happy and that you enjoy a healthy New Year.
For those of you who we have not been in touch with for a while, I expect you will be
surprised by the news I have to share with you. No, it is not more babies! This is something I
can do only now that Samantha is 8 and Evan is 4. I am training to walk a 26.2 mile
marathon to benefit the American Stroke Association (ASA)! Didn’t I say you’d be surprised?
For the past year, I have been walking 5 miles daily at 5:30 am before Eric leaves for work,
and at other odd times if he is traveling. While I have been committed to walking to better my
fitness level, I now have an additional reason to keep my schedule. By joining the ASA’s
Train To End Stroke program, I have a coach, a team to walk with, training schedules, clinics,
and a reason that makes this more than a personal goal…I am helping to raise much-needed
funds for stroke research, education and advocacy programs. And while I may not finish first
in the marathon, I have every intention of being first in my fundraising efforts.
My family has personally experienced the devastating effects of stroke, and I’m sure that
many of you have had similar experiences. My grandmother died of complications from
stroke and I also have an uncle who suffered with the lasting effects of stroke. Until recently,
however, I was not aware of the severity of stroke statistics. As you can see, stroke is
prevalent, debilitating and worthy of our enthusiastic support. Sadly:
Every 53 seconds someone suffers a stroke
Every 3.3 minutes someone dies of a stroke
There are 4.4 million stroke survivors
29% of people who have strokes are under age 65
Over the next five months, I will be walking hundreds of miles in every kind of New England
weather to prepare for the Kona marathon on June 24th. I will also be busy raising over
$4500 for the American Stroke Association. I am writing to ask for your support through good
thoughts (some Band-Aids for blisters) and through your generous contribution to the
American Stroke Association.
I am honored to be walking in memory of Nana and Uncle Jack and will wear a special
necklace with their names on it during the marathon. If you have a friend or loved one who
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03/03/16
has been affected by stroke, it would be my pleasure to complete this event in his or her
name as well. I invite you to include this person’s name on the response form.
You may make your tax-deductible donation through cash, VISA, MasterCard or personal
check made payable to American Stroke Association. A return envelope is enclosed for your
reply.
Thank you for helping me reach my fundraising goal and for helping to end stroke! You can
be sure that your support will be far-reaching.
23
03/03/16
Follow-up on Your Letter
Within a week of sending out your letter, you will begin to receive responses back. Keep
track of who has sent you a donation, and for how much. After about 3 weeks have
passed, it is time to contact those who have not yet responded…make sure they
received your letter, remind them of your request, and find out if they plan to contribute.
You can do this by phone, email or in person.
You might want to put together a “Marathon Update” newsletter (see sample) or note
and send it to all your contacts on your list. Tell them where you are with your training;
how many miles you walked or ran this week; tell them about something you learned at a
training clinic. Share how many Stroke Heroes you are doing the event for as a result of
the responses you have received. Thank those who contributed and remind those who
haven’t that there is still time to help! This follow-up is important, because often people
will set aside your letter when they receive it thinking they have until June…and your call
will remind them to send you a check now!
If Someone Doesn’t Contribute
There will be some people on your list who are unable or unwilling to contribute to your
request. Try not to take it personally! Perhaps they are having some financial
challenges, or unexpected bills, or they support other causes. It is difficult to know why
they are unable to support you. However, some people may be able to make a donation
later (next month for example) if you suggest this idea. So, follow-up with everyone.
Thank each person for thinking about the request and move on to your next prospect!
Other Ways to Raise Funds
Events/Activities
Again, your letter writing campaign should be the foundation of your fundraising because
it is the easiest and most efficient way to reach lots of people. If you decide to also
conduct an event or activity to raise more funds, know that they require considerable
planning, time, effort and expense to conduct. Discuss your idea/plan with your ASA
staff so as to maximize the fundraising potential of your event. ASA is unable to fund
expenses, deposits or other costs associated with your event/activity. You will need to
plan on paying for these expenses or get necessary items donated.
Following is a listing of event/activity ideas for you to consider:

Opportunity Drawing: Ask a friend/local company to donate a service (such as
car tune-up or detailing; spa or makeover, etc.) and “sell” opportunity drawing
tickets to everyone you know.

Dinner/Dessert Party: Invite everyone over for a dinner/dessert, and ask them
to make a donation equal to what they would have paid for a dinner/dessert at a
local restaurant.

Email Campaign: If you conduct your fundraising campaign via email, ask you
friends and family to forward your message along. One TTES participant
received her first donation from someone she didn’t even know because
someone had forwarded her message along. People can easily support this
worthy cause---ask for others to help!
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










Theme Party: Celebrate any holiday (Valentine’s Day; 1st Day of Spring; St.
