Sample Team Member Handbook


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Sample Team Member Handbook

  1. 1. National Kidney Foundation U.S. Transplant Games™ TEAM MEMBER HANDBOOK 2009-2010 July 2009 National Kidney Foundation $ 30 East 33rd Street $ New York, New York 10016 800.TX.GAMES $ 800.894.2637 $ 212.889.2210 $ FAX 212.537.7332
  2. 2. National Kidney Foundation U.S. Transplant Games™ More than Just a Sporting Event The National Kidney Foundation U.S. Transplant Games is a biennial, four-day Olympic-style competition that has been held since 1990. Forty-seven events are contested within 14 sports for recipients of all lifesaving solid organs to demonstrate that transplantation works! Selected competitive events are also available for Living Donors as part of their program track to illustrate that living donors can remain active and healthy after donation. Athletes participating in the Games range in age from two years to over 80. As much as the Games is an athletic event that calls attention to the success of organ donation and transplantation, it is also a celebration of life and has been coined the “Transplant Family Reunion”. But the Games also features numerous other activities such as living donor and donor family recognition ceremonies, workshops and sharing sessions to honor organ and tissue donors and donor families for their selfless gifts and involve everyone that has been touched by donation or transplantation. Fourteen Sporting Events for Recipients Badminton • Ballroom Dancing (Demonstration) • Bowling • Cycling Golf • Racquetball • 5K Road Race* Table Tennis • Tennis • Swimming Track & Field* • Basketball • Virtual Triathlon • Volleyball * Sport includes an event on the living donor track. Age Groupings for Competitions at the Games • Children: 5 and under; 6-10; 11-13 • Juniors: 14-17 • Adults: 18-29; 30-39; 40-49; 50-59; 60-69; 70 and over • Living Donors compete against one another in an open division. Events for All Attendees! • 5K Run/Walk to promote organ, eye and tissue donation awareness • Opening Ceremony, • Donor Recognition Ceremony to honor deceased donors and their families • Living Donor Recognition Event to pay tribute to living donors • Quilt Pinning for donor families to add new patches to the National Donor Family Quilt • Coffee House for all Games participants to share experiences • Closing Ceremony
  3. 3. Table of Contents WHAT ATTENDEES HAVE TO SAY ABOUT THE GAMES.............2 INTRODUCTION...........................................................................3 BACKGROUND.............................................................................3 NKF MISSION.....................................................................3 GOALS OF THE GAMES ...........................................................4 BEING AN ACTIVE TEAM MEMBER............................................5 TEAM PHILOSOPHY & GOALS ..................................................5 ELIGIBILITY..........................................................................6 TEAM MEMBER BENEFITS........................................................7 TEAM STRUCTURE......................................................................7 ROLES & RESPONSIBILITIES......................................................7 CODE OF CONDUCT & ETHICS.................................................10 DISAGREEMENTS & CONFLICTS.................................................11 VIOLATIONS........................................................................12 TEAM COMMUNICATIONS........................................................12 SUPPORTING THE MISSION.......................................................13 END THE WAIT! “GIVE BACK” ACTIVITIES............................13 PUBLIC SPEAKING/MEDIA RELATIONS.........................................13 TEAM MEMBERS—PEOPLE LIKE US ADVOCATES............................14 ADVERTISING AND PUBLICITY POLICIES........................................15
  4. 4. TEAM FINANCES........................................................................16 TEAM BUDGET & EXPENDITURES..............................................16 TYPES OF FUNDRAISING .........................................................16 FUNDRAISING POLICIES ..........................................................17 FINANCIAL ASSISTANCE .........................................................18 AT THE GAMES..........................................................................20 TEAM PHOTO & CHECK-IN APPOINTMENT..................................20 OPENING CEREMONY...........................................................20 INFORMATION UPDATES..........................................................21 CLOSING CEREMONY............................................................21 ABOUT THE NATIONAL KIDNEY FOUNDATION........................22 FACTS ...........................................................................22 SOME NKF MILESTONES IN DONATION AND TRANSPLANTATION.........22 TEAM MEMBER INFORMATION SHEET....................................24
  5. 5. “Make your work to be in keeping with your purpose.” -Leonardo Da Vinci Welcome! On behalf of the National Kidney Foundation, I would like to thank you for your interest in being a part of the 2010 National Kidney Foundation U.S. Transplant Games™. It is an exciting time to join a team and represent your state in the Games! Transplant Games teams are anticipating the event with a renewed sense of purpose and refocusing on the urgent need to increase the number of donated organs and improve transplant outcomes in the United States. There is much work to be done and we need your help to do it! Your commitment to this effort through volunteerism, shaping public policy, fundraising, and other forms of advocacy are vital to the success of the NKF’s national initiative to END THE WAIT! for a kidney transplant in the next 10 years. The Games is a wonderful celebration of life. It is also the most visual demonstration of the positive impact of organ donation and transplantation. However, it is through the collective and collaborative efforts of team members and supporters from all across the country before, during and after the Games that are going to allow us to truly make difference in the lives of those who are in desperate need of a lifesaving organ transplant. The Games are only held for 5 days every two years. Think of what we can accomplish the other 725 days! Once again, I welcome you to the Transplant Games family and to our movement to END THE WAIT. Now, let’s get to work! In the spirit of the Games, Dawn Williams Dawn Williams Program Director
