come along, - penguin patch® holiday shop · pdf filehang “penguin patch is...

Come along,enjoy the adventure!

Sample Letters and Forms Page

Recruiting Volunteers Letter 8

Volunteer Schedule 9

Office Announcements 10

Teacher Information Letter 11

Teacher Reminder Letter 11

Teacher Sign-Up Schedule 12

Parent Reminder Letter 13

Merchandise Reorder Form 14

Daily and Weekly Calculations Form 15

Final Bill Calculations 16

Customer Agreement for Next Year’s Shop 17

TABLE OF CONTENTS Page

Planning Calendar and Checklist 3-4

Delivery 5

Supplies List 5

Set-Up Information 6

Running Your Shop 7

Reordering Instructions 7

Closing Your Shop 7

Your friends, Jenny’s Penguin Patch® Holiday Shop

Dear Chairperson,

Congratulations!

You have been chosen “Head Penguin” for the best program of the year! Jenny’s Penguin Patch® Holiday Shop is a fun way to help students celebrate while they learn important skills such as earning, saving, and budgeting money.

Don’t forget: You never have to count inventory! Just keep track of daily monies collected.(See page 15)

We are available every step of the way to assist you while preparing for, during, and closing your shop.This guide will help you have an exciting, rewardingand stress-free experience.

You have chosen the program with the best customer service and Kid Tested Mom Approved gifts at kid-friendly pricing. If you need additionalinformation, call us at 1-888-577-2824.

®

5 weeks before

4 weeks before

3 weeks before

2 weeks before

1 week before

Send home

reminderparent letter

page 13

Set Up table and

merchandise& decorateyour shop!

Give stickers tostudents

to wear home

Send Out reminder

teacher letters

page 11(bottom half)

Ensure you receive the correct number

of boxes

(check youronline sponsor page)

Make announcementand send home

color parentletter and envelope

Confirmvolunteers

AskArt Teachers ifstudents can

help withdecorations

Reserve 5 tables from

facility manager

Check teacher

schedule

page 12

Hang posters, copy

shop dates and times on

reverse sideof color

parent letter

Advise office staff that

you are expecting a shipment

Gathersupplies

page 5

Send “request

for volunteers”flyer home

page 8

Fill Outvolunteerschedule

page 9

Send teacher

info letter

page 11(top half)

Make announcement

at school

page 10

Review planningchecklist

page 4

Confirmdates, times,and locations

Hang sign-up sheet

for teachers inthe teachers

lounge

page 12

Make a list of

potentialvolunteers

Get Excitedthis is going

to be funand easy!

yourshopstarts

®Hosting a Penguin Patch Holiday Shop is easy and fun. Easy because we handled the planning and have provided you a step-by-step, week-by-week check list to check off as you go!

5 weeks prior Confirm scheduled dates, times, and location with Principal. Place the shop sign-up sheet in the Teachers’ Lounge for the teachers to select a convenient time to take their class. Make a list of potential volunteers.

4 weeks prior Send the request for volunteers letter (found on page 8) home with students. Be sure to use the “Volunteer Schedule” found on page 9. Organize volunteers - You will need 1 volunteer for every 75 enrolled students. Call and organize schedules for

volunteers, letting them know to arrive 15 minutes early to help set up the shop. Send out the teacher information letter (top half of page 11) confirming when their class is scheduled to shop. Make morning announcements to let everyone know the shop is coming.

3 weeks prior Contact facility staff to obtain the use of approximately 5 rectangular tables for shop set up. Ensure each teacher has signed up for a time slot. Hang “Penguin Patch is Coming” posters (found in Start Up Kit) in high visibility areas for parents and students. Let office staff know that you expect to receive a shipment within the next week or two. Set up a way for them to

contact you when it arrives. Check to make sure you have shop supplies listed on page 5. Copy shop information such as dates, times and location on the reverse side of color “Dear Parent” letters (found in

Start-Up Kit).

2 weeks prior Make morning announcements to let everyone know the letters and envelopes are going home with the students. Send home the color “Dear Parent” letter and the budget envelope (found in Start-Up Kit). Confirm all volunteers and make sure to fill any open shifts.

1 week prior Send the parent reminder flyer (page 13) home with students. When you receive the shipment, please log in to www.PenguinPatch.com/sponsor

make sure you have received the complete order. Set up your shop using the sample diagram on page 6. Set up merchandise. (See page 6 for tips.) Decorate the shop, and play holiday music. Before your shop is scheduled to open, make sure students go home wearing reminder stickers found in the “Open

First” box. Send out the “Reminder” teacher information letter found on the bottom half of page 11.

