Marrow-thon Registration Drive Check-List
q Send MAVIN the completed Drive Registration Form
q Ask MatchMaker to schedule recruitment group & blood center
q Phlebotomists
q Medical screeners
q Medical supplies, forms, recruitment materials
q Ask if there is funding to cover Caucasian donor typing fee’s, if not, what are the fees?
q Send MAVIN the partner confirmation statement
q MatchMaker’s goal is 100 new registered donors in two days
q Schedule 2 drive days/reserve room
q Schedule drive for 2 days during the busiest times on campus
q Reserve a room in a highly visible, high traffic area
q Walk through site to check space/visibility
q If outside-reserve back-up room in case of bad weather or look into tents
q Reserve 6-7 long tables (6-8 ft.) / 25 chairs
q Reserve a TV with DVD player or VCR
q Reserve sandwich boards for posters
q Review guidelines for drawing blood on site (submit necessary approval forms)
q Secure funding to cover room expenses
q Create direction forms and maps to the site
q Partner with other organizations/ university departments
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q Schedule event day speakers or performers for education and or entertainment (optional)
q Former donors
q Families searching for donors
q Entertainers
q Use provided donation letter for:
q Refreshment donation (grocery stores and coffee shops often donate)
q Product donation (nail polish, magnets, key chains, t-shirts, mugs)
q Enlist volunteers
q Organize operations
q Identify who will be responsible for each part of the project
q Create timeline
q Ask each chair to assist in setting the timeline
q Budget
q How will the drive be funded?
q Request funds from Associated Students?
q Fundraising?
q Goals
q Deadline
q Publicity
q Create a promotional list of attendees, media, clubs, departments and community organizations
q Announce at campus club meetings
q Target a broad range of organizations
q Press release (MAVIN can provide)
q Issue one two weeks before the drive
q Issue another release two academic days before the drive
q MatchMaker Magazines #____________#_________
q MatchMaker pamphlets #______________#__________
q Add labels with date, location, time & contact information
q MatchMaker Posters
q Create additional flyers for drive (post them 2 weeks in advance)
q E-mail list serves (1 week in advance..2x per week)
q Campus billboard advertisements/ banners
q Class announcements/ show a video
q Ask professors to allow their class to attend
q Article for campus newspaper (3 weeks in advance)
q Notify MAVIN of pending articles
q send reporter to MAVIN
q Add drive information to community calendars/ event lists /websites
q Tabling (1 week in advance)
q 3 tables around campus with flyers and video to introduce the need
q Schedule donor appointments
q Issue “promise cards”
q Idea: one club gave DOVE Promise chocolates with the “promise cards”
q Contact Media the day of, to remind them of the event
q Appoint one volunteer for this duty
q Recruiters (1-2 days in advance)
q Set donor appointments 1-2 days in advance with tabling (see “tabling” form)
q Give away incentives: ex. food, candy, small gifts (nail polish etc.)
q Volunteers/Staff the Day of the Drive (MOST IMPORTANT!)
q Complete the volunteer sign up sheet early on with committed recruiters & staff
q A minimum of 4 volunteers must be present at all times during the drive
(more volunteers = more potential donors)
q Make sure all volunteers arrive early and know what is expected of them
q See “how to recruit” form
q MAIN GOAL: register well educated, available, committed potential donors
q If potential donors are apprehensive, give them the www.marrow.org website as well as contact information for the local recruitment group for additional information.
q Set-up/break-down
q Allow 1 hour for set-up and clean-up duties
q Blood Sample table: 1 long table, 4 chairs
q Greeting/Information table: 1 long table, 2 chairs
q Paperwork Table: 2 long tables, 12 chairs
q Medical Screening Table: 1 long table, 4 chairs plus extra chairs for waiting
q Refreshment area
q Recognition area
q Sandwich boards with posters near drive site
q TV, play the recruitment video (s) on repeat
q Make sure volunteers are committed to helping break-down the site, leaving it better than originally found
q Greeters
q Welcome donors
q Direct traffic
q Answers questions
q Recognition
q Thank donors
q Present thank you letter, card, sticker or other small item of appreciation
q Direct them to the refreshments
q Direct to MAVIN’s free membership sign up form
q Racial breakdown tabulation chart (VERY IMPORTANT)
q When students are registering, explain it is best to check all racial categories that apply. This may be the first time a student has the option to check more than one option and it may differ from the way they identify.
q 30 minutes before the end of each drive day, one student volunteer needs to ask the blood center coordinator to view all donor registration forms (supervised for confidentiality reasons). Please fill out the racial tabulation chart based on the racial information provided by each donor by checking ALL that apply. This information is the most important for accurate reports at the conclusion of a Marrow-thon. THANKS!!
q FDA Petition (optional)
The FDA Policy to
determine if a potential donor may be at risk for HIV (the AIDS virus) or
hepatitis disqualifies "any male who had sex with another male, even once, since
1977" from joining the registry. MatchMaker feels this policy is homophobic, but
need to abide by the FDA guidelines while registering donors. MatchMaker has
issued a petition that you may have available at your drive for those who are
interested in signing.
q Children’s Organ Transplant Association donor cards
q If you would like to, place these on the information table, available to anyone who is interested
q MAVIN membership form
q Whether participants register to be a bone marrow donor or not, for learning more about marrow donation they are eligible for a free one-year MAVIN membership which includes two magazines and discounts on MAVIN merchandise.
q Schedule conference call one-week before the drive with MatchMaker Project Manager
q Date/Time: ____________________
q Send thank you letters to volunteers, staff and other assistants
q Send press release to media reporting the success of the event
q Send racial breakdown tabulation chart to MAVIN
q Send FDA petition to MAVIN
q Send drive evaluation to MAVIN
q Gather key organizers to identify area’s that went well and what can be improved upon
q Send MAVIN membership form
q Send photos from drive and identify participants
q Send a copy of any newspaper articles/ publicity/ flyers used for your event
q Send unused materials back to MAVIN including recruitment DVD’s
Thank you very much for your partnership and best wishes for a successful event!
MAVIN Foundation
600 1st Ave., Ste. 600
Seattle, WA 98104
1-877-MAVIN
Fax: 206-622-2231