  6. 6. WHAT ATTENDEES HAVE TO SAY ABOUT THE GAMES Being at the Games empowered me - I am not alone in this new chapter of my life... Complete strangers cheered when I finished. I finished last, but was blessed to be there to finish. So many aren't as fortunate to receive their much needed life saving organ transplant. – Kimberly Harrington, Heart Recipient, Team Illinois  This experience, by far, was the most humbling and rewarding experience of my life. I donated my kidney to my father in 2006 and two years later, seeing him compete was incredible. Running the 5K was an accomplishment for me. It was incredible seeing everyone running and walking for such a good cause. The camaraderie of all the athletes, families, supporters was unbelievable. – Marie Antoinette Eraso, Living Donor, Team North Texas  It was a most valuable healing experience for us. It gave us so much hope, healing and passion for moving forward in our lives after our loss. The sadness and loss will always be there for us but attending the Games and seeing such enthusiasm and life helped us feel grateful that our son had the opportunity to give the gift of life. – Mary Jo Rozmenoski, Donor Family, Team Wisconsin  I believe my son (heart recipient) grew up so much while there. He is 12 and I think it was great for him to be with other kids just like him! – Jacob Hafer, Supporter, Team Philadelphia  It was an honor to be surrounded by donors and recipients. It gave me reassurance as a transplant coordinator that what I do is valuable! To see donors and recipients celebrating life together was an honor. A memory I will treasure for the rest of my life. – Ashley Bird, Transplant Professional, Team Georgia  This was our first Transplant Games. My husband had a bone marrow transplant in 1985 and a liver transplant in 1998. I went through the liver transplant with him. He has been through so much in his life. It is amazing to see him be able to compete. Before the Games started, his first goal was to be able to get a medal. Once we got to the Games, it was much different. I wasn't such a competition. It was cheering on others... It was so amazing being in the same place with so many people that have gone through the same thing. I hope to never miss another Games. –Tammy Miller, Supporter, Team Alabama  I loved the entire experience at the Games. It was inspirational to hear how others have overcome such enormous physical setbacks to compete. I especially enjoyed the camaraderie of the athletes and their spirit of not taking life for granted. As long as I am healthy, I intend to participate in the Games. – James M. Mozingo, Kidney Recipient, Team Nation's Capital
  7. 7. INTRODUCTION The National Kidney Foundation U.S. Transplant Games™ is a trademarked program of the National Kidney Foundation that is designed to demonstrate the success of transplantation, to honor organ and tissue donors and call attention to the critical need for more donors. The key to the success of this national program and its 45 Games teams all across the country is dependent upon the support and active involvement of local team members. Every attendee registering for the Games is a member of an official National Kidney Foundation U.S. Transplant Games team that has been established in the statewide or regional service area near a local NKF office. The Transplant Games offers team members numerous opportunities for involvement through team administration, fundraising, public relations and more. This Handbook details the policies under which this team is administered. All team members, regardless of when they join, must adhere to these guidelines. Policies not addressed by the Team Member Handbook will be handled on a case-by-case basis with the Team Manager and the appropriate NKF staff. Thank you to all Team Managers and the National NKF Staff for their contributions to the development of this Handbook. Special thanks to Katherine Gallante, Kathy Homan, Sarah Barnsness, Sarah Sullivan, Cathy Olmo, and Ellen Yoshiuchi. Any questions regarding this information should be directed to the Team Manager for your area. BACKGROUND NKF Mission The National Kidney Foundation is a major voluntary health organization that seeks to prevent kidney and urinary tract diseases, improve the health and well-being of individuals and families affected by these diseases, and increase the availability of all organs for transplantation. NKF provides educational and support resources to our constituents, including organ and tissue donor families, living donors and potential living donors, transplant recipients and candidates, kidney patients and caregivers. NKF has long been an advocate for organ and tissue donation and was involved in the passage of Uniform Anatomical Gift Acts (UAGA) in all 50 states. NKF led the effort to have drivers’ licenses legally indicate a