Your Jenny’s Penguin Patch® Holiday Shop is ready to open its doors for all those smiling students!

PlanningChecklist

Following the checklist will help to build excitement with both students and volunteers and make for a successful shop!

with your customer number to

You Provide

Supplies Jenny’s Penguin Patch® Provides

Things to Remember

You never have to count merchandise. Make sure to keep a tally of the monies collected using form on page 15. Keep monies collected from Jenny’s Penguin Patch Holiday Shop®

separate from all other monies.

Jenny’s Penguin Patch Holiday Shop® merchandise should not be mixed with any other

merchandise. When you remit payment, do not put it in the box with your unsold merchandise.

Sponsor Handbook and instructions

Thank you bags and To/From gift bags

Variety of gift items

Pre -configured price cards with a Master Price List

Free delivery and pick up of merchandise

Shop guidelines, tips and sample letters

Parent letters and budget envelopes

4 Tablecloths

Posters

Reminder stickers for students to wear home

Approximately 5 large rectangular tables and 2 small tables for cashier and gift wrap tables

$50.00 cash for change per day

Scotch tape and/or staples for the gift wrap station

Packaging tape to reseal boxes of unsold merchandise

Pens for volunteers

Calculators for volunteers

Plain envelopes to return change to parents

Snacks for volunteers. Many places will donate a meal or snacks if you ask.

MerchandiseDelivery

®

1. About 1-2 weeks before the shop opens, your merchandise will arrive.2. Locate the box labeled “Open First.” You will find a brown envelope containing the following: Shop Set Up Instructions, Quick Start Guide, Reorder Packet, Price Cards, Price List, Stickers for students to wear home, Payment Envelope, Return Shipping Labels, Price Card Posters, and a Jenny’s Penguin Cutout.3. Organize boxes. Depending on enrollment you may have been shipped multiple kits. Group all “A” boxes together, all “B” boxes together, etc.4. Discard any damaged items.5. There is no inventory worksheet to fill out before or after the shop. Our policy is No Counting Inventory - Honor System .

Send payment in the providedPenguin Patch® envelope.

“HOW TO SET UP SHOP” VIDEO AVAILABLE

AT PENGUINPATCH.COM

Secure a room to hold your shop: gym, unused classroom, library, or stage in a cafeteria, auditorium, etc.

Setup tables so volunteers may stand behind them while students shop on the other side.

Setup the shop based on similar pricing (see sample diagram below).

Use the price cards found in your Setup and Shop Instructions packet. Cut the cards out and place them on the table, wall, or both so that the price is easily read by shopper and volunteers. (DO NOT write/mark on the merchandise).

Set a few of each item on the tables storing remaining product under the table. When you run out of an item, replenish your tables from the stored items.

Your cashier will need a cash box and calculator.

Your gift wrap table should be stocked with to/from gift bags (provided). Gift wrap table should be the students’ last stop.

Display the poster on Page 18 in a high visibility area of your shop per State of Texas requirements.

Don’t forget the decorations and music. Make your shop a magical experience!

Set Up Shop

Ask the kids how they selected their

special gift. You’ll be delighted by their responses.

Please mail payment separately from unsold merchandise.

Running ShopReordersClosing Shop

• Make an announcement each morning that the shop is open.• Teachers should accompany their class to the shop to assist with supervision.• If there is only one of a particular item remaining, sell it to the student and add it to the next reorder.• We recommend that you do not pre-sell items (please refer to Merchandise Reorders below).• If an item is sold out, encourage children to make a comparable selection.• Reorders must be received by Jenny’s Penguin Patch Holiday Shop no later than 1:00 PM. See below.• Remove and secure money and checks daily. Total the monies collected and record on page 15 (Daily and

Weekly Calculations Sheet). Reserve $50 for tomorrow’s shop.• At the end of shop, provide the Treasurer with a copy of the Calculations Instructions (page 16) and keep a copy for your records. File for future reference.

®

Running Your Shop

Merchandise Reorders

Closing Shop

If an item sells out, it is best to help the shopper select a comparable item. In the event of an unpredicted popularity of an item, we will send a similarly priced gift item. We cannot guarantee 100% restocks. Please do not pre-sell items. Reorders are encouraged. We receive new and exciting items daily. You may find some new products with your reorder to help every student find the perfect gift!

• Repack unsold merchandise in the original shipping boxes and secure with packing tape.• Pack items as tightly as possible to prevent breakage.• Return within 2 days of closing your shop.• Let the office staff know that you have boxes for UPS to pick up.• We provide return shipping labels in your “Setup & Shop Instructions” packet.• Login to www.PenguinPatch.com/sponsor using your customer number to calculate the bill or call our

office for assistance at 1-888-577-2824.

