Steps to a Successful
Gourmet Foods Fundraiser

Step 1: Plan at least one month ahead of time. A signed Fundraising Agreement must be sent in to Resource Solutions to get fundraiser started. Agreements can be downloaded and faxed or mailed.

Step 2: After we receive your signed Fundraising Agreement we will send order forms and catalogs to you prior to your start date. They usually take 4-5 days to ship UPS ground. Planning ahead makes sure you receive them in plenty of time for your sale.

Step 3: We recommend no more than a 1-2 week selling period including 2 weekends. Allow time for late orders to come in. Most sales are done in 2-3 days so don't let the fundraiser drag on for weeks. This will keep your participants motivated and on track.

Step 4: Allow at least 16 days for delivery of your products. If you turn an order in on a Monday, it will be delivered to you by the 3rd Thursday or sooner. Deliveries are shipped on Mondays and Tuesdays and delivered on Tuesdays, Wednesdays, Thursdays and on Fridays only in remote areas. No deliveries are made on Mondays or weekends.

Step 5: Collect orders from students and total all forms at the bottom of each order form. Tally all orders together and send master order form in by fax, mail or email. Late orders for cookie dough will be considered a separate order and will be priced at the appropriate percentage bracket and shipped separately.

Step 6: Payment is due upon order unless prior arrangements have been made.

Step 7: Fill out prize order form, if applicable, and send or fax with main order.

Step 8: After you have sent in your order we will contact you with your shipping information including ship date and delivery date.

Step 9: We will send you a suggested Parent Letter to send home with all fundraising participants. Please send this home as soon as possible so that everyone will be prepared to pickup products. We suggest that no product be picked up prior to 3pm and that parents pick up their fundraising products when they retrieve their children.

Step 10: You will receive a reconciliation form prior to delivery and another with your delivery. Check your reconciliation form for an approximate time of delivery and how many pallets you will receive. Due to the truck line's multiple delivery obligations, we are unable to tell you exactly what time they will deliver. Your shipment will arrive on a tractor-trailer. If your location is unable to accommodate this, let us know immediately.

Step 11: It is best that the distribution be organized in a large area such as the gymnasium. Be prepared to direct the driver to a parking area as near as possible to the area where distribution will be set up. We suggest that you recruit two helpers per pallet.

Step 12: Go with the driver to the truck and make a note of the condition of the pallet and whether the plastic wrap surrounding the box is still intact. The driver will bring the boxes inside to a 1st floor location with "Inside Delivery" or hand the boxes off of the truck for someone in your organization to carry inside. The driver should also give you all of the paperwork affixed to the outside of the pallet. If you do not receive this from the driver, ask for it. You should receive a packing list and a reconciliation form.

Step 13: Once all of the boxes have been taken to the distribution area make a quick count of how many boxes you have received. It is not necessary at this time to count each flavor (we will cover that later). The driver has something you must sign. Make a note on the delivery receipt of how many boxes you received and sign as the driver directs. He is now finished with his part and free to leave.

Step 14: Sort all product into separate piles by flavor. Each box will be color-coded by flavor and no box should contain more than one flavor. Some boxes may be labeled "Partial Case." Open these boxes and place the product inside with the corresponding pile that it would belong to. It is best to arrange this in the same order as the back of your brochures.

Step 15: Take out your reconciliation form, or the one you get from the driver, and follow the steps as indicated. You must complete this sheet BEFORE DISTRIBUTION. Indicate below Qty. Rec'd how many of each flavor you have received. Please be diligent in not allowing anyone to take any product before you account for everything ordered.

Step 16: Begin distribution by taking each child's brochure and using the totals quantity at the bottom of each flavor, fill how many of each is needed. It would be best to set up an area for each teacher, class or grade and put each child's order with that group. Whenever you finish with each order tape their brochure to the top of their tubs and await distribution time. For larger orders you may want to reuse empty boxes to ease pickup.

Step 17: It is now okay to allow children or parents to pick up their orders. During distribution if you become aware of any shortages or overages of product please note this on your reconciliation form (DO NOT change what you have already written as qty received). Fax as soon as possible to 866-288-7834. If you need additional product it can be shipped the following week and you must contact your distributor.

Step 18: If parents or students don't pick up cookie dough on delivery day, it needs to be refrigerated or refrozen within four hours. All products should be refrozen upon delivery to the final customer.

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More Helpful Information:
• Steps to a Successful Fundraiser
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• Success Stories

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