  8. 8. person’s decision to be an organ donor. NKF advocated for the National Organ Transplant Act of 1984 (NOTA) and other legislative efforts to help patients get transplants. NKF continues to carry out programs in education, research and services to fulfill this mission, including its newest initiative to END THE WAIT! for a kidney transplant in the U.S. Although END THE WAIT! is intended to eliminate the wait for a kidney transplant, many of the recommendations will also have a positive impact on waiting times for other organs. By working together and focusing on the big picture and real needs of patients, we will have a dramatic impact on the health of transplant recipients, donors and those who will have only a brief wait for the organs they need. Goals of the Games The Games, which began in 1990, is just one of the many NKF activities that support the END THE WAIT! initiative. The purposes of the Games are: • To demonstrate the collective and individual successes of the life- restoring therapy of organ transplantation • To contribute to the successful rehabilitation of the nation's transplant recipient community • To involve the entire transplant community--including recipients, donor families, living donors, physicians, allied professionals and related organizations--in a collaborative effort for the benefit of organ donation • To utilize the media to promote the success of organ donation and transplantation and to call attention to the need for donors through events and support activity before, during, and after the event • To provide an opportunity for these goals to be achieved locally through NKF Divisions/Affiliates and other participating organizations. Your support of the NKF, active membership on your local Games team and participation in the Games are ways that you can get involved to make a difference in your local community and in the ongoing national campaign to increase donation and save lives. (See Supporting the Mission on page13 for more details on what you can do to contribute to the mission) 4
  9. 9. BEING AN ACTIVE TEAM MEMBER Team Philosophy & Goals Organ and tissue donation is a selfless act of love and compassion from one person for the benefit of another, in many instances a complete stranger. In this spirit of altruism, each team member is encouraged to adopt the philosophy that their involvement extends beyond their personal participation in the Games and their team. Beyond their work with the Games, team members work together to serve the greater good of the public community and the donation/transplant family, continuing the legacy of donors and donor families everywhere. Team members-- including recipients, living donors, donor families and other supporters-- can serve in so many ways beyond their involvement with the Games by helping others along their donation or transplant journey, mentoring another in their grief process, providing support to caregivers and/or by joining NKF and fellow teammates in raising awareness about organ and tissue donation. The team members’ primary goal is to promote organ and tissue donation awareness through participation in the National Kidney Foundation U.S. Transplant Games™ and other related activities. Each member shall apply to be part of the team to: • Actively support the goals and objectives of the NKF and the Games, including raising public awareness about organ and tissue donation and supporting the NKF’s goal to END THE WAIT! before, during and after the Games. • Act as an advocate for the National Kidney Foundation and the Team. • Involve the entire local community in activities to achieve the Team’s goals. • Assist in building and sustaining local donation and transplantation-related efforts through fundraising, volunteerism, etc. • Participate in activities at the Games 5
  10. 10. Eligibility Games team members are categorized as Primary or Support Members. Primary Team Members are: • Recipients of a lifesaving kidney, pancreas, liver, heart, lung, intestine or allogeneic bone marrow/stem cell transplant • Living donors of lifesaving solid organs (kidney, partial lung or partial liver) • Donor families Support Team Members include: • Transplant professionals • Family members, friends members of the general public and • Other interested individuals who wish to support the team and be a team member The following eligibility requirements apply to all team members: • All team members must sign required documents and pay appropriate registration fees that apply to, including Team Membership Form & Agreement in order to join the Team and participate in the Games. • Team members 17 years old or younger must be accompanied by an adult. The following additional eligibility requirements apply to athletes (transplant recipients and living donors) competing in the Games: • Athletic participation is open to any individual who has received a successful, full functioning, lifesaving organ transplant—heart, intestine, kidney, liver, lung, pancreas and allogeneic bone marrow/stem cell—that has been functioning for at least nine months. Living donors may compete in selected events. • Athletes participate on the team where they reside or work, not where they were transplanted. A transfer request is required to move to another team and must be approved by all parties, including the Transplant Games Department at NKF Headquarters. • Athletes must provide timely submission of a physician-signed medical waiver, which should be completed and delivered to the Team Manager and at least one month but no more than four months before the Games Opening Ceremony. 6
  11. 11. Team Member Benefits The NKF and the Games present compelling reasons to contribute your time, talent and treasure. Team members benefit from the opportunities to: • Support organ, eye and tissue donation • Represent your state • Give back to your community • Honor organ and tissue donors and their families • Advocate for kidney patient, recipient & living donor/donor family needs • Social networking • Peer support • Participate in the Games TEAM STRUCTURE As a trademarked program of the National Kidney Foundation, the local Division/Affiliate of the National Kidney Foundation will serve as the primary organizer of a local team unless otherwise specified by the Division/Affiliate. If the local Division/Affiliate is not the primary organizer, then the suggested representative organization must be approved by both the National Kidney Foundation Headquarters and the local NKF Division or Affiliate. A team must also consist of at least five transplant athletes, one living donor and a donor family. Under the authority of the National Headquarters, each NKF Division and Affiliate appoints a Team Manager(s) to lead the team in its service area. The Team Manager serves under the direction of the Division President, Affiliate CEO/Executive Director or his/her authorized representative. Roles & Responsibilities It is important that members of the team understand their roles and responsibilities. The key positions required to manage a team are described below. Team Manager Team Managers coordinate and manage teams for the Games and serve as the team’s liaison to the NKF Headquarters office. The Team 7