Patrick’s Day; Daylight Savings Time, July 4, Labor Day, etc.!) by having a theme
party and ask for everyone to buy a ticket or make a donation to attend.
Silent Auction: Get items donated and conduct auctions at a party of friends, a
local business (happy-hour for example), or at local community events (Chamber
of Commerce meeting or craft fair, for example).
Huge Yard Sale: Get your friends and contacts to donate their goods to your
yard sale, with all proceeds going to ASA. Ask people who have just held yard
sales to donate what didn’t sell to your sale. Advertise your effort in local paper
and sell sodas or candy (purchased at warehouse prices) for additional revenue.
“Lecture/Discussion” event: Invite friends to attend an evening or Sunday
afternoon lecture on a topic of interest (feng shui, astrology, health issue, interior
design, etc.). Suggest a donation equal to what the information would cost if
provided through the community college or other such program ($25-$50).
Provide light refreshments.
Aluminum Can/Newspaper Recycle Effort: Get everyone you know (and
neighbors you don’t know) to save aluminum cans and newspapers for your
fundraising effort. Plan to pick them up and take to the recycling center on a
weekly basis.
Plan a Bachelor/Bachelorette Auction: Have “auctionees” donate a date
package. Ask for beginning bids to be $100. Hold at a fun location and sell raffle
tickets for door prizes. Two previous TTES participants raised over $4000 from a
bachelor auction!
Recruit a few friends to help you raise funds. Get together one night with
your phone lists and hold a mini-telethon to call everyone and raise funds.
Canister at local stores: See if local merchants will let you set up a donation
canister near the cash register. Print up a flyer that explains your efforts on
behalf of ASA.
% of Sales: Ask local merchants if they will donate a percentage of their sales
on a specific day to ASA.
Conduct a Sports Event or Tournament: Mini-golf, tennis, aerobics and other
sports can all be set up as events or tournaments with entry fee, refreshments
and silent auctions as donations to ASA.
Speak at Community/Civic Meetings: See if you can be a speaker at upcoming
groups such as Chamber of Commerce, University Women, Kiwanis, etc. They
may make a donation in support of your efforts.
Take your fundraising efforts to your workplace and get everyone involved in your
fundraising efforts! See if any of the following ideas are able to be implemented at your
company:



Matching Gift Program: See if your employer has a matching gift program. If
so, then each donation you receive from a co-worker will be matched by your
employer. With matching gifts, a $25 donation now becomes a $50 donation!
Put up a poster/banner on your office wall and invite your workplace donors to
sign the banner once they have donated.
Day-off Opportunity Drawing: See if your company/department manager will
donate a “day-off”. Have employees buy opportunity drawing ticket(s) as a
donation to ASA.
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







Candy Sales: Buy candy at wholesale price and sell at work for regular price.
Pay yourself back the cost of the candy, and the rest goes to your fundraising
goal!
Employee Silent Auction: Get some gift baskets or other items donated and
conduct a lunchtime silent auction event.
Dress Down Day: Conduct a dress-down day, with employees “buying” the right
to dress casually at work on a specific day by contributing to ASA.
Employee Bake Sale: Get others at work to bring in baked items and then sell
them with proceeds to your fundraising effort.
Employee Giving Club: If your company has a giving club or other organization
that contributes to non-profit groups, find out how to apply; get your request in
right away.
Potluck Lunch: Ask co-workers to bring a lunch item to work. Charge a typical
lunch cost fee ($5-7) for those who enjoy the lunch.
Company Newsletter: See if you can get an article in your company’s
newsletter. Let everyone know they are invited to contribute to your fundraising
goal.
Any Stroke Heroes at Your Company? If there is a person at your workplace
who has been affected by stroke, ask him/her to be one of your Stroke Heroes
and then raise funds in your workplace in his/her honor.
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Sample Participant Newsletter
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Corporate Donations & Sponsorship
Companies often have funds available to support non-profit organizations. These funds
may come from an annual budget for contributions/community support, a corporate
foundation, employee donation clubs or from marketing budgets. However, though there
are funds available, it doesn’t mean that companies are to be considered strong
prospects for your fundraising efforts. They receive many solicitations for funds and
tend to support those requests that meet their guidelines and corporate marketing goals
or that come from a person of influence with the company. You will want to determine if
your time will be well spent in preparing a proposal for a corporate donation or
sponsorship.
However, your employer is a great prospect for your fundraising efforts. If you work for a
company that has funding for contributions available, talk with whomever administers the
funds to learn the guidelines and see if they match the ASA’s mission and programs.
Find out how to apply for the funds. What kind of documentation and proposal do they
require to consider your request? Find out if there are deadlines or funding cycles and if
they fit with your fundraising deadline.
