SFSP-Template for Thank You letter

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Summer Food Service Program

Food that’s in when School is out.



SFSP-Sample for itiar asking for support

Summer Food Service Program
Dear:

Each summer, children wait for the last bell of the school year. Summer is an exciting
time for children to enjoy playtime with friends, a week at camp, @ family vacation, or time at the
pool. But for many children who receive free and reduced-price meals at school, summer can
mean hunger. Just as learning does not end when school lets out, neither does a child’s need for
good nutrition.

[Your-organization’s name] provides free meals to children during the summer as part of
the USDA Summer Food Service Program. This summer, meals will be served at [insertlocation]
on {insert days] at insert times}. There are no income requirements, and any child under age
18 may come and eat. I’ve enclosed some outreach materials, so you can learn more about our
program.

We would like to invite [partner organization’s name] to support our summer food site.

(Add.-onesor two sentences about:what needs yourssite ‘has and ‘how ‘the children would directly

benefit fromthe group's help.)
Thank you in advance for your support. We look forward to hearing from you. Please let

us know if you have any questions.

Sincerely,

Food that’s in when schoel is out.

37


te for parent letter

Suramer Food Service Program

Dear Parent(s) or Guardian(s),

Summer is coming soon. You may be thinking about what your child will do for meals
while school is out. The good news is that the U.S. Department of Agriculture partners
in your focal community to serve free meals. It’s food that’s in, while school is out.
There are no income requirements, and any child under age 18 may come to eat.

Here is information about your local Summer Food site:

Days meals are served:

Times meals are served:

Place where meals are served:

| Contact for more information:

We look forward to seeing your child this summer! Thanks!

Sincerely,

Food that’s in when School is out.

al



Volunteer

While feeding children is the top priority of the Summer Food Service Program,
programming is what keeps children coming back. This takes volunteers — and
LOTS of them ~ especially in June, July and August. Volunteers can help with
basics like transporting food, setting up or cleaning up a site—they also plan and
do educational or recreational activities with the children. Contact your State
agency to find a SFSP Sponsor or feeding site to volunteer with in your area,

Share

Tell others how the Summer Food Service Program helps feed hungry children and
discuss how they or their organization can help. The more people know about the
issues, the more likely they are to take action to help end hunger or know how to
help their own children.

For more information on how to become a sponsor or feeding site, visit http://
www-ins.usda.gov/end/summer/Sponser.him.

4




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SFSP-Template for femity fier

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Summer Food Service Program

[date]

Thank you for your support of the Summer Food Service Program. More children will
have nutritious meals this summer because of your generosity. [Add one-or-two sentences
thatreferences:whatitheipartner or individual did or-donated and how the children directly

benefited]

As a thank-you, we want to invite you to attend a meal at our feeding site. You are welcome to
help serve the meal or just eat with the children. It is an opportunity to see how your support
helps children in our community. Meals are served'{days] at {times]-at [location]. Please let us
know if you would like to come.

‘We look forward to partnering with you again next year and many to follow! Thank you again!

Sincerely,

é

Food that’s in when school is out.

42






* Potential program and/or outreach partners can help provide activities,
transportation, volunteers, and much more. Start with all the youth and
hunger organizations, and then move on to other groups. Recreational and
interest clubs may be able to facilitate activities such as dancing, crafts, sports,
gardening, drama, music, or another structured activity. Don’t forget to include
service clubs and societies like Rotary, Kiwanis, and others.

+ Also consider outreach to local government, including family and social services
offices, public libraries, city or county councils, mayor’s office, and others
These offices and officials may be able to help with outreach, media pitching,
and building partnerships. Here is a brochure on how Local Governments Can
Help http://www {ns.usda.gov/end/summer/library/brochuregovt. pdf.

+ Local businesses may be willing to make monetary or in-kind donations of
food or supplies. They may also be able to recruit volunteers or publicize the
program to their employees and the public.

+ Churches, synagogues, and other faith communities can be helpful resources.
‘They can promote the program and potentially assist with kitchen facilities,
volunteers, or transportation.