Remit payment to:®

Penguin Patch Holiday ShopP.O. Box 77197Fort Worth, TX 76177

It is VERY IMPORTANT to include a printout of the calculations webpage with payment so that we may properly credit the account.

Tip: Remember toorder by 1:00PM fornext day delivery.

We offer 3 convenient ways to reorder: 1. Online ordering is the quickest and best method to place reorders: www.PenguinPatch.com/sponsor.

2. A“OPEN FIRST” and in the Sponsor Handbook.

faxable Reorder Form can be found in the “Setup & Shop Instructions” packet in the box labeled

3. If you are not near a computer or fax, give us a call at 1-888-577-2824. One of our representatives will assist with placing your reorder.

Calling Parents, Grandparents, Aunts and Uncles!

We need volunteers!

Help students experience the joy of giving by assisting as they

Where : At our school

When : ________________________ We really need your help! The excitement of the students will warm your heart. Please contact me or complete this form and return to your child’s teacher by ________________. I will call you to discuss details and confirm your scheduled day and time. Thank you very much, _______________________________ Jenny’s Penguin Patch Holiday Shop® Chairperson My Contact Information: Phone Number: _____________________________ E -Mail Address: ___________________________

(cut here & return to your child’s teacher) Your Name: ______________________________________________________________

Phone Number: __________________________________________________________

Your E-Mail Address: _____________________________________________________

Please circle day(s) you are available: M Tu W Th F

Times you are available: ___________________

shop for friends and family.

®The Penguin Patch HolidayShop creates memoriesthat will last a lifetime.

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One Month From Start Date:

Good morning, students! The holidays are around the corner, and we have an exciting program coming to our school. Wouldn’t it be great if you could shop for Mom and Dad without them being there? You could pick out a special gift, and they won’t know what it is until your family gift exchange. Start earning money and saving now so that you will be able to secretly shop for your loved ones. Ask Mom, Dad, Grandma, and Grandpa what you can do to earn a little bit of money. Be watching for the posters in the halls. In a couple of weeks we will send home letters and budget envelopes for you to take home to your parents.

1-888-577-2824 or 817-380-6120

www.PenguinPatch.com

To be read over intercom system

Announcements

Announcements

Some schools have video capabilities and have producedfun promotional videos for the shop! Go tohttps://www.facebook.com/events/503807809783545/to see examples.

Two Weeks From Start Date:

Good morning, students! Do you remember when we told you to start saving money so that you could shop for your family? Well, the Jenny’s Penguin Patch Holiday Shop is opening in just two weeks! You still have time to earn money to purchase gifts! Today we are sending budget envelopes and letters home to your parents. Make sure your parents get these items so that you can participate.

During the Jenny’s Penguin Patch Holiday Shop® Hi, students! Don’t forget the Jenny’s Penguin Patch Holiday Shop® will be open tomorrow. Ask your teacher when you are scheduled to shop. Be sure to bring your budget envelope.

®

Dear Teachers, The Jenny’s Penguin Patch Holiday Shop® is a fun way for students to shop for family members and experience the spirit of giving while learning to earn, budget, and save. We will be posting a shopping schedule. Please check when your class is scheduled to visit Jenny’s Penguin Patch Holiday Shop.® About two weeks before the shop opens, we will be sending home budget envelopes and parent letters for students to take home. The letters will have your time slot listed. Please remind the children what day your class will shop. Thank you very much, ____________________________________ Jenny’s Penguin Patch Holiday Shop® Chairperson

Chairperson Contact Information:

Phone: ______________________________

Email: _______________________________

Dear Teachers,

Thank you very much, ____________________________________ Jenny’s Penguin Patch Holiday Shop® Chairperson

Holiday Greetings Teachers!

Chairperson Contact Information:

Phone: _______________________________

Email: _______________________________

Holiday Greetings Teachers!

When: _____________________to _____________________. Times: _____________________to _____________________.

Reminder

When: _____________________to _____________________.

Times: _____________________to _____________________.

The Jenny’s Penguin Patch Holiday Shop is a fun way for students to shop for family members and experience the spirit of giving whilelearning to earn, budget, and save. Please check when your class is scheduled to visit Jenny’s Penguin Patch Holiday Shop and remind the children what day your class will shop.

®

®

Ask your students whothey would like to shopfor and why!

Ask your studentswho they wouldlike to shop forand why!