See if your friends or business contacts might be willing to check into charitable donation
guidelines from the companies where they work. Again, a request is more likely to be
considered if it comes from someone associated with that company.
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Sample Contribution Request to Company
Date
Company Contact, Contributions Administrator
Company
Address
City, State Zip Code
Dear (Contact):
At the suggestion of Jill Jones, V.P., Communications, I am forwarding this request to
you for review and consideration.
The American Stroke Association was created in 1998 as a new division of the
American Heart Association to bring increased awareness and funding for research and
services specifically focused on stroke, stroke survivors and stroke prevention.
A stroke is a type of cardiovascular disease. It affects the arteries leading to and within the
brain. A stroke occurs when a blood vessel that carries oxygen and nutrients to the brain is
either blocked by a blood clot or bursts. When that happens, part of the brain can't get the
blood and oxygen it needs, so it starts to die. And when nerve cells can't function, the part of
the body controlled by these cells can't function either. The devastating effects of stroke are
often permanent because dead brain cells aren't replaced. The statistics are alarming:

Every 53 seconds, someone in America has a stroke.

In 3.3 minutes, someone will die of stroke.

Stroke killed an estimated 159,448 people in 1998, and is the third largest cause of
death, ranking behind "diseases of the heart" and all forms of cancer. Stroke is a
leading cause of serious, long-term disability in the United States.

About 4,500,000 stroke survivors are alive today.
About 600,000 people suffer a new or recurrent stroke each year. About 500,000 of these are
first attacks and 100,000 are recurrent attacks.
In 1996, females accounted for 61.4% of stroke fatalities.
According to the NHLBI's Framingham Heart Study, 28% of annual stroke victims are under
age 65.
I have taken on a personal challenge of training for and completing a 26.2-mile marathon
in June as part of the ASA’s Train To End Stroke program. I am writing to request XXX
Company’s support in this effort by making a tax-deductible contribution of $2,500
toward my personal fundraising goal of $4,500.
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Contribution letter-page two
In conversation with Ms. Knudsen, she indicated that XXX Company has been
supportive over the years of charities dedicated to health programs. The ASA’s Train
To End Stroke program, a marathon training program, is unique in that it promotes
fitness to participants while raising important new funds for stroke research and
education programs.
On a personal note, I am participating in this program and the marathon in honor of
Jennifer Mason, a 51 year-old friend who recently suffered a stroke. I would be honored
to also participate on behalf of any XXX employees who have gone through this
devastating health crisis.
I will contact you next week to follow up on this request. If I might provide additional
information or you have specific questions, please contact me at xxx-xxx-xxxx. Thank
you for your review of this material.
Sincerely,
Jim Sample
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03/03/16
The Check is in the Mail
The American Stroke Association will be using the Gift Processing Center facilities to
process Train To End Stroke donations. While this is a central lockbox located in Ohio,
please be assured that your local affiliate office will be credited with your donations
received.
The bank processes thousands and thousands of checks each week on behalf of Train
To End Stroke participants. Please help this process run as smoothly as possible by
following the instructions below. (This also will help ensure you receive proper credit for
your fundraising activities):
1. All donations should be sent directly to you. When you begin your fundraising
efforts, make sure you tell your contributors to send their donation directly to you. Do
not have donors send contributions to the affiliate office or directly to Gift Processing
Center. If this occurs, proper and timely credit of donations will be difficult to ensure.
2. Do not send cash. If a donor gives you cash, convert the same amount to a check
made payable to American Stroke Association to be sent in with your other
donations. For any cash contributions you do convert, please include a completed
donation form (enter your check #) for each cash donor (over $10) so that they may
be sent an acknowledgement letter.
3. All checks should be made payable to American Stroke Association. (If a donor
mistakenly makes a check payable to you, please endorse the back of the check first
by signing your name. If a check is not endorsed, it will be returned to your staff
contact. Checks not made payable to American Stroke Association will NOT be
deposited at the bank).
4. Send in your donations in batches at least every week. Do not hold on to donations
for longer than this. Remember these gifts are made to the ASA and should be
acknowleged as such. Donations can not be acknowledged until they have been
received at the Gift Processing Center. When you send in a batch, please be sure to
follow the instructions below so that you receive proper credit:



Make a copy or record of the checks you are sending in each batch.
In each envelope sent to the Gift Processing Center, include a donation summary
with a donation deposit label affixed.
You will be given pre-printed return envelopes. If you run out of envelopes, or
wish to use your own, send your donation batches to the address below:
American Stroke Association
Gift Processing Center
PO Box 714080
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03/03/16
5. Send your donors a thank-you note. Train To End Stroke donors of $10+ will be
acknowledged through the National acknowledgment process, but a note from you is
a nice gesture as well. However, the only way that an acknowledgment can be sent
is if we have the donor’s address. If a donor’s address is not on their check or money
order, please include a completed donation form for that donor with your batch to the
bank so that they can be acknowledged.