  12. 12. Manager’s responsibilities--many of which are conducted in coordination with the National Kidney Foundation’s Transplant Games department at NKF Headquarters--include athlete, living donor and donor family recruitment, media relations, community outreach, marketing, fundraising, team competition coordination and planning, and on-site management of all team affairs. The Team Manager also works with the local NKF or other sponsoring organization as it fulfills its local goals of public relations and education, fundraising and donor awareness. Donor Family Liaison (DFL) The Donor Family Liaison (DFL) serves as your team's liaison to donor families and can assist the Team Manager with Games planning. DFLs support donor families before, during and after the Games, and help invite local donor families to the Games. They are also frequently involved in team efforts for the Games, such as fundraising, team meetings, and more. At the Games, DFLs support families at all donor family events, help answer questions, help with logistics, and facilitate communication between donor families and other team members. Planning Committee At the discretion of the Team Manager, a planning committee (and subcommittee) structure may be established for the Team. Ask your Team Manager about committees that may need volunteers. Some potential volunteer committees and responsibilities that may be established include: • Welcome Committee o Gather all information for interested and/or new team members (name, address, phone, email, employer, title, transplant, date of surgery, etc.) o Forward information to Team Manager o Mail team and venue information to interested members o Help new team members with registration, online or by mail o Administer Team Member Orientation 8
  13. 13. Public Relations Committee o Gather individual stories and photos from team members for potential media interest o Forward information to Team Manager o Send Team Program along with media impressions and pictures to sponsors 1-2 months post-Games • Meetings Committee o Email and call to remind team members of meetings o Alternate taking minutes among members o Create information on-site at Games and alternate manning the team’s hospitality suite Team Captains The Team Captain assists the Team Manager in many aspects of team management. Responsibilities may include assisting Team Manager in the overall management of team; serving as Team Manager's liaison to team; serving as the spokesperson/ambassador for media efforts, if appropriate; assisting in dealing with problems and emergencies, sports conflicts and/or protests; assisting in disseminating rules and guidelines prior to competition; and, in absence of Team Manager, may assume the role of Manager, as appropriate. The Team Manager may select separate captains for each sport. Team Members As members of the team, everyone is an ambassador, representing his/her state and local communities, the entire transplant community and the National Kidney Foundation. Team members are also advocates for organ, eye and tissue donation and transplantation. Responsibilities of team members include but are not limited to: • Understanding and supporting the mission and goals of the NKF, the Games and the Team. • Participating in activities that promote donation and further the goals of the Games and the Team. • Attending team meetings and related activities. • Providing volunteer support for team and NKF events and activities. • Completing and submitting necessary paperwork in a timely manner. • Making your own travel and housing arrangements and paying for all of your own expenses including registration fees, ground transportation, lodging and meals. • Referring anyone who requests information about the Transplant Games and organ, eye and/or tissue donation to 9
  14. 14. Potential team members or sponsors should be referred to the Team Manager or the Team Website • Participating in the Games events in which they are registered, unless are medically unable. • Following all Games rules and policies and holding your fellow team members accountable to the same. Code of Conduct & Ethics It is a responsibility of each team member to behave in a manner consistent with the ideals and vision of the Games, as well as one that projects a positive image on the people and organizations that participate in the event. This code provides a set of basic principles to guide team members regarding the minimum behavioral and ethical standards expected. If you need help understanding this Code, or how it applies to conduct in any given situation, you should contact your Team Manager. The National Kidney Foundation requires your commitment to: • Meet the minimum eligibility standards to join a team; • Uphold your role and responsibilities as a team member and hold other team members accountable to the same; • Abide by rules of the Games, the Team and the policies outlined in this Handbook; • Act honestly, ethically and with integrity and proactively promote honest and ethical behavior among peers in your team environment. • Act in good faith, without knowingly and/or intentionally misrepresenting, omitting, or causing others to misrepresent or omit, any material facts. • Comply with all local, state, and federal laws and ordinances, including but not limited to IRS 501(c)3 policies and regulations. • At team and committee meetings, follow the general rules of meetings, such as waiting to speak until acknowledged by the Team Manager or committee Chair, abstaining from personal conversations while others are talking, raising issues of concern in an open forum and refraining from monopolizing time; • Respect members of your team, other teams, spectators, volunteers, staff and officials. 10
