SHELTERBOX USA
VOLUNTEER HANDBOOK
A one-stop-shop for Team ShelterBox
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SHELTERBOX USA
VOLUNTEER PROGRAM
CONTENTS
3 4 5 6 7-8 9 10 11
12-13 14-16
17 18-24 25
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Introduction
How ShelterBox operates
How it all started
About the box
Key messages
Donations
Funds
Six steps to fundraising
Fundraising ideas
Event ideas
Useful contacts
Frequently asked questions
Appendix
Sample letters
What’s in a box poster
General ShelterBox poster
Donation form
INTRODUCTION
Millions of families worldwide are affected every year by natural disasters
and humanitarian crises. As an international disaster relief charity, ShelterBox
specializes in emergency shelter provision. Much of this humanitarian aid is
delivered in iconic green ShelterBoxes.
Each box supplies an extended family with a tent and lifesaving equipment to use while they
are displaced or homeless. The contents are tailored depending on the nature and location of
the disaster, with great care taken sourcing every item to ensure it is robust enough to be of
lasting value.
ShelterBox benefits from the tireless efforts of a strong and extensive support base of
volunteers who give their time in all sorts of ways. It could be as a volunteer talking to
local community groups, Rotary Clubs or schools, or as a ShelterBox Response Team
member accompanying the boxes on deployment. Quite simply, without their passion and
commitment, ShelterBox would be unable to help the people it does. This important work is
vital to our operation and our awareness raising efforts, enabling us to help more and more
people around the world.
This support document is a reference. It is full of information and facts useful to anyone
interested in being part of the volunteer team in the US.
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HOW SHELTERBOX OPERATES
Overview
ShelterBox responds instantly to disasters such as earthquake, volcano, flood, hurricane,
cyclone and conflicts by delivering green boxes of aid and other supplies. It prides itself on
an ability to react quickly when disaster strikes. There is a large stock of equipment in the
warehouse at HQ in Cornwall, England and more than 300 volunteers are on call to pack
boxes on short notice. The boxes are then taken to the most convenient airport or port for
commercial cargo delivery. The aim is to get the first shipment of boxes to a disaster area
within two to three days.
ShelterBox Response Teams (SRTs)
Once a request for aid has been identified at ShelterBox HQ, a response team is carefully
selected from a pool of more than 250 highly-trained volunteers across the world, to travel
to the disaster areas. Working closely with local organizations, international aid agencies
and Rotary Clubs worldwide, response teams are often able to get aid to those in need more
quickly than other international aid organizations.
Arrival
Once aid arrives in its country of destination, it is met by a ShelterBox Response Team
for processing through customs and organizing onward transport to its final destination.
Response team members use all available resources to make sure they channel the aid
according to need. It is often those in remote and inaccessible areas that are most desperate
and can be overlooked. The teams have to be resourceful in the way they distribute aid. All
kinds of modes of transport have been used including trucks, wheelbarrows, helicopters,
boats and even mule trains!
Aid prepositioning
Consignments of aid are held in strategic locations (Dubai, Panama, Melbourne, Curacao
and Singapore) that can be dispatched within hours of a disaster. These act as a stopgap if
necessary until the main consignment of aid arrives from the UK.
Non-governmental organizations and other aid agencies
To maximize the effectiveness, ShelterBox works with many of the leading international relief
agencies and NGOs (non-governmental organizations) including UNICEF (United Nations
Children’s Fund), UNHCR (United Nations High Commissioner for Refugees), Red Cross,
Red Crescent, Save the Children and Oxfam. Sharing knowledge and resources enables the
distribution of aid efficiently and cost effectively.
Commitment to donors
The work of ShelterBox would not be possible without the many thousands of donors who
generously support it.
ShelterBox is a lean organization that benefits from the tireless efforts of a strong and
extensive support base of volunteers. This is key to keeping overhead costs low. In addition
to passionate and dedicated volunteers, ShelterBox boasts a highly committed and
performance driven body of professional staff.
To connect its donors directly with the people they are helping, each box is given a unique
tracking number. Donors will receive a unique box number which gives them the opportunity
to track their box to its final destination via the ShelterBox website.
ShelterBox USA
ShelterBox USA is one of 18 affiliates of ShelterBox International. The Lakewood Ranch
Rotary Club was the catalyst for the development of ShelterBox USA, Inc., a 501(c)3
nonprofit organization headquartered in Lakewood Ranch, Florida. The organization filed
for incorporation in Florida on January 13, 2004, with the purpose of providing humanitarian
relief and aid in the form of equipment and materials that provide shelter, warmth and dignity
to people displaced by natural disasters and other humanitarian crises.
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HOW IT ALL STARTED
ShelterBox was founded in 2000 in the small town of Helston in Cornwall,
UK. That same year, the Rotary Club of Helston-Lizard adopted it as their
millennium project. Little did they know that ShelterBox would become
a Rotary International Project Partner, with an ever-growing number of
international affiliates.
The first consignment of 143 ShelterBoxes was sent to earthquake survivors in the Indian
state of Gujarat in January 2001. Over the next three years the project matured and by the
end of 2004 nearly 2,600 boxes had been dispatched following 16 major disasters. On
December 26, 2004, news came of the devastating Indian Ocean Tsunami and ShelterBox
faced our most significant challenge, one that would change our course forever. Donations
and volunteers poured in and we were was able to ramp up our operations on a scale
unimaginable just six months earlier.
In 2005, we sent out more than 22,000 boxes, almost 10 times the number we had sent out
in the previous three years. Not only were we sending aid to survivors of the Tsunami, but
we were also able to help those who had lost their homes in Hurricane Katrina in the US and
the massive earthquake that hit the Kashmir region of Pakistan. In just a few short months,
ShelterBox had emerged as a major player in the field of international disaster relief.
We have continued to build on our Tsunami experience, helping as many people as we can,
as quickly as we can the moment disaster strikes.
During 2010, ShelterBox hit another milestone when we provided shelter for more than
35,000 families in Haiti after a 7.0-magnitude earthquake left one million people homeless
and took the lives of more than 300,000.