2. Make e plan and write out your “ask.”

+ Make a list of the potential partners and list ideas of how to ask each one to
partner. Think about what they can provide and what would motivate them to
join your cause. Determine how they would benefit from partnering.

Here’s a list of potential donations or support to ask for:

+ Monetary donations

+ In-kind donations of prizes or supplies for activities (games, crafts, etc.)

+ Kitchen facility use if your site doesn’t have a kitchen

+ Transportation of food or children to a site

+ Information sharing/promotion in newsletters or on a Web site

+ Volunteers to prepare food, lead activities, help with outreach, or
supervise children

+ Posting fliers in their office or store

* Helping to get media coverage

Decide how to contact the potential partner. Is it best to write a letter, make @
phone call, or. stop by an office?

Bb


Partnerships can help your
site overcome challenges such
as transportation, facilities,
manpower, or cost of food.
Partnerships can also help you
do outreach.

Chapter 4: Outreach to
Community Organizations

Why Create Partnerships?

The keys to making your feeding site successful and able to operate each year
are community outreach and partnerships. Partnerships can help your site
overcome challenges such as transportation, facilities, manpower. or cost of food
Partnerships can also help you do outreach, For example, another organization
may work directly with families more than your organization does. Sharing
outreach materials with that organization may be very effective in getting parents
to bring their children to eat.

How To Create Partnerships

There are three steps to create a basic partnership. Here are some how-to tips:

1, Research different types of organizations.

* First, create a list of your site’s needs and wants—-and ideas for what other
organizations can do to help. Here is a brochure about how Nonprofits Can
Help http:/Avww-fns.usda.gow/end/summer/library/brochurepno.pdf.
http://www .fns.usda .gov/end/summer/library/brochurepno.pdf .

* Start researching which other groups and organizations can help. Don’t forget
the groups and organizations you currently work with, such as schools. And
think about new groups you don’t normally work with—oftentimes churches,
civic groups, local government offices, and community clubs are willing and
abie to assist.

Here are some tips for the types of organizations to research and approach:

* Approach schools early to get your message to families in the spring before
school is out for the summer. Schools are a great resource for distributing
information, connecting you with parent groups, and other resources. Here is
a brochure on how Schools Can Help http:/Avww.fns.usda.gov/end/summer/
library/brochureschools.paf.

* Potential grant-makers, donors, or corporate sponsors (for monetary or in-
kind gifts) can help fill in gaps of funding and supplies. Seek out foundations.
corporations who support youth or hunger projects, as well as individual donors
Think creatively about what you need: transportation, prizes for attendance, or
activity supplies?

MM


P-Doorhanger template fr families

iuring the long sammer vacati
The nearest SESP Site is Jocated at:

For'more information, please:contact:

USDA. ‘thelite States Departmen of Aoticulluéisan equal
pity provider and emplayes,



Creating Outreach Materials and Templates

There are three steps to creating good outreach materials that will get out
the word about your feeding site to families and children in your area:

1. Werds: Think about who you are communicating to—families and/or children.
Write out what they need to know. Think about what type of message would
be appealing to them. For example, if you’re creating an activity or coloring
sheet for children, include something like, “Come have lunch and play games
with your friends.” For parents, the message would be different, “Bring your
kids for lunch and fun learning activities in a safe place.”

2. ‘Type of material: Think about what type of material you need. Do you need a
letter with lots of information? An activity page for children? A door hanger
or flier you can leave at each house? How long the message is may determine
what type of material you create. If you have a lot to say, you may need a
letter. If you want something for children, a coloring page or stickers may
work best.

3. Visual loek: Think about how you want your material to look. Do you want to
use photos or clip art? Do you want only words? Note that if you use photos
of your feeding site, you need to have written permission from everyone in the
photos (or permission from parents of children) to use the photos.

Now you're ready to create your materials on your own, or you can use one of our
templates by just typing in your information and printing! Check out the following
pages to find templates for:

+ Letter to parents

* Flier for families

* Activity/Coloring sheet for children
* Door hanger for families

* Attendance certificate for children

° Calendar with sample entry



jor letter asking for support

|

Summer Food Service Program

Food that’s in when scheol is out.