6. Foreign checks can be processed at the lockbox. The check will be converted to US
currency based on the exchange rate at the bank the day the check is deposited.
However, our system does not allow foreign addresses in the acknowledgment
process. If you do receive a foreign check, the acknowledgment will be sent to your
address so that you may forward to your donor.
7. Donation reports will be provided to you on a bi-weekly to weekly basis. While you
should be keeping close track of all donations received, this will allow you to see
what donations have been processed to date. Please keep in mind that when you
mail a donation to the lockbox, mail time, bank processing time and data entry time
have to be taken into account before your donation will appear on the donation
report. Typically, there will be a 10-day lag time before donations appear on the
report. Credit card donations have a longer lag time due to the authorization process.
Credit Card Donations
If a donor wishes to give you a contribution via credit card, they may do so with a valid
MasterCard, Visa or American Express credit card number.
All credit card donations must have the following information to be processed:






Complete name and address of cardholder
Credit Card Type
Credit Card number
Credit Card expiration date
Amount of gift
Cardholder signature
If any of the above information is missing from the donation form, the credit card
donation can not be processed.
Refer to your donation processing handout for instruction on to process.
Matching Gifts
Oftentimes, companies will match charitable contributions their employees make. Ask
your donors if their companies have these policies (you can do this in person or include
in your fundraising letter). If they do, ask them to send in their company’s matching gift
form along with their donation to you. The donor’s gift is then essentially doubled--helping you get closer to your fundraising minimum with minimal effort!
If you do receive any matching gift forms, please give them to your ASA staff contact for
processing. Do not send matching gift forms in with your donation batches to Gift
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Processing Center. The ASA staff contact will fill out the appropriate paperwork once the
applicable donations have been verified from the bank.
If you do have matching gift forms to submit, please do so right away. It often takes time
for companies to process matching gifts and most companies only do so at certain
points in the year so it’s important to send these in as soon as you receive them. You will
receive credit for the matching gift once the check has been received at the American
Stroke Association.
The following is a sample list of companies offering matching gift programs:
AAL/Aid Association for Lutherans
Abbott Laboratories
Air Products and Chemicals
Akzo America
Alco Standard Corp
Alexander & Baldwin)
Alliant Techsystems
Allied Signal
American Brands
American Express Co
American Express Financial Advisors Inc
American International Group
American Medical Security
American National Bank & Trust Chicago
Ameritech
AMSTED Industries
Anchor Capitol Advisors Inc
Andersons, The
Appleton Papers
Archer Daniels Midland
Arkwright Mutual Insurance Co
ARCO
Armco Inc
AT&T
Auto Alliance International Inc
Automatic Data Processing
Avon Products
Banc One Wisconsin
Bank of Boston
BankAmerica Corp
Bankers Trust Co
Banta Company
Barber-Colman
Barnes & Roche Inc
Barrett Design
Barrett Technology
Beatrice Company
Becton Dickinson & Co
Bellcore
BellSouth
Bill Communications Inc
Blount Foundation
BMC Industries
Boeing Company
Bonneville International Corporation
Boston Company
Boston Globe
BP America
Brakeley, John Pierce Jones Inc
Bernd Brecher & Associates
Brown Group Inc
Brunswick Corp
Bunge Corporation
Leo Burnett Co Inc
Burroughs Wellcome Co
Butler Manufacturing Co
CBS Incorporated
CNA Insurance Cos
CPC International Inc
Caterpillar Inc
Centel Inc
Centerior Energy Corp
Central Wisconsin Uniserv Council
CertainTeed Corporation
Champion International Corp
Champlin Refining and Chemicals Inc
Charles River Laboratories Inc
Chase Manhattan Corp
Chemical Banking Corp
Chesebrough Pond's
Chevron Corp
Chicago Title & Trust Co
Chubb Life Insurance Co/America
Chubb & Son Inc
CIGNA Corporation
Circuit City Stores
Citicorp/Citibank NA
Coca-Cola Co
COMSAT
Consolidated Natural Gas Co
Consolidated Papers Inc
Consumers Power Company
Continental Bank
Continental Can Co
Continental Corp
Continental Insurance
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03/03/16
Frederic W Cook & Co Inc
Cooper Industries
Cooper Tire & Rubber Co