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Dear Parent, Jenny’s Penguin Patch Holiday Shop® is

*Checks made payable to Jenny’s Penguin Patch Holiday Shop cannot be accepted.

Teacher: ________________________________________ Shop Date: _______________________________________ Scheduled Shopping Time: ____________________________ Please ensure that your child brings their Gift List budget envelope on the specified date to his/her class. Thank you!

*

Season’s Greetings!

When you receive yourgift from your child.Ask them why theypicked that gift for you.It will be a memorythat will last a lifetime!

coming to our school! Next week your child will be able to participate in an educational, fun, and exciting experience. Parent volunteers will assist children while shopping to allow them to enjoy the spirit of giving. We offer over 100 different gifts that can be purchased for as little as $.25 and up to $10.00 each. The gift items offered are Kid Tested Mom Approved . This is sure to be one of the most exciting events that your child will participate in this year! Please ensure that the Gift List Budget Envelope is completed and returned (with cash or check) to the school on the date that your child’s class is scheduled to shop. Don’t let your child miss this opportunity to grow and experience the spirit of giving! All checks should be made payable to: (Organization Name)

®

®

School Name: ______________________________________ School Phone: (_____)_________________

Address: ______________________________ City_____________________ State ____ Zip ____________

Contact Name: __________________________________________ Cell Phone: (_____)________________

_______________________ Shop Dates: ________________________________________

Fax to: 1-877-306-4320 or 817-380-6125

www.PenguinPatch.com/sponsor Page 14

Orders must be received in our office by 1:00 PM to ship overnight. 1.

Fax the Reorder Form to our office at 817-380-6125 or toll-free 1-877-306-4320.

2. Call our office at 1-888-577-2824 to confirm that we have received your Reorder Form.

Reorder Form

Please complete the sheet in numerical order by Item #. Only order the number of items that you were originally shipped (i.e. if you were originally sent 6 “Mom” necklaces, please only reorder 6 “Mom” necklaces).

Item # Qty PKGS

Description Qty Pieces

Item # Qty PKGS

Description Qty Pieces

We receive new and exciting gifts daily. When you place reorders, you may receive new items. We want to make sure every student is able to find the perfect gift!

For faster and easier service, visit our website at www.PenguinPatch.com/sponsor

and click on “Reorder Online.”

Customer Number:

School Name: _________________________________

Treasurer’s Name: ____________________________

Chairperson’s Name: __________________________

PLEASE NOTE:

Jenny’s Penguin Patch Holiday Shop®

P.O. Box 77197Fort Worth, TX 76177

PLEASE RETURN A COPY OF THIS PAGE WITH YOUR PAYMENT

Monday Tuesday Wednesday Thursday Friday Saturday

AM Total

PM Total

DAILY TOTAL

* Please return this form with payment or print online

bill calculator. Phone: (_____)_______________ Phone: (_____)_______________ Phone: (_____)_______________

Daily and WeeklyCalculations

Remember calculating yourbill is easy with yourpersonal sponsor website!

When applicable, sales tax is included in the markup selected by your school. Check your Sign-Up Agreement for more details.

Payment is due within 3 business days after shop closes. Please keep a copy of the completedcalculations page for your Treasurer and send a copy with your check.

Any special bonuses or offers are only valid when payment is postmarked within 5 business days.

Please send payment separately from unsold merchandise. Remit to:

•

•

•

•

Customer Number: _________ _________

We’re here to help!

1. The quickest and easiest way to calculate your bill is to visit our website: www.PenguinPatch.com/sponsor. Have the following information:

b. Total monies collected during shop.

Our website will do the work! Just make sure to print two copies.

One for your records and one to return with payment! 2. Give us a call at 1-888-577-2824 and let one of our friendly staff members lend a hand.

REMEMBER:

There is no inventory worksheet

We do not send out invoices. Refer to item 1 above. If an invoice is required, please contact our office at 1-888-577-2824.

To determine total monies collected, refer to "Daily & Weekly Calculations“ form (page 15).

When you sign up by January 31st for next year’s receive a 5% invoice discount off of next year’s shop and 1,000 loyalty points !

Calculatethe bill

Every school has its own personalwebsite. This is a great place toreorder, calculate your bill andredeem loyalty points.

Jenny’s Penguin Patch Holiday Shop® , you will

a. Customer Number (this will be provided in your Setup and Shop Instructions).

Sign up online at www.PenguinPatch.com, use Promotional Code: CFSNEXTYEAR

®

® to fill out! Damaged items can be discarded and do not haveto be returned to Jenny’s Penguin Patch Holiday Shop.