ShelterBox has grown rapidly since its inception in 2000, having now worked in more than 90
countries following more than 240 disasters. As of July 2013, ShelterBox has delivered a total
of 130,639 ShelterBoxes worldwide in response to earthquakes, tsunamis, floods, typhoons,
hurricanes, volcanoes and conflicts.
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ABOUT THE BOX
Each box supplies an extended family with a tent and lifesaving equipment
to use while they are displaced or homeless, for at least six months. The
contents are tailored depending on the nature and location of the disaster,
with great care taken sourcing every item to ensure it is robust enough to be
of lasting value.
The donation amount required to support an entire ShelterBox is $1,000. This amount
includes the contents, storage and delivery to final recipients. A donation of any amount,
however, will receive a tracking number.
Every box bears its own unique tracking number so a donor can track it all the way to its
recipient country via www.shelterboxusa.org.
Typical ShelterBox Contents
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Durable plastic box
Tent
Stove
Water containers and purification
Cooking equipment
Blankets and ground sheets
Hats, gloves and scarves
Tool kit
Children’s activity pack
Mosquito nets
KEY MESSAGES
OUR VISION is of a world where everyone affected by disaster has access to the shelter
and basic equipment they need to survive and live in dignity and safety.
OUR MISSION is to provide humanitarian relief in the form of equipment and materials that
bring shelter, warmth and dignity to people affected by natural and other disasters worldwide.
OUR GOAL is to help 50,000 families who lose everything in a disaster every year.
About ShelterBox
• The leading international disaster relief organization that specializes in delivering
emergency-based shelter, access to clean water and life-saving equipment immediately following a disaster
• Instantly responds to earthquake, volcano, flood, hurricane, cyclone, tsunami, conflict
or other disaster by delivering ShelterBoxes and other supplies
• Has responded to over 240 disasters in more than 90 countries to date
• First ShelterBox was funded by Rotary International
• Is the largest Rotary Club project in the 100+ year history of the organization and an
official Rotary International Project Partner
• Each box supplies an extended family with a durable tent and life-saving equipment to
use while they are displaced or homeless
• Each ShelterBox bears its own unique tracking number so donors who contribute
toward a box can see the final destination via the shelterboxusa.org website
• In addition to ShelterBoxes, donors may also support the ShelterBox Solution Fund,
which allows the organization to procure and send all types of ShelterBox aid, whether
the need of those impacted is for complete ShelterBox kits or other specific supplies.
• Highly trained ShelterBox Response Teams distribute aid on the ground, working
closely with local organizations, international aid agencies and volunteers worldwide
• ShelterBox was founded in 2000
• First 143 boxes were deployed to India in 2001 after an earthquake in Gujarat
• 2002 – ShelterBox USA was started by the Rotary Club of Lakewood Ranch in Florida
• 2004 – ShelterBox USA became an independent 501(c)(3) organization
• ShelterBox USA has nearly 400 volunteers throughout the US who raise awareness for
its work
• Emily Sperling is the president of ShelterBox USA
• Donations can be made online at shelterboxusa.org, by phone at (941) 907-6036 or by
texting ‘SHELTER’ to 20222 for a one-time $10 donation.
Where are ShelterBox Affiliates located?
• Australia
• Belgium/ Luxembourg
• Canada
• Denmark
• France
• Germany
• Hong Kong
• Indonesia
• Italy Center/Italy North
• Netherlands
• New Zealand
• Norway
• Philippines
• Southern Africa
• Sweden
• Switzerland
• UK
• USA
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The ShelterBox Difference
What ShelterBox provides is unique, and since 2000, ShelterBox has become the leader
in delivering emergency-based shelter and equipment. ShelterBox works with other relief
organizations to enhance the efficiency of delivering supplies that help survivors. In many
cases, ShelterBoxes have made the difference between life and death.
Other Programs
• Young ShelterBox USA is a program that engages children and school groups in disaster education, global awareness and volunteer service through the humanitarian relief
work of ShelterBox.
• Scouts Program is designed, in partnership with Boy Scouts of America, to work with
scouting organizations from around the globe to promote leadership, emergency preparedness, camping, safety, communications, as well as citizenship in the community,
nation and world.
The Aid ShelterBox Delivers
• Durable, Custom-Designed Tent for an Extended Family
• Water Purification System
• Stove with Cooking and Eating Utensils
• Blankets
• Waterproof Groundsheets
• Toolkit
• Mosquito Nets
• Children’s Activity Kit
www.shelterboxusa.org/kit
Recent Notable Disasters
2013 Philippines Typhoon Haiyan and Earthquake
2012-2013 Lebanon, Iraq, Jordan, Turkey & Syria – Syrian Conflict/Refugee Crisis
2013 Oklahoma – Tornadoes
2012 Philippines—Typhoon Bopha
2012 USA & Haiti – Hurricane/Tropical Storm Isaac and Superstorm Sandy
2012 Crisis in the Sahel Region of West Africa
2011 Thailand Flooding
2011 Turkey Earthquake
2011 Horn of Africa Drought and Conflict
2011 USA Tornadoes and Storms (Arkansas)
2011 Japan Earthquake and Tsunami
2010 Haiti Earthquake
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DONATIONS
Making a donation
Online: Donations can be made from our secure online donation page at www.
shelterboxusa.org/donate. There is also an option to schedule recurring gifts weekly,
monthly, quarterly or annually, enabling individuals to budget larger donations and contribute
to many deployments throughout the year.
Mail: Please send your check or money order (we do not encourage sending cash), payable
to ShelterBox USA to the address below. If you’re donating in honor of someone, sponsoring
a box, or want to direct your donation to a specific fund, please write that in the memo of
your check. You may also complete a donation form.
8374 Market Street #203
Lakewood Ranch, FL 34202
Phone: Please call at 941-907-6036 Monday through Friday between 8:30 a.m.- 5 p.m. EST.
Text message: Text SHELTER to 20222 to make a one-time $10 donation.
Tax receipts: Donations from within the U.S. are tax-deductible. Tax receipts are usually
mailed within two to six weeks after the donation has been processed.