Corning Inc
Cray Research Inc
Credit Agricole
Cross & Trecker Corp
DFS Group
Danforth Foundation
DEKALB Corp
Deluxe Corp
Dennison Manufacturing Co
Digital Equipment Corp
RR Donnelley & Sons Co
Dow Corning Corp
Eastern Enterprises
Eaton Corporation
Ecolab Inc
ELF Atochem
Emerson Electric Co
Employee Benefit Claims of Wisconsin
Ensign-Bickford Foundation
Enron Foundation
Equitable Financial Cos
Ethyl Corp
Exxon Corp
Federal Home Loan Mortgage Corp
Federal National Mortgage Assn
Federated Department Stores
FINA Inc
Fireman's Fund Insurance Co
First Bank System Inc
First Interstate Bank of Oregon
Fortis Benefits Insurance Co
Freeport-McMoRan Inc
Funderburke & Associates Inc
GATX Corp
Gary-Williams Co/Piton Foundation
General Cinema Corp
General Re Corp
Georgia Pacific Corp
Gillette Co
Gilman Paper Co
Glaxo Inc
Glenmede Corp
Goldome
BFGoodrich Co
WW Grainger Inc
John Grenzebach & Associates
Gulf+Western Inc
Hampton & Harper Inc
John Hancock Mutual Life Insurance
Hartford Steam Boiler Inspection & Insurance Co
Hazelton Labs
HJ Heinz Co
Hillman Co
Hoechst Celanese Corp
Honeywell Inc
Houghton Mifflin Co
Household International Inc
IBM Corp
Illinois Tool Works (ITW) Inc
IMCERA Group
IMO Industries
Indiana Bell Telephone Co
Integra Financial Corp
Interlake Corp
International Minerals & Chemical Corp
ISC Group
IU International
Jeffries & Company Inc
Johnson & Higgins
Johnson & Johnson
Johnson Controls
Robert Wood Johnson Foundation
Joiner Associates Inc
Jostens Inc
Kellogg Co
WK Kellogg Foundation
Kemper National Insurance Co
Kennametal Inc
Kimberly Clark
Kmart Corp
KN Energy
Lamson & Sessions Co
Levi Strauss & Co
Lignotech USA
Eli Lilly & Co
Thomas J Lipton Co
Loews Corp
Lotus Development Corp
Lubrizol Corporation
MTS Systems Corp
John D & Catherine T MacArthur Foundation
MacLean Fogg Co
RH Macy & Co
Maguire Oil
Marinette Marine Foundation
Maritz Inc
Massachusetts Mutual Life Insurance
May Department Stores
Mazda North America
McDonald's Corp
McGraw-Hill Inc
Mead Corp
Mellon Bank
Merck & Co Inc
Merit Oil Corp
Meritor Savings Bank
Merrill Lynch & Co Inc
Michigan Bell
Microsoft Corp
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Middlesex Mutual Assurance Co
Midelfort Clinic
Millipore Corp
Minnesota Mutual Life Insurance
Mobil Oil Corp
Moen Inc
Monsanto Co
Montgomery Ward & Co Inc
MONY Financial Services
Morgan Guaranty Trust Co/New York
Morton International Inc
Motorola Inc
Charles Stewart Mott Foundation
Murphy Oil Corp
Mutual of America
NACCO Industries
Nalco Chemical Co
Nancy's Notions
National Starch & Chemical Co
National Westminster Bank USA
NationsBank Corp
Nationwide Mutual Insurance Co
NCR Corp
New England Business Service Inc
New England Educational Loan Marketing Corp
New England Electric System
New York Times Co
Newmont Mining Corp
Newsweek Inc
Nike
Nordson Corp
Norfolk Southern Corp
Northern Illinois Gas
Northern States Power Co
Northern Trust Co
Northwest Industries
Norton Co
Norwest Colorado
NYNEX
Olin Corp
Owens-Illinois Inc
Outboard Marine Corp
PPG Industries Inc
PQ Corp
Pacific Enterprises
Panhandle Eastern Corp
Paramount Communications
Pella Corp
Pennzoil Co
Peoples Energy Corp
PepsiCo Inc
Persoft
Pfizer Inc
Phelps Dodge Corp
Pieper Electric
Pioneer Group
Pitney Bowes Inc
Pittway Corp
Playboy Enterprises
Polaroid Corp
Premark International Inc
T Rowe Price Associates
Promus Co's
Public Service Company of Colorado
Quad/Graphics
Quaker Chemical Corp
Quaker Oats Co
Quantum Chemical Corp
RJR Nabisco Inc
Ralston Purina Co
Reader's Digest Assn Inc
Reliable Life Insurance Co
Rexnord Inc
Rockefeller Family & Associates
Rockefeller Group
Rolling Thunder Inc
ROLM Co (r,s)
Ross, Johnston & Kersting Inc
Ryco Division, Reilly-Whiteman Inc
SPX Corporation
Safeco Insurance Co
St Francis Bank
St Paul Companies
Sandoz Inc
Santa Fe Pacific
Sara Lee Corp
Charles Schwab & Co
Joseph Seagram & Sons Inc
Security-Connecticut Life Insurance Co
Sedgwick James Inc
Sentry Insurance Foundation
Shawmut National Corp
Sheldahl Inc
Shenandoah Life Insurance Co
Sherwin-Williams Co
Skinner Corporation
SmithKlein Beecham
Society Corp
Sonat Inc
Sony Corporation of America
Southern Bell
Southwestern Bell
Spiegel Inc
Sprint
Square D Co
Staley Manufacturing Co
Stanley Works
Stride Rite Corporation
Subaru of America
Sun Company Inc
Sun Life Assurance Co of Canada
Sun Microsystems Inc
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Sundstrand Corp
Susquehanna Investment Group
TRW Inc
Tandy Corp
Teagle Foundation
Technimetrics Inc
Tektronix Inc
Temple-Inland Inc
TENNANT
Tenneco Inc
Tetley Inc
Texas Instruments Inc
Textron Inc
3M
Time Warner Inc
Times Mirror (r,s)
Toro Company