  15. 15. • Understand and adhere to the rules for any sport in which you participate. • Act in a sportsmanlike manner consistent with the spirit of fair play and responsible conduct. • Wear designated team apparel at official functions such as the Opening Ceremony, sporting competitions, media interviews, speaking engagements and other occasions as directed by your Team Manager. The following behaviors are strictly prohibited: • Theft, attempted theft, possession of stolen property, conspiracy to steal or misappropriation of another's property. • Abusive or disrespectful actions, gestures, and language (includes verbal, written, e-mail, or telephone abuse) directed at any team member or Games participant, including Team Manager, athletes, coaches, officials, volunteers staff and other spectators . • Any form of discriminatory behavior involving abuse or disparagement of a person's race, religion, sex, creed, sexual orientation, age, national origin or disability. • Verbal, physical or sexual harassment. • Actual or threatened violence toward any individual or group. • Conduct endangering the life, safety, health or well-being of oneself or others. • Violation of state, federal and local laws. • The use of the NKF U.S. Transplant Games for private benefit or personal financial gain. Disagreements & Conflicts Dissension amongst team members, if gone unresolved, can undermine the unity and overall effectiveness of any team. Every attempt should be made to resolve disagreements and other issues directly with the individual(s) with whom you have a conflict. If for any reason, you are unable to resolve the issue, bring the matter to the attention of your Team Manager. Please keep in mind, that both parties will be given the opportunity to present their perspectives in order to assess the situation and help determine the best resolution. In the event that the conflict is with the Team Manager, the local NKF Division 11
  16. 16. President /Affiliate CEO or the U.S. Transplant Games at NKF Headquarters department may be contacted. Violations Disregard for team policies is an infraction against both your fellow team members and against those supporting the team. Therefore, individuals that do not abide by rules of the Games or the policies outlined in this Handbook will be subject to disciplinary action, which may include but is not limited to: • Verbal warning; • Written warning; • Suspension from the team and/or team-related activities; and/or • Discharge from the team. If you are witness to another team member violating the team Code of Conduct and Ethics, you are encouraged to complete and submit a Code of Conduct Complaint form to your Team Manager. Although anonymous complaints are accepted, they are discouraged. We believe members who are complained about have a right to know who has made the complaint and the details of the allegation(s) made against him or her. Team Communications It’s important to be informed and we are dedicated to providing you all the information you need to feel a part of the team, to be a productive team member and to have a positive Games experience. One or more of the following communication methods may be utilized by your Team Manager: • Web sites (Games and Team) • Team Listserv • Emails • Conference Calls • Team Meetings • Social Networking Sites • Webinars Remember that communication is a two-way process. Your Team Manager will make information available. Please be proactive in obtaining it and putting it to use. 12
  17. 17. SUPPORTING THE MISSION No matter what the connection or reason for becoming a proponent of organ donation, there are many ways to get involved in furthering the cause and mission, according to your interests, time and talents. END THE WAIT! “Give Back” Activities There are many ways to raise donor awareness through organizations like schools, houses of worship, businesses, community health fairs, civic groups, clubs, the media and more. Most Give Back activities fall into three categories: • Public Education, like visiting your former high school to conduct a talk on organ donation and the importance of becoming an organ donor • Constituent Services or empowerment, like a live Coffee House Conversations program • Professional Education, like a patient-professional symposium to help improve patient care. In addition to the numerous individual activities that can be implemented to activate this “give back” philosophy, each team is asked to coordinate Give Back projects to benefit the local community. Talk to your Team Manager about any ideas you may have about mission-focused education, support and services needed in your area. Public Speaking/Media Relations The Games present an excellent opportunity to tell the story of organ, eye and tissue donation and the miracle of transplantation. The 2008 Games generated more than 250 million print and broadcast media impressions and we aim to have an equally, if not more successful campaign for 2010. If you are contacted by the media for information or an interview, inform your Team Manager or Team media representative as soon as possible. 13