Signature and Title: Date: I have read and understand this agreement and am an authorized agent for this organization.

Jenny’s Penguin Patch® Holiday Shop Sign-Up Agreement

11855 Alta Vista, Fort Worth, TX 76244

www.PenguinPatch.com ~ [email protected]

Phone: 817-380-6120 ~ TF 1-888-577-2824

Fax: 817-380-6125 ~ TF 1-877-306-4320

School Name: ___________________________________ Organization Type (circle one): PTA / PTO / School / Other Address: ________________________________________ City: _________________ State: _______ Zip: ________ Phone: _________________ Fax: ___________________ School Enrollment: ________ County: ________________ President’s Name: ________________________________ Email: __________________________________________ Phone: _________________ Phone: _________________ (home) (cell)

Treasurer’s Name: _______________________________ Email: __________________________________________ Phone: _________________ Phone: _________________ (home) (cell)

Chairperson’s Name: _______________________________ Email: __________________________________________ Phone: _________________ Phone: _________________ (home) (cell)

Choose Shop Dates Below ___ November 26 - November 30, 2018 ___ December 3 - December 7, 2018 ___ December 10 - December 14, 2018 ___ December 17 - December 21, 2018 ___________________ Other Dates Optional High End Supplement: Yes/No (receive extra items priced over $10) Make sure your shop opens with plenty of product. Let us know what you paid your previous vendor. $________________ # of Days Shop Ran: ___________

Select your Bonus in order of preference. (You will receive 1—if available)

Preference 1: ___________________________ Preference 2: ___________________________

Penguin Patch® Representative:

Rev 6.16 OS

Penguin Patch® Holiday Shop Will Provide:

1. An awesome selection of gift items for children to purchase.

2. Announcement flyers for each child to take home.

3. Gift bags, posters and carry home bags.

4. Parent letter and budget envelope for each child.

5. Shop instructions and publicity kit.

Penguin Patch® Holiday Shop Will:

1. Provide recommended resale sheets.

2. Deliver/Ship merchandise at no cost to the organization.

3. Redeliver/Ship additional merchandise during operation of shop.

4. Provide restocks throughout your shop dates. (Due to unpredictable

popularity, we cannot guarantee 100% restocks on all items.)

5. Take back ALL unsold, unmarked and undamaged merchandise.

6. Pick up for free or pay for return shipping. If returning by shipping

service, Penguin Patch® Holiday Shop will pay UPS or USPS Ground

only.

Your Organization Agrees:

1. To actively promote the shop.

2. To not sell other commercial merchandise.

3. To not mark on or put price stickers on any merchandise packaging.

4. To supply tables to display merchandise.

5. To furnish volunteers to run shop.

6. To calculate amount due to Penguin Patch® Holiday Shop by utilizing

our calculator online at: www.PenguinPatch.com/calculations.

7. To have all merchandise re-boxed with a copy of daily receipts ready for

pickup or shipping at end of the last day of the shop.

8. To return all unused promotional supplies, paper products and bags to

Penguin Patch® Holiday Shop.

9. To ship unsold merchandise by UPS or USPS Ground using provided

ground labels.

10. To send payment via US mail within 3 business days after close of shop

with final bill calculations worksheet.

11. Payments not postmarked within 3 days will automatically incur a 10%

late charge and a service charge of 1.5% per month. Contact us if your

payment is going to be late or you need help.

12. To run shop for the specified dates and to pay a cancellation fee of five

hundred dollars if the shop is canceled after Oct. 5th. You must call our

office at 888-577-2824 in order to obtain a Confirmation Code in the

event of cancellation. If merchandise has been shipped, a minimum

invoice of five hundred dollars is required.

Pricing Details:

1. TAX EXEMPTION CERTIFICATE: Merchandise provided by Jenny’s

Penguin Patch® Holiday Shop for this program is sold on a wholesale

basis. Sponsoring organization is solely responsible for collecting any

sales tax on sales to students/parents, etc. It is up to the sponsoring

organization to determine whether this is one of their tax exempt projects.

Therefore, it is necessary for the sponsoring organization to provide a

signed tax exemption certificate to Jenny’s Penguin Patch® Holiday Shop

covering this sale.

2. Your organization, not Jenny’s Penguin Patch® Holiday Shop,

determines the resale prices of gifts. Jenny’s Penguin Patch® Holiday

Shop will provide a price list and price cards based upon your decision.

Choose Price Markup: __ 0% Service Project __ 10% Service Project

__ 20% Fundraiser __ 30% Fundraiser

Referred by:

come along, - penguin patch® holiday shop · pdf filehang “penguin patch is...

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