Transamerica Corp
Transco Energy Corp
Travelers Express Co
Travelers Companies
Triskelion Ltd
UFE Inc
UNUM Corp
US Bancorp
US Oil/Schmidt Foundation
US West Inc
USG Corp
Unilever United States Inc
Union Pacific Corp
United Parcel Service
United States Fidelity & Guaranty Co
United Technologies Corp
Vulcan Materials
Vanguard Group Inc
Washington Post Co
Waste Management Inc
West One Bancorp
Western Life Insurance Co
Westinghouse Electric Corp
Whitman Corp
John Wiley & Sons Inc Publishers
Williams Companies
Williams-Manny Charitable Trust
Winn-Dixie Stores
Wisconsin Educational Association
Wisconsin Energy
Wisconsin Power & Light WMX (Wheelabrator)
Technologies
WPS Foundation
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Donation Form
Entire section must be
completed (as well as the
donation amount) for credit
card donations to be
processed.
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Travel Information
Travel Q & A
What airlines will be used?
Our staff blocks air space with virtually every major carrier such as American, Delta, Continental,
United, etc. If warranted we will use charter flights. Our goal is to get the best airfare possible for
our participants.
Can a participant choose what airline they will fly?
Our staff will work with the participants for specific airlines requested and this will be a line item
to be filled in on the travel form. Our goal is to find the best routing and best fares for our
participants. This way, our fundraising costs can be kept in check. If a participant requests a
specific airline and our travel department is able to find a better rate on a flight from another
carrier, the participant will be asked to pay the difference in flight price.
What does “group dates” mean, and how are they determined?
These dates are the blocked days for travel and hotel accommodations during race weekend.
The minimum number of night’s accommodation will be three with the maximum being four. Four
nights stay will be provided if the travel time or destination warrants. Dates are based upon the
race date. Travel to the event takes place two days prior to the race, and departure is one day
after the race.
How will not traveling on group dates be accommodated?
We will work with participants whenever possible to extend their stay. Participants will be
required to pay for any travel costs incurred outside of the group rates (i.e. additional hotel
nights, ground transportation, etc.). If a participant is simply extending their stay at the same
hotel, there will be no administrative fee for this. Most hotels will also allow using the same rate
three days prior or after our group dates, but the participant will have to pay the additional nights
and will be on their own for transportation to/from the airport Additionally, if traveling outside of
group dates means that the participant’s airfare is more than the group dates cost, the participant
will have to pay the difference in airfare.
What is included in the land package?
The Total Land Package includes your guest’s stay in your room, his/her transportation to and
from the airport (on group travel dates only), the meals that are included for the participant, such
as the Pasta Dinner, and the Victory Dinner, and transportation to and from the race site. Flight
accommodations are not part of the Total Land Package and will be charged separately.
What is not included in the land package?
The following items are not included in the land package for either guests or participants:
1. Items of a strictly personal nature such as laundry, valet, prescription drugs,
telephone charges, room service, alcohol, etc.
2. Additional charges for single rooms, additional suites, or overnights en route.
3. Cost of sightseeing excursions or sports activities.
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Can food and beverage packages only be purchased?
Yes. Participants may purchase food and beverage packages for guests. This will include meals
that participants receive-- the Pasta Dinner the night before the marathon, and the Victory Dinner
the night of the marathon,. If this option is purchased, it will be charged within 24 hours of receipt
of the travel form.
How is the food and beverage cost (F&B) determined?
The food and beverage costs are determined by numerous items. They do not include just the
cost of the meal. With any hotel you also incur costs for the use of the room, wait staff, and setup charges. Additionally included in this cost are charges for decorations, entertainment,
lighting, staging, audiovisual equipment needed for the event, as well as costs for staffing for
media requirements.