  18. 18. Please also familiarize yourself with the following messages that are important to include in all public speaking engagements. • The National Kidney Foundation U.S. Transplant Games™ is an Olympic-style event for recipients of lifesaving organ transplants, including kidney, heart, liver, lung, pancreas and bone marrow. • The Games will be held July 30 – August 4, 2010, in Madison, Wisconsin. • The 2010 Games promises to be the world's largest-ever gathering of transplant recipients with an anticipated 1,500 athletes representing all 50 states. • The Games aim to call attention to the desperate need for more organ donors in this country while showcasing the success of transplantation. • The Games are also a tribute to living and deceased organ and tissue donors who make transplants possible • More than 100,000 people are currently awaiting lifesaving transplants in this country. Nearly 80,000 of those are waiting for kidneys. • Eighteen people die each day while waiting. • Signing up to become an organ donor is easy. Just visit us on the web at to find the online registry for your state, download a free organ donor card or call the National Kidney Foundation for more information at 800-622-9010. • Be sure to discuss your donation decision with your family since family consent may be necessary at the time of donation • To learn more about the Games, donation or transplantation, visit Team Members—People Like Us Advocates The NKFs People Like Us is the fastest-growing and most influential advocacy movement for people affected by chronic kidney disease (CKD), transplant candidates and recipients of all organs, living and potential donors, donor families and caregivers. As a team member, you are an advocate for organ donation and we invite you to join other "People Like Us" advocates and get even more active on issues related to organ donation and transplantation. One way to do this is by joining "People Like Us" constituent groups tailored to your needs and interests: • The National Donor Family Council serves donor families and works to increase the sensitivity and effectiveness of the organ recovery process. 14
  19. 19. • The transAction Council promotes a better quality of life for transplant recipients by providing support, information and programs on education, fitness and research. • The soon to be launched Living Donor Council currently provides support and educational resources for living donors and potential donors. Visit to learn more about using your voice and energy as a strong, effective People Like Us advocate. Advertising and Publicity Policies In order to protect the integrity of the National Kidney Foundation U.S. Transplant Games™, its official teams and team members, the following policies and procedures must be adhered to at all times. • Refer to the Games as the National Kidney Foundation U. S. Transplant Games. (They are cannot legally be referred to as the Transplant Olympics.) • The National Kidney Foundation U.S. Transplant Games and/or Team logos may not be used without prior written permission of the Team Manager or other authorized representative of the National Kidney Foundation. • The official logo of the Games may not be altered in any way. • Team members may not distribute literature or printed materials of any kind, sell merchandise, solicit financial contributions, or solicit for any other cause through team communications, during or on the premises of team meetings or other team-related activities without the permission of the Team Manager or other authorized representative of the National Kidney Foundation. • Names and contact information of team members shall not be released and/or used for purposes of transmitting unsolicited correspondence, including commercial advertising and promotion under any circumstances without prior consent. This policy also prohibits unsolicited bulk messages, such as chain mail, petitions for signatures, etc. via e-mail, team listserv and other communications systems to fellow team members. 15
  20. 20. TEAM FINANCES Team Budget & Expenditures Each Games Team Manager will work with the team to develop a team budget. Budgeted income shall include proceeds from individual and team fundraisers, corporate sponsorships and grants, team merchandise sales and special events. Budgeted Expenditures are categorized as Team Expenses, Individual Travel Stipends and END THE WAIT! Give Back Expenses. Team Expenses may include: • Team Apparel • Team Gatherings • Financial Assistance Grants • Administrative Expenses • Team Hospitality Suite • World Games • Marketing, Advertising and Printing • Team Fundraising Activities • Team Manager and Donor Family Liaison Travel Expenses • Other items or services deemed useful to the Team, funds permitting Individual Travel Stipends are monetary awards meant to help subsidize travel expenses related to participating in the Games. Give Back Expenses consist of expenses associated with conducting or participating in local activities related to organ donation and transplantation. Types of Fundraising Fundraising is an important function of the team. Raising money offsets expenses related to administering a team, enables more athletes to compete, creates an opportunity to participate for those who couldn’t otherwise attend, and supports local organ donation and transplantation- related activities that benefit the local community. All athletes are required to raise a minimum of $250. Non-athletes are not required to but are encouraged to fundraise to help support the team. Team members (Primary and Support) that raise a minimum $250 will receive a team uniform, consisting of at least three shirts, one hat, and ten lapel pins; in addition the team will supply shirts/jerseys or pinnies for basketball and volleyball team members, if applicable. 16