*Please note that ShelterBox will distribute aid on the basis of need and within safe and
achievable parameters. Location or disaster specific donations cannot be accepted. General collections
If you collect money on behalf of ShelterBox USA, please send it to our headquarters in a
timely manner with any pertinent instructions, including donor name, address, fund, etc.
For cash donations, deposit money directly into ShelterBox’s Bank of America account. The
following information is required for the deposit slip:
Account Name: Shelter Box USA, Inc.
Account Number: 2290 0919 6770
Then send a copy of the deposit along with the donor’s information to our office.
Legalities of arranging events or street collections
If you are thinking of organizing an event or street collection, check with your local
government when planning as you may need a permit or license. Contact ShelterBox USA at
941-907-6036 for assistance if needed.
Managing donors’ expectations
In the event of a disaster, ShelterBox aims to respond as fast as possible. This means it
cannot wait for donations but has to draw immediately on existing resources. Therefore,
money raised following one disaster is generally used to replenish stock ready for the next
one. It is often the case that people hear about a disaster in the news and want their donation
to go to that destination but by then ShelterBox is often already there! Further, ShelterBox
can be deployed to multiple disasters at any given time. For this reason, ShelterBox is unable
to accept location-specific donations. It is important to make sure donors understand this
message.
ShelterBox USA
In your fundraising activities, please ensure that your donation requests are for ShelterBox
USA. If an entity sends a check directly to England, they do not receive any tax benefit at
all. In addition, please ensure that all online fundraising (including promoting deployments
or other ShelterBox activities on Facebook, Twitter and other social media) is linked back to
ShelterBox USA’s website at www.shelterboxusa.org, NOT ShelterBox International at www.
shelterbox.org.
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FUNDS
Types of Funds
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Where Organization Needs it Most (Organization’s most pressing need)
The ShelterBox Solution (For the distribution of all types of ShelterBox aid to ensure vital
equipment is sent wherever, whenever it is needed.)
ShelterBoxes for Future Disasters (Notification of where and when your ShelterBox was
delivered will be provided. )
Essential Administration (Operational and administrative needs)
Volunteer Program (Volunteer training and recruitment)
Youth Program (Programs for youth groups, schools and Scouts)
ShelterBoxes for Future Disasters
The ShelterBox fund goes toward complete ShelterBoxes for a future disaster. Therefore we
assign a box number so the donor can learn to what disaster it was delivered. Once a donor
has received their box number, they can enter the number on the ShelterBox website ”track
your box page” http://shelterboxusa.org/trackbox.php and it will inform them “Box to be
deployed”or, once distributed, will state the destination country. However, it may be a number
of months before the box is distributed and the destination is shown on the website.
The ShelterBox Solution
The ShelterBox Solution is a fund used to procure and deploy all types of ShelterBox aid—
including tents, stoves, tool kits, water purification units or even classroom kits—for multiple
disasters. One important feature of this fund is that it allows us flexibility in responding
instantly to disasters around the world. We have learned in some instances only a few
specific items are needed following a disaster rather than a complete ShelterBox. For
example, this was the case after Super Storm Sandy struck Northeast USA in the fall of 2012.
There was not a need for items such as tents, mosquito nets or water purifiers; however,
with harsh winter conditions, there was a need for winterized equipment. In an effort to use
our resources most effectively, ShelterBox chose not to send complete boxes but instead,
provided aid for more than 6,000 people by distributing blankets, scarves and knitted hats as
well as children’s activity packs.
Over the years, ShelterBox has used the ShelterBox Solution fund to provide disaster-specific
equipment in addition to or on its own— such as the 10,000 sets of hats, gloves and scarves
following the Japan earthquake and tsunami, or the 20,000 water purification units provided
to survivors of 2010’s disaster in Pakistan. The ShelterBox Solution ensures that we are able
to send the most vital aid wherever, whenever it is needed.
Another important distinction to be aware of is that *box numbers are not assigned to
donations to this fund.*
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SIX STEPS TO FUNDRAISING
Become A ShelterBox Expert
Download facts about disasters, their effects and ShelterBox’s response to families in need
after a disaster. Begin with our key messages or check out our deployment section at www.
shelterboxusa.org/deployments.
Use Fresh Fundraising Ideas
From asking for donations in lieu of birthday gifts to hosting a movie night where friends
donate the cost of a movie ticket to ShelterBox, there are many fun, new ways to fundraise.
We have included a few ideas in the fundraising section of this handbook.
Announce Your Cause
The more people who know about your mission, the more impact you will make! One easy
way to start is by simply sending out an email. Personalize the sample letter/email found in
the appendix of this guide or write your story in your own words.
Segment your asks. Research shows people are more likely to donate toward a goal that’s
close to being met. To ensure success:
• First, ask your very close friends and family - those who can’t say “no” to you!
• Then, ask your close friends.
• Finally, ask your wider network of friends and colleagues.
Use Social Media
These short messages can be key to a successful campaign. Check out these statistics:
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The average social media donation is $59 and growing each year.
In an average peer-to-peer fundraising campaign, 15-18% of donations are referred
directly from Facebook.
Using Twitter in fundraising events can result in 10x more money raised online.
Use some of our sample social media posts in the appendix or create your own - either
way be sure to include a link to your personal fundraising page!
Follow-Up
There are a variety of ways to accomplish this important step, such as with an individual
e-mail, private Facebook message, phone call or even a text message.
Did you know text messages are especially effective as they have a 95% open rate? They
will definitely see your reminder!
Say Thank You
Everyone who gives a gift, whether by check or online, should receive a personal thank-you
letter. Find a template to customize in the appendix. This is a great way to also share the
results of your efforts as well as the impact their contribution will make.
Additonal Resources
Branding guidelines
For instructions on how to use the ShelterBox logo and other branding procedures, visit
www.shelterboxusa.org/newsroom. There, you can download high resolution logos and the
complete branding guidelines handbook.
Material requests
Looking for a particular resource? ShelterBox has a ton of resources to help you succeed from DVDs to How-to guides. Please contact the office at info@shelterboxusa.org if there is a
specific resource you would like.
