Organize a Blood Drive
The first step in organizing any blood drive is to contact Dexter Tenney, Donor Recruiter at 276-676-6618 or dtenney@jmha.org . Once the blood donation center is contacted, a blood drive representative is usually assigned to help the person organizing the blood drive. The representative will ask a number of questions that will enable him or her to help the blood drive organizer plan a successful blood drive.
The organizer should be prepared to answer the following questions:
· What is the goal or mission of the group or organization?
· How big is the organization and where is it located?
· Additional questions may be asked to ensure that the organizer’s group meets the donor center’s requirements.
Once the representative has determined that an organization meets the requirements, the organizer and the blood drive representative begins to plan the actual blood drive. Mutual goals for the drive will be established, based on the size of the group, and how many people will likely participate. A date and time for the drive will be set, and an appropriate site will be selected.
Blood donor recruiters from the local blood bank will likely provide materials and instructions on making the blood drive successful. The following outline provides general tips for conducting a blood drive and ensuring its success:
· Work with the local blood drive representative
· Work with executive staff/HR to provide staff with one hour of time off to donate
· Build a committee that includes members from all parts of the organization to help get the word out. Ask people who have donated blood before to help organize the drive - they often make the best recruiters.
· Advertise two to three weeks in advance using various marketing materials and direct methods that include:
Posters - displayed in high traffic areas
Brochures - make available during
briefings and in high traffic areas
Flyers - hand out when meeting with potential donors, seek permission to include in payroll materials
Briefings/presentations/announcements - as appropriate in meetings, in the organization’s newsletter
Table Tents – if your organization has a cafeteria
Email - when possible
· Sign up donors, allowing enough time for all donors to complete the process
· Get donors to the donation site
· Keep in touch with donor center staff
· Ensure donors have had adequate fluids and have eaten prior to donating
· Follow up after the blood drive by making sure the committee is thanked and the blood drive’s success is reported in the organization newsletter. Create an honor roll of those who volunteered to donate and post it in a central location before and after the drive. Thank everyone involved using awards, certificates, etc.
· Book the next drive right away! It is NEVER too early to schedule future drives
STEPS TO PLANNING A SUCCESSFUL DRIVE
1. Organizing your blood drive-
Call the donor recruiter and choose a date for your drive. This should be done as soon as possible ( 276-676-6618 ).
Determine with the donor recruiter if your location has a suitable space to park the blood mobile.
2. Getting the word out-
The donor recruiter will assist you in selecting the posters and other recruitment aids best suited for your group. These will be supplied to you at no cost. Utilize company, church, or community newsletters to announce the drive and create interest. Don't forget to include the date, time, and location of the drive. Remind people to eat before they donate. You should explain how to sign up and include a tentative deadline. It would also be helpful to mention a contact person.
3. Recruiting donors-
Enlist friends and co-workers to help recruit donors. Meet with your group and ask them to assist you in distributing literature and getting a response from each contact. This system results in a more successful drive. Explain how donors are to make appointments on sign-up sheet.
Give phone number of contact person and let everyone know where the sign-up sheet is located. ( Don't wait till the day of the drive to sign-up donors. Although, a few people will wait until the day of the drive to decide to donate. You can let them donate during slow periods.) Be sure you have some way to remind donors of their appointment. Sometimes people unintentionally forget or get caught up in business. Posters should be put up a couple weeks before the drive. The donor recruiter can prepare those for you, or you may make your own.
4. The day before the drive-
Make sure the parking space will be ready for the blood mobile to park in when we arrive by blocking the area off. The mobile unit is 42ft. long and 11ft. wide, so please allow at least an extra 4 to 5ft. on all sides, if possible, to avoid any accidents. Please designate someone to meet our staff when they arrive to show them where to park and which doors to enter. Be prepared to indicate the location of restrooms, space for our volunteers to sit and have donors fill out donor cards, and etc. Reconfirm with the donor recruiter how many donors you have signed up the day before the drive. If possible, fax the sign-up sheet to 276-676-3475 by 10am. We gauge the amount of supplies we bring to your drive on this approximate count.
5. The day of the drive-
Utilize your donor notification system to ensure a steady flow of donors. One of our main concerns is that your donors will not have to wait for long periods of time.
RELAX! You've done your part and we'll take over from here. You may be a bit tired, but think of what you have
accomplished. Your support and organization have resulted in a successful blood drive and a great community service.
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