How will hotel and airfare reservations be made?
Hotel and airfare reservations will be made once the participant reaches their fundraising
minimum or recommits. Each participant meeting this criterion will be provided a travel
registration form at a training session, which will need to be completed and forwarded to National
Center. Staff will make sure all roommate assignments, and all other required fields are
complete before sending. Incomplete forms will slow the process considerably, and will be sent
back to the affiliate staff to ensure that they are complete. No arrangements will be made unless
the forms are complete.
Please send in the travel forms as they are completed and no later than the due date. By
holding forms, it slows down the travel booking process. In marathons that are very popular
destinations, this results in less availability for flights and routing, especially for those trying to
extend their stay, as we cannot pre-block seats for dates outside the group travel dates. Once
airfare has been reserved, participants will receive a phone call, fax or email confirming the
arrangements. It is imperative that e-mail and voice mail is checked on a daily basis.
Participants will have 24 hours to respond to the suggested departure and arrival dates. If no
response is received in 24 hours the ticket will be booked. Any changes made to the ticket after
the airfare has been confirmed will require a change fees of between $100.00 and $200.00 and
any difference in airfare there may be for the new dates requested, and will have to be paid for
by the participant or the affiliate if special circumstances apply.
When will reservations be booked?
Travel reservations are made at recommitment. Our travel agency will have a dedicated staff
assigned to Train To End Stroke. These individuals will handle all travel plans. Each participant
will complete a travel form at recommitment or once they have met the fundraising minimum. It is
imperative that those individuals who recommit understand that travel expenses are being
incurred at this point and they will be responsible for any travel costs incurred if they recommit
and later drop from the program.
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What is the guest policy?
We will make land arrangements for one additional guest for each participant—no exceptions will
be made to this policy. There will be an administrative charge to the participant (or guest) for
this. Participants will need to make arrangements for guest air travel themselves. The purpose of
Train To End Stroke is to raise funds for stoke research, education and advocacy and it’s helpful
to keep this point in mind when considering the expense of travel. Any participant wishing to
bring more than one guest will need to make land arrangements for those additional guests.
Will it be possible to make air and hotel reservations for guests?
We will make hotel, ground transportation, food and beverage for guests for group dates only.
However, airfare will need to be booked by the participant or guest. While airfare arrangements
for the guest can be made through our travel agency, guests will have to make these
arrangements personally. This will allow guests to make their airfare arrangements as soon as
they have made the decision to go on the trip. It also allows individuals to be able to take
advantage of Internet and other special airline rates. These specials are offered at varying times
to customers, are short-lived, and limited in number. Guests making their own airfare
arrangements can then take advantage of these opportunities.
If a guest is not arriving at the same time as the participant, how is this handled?
If a guest is arriving earlier in the day than the participant, as long as the guest is listed on the
participant’s travel form, the guest may check into the hotel prior to the participant’s arrival. Any
questions should be directed to the Train To End Stroke Hospitality desk at the hotel. If the
guest has purchased a total land package, they will need to inform us of their flight arrival and
departure times, so that we are able to provide them with transportation to/from the airport (group
travel dates only).
When will guests be charged for the land package?
The land package will be charged within 2 weeks of receipt of the travel form.
What if I don’t purchase the guest package, but want to have a guest in my room?
You can purchase a Single Room Supplement for your guest. ASA pays for you to be in the
hotel room with another Runner/Walker Participant. If you wish to room on your own or have a
guest stay with you who are not purchasing the Total Land Package, you must make up the price
of the room by purchasing a Single Room Supplement. If you have a guest in your room, you
will not be paired with another participant, so the cost of the room must be made up through this
charge.
If a guest isn’t flying on group dates, can ground transportation be backed out of the land
package?
No, ground transportation costs are charged based upon a package deal. The cost includes
transportation to and from the airport, to the race, and when appropriate to the pasta and/or
victory party. While a guest may not be using the to and from airport transportation, they will
require transportation to the race, and the parties. When dealing with travel arrangements for
large groups, it is necessary to provide a standard land package for everyone, to keep our costs
down, and we can not make exceptions.
Will transportation to and from the local airport be included in the travel expense?
No. The affiliate may choose to make their own plans but will be responsible for making
arrangements and funding the costs.
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If a participant wants to use their frequent flier miles for airfare, is it possible and how
should this be handled?
A participant can use frequent flier miles to book their airfare. Airlines require the person owning
the frequent flyer miles to make their own arrangements, so the travel agency would not be able
to book the air for them. Participants must keep in mind that frequent flier miles often have
blocked dates so they need to ensure they can get flights on the dates needed. Participants will
need to discuss with their staff contact how much will be deducted from their fundraising
minimum by arranging their own air travel.
Who provides quotes for airfare?