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FUNDRAISING IDEAS
Personal fundraiser module
The first step in personal fundraising is to create your very own customized fundraising
page. This will make it easy to collect donations and track your progress. You can
promote your page in person, via social media, through emails, and more.
To get started, simply go to www.shelterboxusa.org/teamshelterbox. Note: you can
register as an individual or as a team.
A few features included that will make your fundraising even more successful:
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Social Sign-On: You can now register and log into your headquarters with your
Facebook, Twitter, LinkedIn, etc credentials.
Easy Donations: Funds can be accepted securely online or entered in as pledges
offline. This allows a true snapshot of your progress.
Individual and Team Pages: Personal fundraising pages can be customized with
pictures, stories and YouTube videos.
Social Sharing: You (and donors) can spread the news about your registrations,
donations, and other event highlights with social networks.
And don’t forget to use powerful stories and videos to make your case. Share photos,
videos and testimonials in your emails and social media asks. Here are some of the
resources available:
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Photos: www.flickr.com/photos/shelterboxuk/sets
Videos: www.youtube.com/shelterboxus
Stories: www.shelterboxusa.org/news
The ShelterBox Birthday Pledge
Turn a party into a purpose! A great, easy fundraising idea is to launch a personal
fundraising campaign around your birthday. Announce to friends, family and co-workers
that this year, you would like to celebrate your big day with donations to ShelterBox.
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ShelterBox Hero Program
A ShelterBox Hero is any group or individual that makes a significant commitment of support.
There are two ways to achieve this status:
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A multi-year commitment of at least $1,000/year for at least 3 years
OR a single commitment of at least $3,000
The program’s focus is not only to fundraise during a presentation, but to build in a long-term
commitment as well.
Congregational resources
Congregations are powerful forces for change and can be tremendous donors for ShelterBox
as we attempt to serve more and more families worldwide. ShelterBox has created a
collection of tools designed to bring ShelterBox into a congregation that will address real
world problems with powerful and life-altering solutions. Check out our Congregation
Resource Packet at www.shelterboxusa.org/congregations.
Global Gifts
ShelterBox Global Gifts are a great way to support ShelterBox’s mission as a gift to a friend
or family member. These symbolic gifts include a greeting card, envelope and a full color
bookmark describing the item sponsored with that Global Gift. Symbolic items are the
contents of a ShelterBox such as “Smile on a Child’s Face” (a children’s activity kit-$25) to
“Heart of the Home” (cook-stove and cooking and eating utensils-$250). Global Gifts are
found in our ShelterBox Shop at http://www.shelterboxshop.com/. As a volunteer, you can tell
clubs, corporations, friends and family about Global Gifts as an alternate gift option.
Youth Programs
ShelterBox knows that kids have lots of energy and passion and has created activities
designed especially for younger audiences. Check out our Young ShelterBox resources on
the ShelterBox USA website. You will find activities for various groups of all ages.
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EVENT IDEAS
Use these ideas to fundraise on your own or with friends and family.
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Save for ShelterBox. During a specified period of time, place the money you would
normally spend on going out for coffee in a donation jar or bring your lunch to work or
school and donate your lunch money to families who have lost everything.
Camp Out – Live in a Tent. Could you cope with life in a tent? Ask your friends and
family to sponsor you to sleep in a tent for a night, a week or even a month.
Get Active. Have you been thinking of cycling across the country, abseiling, bungee
jumping, trekking overseas or skydiving? Use your passion to make a difference. Ask
your friends and family to sponsor you and help you support your cause.
Clear Out – Hold a garage sale. Go through your home and find unused goods that
you can sell. Create signs and flyers letting your customers know that all of the proceeds will benefit ShelterBox USA. Ask if your neighbors would like to throw a garage
sale with you! You can also sell your items on eBay or Craigslist and donate a portion
or all your proceeds to ShelterBox. (For information about ShelterBox USA’s eBay
auction page, go to www.shelterboxusa.org/auction.)
Provide a service. Ask your neighbors and friends if there are any chores they need
done like mowing the lawn, cleaning the gutter, or babysitting their kids. Instead of
being paid for the service, ask them to make a donation to ShelterBox.
Host a dinner party. Invite friends, family, neighbors. Show them the ShelterBox DVD
and pass out brochures. Serve food inspired by one of the 70 countries ShelterBox
has helped. Encourage your guests to make a donation to your important cause. You
can show them your ShelterBox fundraising page and collect donations. Go to www.
shelterboxusa.org/beinvolved for resources.
Zip it. Are you a constant chatterer? Love a gossip? Get sponsored to keep quiet for
an hour or a day or just as long as you can. Donate your proceeds to ShelterBox.
EVENT IDEAS
Use these fundraising ideas to raise awareness and funds for ShelterBox
at school or in your community.
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Commit to learning about at least five of the countries to which ShelterBox has
deployed. Visit www.youngshelterboxusa.org for activities.
Hold a Sale. Items to sell could include baked goods, student artwork, snacks, water
bottles or other popular merchandise from the ShelterBox USA online store, www.
shelterboxshop.com. Donate your profits to ShelterBox. Promote your sale by passing out flyers.
Hold a Competition. Provide each class, troop or student group with a box for collecting donations. Have students collect donations from their family and neighbors.
Throw a party for whichever team raises the most donations.
Host a Talent Show Contest. Charge an admission fee, which you can donate to
ShelterBox’s mission.
Hold a Raffle. Ask teachers, classrooms, students and parents to donate items for a
raffle. Money raised can be donated to ShelterBox and help families rebuild their lives
after a disaster.
Hold a Treasure Hunt. Get your classmates or friends to collect donations from their
family and neighbors. Place the donations into a “treasure chest” and hide the treasure. Then organize a hunt with a map and some clues. The student(s) who find the
treasure get to keep half the proceeds and the other half goes to ShelterBox.
Have a Car Wash. Clear out the school’s parking lot and hold a car wash. Customers
can make a donation in exchange for a clean car. (Make sure you get permission from
your school.)
Host a Pizza Party or Spaghetti Dinner. Recruit a group of your friends and family
to help you plan the event. Charge guests to join the celebration and donate the proceeds to ShelterBox. You can put together fun activities, show them the ShelterBox
DVD and hand out brochures.