3B


Being a sponsor requires the

highest level of commitment.
Sponsoring means acting as
the organizer for the Summer
Food Service Program sites.
Open a Feeding Site

Summer Food Service Program:
How You Can Help

Partnership Opportunities

During the school year, many children receive free and reduced-price breakfast and
lunch through the School Breakfast and National School Lunch Programs. What
happens when school lets out? Hunger is one of the most severe roadblocks to

the learning process. Lack of nutrition during the summer months may set cycle
of poor performance once school begins again. Hunger also may make children
more prone to illness and other health issues. The Summer Food Service Program
is designed to fill that nutrition gap and make sure children can get the nutritious
meals they need.

Here are a few ways you can end hunger this summer!

Become a Sponsor

Being a sponsor requires the highest level of commitment. Sponsoring means
acting as the organizer for the Summer Food Service Program sites. Public or
private non-profit schools, local, municipal, county, tribal or state government,
private non-profits, public or private non-profit camps, and private or non-profit
universities or colleges are examples of local organizations that often serve as
Summer Food Service Program sponsors. Sponsors must be able to provide a
capable staff, managerial skills, and food service capabilities. A sponsor may
provide its own meals, purchase meals through an agreement with an area school,
or contract for meals with a food vendor.

Open a Feeding Site

The Summer Food Service Program reaches only a fraction of the children in
need. The primary reason for the limited access to the program is that there are not
enough feeding sites. Your community building or place of faith could become a
feeding site. Sites are the physical locations were food is served. Each site location
must work with a Summer Food Service Program sponsor that is financially and
administratively responsible for the meal service at the site. You can also help by
coordinating site participation with other youth activity programs in your area.



Make sure that you include
prizes and contests in your
outreach communications.
They will give children
incentive to attend.

Chapter 2: Outreach to Families and Children

Planning Outreach to Families and Children

Now, it’s time to organize your list of outreach ideas and start creating materials!
Here are some tips that will help you do outreach to families and children:

+ Talk to your local schools as early as possible. See Chapter 4 on Outreach to
Community Organizations for specific ideas.

+ Distribute fliers, letters to parents, and children’s activity sheets in your target
neighborhoods. Don’t forget to repeat this form of door-to-door outreach
throughout the summer program.

* Host a kick-off event to introduce the program to families and showcase
program activities to the children. You can even get the parents’ and children’s
input and ideas for activities and menus at the event--if the families and children
feel like they own the program, they will be more involved, and children may be
more likely to attend.

* Include a calendar of activities and menus with fliers and other communications,
so children and parents will know what is happening on various days.

* Consider an attendance award like a certificate for a week of perfect attendance
or a prize from the “treasure chest.” These items will work well for younger
children, but you may consider a point system for larger prizes or privileges for
older ones. Make sure that you include prizes and contests in your outreach
communications. They will give children incentive to attend.

+ Plan to engage the children in activity planning or helping at lunches as a greeter
or by handing out napkins, etc. Older children may be able to lead activities,
and many of them may want to come as “volunteers.” Be sure to market the
program to older children as an opportunity to help. Some schools may even
offer credit for volunteer hours.

+ Begin to think about potential challenges that may arise with attendance.

Will transportation be an issue in your area? If so, start thinking about which
individuals or organizations can assist with this need.

* Make sure you include a method of evaluating customer satisfaction for both
parents and children. Ask what menus and activities they liked best.

* Consider planning several family events throughout the summer to promote the
program. A kick-off event is a great start, but other events allow you to evaluate
parents’ thoughts and to gather their ideas. Make sure you take various work
schedules into consideration when scheduling events.

+ Search for ways to engage children and parents in outreach efforts.

Word of mouth is more powerful than any flier.

+ Use community resources to publicize your site.

By registering at the National Hunger Clearinghouse Resource Directory at
http://www.whyhunger.org/resources/resource-directory.html, your site
becomes part of a network of service providers who are fighting hunger and
poverty on the front lines. Registration at Serve.gov at http://www.serve.gov
connects your site to volunteers in search of service opportunities within

their communities.