Travel agencies specializing in group travel packages provide quotes for airfare. As outlined in
the question below, airfare costs change on a daily basis.
How is airfare determined?
Airfare is based upon the availability on each individual air carrier. Six months prior to the actual
event, an estimated number of participants is provided to the travel agency. Airfare is then
blocked on specific airlines based upon arrival and departure times and locations. The blocking
of airfare secures our participants’ tickets on TTES specific group dates and that the airfare will
not exceed a certain amount. Rates for airlines change on a minute by minute basis. For
example an airline has 250 seats available on a flight; eleven months prior to the scheduled
flight, the airline determines the rates to be used for that particular flight. They also determine
how many seats they are going to offer at each of their different rates. In this hypothetical
example, the airline determines that the first 25 tickets purchased in the first 15 days, will be
offered at $200 per ticket. The next group of seats is offered at $250 for the next 15 days, etc.
The closer to the departure date the higher the rate. Once each of these group of seats are
booked, airlines start offering the next rate. This is also why you can call for a price in the
morning, and go to book in the evening and the rate could be different. Because we can not
make reservations until the participant reaches the fundraising minimum or recommits (which is
approximately 75 days prior to the actual event), sometimes we are not always getting the lowest
fare that was originally offered for that particular flight.
When we pre-block seats with the airlines, we get a guaranteed rate once we have given a
deposit to the airlines. This is how we are able to determine what the cost is for those
participants traveling on the group appointed travel dates. For those participants wishing to
extend their stay, that is when the above scenario comes into play. As individuals are
determining their own plans that are separate from the TTES program, we are unable to preblock seats as we do not know what their desired travel dates may be.
How are specific hotel destinations determined?
Hotels are selected based upon room rate, location to event, & availability of rooms for group
dates. When possible, we will try to keep training teams in the same hotel. However, in some
cases this will not be possible, and rooms will be provided on first come, first serve basis. This is
especially true when the destination does not have large hotels.
What is included in the hotel costs?
Hotel costs include the cost of the room, taxes, resort fees (if applicable) and in some cases,
gratuities for bellman. Because these events are held on weekends, the hotel rates though
discounted are their peak night’s rates.
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Can I have a room by myself?
Yes, you just need to pay the Single Room Supplement fee to make up the other portion of the
room charge. This will be a fee of the room rate per night, each night of the program dates. This
fee will be charged within 24 hours of the travel agency receiving your travel form.
How should we prepare for international events?
When leaving the country for a race event, it is necessary to have a passport. Some
destinations do require only a certified copy of your birth certificate and a valid ID. However, it is
best to have a passport. It is best to handle getting a passport upon registering for the
international event, this way there will be no last minute running around to get a passport. It
usually takes anywhere from 2-4 weeks to receive your actual passport. Contact your local
county passport office for more details.
How are race entry fees handled?
Race entry fees should be paid for by the affiliate. Depending upon the event, some provide online registration, but participants are not considered as registered until the fee has been paid.
Other events will require completion of registration form, or sending of lists with all required
information along with a check covering all fees. National Center will inform staff each season
how the individual races will be handled.
How will a participant change their travel plans once a trip has already been booked?
Any changes made to airline tickets after ticketing will result in a change fee. This is a fee the
airlines charge directly to our travel agency, which we will pass to the participants. Please
encourage participants to be certain of travel arrangements before booking so that they avoid
this fee. Additionally, if changing an air ticket increases the price above the group date cost, the
participant will be responsible for paying for the change fee and the difference.
How should last minute cancellations be handled?
While we certainly do not want anyone to cancel when they have recommitted to the
program, we do anticipate that some of this will occur. In virtually all cases, participants
are issued non-refundable airline tickets. In addition, we have to commit to the hotel not
only a guaranteed number of rooms, but also a guaranteed minimum we will be
spending on food and beverage items months in advance. These are expenses we can
not recoup even if someone does not attend the event. And because the airline tickets
are issued in the name of the participant, for those that drop at this point, the ASA is not
able to use these tickets in any way. If anyone drops from the program after
recommitment, your affiliate will be charged for the full land package price and any nonrefundable airfare and/or cancellation fees. There will be no exceptions to affiliates being
charged, as these expenses have already been incurred. The participant can use a
non-transferable, non-refundable ticket within a year’s time.
It is clear in the recommitment form what the participant will be charged, however, it is
your choice whether you pass these costs on to the participant. It is our recommendation
that you do so, regardless of the amount raised to date. If these costs are not passed on
to the participant, donors dollars are not being used to fund ASA programs & research,
and we have incurred travel expenses for someone not even participating in the event.
However, you know best how to handle the relationship with the participant and how this
decision will impact the entire team. Costs should definitely be passed to the participant
if he/she has not raised enough to cover the expenses incurred.
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