Work Exchange. Find a local restaurant or food chain and ask if students, teachers,
and parents can help serve food for a day in exchange for a portion of the proceeds
or a donation to ShelterBox.
EVENT IDEAS
Use these tips to help fundraise and spread awareness about ShelterBox at
your workplace.
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Host a Casual Day Fundraiser. For a donation of a specified amount, give employees the option to “purchase” a day to wear jeans or their favorite sports team apparel
to the office. Money collected benefits ShelterBox.
Launch an Employee Giving Campaign. Ask your company to match employee
donations to ShelterBox dollar-for-dollar. Hold a competition between projects,
departments, floors, etc. and the group with the greatest participation (by percentage of participants in that group or amount given) wins a prize, which could include a
vacation day, gift certificate, etc.
Vacation Cash In. Allow employees to “cash in” one day of vacation and have the
company donate the value of that day’s salary to ShelterBox.
Sell extended lunch hours. In the workplace, sell an extra 30 minutes or so of lunchtime for a specified dollar amount. Money collected benefits ShelterBox.
Host a “Learning Luncheon.” Invite a ShelterBox volunteer to give a lunch hour
presentation for employees.
Promote ShelterBox. Include info in employees’ pay check envelopes, company
newsletter, bulletin board, web site or other company wide communications.
Hold a CEO Tent Challenge. Challenge your employees, suppliers and/or vendors
to raise funds for ShelterBox. If they reach the goal, your CEO must live in a tent for a
day or week, etc.
Run a Social Media Campaign. Does your business have an engaged Twitter or
Facebook following? Run a promotion announcing that if your followers/fans make a
donation to ShelterBox, they will be entered into a drawing to receive a special prize
package that includes your company’s sought-after product or service.
Launch a Cause Marketing Promotion. If your company has a retail location, post
flyers about ShelterBox and any special sale offers. Run a website-based business?
Place a ShelterBox banner on your site. Offer to donate a percentage of your sales for
a day, a week or longer to ShelterBox. Let your customers know that by supporting
your business, they are also supporting ShelterBox’s important global cause.
USEFUL CONTACTS
ShelterBox USA
8374 Market Street #203
Lakewood Ranch, FL 34202
P: 941-907-6036
F: 941-907-6970
E: info@shelterboxusa.org
Website: www.shelterboxusa.org
Department
Telephone
Email
Main Volunteer Contact
Alan Monroe
Director of Volunteer Programs
941-907-6036 ext. 107
amonroe@shelterboxusa.org
Secondary Volunteer Contact
Sarah Shelton
Program Coordinator
941-907-6036 ext. 104
sshelton@shelterboxusa.org
Emily Sperling
President
941-907-6036 ext. 106
esperling@shelterboxusa.org
Tiffany Stephenson
Director of Communications
941-907-6036 ext. 102
tstephenson@shelterboxusa.org
Amy Farrington
Donor Relations Manager
941-907-6036 ext. 100
afarrington@shelterboxusa.org
ShelterBox International HQ
Unit 1A Water-ma-Trout
Helston Cornwall, TR13 0LW
P: +441326 569782
F: +441326 572336
E: info@shelterbox.org
Website: www.shelterbox.org
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FREQUENTLY ASKED QUESTIONS
Preparation & deployments
How do you monitor what is going on around the world?
We receive alerts via text and email from Alert Net and the Global Disaster Alert &
Coordination System (GDACS). When a disaster happens, these sites provide us with basic
information. We also receive world weather reports from the Met Office and they help us to
track weather related disasters, such as cyclones and typhoons, allowing us to predict where
and when it will make landfall. We also receive alerts form G4S that notify us of changing
global security threats which could trigger manmade disasters. When we become aware of
a disaster occurring, we immediately contact partners in the country for further information.
For every one disaster we respond to, we’ve been monitoring at least four other disasters.
How quickly can you respond?
ShelterBox aims to get its boxes and a response team to the scene of a disaster – anywhere
worldwide – within two to three days of a major natural disaster. The exact time will depend
on the circumstances and we can only distribute aid within safe and achievable, operational
parameters. Chronic disasters such as conflict or famine may have a slower response time as
the crisis or disaster may evolve over a period before it reaches a stage when humanitarian
intervention is required or possible. Where need is less clear, we may send a reconnaissance
team in before any aid to see how much need there is and whether our equipment is suitable.
On each occasion, we will take advice from relevant bodies. However, our aim is always to
provide immediate aid wherever possible.
Who decides where you send aid?
The decisions on whether to send aid, how much aid and what kind of aid are made by
the Operations Team and ShelterBox Response Team members in the field, based on the
identified need and available resources at the time of the disaster. ShelterBox constantly
monitors situations around the world through specialist channels, allowing it to make
informed decisions about any response. As well as initiating deployments of emergency
shelter independently, it also responds to requests for assistance from other aid agencies and
government organizations.
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How does aid then get to its destination?
Aid is delivered to the disaster area by whatever means are appropriate and accompanied
by volunteer ShelterBox Response Teams (SRTs). SRTs will charter vehicles locally and work
with whatever other organizations are appropriate. These could include: other aid agencies;
local armed forces, police and government bodies; Rotary and other local non-governmental
organizations (NGO’s) bodies. SRTs are used to finding alternative forms of transport,
whether using donkeys in the mountains of Kashmir or building rafts in Sri Lanka to reach
communities cut off by flooding.
Do you keep boxes ready to go?
ShelterBox has boxes in strategic locations around the world, either key transportation hubs
or locations that are close to areas where we regularly deploy. These pre-positioned boxes
are in places like Dubai, Singapore, Melbourne, Panama, Curacao and Nairobi. ShelterBox
is also part of the United Nations Humanitarian Response Depot (UNHRD) network, which
holds emergency relief goods in warehouses in five continents. Having pre-positioned aid
significantly reduces our response time.
Who takes care of the tents when families move into their new housing?