~

_/

on


Summer Food Service Program (SFSP)
Outreach Toolkit for Sponsors and Feeding Sites

Hf yeu are interested in heeoming an SFSP sponsor ar feeding site, please click here.
http://wwwfns.usda.gov/end/summer

Chapter 1: What ts Outreach?

* Definition of outreach
* Making a plan
* Thinking ahead: What about next year?

Chapter 2: Outreach to Families and Chitten

a * Planning outreach to families and children
Food that’s in * Creating outreach materials and templates
when schoolis out. ” Outreach to Families and Children Checklist
* More information on recruiting children for SFSP
http://Awww.ins.usda.gov/end/summer/library/recruit.pdt

Chapter 2: Gutreach to Media

¢ Planning outreach to media

* Crafting a message, pitching to media, and templates

* Outreach to Media Checklist

* More information on working with the media
http://www. ins.usda.gov/cnd/summer/library/media.pdf

Chapter 4: Qutreach to Community Organizations

* Why create partnerships?
* How to create parinerships
* Crafting messages and outreach templates

USDA i SUMMER FOOD SERVICE PROGRAM
vo + The United States Department of Agriculture is an equal opportunity provider and employer



Decide who should contact the partner, and prepare that person if they are
meeting/talking by phone or in person. Make sure he or she has plenty of outreach
materials to share.

3. Meet with groups

* After the initial meeting, be sure to follow up on action items, send a thank-you
note, and keep in touch on a regular basis.

+ Ask your partners for outreach and program input. It is one way to thank them
for their support, and they may have the best idea yet.

* Make sure to thank donors and send followup letters. See templates section for
examples. Make sure to include tax deduction information on thank-you letters,
so they can use it as a record of their gift.

* Ask partners who else you should approach for various needs or brainstorming.

Crafting Messages and Partner Templates

Creating messages for partners is standard business writing. Use a formal
letter style and a professional tone. The following templates are available for
you to customize:

Letter asking for support
* Program fact sheet
* Fact sheet—how you can help
* Thank-you letter

~

36


Summer Food Service Program (SFSP)

Description

* Provides nutritious meals and snacks to children in low-income areas during the
summer months and long vacation periods for schools on year-round schedules.
The program served 133.4 million meals in FY 2010.

+ Reimburses sponsors, such as schools, local government agencies, residential
and nonresidential camps, and faith-based and other private nonprofit
organizations for meals served to children at eligible sites.

+ Bases payments on the number of meals served. For summer 2011, USDA's
maximum reimbursement rates per meal in most States are approximately:
Breakfast - $1.88; Lunch/Supper - $3.2925; and Snacks - $0.0775.

+ Serves up to two meals or one meal and one snack per day per child at schools,
churches, recreation centers, camps, playgrounds, parks, and other community
sites. Camps or sites that primarily serve migrant children may be approved to
serve more meals.

* Provides USDA Foods to eligible sponsors

Background

* In 1968, the Special Food Service Program for Children (SFSPFC) was created
as a 3-year pilot program consisting of both the Child Care Food Program and
the summer program. Congress reaffirmed its support of these programs and, in
1975, separated the child care and summer feeding components of the SFSPFC
and provided each with individual legislative authorization.

+ The SFSP was designed to ensure that school-aged children in lower income
areas could continue to receive nutritious meals during the long school vacation,
when they did not have access to school lunch or breakfast.

Participants

+ Served over 2.261 million children at more than 38,000 meal sites in 2010.

+ Participants are generally children 18 and younger. However, meals and snacks
are also available to people with disabilities older than 18, who participate in
school programs for the mentally or physically disabled.

Budget

* $355 million in FY 2010
* $346.9 million in FY 2009

Contact Information

For more information, visit www.fns.usda.gov/end/summer or contact your State
agency that administers the SFSP. View Agency listings at www.fns.usda.gov/end/
Contacts/StateDirectory-htm.

SY

48