  21. 21. There are three different types of fundraising activities: individual fundraising, team fundraisers, and sponsorships or grants. Individual Fundraising Individual involves personal solicitations of pledges and donations, such as online fundraising pages, face-to-face and independent fundraisers (yard sales, candy sales, team merchandise sales, etc.) Team Fundraising Team fundraising activities build camaraderie and team spirit, and are ideal ways to involve team members, families, friends, and the community at large. This type of fundraiser may include team car washes, charitable sports or other tournaments and silent auctions. Proceeds of team fundraising activities will are credited towards the fundraising goals of all team members. Sponsorships and Grants Sponsorships and Grants are generally funds from businesses and/or grantmaking organizations made my corporations and organizations for the purposes of cause-related marketing, co-branding, philanthropy, promotional or other partnerships. Fundraising Policies • All funds raised to support the Games will be handled by the Team Manager, according to NKF policies or as directed by the local NKF Division or Affiliate. Teams representing Direct Service Areas of the NKF will have additional coordination support through the NKF Headquarter Office. • Fundraising activities must first receive the approval of the Team Manager before they can occur. Independent or group fundraising activities not sanctioned by the Team Manager will not be permitted. • Corporate sponsorship requests must be pre-approved by the Team Manager to prevent duplication of requests. Team member endorsement of products is not permitted. • For donors to qualify for a tax deduction, donation checks must be made payable to National Kidney Foundation, unless otherwise directed by the Team Manager, and should include the participant’s name on the memo line. If a check is made payable to an individual team member, it does not qualify for a tax deduction. 17
  22. 22. • As a general rule, money transactions should be routed to the NKF/team office, including donations, gifts, or payments. • Team funds may not, under any circumstances, be deposited into anyone’s personal account or left in someone’s home. • Team members are responsible for obtaining and retaining for their records, written confirmation of any funds turned in to the Team Manager. They should also be sure that the receipt is for the amount submitted. • Primary Team Members will be eligible for travel stipends, which are intended to aid in covering travel expenses related to attending the Games. Support Team Members team members will not be eligible for travel stipends. • All travel stipends must be approved by the Team Manager and NKF Division President/Affiliate CEO or his/her designated representative. • In accordance with Internal Revenue Service guidelines, NKF will report the Travel Stipend for each member on a 1099 tax form. • Travel Stipends may be subject to federal and state income tax. It is the responsibility of the Stipend recipient to consult his/her tax advisor as to whether your award is taxable. Please be sure to retain all receipts and accurate records of your travel, lodging and meal expenses related to participation in the Games to demonstrate on the tax returns, if necessary, that this money was in fact a legitimate reimbursement of travel expenses and not real income. • If an individual withdraws from the Team, including transferring to another Team, or does not attend the Games for any reason, money that has been raised by him/her will be allocated as deemed appropriate by the Team Manager. Financial Assistance Financial Assistance grants may be available to Primary Team Members that are otherwise unable to participate in the Games due to financial hardship. These grants may only be used for travel, lodging and meals. Rental car expenses are not included. If travel to the event is by car, instead of by air, a mileage allowance would be provided. Team members requesting a grant must submit an application with documentation of anticipated expenses (e.g. lodging reservation confirmation, mileage estimate, etc.). Note: the actual grant awarded may not cover the entire cost for the Primary Team Member’s participation. Contact your 18
  23. 23. Team Manager for more information. Grant recipients will not be eligible to receive Travel Stipends. 19
  24. 24. AT THE GAMES The Games is the largest gathering of the transplant community and the experience is one of solidarity, gratitude, comfort, fulfillment and celebration. Many Games attendees even schedule their family vacations in conjunction with the Games when they occur every other year. Come prepared to visit with new and old friends from near and far, to share your experiences and listen to others, to honor your loved one or a complete stranger, to be excited about coming in first or last place, to laugh, cry and cheer…to be inspired! The Games are a ton of fun. And don’t forget your trading pins! Team Photo & Check-in Appointment On site, team photos and attendee check-in are conducted by appointment. In order to ensure an efficient and timely experience, please familiarize yourself with the following process: 1. Arrive 15 minutes prior to your appointment time and check in with your Team Manager. 2. Once your Team Manager verifies that your team is assembled, Primary Team Members (athletes, living donors and donor families) will be called into the photo area. All Support Team Members will proceed to check-in at that time. 3. Primary team members will join the rest of their team at check- in after the photo has been taken. 4. Once you have checked in, you may visit with sponsors and other exhibitors in the Game Expo! If individuals arrive early or late for their team appointments, we will be happy to serve them on a space-available basis, if possible. Opening Ceremony Please take note that transplant recipients, living donors and donor families participate in the procession during the Opening Ceremony. An official team uniform may be worn for the Ceremony, as directed by the Team Manager. Only Primary Team Members will be permitted in the marshalling area. All other attendees will be directed to spectator seating. Children 13 years 20