When the SRT sets up the tents, they usually work with local people, for example
representatives from the local community, local Rotarians or representatives from local
aid agencies, to train them how to look after the tents. This includes maintaining the tents
while the families are in them, good pitching is key to increasing the lifespan of the tent, and
helping to ensure that they are stored or disposed of responsibly once the families are ready
to move back into their own homes. ShelterBox’s operations department also carries out
monitoring and evaluation visits after a deployment to check that the response was effective
and to follow up on any issues with the equipment that was provided.
What happens with the used ShelterBoxes?
ShelterBoxes are given as a gift from the donor to the recipient. Many recipients find a use
for the empty box, such as for water storage or to keep their belongings dry. ShelterBoxes
have even been used as a cradle or a mobile library. After some disasters, if the contents
are still in good condition, the recipients pack them back into the boxes and store them for
future use by the community. It would not be feasible or economical for ShelterBox to go and
collect and transport back all of the used boxes. Taking the equipment away or providing
used and possibly damaged equipment to families could also diminish the dignity that we try
to preserve.
Are there ever any problems with ShelterBoxes being stolen at the destination?
ShelterBox takes care to ensure that there is a safe and effective distribution plan in place
at the destination. Trained ShelterBox Response Team members work closely with local
partners to ensure that the aid is well looked after upon arrival in country is distributed fairly
to families in need. ShelterBox carries out risk assessments for every deployment and if extra
security is required then this is arranged.
Does ShelterBox make arrangements for water and sanitation in its camps?
Trained ShelterBox Response Team (SRT) members work closely with partner organizations
to ensure that water, sanitation and hygiene are given priority wherever ShelterBox tents are
deployed. We will not set up a camp if adequate facilities cannot be provided, as it could
contribute to the problems faced by the families. One of the key tasks of the SRT who
accompany the aid is to identify suitable locations to set up the tents, which includes making
sure that water, sanitation and hygiene facilities are available.
ShelterBox Response Teams
What is the correct term for a volunteer who delivers aid for ShelterBox?
ShelterBox Response Team member
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Do SRT members sleep in tents on deployment?
They can and do if required. Response team members are trained to be totally self-sufficient
to ensure they are alleviating the problems being faced by a community and not adding
to them. They also stay in hotels or at Rotarians’ homes, depending on the nature of the
disaster.
How do I apply to become an SRT member?
Please visit the ShelterBox Academy web site, http://www.shelterboxacademy.org/disaster,
to apply online. If successful, you will be invited for an interview. Next, you may be invited
to the four-day assessment and training course. If you are selected to become a ShelterBox
Response Team member, you will then be invited to undertake a nine-day training course.
Equipment
How many people can a ShelterBox tent accommodate?
A ShelterBox tent is designed to accommodate an extended family. We no longer call it a
10-person tent. This is partly because we cannot dictate how many people should live in it.
In addition, international humanitarian guidelines indicate that 10 people should not live in
a space of that size and each individual should have 3.5 square meters of covered space.
Therefore, the correct terminology to use is ”extended family tent.” If people ask how many
people live in it, we say it is dependent on the culture and the amount of shelter available.
How many types of tent does ShelterBox have?
Two. The disaster relief tent and midi tent.
What is a midi tent?
Midi tents are a more compact, lighter-weight version of the ShelterBox disaster relief tent.
They have been designed to offer a solution for varying occupancy levels and disaster
conditions. The benefits of midi tents are that they are smaller to transport, faster to
distribute, easier to put up, and take up less space. They are therefore ideal for responses
where space is at a premium or where temporary shelter is required for a shorter amount
of time. They are also more portable for families who may need to move the tent regularly.
This new option enables ShelterBox to target aid effectively and to make donors’ money go
further.
Which tent can be modified for cold weather climates, and how?
The disaster relief tent can be modified for particularly cold weather by attaching a thermal
layer between the outer and inner skins.
How big is the box and what does it weigh?
Each box is 24” (570mm) wide by 33” (842mm) long by 22” (602mm) deep – giving a capacity
of 48.9 gallons (185 liters). Fully packed, a box weighs between 110lbs and 130lbs (50 to
60kg).
Does ShelterBox always send complete boxes?
No. The aid that ShelterBox sends will be customized to suit the particular needs created by
a disaster. In some situations, specific equipment is needed, such as additional tool kits or
additional cold weather hats, gloves and blankets. In some cases, only tents are required and
they are sent on pallets without the boxes in order to save space.
When does ShelterBox send stoves?
Stoves are not sent automatically with each box. They are sent when requested by the
ShelterBox Response Team carrying out the needs assessment. In camps, there are often
communal cooking facilities removing the need for stoves and not all cultures use stoves, so
they are only distributed when needed to make best use of donors’ money.
Is there a lighting solution available?
Yes, ShelterBox can provide a solar lamp. One lamp is packed in each box and more can be
sent if required.
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Do the contents of the box vary according to the type of disaster being responded to?
Yes. The ShelterBox Response Team will let the operations department know what is most
needed in the country and where possible the contents of the box will reflect that need. We
have pre-positioned boxes prepared for both hot and cold climates. For example, there was
no need for mosquito nets in the boxes that were sent to Turkey following the earthquakes in
October and November 2011, but extra blankets and ground sheets were deemed useful.
Why is there no First Aid kit in the ShelterBox?
ShelterBox provides a shelter-based kit. There are other organizations that specialize in
providing medical aid, so we leave medical support and provisions to them. In addition, we
cannot send perishable items and First Aid kits tend to include items that have an expiry
date. We do however support medical needs in the immediate aftermath of a major disaster
and often our tents will be used as temporary hospitals and recovery units when medical
facilities have been destroyed.
Is the box and its contents environmentally safe? Is any part of the box recycled?
The kit is designed primarily to save lives, so quality comes first and foremost. The box needs
to be robust and durable to potentially last a number of years in pre-positioned locations.
It is also a functional part of the aid delivered and is used by families in a whole number of
ways even once they have rebuilt their homes. However, we are aware of the need for an
environmentally sustainable approach and environmental issues will be considered in future
procurement.
Who monitors the companies that make the contents of ShelterBoxes?
ShelterBox has a procurement policy that requests information of key suppliers in the form
of declaration of compliance and, if a major supplier, a visit to factories. The standards within
this policy draw on the United Nations Universal Declaration of Human Rights, the United
Nations Convention on the Rights of the Child and other internationally recognized standards.
Is it possible to purchase a ShelterBox or ShelterBox tent?
ShelterBox currently does not produce tents or other equipment for commercial sale. We only
produce ShelterBoxes to be delivered as part of a deployment following a disaster.
Funding and donations
Where does ShelterBox funding come from?
ShelterBox is predominantly funded by public donations from supporters worldwide, from
individuals to Rotary Clubs and companies to schools.
Which of the following is the correct phrase?
1.
2.
3.
Your donation could pay for a ShelterBox
Your donation could sponsor a ShelterBox
Your donation could support a complete ShelterBox
ANSWER: 3
What is the amount to support a complete ShelterBox?
$1,000 (or the equivalent in affiliate currency) is an indicative cost to deliver the ShelterBox
Solution to wherever in the world it is needed. Please be clear that this is not the exact cost
of a box and its contents but a representation of the average cost to send ShelterBox aid to
people in need and cover essential operating costs. The aid may take slightly different forms
depending on the needs of the people affected. For example, in some situations only tents
are required and not the rest of the contents of the box.
Why do donors have to wait to receive the tracking number for their ShelterBox?
ShelterBox USA sends box number requests to ShelterBox International as soon as they
receive the donation information. Then ShelterBox International send ShelterBox USA the
box number assigned to each donation. It might take a few days for the donor to receive their
notification email or letter by mail as these middle steps require extra time.
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Where can I track my ShelterBox?
When someone makes a donation towards a ShelterBox, they are provided with a box
number. However, the system is not like a package delivery service. The donor cannot
track the box as it leaves the warehouse and travels to its destination. Once a donor has
received their box number (i.e. when their donation is processed), they can enter the number
on the ShelterBox website http://shelterboxusa.org/trackbox. It will inform them ‘Box to
be deployed’ or, once distributed, will state the destination country. However, it may be a
number of months before the box is distributed and the destination is shown on the website.
I looked on your website to see where my box has been deployed to and I see that they
are still yet to be deployed. Why hasn’t my ShelterBox been deployed?
When supporters sponsor a ShelterBox, their box number gets added to the list of box
numbers waiting to be deployed. Box numbers are then assigned to boxes or the equivalent
value of aid (e.g. if just tents are sent instead of boxes, two tents might be assigned a box
number instead of one box) as they are distributed to families during a disaster. During
busy periods, such as during the Haiti earthquake when we sent around 28,000 boxes, we
are sending out so many boxes that box numbers get assigned very quickly and therefore
donors are waiting for only a matter of days or weeks to know where their box was sent.
However, during relatively quiet periods, the amount of box numbers we have outweighs the
need for boxes deploying to the field and it therefore takes longer for a box to be deployed.
We appreciate that as a donor this must be frustrating for you. But on the bright side, the
fact that there is less demand means there are not families desperately in need of emergency
shelter. Also, having a supply of sponsored boxes on standby means that when a major
disaster strikes, we have the materials and capacity available to respond as quickly as
possible and to provide as much aid as is required. The nature of our work is, we never know
when or where the next disaster will be but your support ensures our continued readiness.
Can someone sponsor one box over time, giving small contributions to the same box?
Smaller donations will go towards funding several boxes rather than one particular box as it
would be unfeasible to have hundreds of partly funded boxes.
Can donations be given for a specific location?
ShelterBox is unable to accept location-specific donations. The way we work means we have
to be prepared for immediate response. Donations received before a disaster will often be
those that are used to respond to it. Donations stimulated because of a disaster may be used
to prepare for the next one.
What are funds used for if the demand for ShelterBoxes is low for a period of many
months?
ShelterBox never knows when or where the next disaster will be. Funds received in advance
enable us to purchase stock and preposition it around the world, so we are ready to respond
quickly the next time a disaster occurs.
What is a Classroom in a Box?
A Classrooms in a Box provides teachers and students with the school supplies they need—
colored pencils, pens, chalkboards, notebooks and more. In the chaos and the aftermath of
disaster, these allow the children affected to continue their education.
How are the school boxes funded?
School boxes are funded through funds like the ShelterBox Solution fund. *box numbers are
not assigned to school boxes.*
Can supporters raise funds specifically for school boxes?
We do not fundraise separately for the school boxes. These are only sent out as part of an
overall aid consignment and are paid for through general funds. This is because our main
focus is on the emergency lifesaving humanitarian aid and we only send these boxes where
we have found a school or several schools have been destroyed.
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Representing ShelterBox
As a representative of ShelterBox, when I talk about ShelterBox, should I say “we” or
“they”?
You should say “we!” As a ShelterBox volunteer, you are very much part of ShelterBox.
Can I use the ShelterBox logo?
Yes. For instructions on how to use the ShelterBox logo and other branding procedures, visit
www.shelterboxusa.org/newsroom. There, you can download high resolution logos and the
complete branding guidelines handbook.
ShelterBox Affiliates
How many affiliates are there and what do they do?
ShelterBox USA is one of the ShelterBox affiliates. There are around 18 ShelterBox Affiliates
and you can check the flags on the ShelterBox USA’s website to see if new affiliates join
– www.shelterboxusa.org. Affiliates are independent organizations that share ShelterBox’s
mission of providing shelter, warmth and dignity to people affected by disasters worldwide.
They support ShelterBox by carrying out awareness raising and fundraising activities in their
country. They operate as a ShelterBox “family” or “network” around the world.
Do affiliates get involved in deployments?
ShelterBox International operations team manages all deployments, even if there is an
affiliate in the affected country. However, if a disaster occurs in an affiliate country, the affiliate
might provide support in logistical issues, such as helping with drivers, stock storage and
translations. ShelterBox Affiliates also help to identify and recruit ShelterBox Response Team
members from their country.
ShelterBox Partnerships
Rotary
The global support from the Rotary network is the cornerstone on which ShelterBox is built.