  25. 25. and under may be accompanied by a parent or guardian in the procession, at the discretion of the Team Manager. Information Updates Team Managers attend daily meetings with the Games management staff to obtain updated information and changes regarding the next day’s events. Talk to your Team Manager about the best communication method(s) for your team members to receive these important information updates. Closing Ceremony Various awards will be presented; as will the Games highlights video and the announcement of the dates and location of the next Games. The Closing Ceremony is immediately followed by a farewell social. 21
  26. 26. ABOUT THE NATIONAL KIDNEY FOUNDATION For more information about NKF, visit Facts • The National Kidney Foundation is a 501(c)3 not-for-profit organization. • NKF is the largest voluntary health agency promoting organ donor awareness. • NKF is a member of Donate Life America, a coalition of organizations dedicated to promoting organ and tissue donation. • NKF is a member of the National Health Council (NHC) and is in compliance with NHC’s Standards of Excellence. • NKF has earned the Better Business Bureau Wise Giving Alliance Charity Seal and is a Charity Navigator Four Star Charity. Some NKF Milestones in Donation and Transplantation • 1984—National Organ Transplant Act was passed with strong NKF leadership • 1989 – NKF in collaboration with the American Association of Critical Care Nurses, developed a continuing education program on death, dying and organ donation and the care of donor families that has since trained over 10,000 nurses • 1990 – NKF organized the first U.S. Transplant Games in Indiana • 1992 – National Donor Family Council (NDFC) was founded by the NKF as the home for donor families. (Visit • 1992- NKF begins managing Team USA for the World Transplant Games. • 1995 – Patches of Love, the National Donor Family Quilt was created. • 1995-- The Federal Government contracted with NKF to implement the first National Donor Recognition Ceremony and Workshkop; NKF has worked with the government on every NDRCW since that time. • 1996 –transAction Council was formed to address the needs of transplant recipients of all types, as well as those who await a transplant; Visit • 1997 – National Communication Guidelines, initiated by NKF’s NDFC, was developed to address the communication systems by professionals about and between donor families, and transplant candidates or recipients • 1997- NKF’s Kidney Early Evaluation Program (KEEP®) was designed to detect kidney disease at its earliest stage, slowing the progression of chronic kidney disease and preventing the need for a transplant (Visit 22
  27. 27. • 1998 – The Opening Ceremony of 1998 Games Organ Donation was selected for the unveiling of the United States Postal Service Special Edition Organ Donation Stamp. • 2000 – “Consensus Statement on the Live Organ Donor” was published in the Journal of the American Medical Association following the NKF’s consensus conference on the topic.. • 2002 – “The Non-directed Live-Kidney Donor: Ethical Considerations and Practice Guidelines," was published in Transplantation magazine following the NKF consensus conference on the topic. • 2004 – President Bush signed H.R. 3926, the Organ Donation & Recovery Improvement Act, on April 5, 2004 (Public Law 108-216). NKF worked with the sponsors to help craft the final bill; 50 Years of Transplantation and Tribute to the Pioneers of Transplantation held at the 2004 U.S. Transplant Games • 2005 – People Like Us, NKF’s advocacy movement for people affected by CKD, transplant candidates and recipients, living and potential donors, donor families and caregivers, is established. Visit • 2008 – NKF worked to ensure the passage of the Charlie W. Norwood Living Organ Donation Act (H.R.710 / S.487). • 2009- NKF launched END THE WAIT! campaign to end the wait for a kidney transplant in the U.S. Visit for details. 23
  28. 28. National Kidney Foundation U.S. Transplant Games™ TEAM MEMBER INFORMATION SHEET The dates for the next Games are ___July 30-August 4, 2010_________ My Team Manager is ________________________________________ My Team Manager’s Contact Information: Address ______________________________________________ ______________________________________________ Phone ______________________________________________ Email ______________________________________________ My Registration Fee: Early Bird $_________ Standard $_________ Late $__________ Preferred Team Hotel(s): ______________________________________ Team Travel Information ______________________________________ __________________________________________________________ Team Fundraising Goal 1. Travel (Coach Air Fare, Bus, etc.) $ 2. Accommodations $ 3. Meals ($________/day * 5) $ Total Cost per Team Member =$ X 2 Individual Fundraising Goal =$ Team check-in appointment time is on ______________ at _________. Additional Notes:
  29. 29. END THE WAIT! There is an ongoing and urgent need to increase the number of organs available for transplantation in the United States. To address this complex problem, the National Kidney Foundation (NKF) has developed a comprehensive action plan to increase the number of transplants and to END THE WAIT! for a kidney transplant in the U.S. Although END THE WAIT! is intended to eliminate the wait for a kidney transplant, many of the recommendations will also have a positive impact on waiting times for other organs. By collaborating with many organizations, government agencies and individuals, NKF’s END THE WAIT! recommendations will: o Eliminate barriers to successful transplantation o Institute best practices across the nation o Improve the transplant system o Cover the cost of donating an organ o Reduce regional and ethnic disparities and o Increase living and deceased donation throughout the United States. This initiative will end the long wait for a transplant that has subjected too many patients to deteriorating health, poor quality of life and even premature death. Our efforts will begin immediately.
  30. 30. Visit to find out what you can do to help!