Rotary has been instrumental in our growth and Rotarians are the cement that binds us
together. Since we were founded, we grew from one club’s adopted project to the largest
global Rotary club project in the 100-year history of the organization.
In 2012, we became Rotary International’s first Project Partner. This agreement enables both
of us to collaborate more closely to bring relief and temporary shelter to survivors of disasters
worldwide. The project partnership built on both our strengths in responding to disasters all
over the world.
The fundraising efforts by Rotarians make up a significant proportion of donations received
by ShelterBox. Alongside this, Rotary Clubs provide invaluable logistical support to our field
operations.
Scouts
ShelterBox has a strong history of working with Scouts in disaster zones. Scouts have
assisted us in setting up and maintaining camps for those who have lost everything in
countries such as Kenya, Italy and Guatemala. From their assistance in the field to their
engagement with the work we do, Scouts have become an integral part of the ShelterBox
family.
In the UK we are an official partner of the Scout Association, in the USA the Boy Scouts of
America are becoming increasingly involved with the work we do, and throughout Europe,
the Americas and Asia-Pacific more and more Scouts are learning about ShelterBox. We
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have launched a series of innovative and inspiring activities for Scouts of all ages that aim
to inform and challenge young people to learn more about international disaster relief.
Contributions from Scout groups have significantly increased the number of people we can
help.
French Red Cross
In 2011, ShelterBox signed a three-year Memorandum of Understanding (MOU) with the
French Red Cross. Both organizations are involved in the provision of disaster relief to
thousands of families across the world every year. The agreement sets out how the two
organizations can work together to ensure that emergency shelter and lifesaving supplies
reach people in need as quickly and efficiently as possible after a disaster strikes.
UK Department for International Development
In March 2012, ShelterBox was invited to join the UK Rapid Disaster Response Network as
part of DFID (the Department for International Development). This is a network of experts who
can be called on by the UK government in times of international crisis, such as famine, floods
and earthquake. The new facility allows organizations with experience in disaster response
to access fundraising within hours, thereby reaching affected people faster and saving more
lives. It will mean the best organizations from across the UK can be mobilized in the first 72
hours following a disaster.
Is ShelterBox part of Rotary International?
No. ShelterBox is not a Rotary project, but a Rotary International Project Partner. ShelterBox
began as a Rotary Club Millennium Project in April 2000 and developed to become a Global
Rotary Club Project. In March 2012, ShelterBox and Rotary International (RI) signed a project
partner agreement. The formalization of this partnership cemented a 12-year relationship
providing emergency shelter and lifesaving humanitarian aid for hundreds of thousands of
families around the world who have been made homeless following disaster.
ShelterBox continues to have a significant input from Rotarians in its governance Board,
senior management, operational capacity and international development.
If another organization or government body asks for ShelterBox assistance, do these
organizations pay for ShelterBoxes or are they given to them at no charge?
ShelterBoxes are always a gift from the donor to the recipient. ShelterBox works in
partnership with many other agencies that help us to distribute the aid where it is needed
most but the ShelterBoxes remain the responsibility of ShelterBox and we have a duty of
care to ensure that they are delivered to recipients. They cannot be purchased by another
organization.
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APPENDIX
Sample letter/email
Dear friend,
Every time a disaster occurs, we all watch the news and wish we could help. I’m doing
something about it. About every two weeks a new disaster occurs and an organization
called ShelterBox delivers life-saving aid in a big green box to disaster survivors.
I’m raising money for disaster survivors by {ENTER YOUR PROJECT OR FUDNRAISER
HERE. I.E CAMPOUT FOR DISASTER RELIEF, RUNNIG A MARATHON ETC}.
Help me raise ${ENTER GOAL}. Donate to my campaign here: {INSERT LINK TO YOUR
PAGE}
ShelterBox delivers a large family tent that can withstand harsh temperatures and winds.
The organization also provides water purification, a stove, pots and pans, tools, blankets
and even a children’s pack. To see what goes in a box, go to www.shelterboxusa.org/
whatsinabox.
Every donation, big or small, can make a difference, so please donate to my campaign.
Thank you for your support!
{NAME}
Sample social media posts
•
•
I’m fundraising for my favorite cause ShelterBox. Help me reach my goal by donating
here: {INSERT LINK TO YOUR PAGE}
Help me fundraise for my favorite cause, ShelterBox, to provide lifesaving aid to disaster survivors worldwide. {INSERT LINK TO YOUR PAGE}
Use powerful stories and videos to make your case. Share photos, videos and testimonials
in your emails and social media asks.
•
•
•
Photos: www.flickr.com/photos/shelterboxuk/sets
Videos: www.youtube.com/shelterboxus
Stories: www.shelterboxusa.org/news
Sample Thank You letter/email
Hello,
Thank you for your donation to my fundraising page for ShelterBox USA. Your gift will help
people during their greatest hour of need.
To learn more about ShelterBox, visit www.shelterboxusa.org.
Thank you!
{NAME}
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WATERPROOF
GROUNDMATS
CUSTOM
DESIGNED
FAMILY TENT
DURABLE PLASTIC BOX
THERMAL
FLEECE
BLANKETS
STOVE
COOKING
EQUIPMENT
WATER CONTAINERS
AND FILTRATION
TOOL KIT
WARM HATS
AND GLOVES
MOSQUITO
NETS
CHILDREN’S ACTIVITY PACK
Every year, millions of families around the world are left
homeless because of natural and manmade disasters.
ShelterBox responds instantly, providing families with
shelter, warmth and dignity when they need it most.
The image above is an example of the items that may get packed in a
ShelterBox. We can customise the aid we send based on the nature of the
disaster, its location and information from our ShelterBox Response Teams
in the field.
www.shelterboxusa.org
ShelterBox is
an International
disaster relief
charity that delivers
emergency shelter,
warmth and dignity
to people made
homeless by
disaster worldwide.
shelterboxusa.org
ShelterBoxUSA
8374 Market St. #203
Lakewood Ranch, FL 34202
e. info@shelterboxusa.org
t. 941-907-6036
www.shelterboxusa.org
DISASTER
RELIEF
ShelterBox is a charity independent of Rotary International and the Rotary Foundation
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