Internal Staff Enablement Kit
Document 1 — Staff Briefing (one-page summary)
Event name
– National Custodian Day — Custodian Scavenger Stamp Hunt
Why we’re running this (the “why”)
– Celebrate National Custodian Day, drive foot traffic and engagement across our stores/common areas, raise awareness of custodial teams, and reward customers with a themed giveaway or chance at a larger raffle prize.
Event concept (how it works — quick)
– Six “Custodian Facts” plaques (each with a unique QR code) are placed in different stores/common areas. Customers scan each QR to receive a digital stamp. Collect all six unique stamps by Oct 2 to redeem a custodian-themed reward (branded reusable cleaning cloth + small voucher) or opt to enter a raffle for a larger prize. Duplicate scans of the same QR are ignored by the system.
Key dates
– Event active through: Oct 2 (all six stamps must be collected by this date to redeem).
– Check internal communications for the official launch time and any store-specific windows.
Staff roles & responsibilities
1. Setup & verification
– Confirm plaques/QRs are installed in assigned locations and are visible/undamaged.
– Verify each plaque displays the correct QR and location label prior to launch and daily during the event.
2. Customer engagement
– Actively invite and explain the scavenger hunt to customers in a friendly way.
– Demonstrate scanning or assist customers who have trouble.
3. Troubleshooting & escalation
– Use the troubleshooting steps in the Customer FAQ when customers have issues scanning.
– If a QR is damaged/unavailable, follow the damaged-QR escalation protocol (notify event ops and document).
4. Prize redemption & verification
– Verify completed digital stamp cards (six unique stamps) before issuing the reward or entering customers into the raffle.
– Follow the Prize Redemption Protocol (document 3) exactly; obtain raffle consent/contact details when required.
Rules & limits staff must enforce
– Only unique stamps from six different plaques count; duplicates are ignored by the system.
– One reward per qualifying customer/person (or per household as per local policy). Check local guidance for limits.
– Redemptions must be completed by Oct 2; raffle entries may require valid contact info and consent.
– Do not collect unnecessary personal information; use the standardized raffle/contact form for entries only.
Manager escalation & support
– If uncertain about a claim, damaged QR, system outage, or suspected misuse: contact your store manager and event ops immediately. Keep a written log of any exceptions.
Tone to use with customers
– Friendly, positive, and helpful: “Great — it’s a fun scavenger hunt to celebrate our custodial team. I can show you how to scan or help if your phone won’t read the QR.”
Document 2 — Customer FAQ & Troubleshooting Guide (for staff to use)
1) Q: How do I start?
A: Find a plaque with a QR marked “Custodian Facts.” Open your camera, point at the QR, tap the link, and follow the prompt to add the digital stamp. Repeat at each of the six locations.
2) Q: Is there a cost to participate?
A: No — participation is free. Just scan the six plaques and you’re eligible for the small reward or the raffle.
3) Q: My phone won’t scan the QR — what can I do?
A: Try these quick steps:
– Make sure your camera is enabled and pointed steadily at the QR.
– Tap the notification/link that appears after scanning.
– If nothing happens, open your browser and enter the short URL printed on the plaque (if available).
– If still not working, ask staff to scan it for you with a store device or try another plaque location.
4) Q: I don’t have a smartphone. Can I still participate?
A: We encourage use of a smartphone for the digital stamps. If you don’t have one, ask a staff member — we can assist by scanning the QR with a staff device and help you register. If staff assistance is not possible, collect contact info and escalate to manager/event ops for alternate options.
5) Q: I accidentally scanned the same plaque twice. Will it count?
A: No — duplicate scans of the same plaque are ignored. You need six unique plaques (different locations) to complete the card.
6) Q: Where are the six plaques located?
A: Plaque locations vary by site; look for “Custodian Facts” signage in stores and common areas. If a customer asks, direct them to signs or offer hints (without giving full locations away — encourage the scavenger experience).
7) Q: My QR plaque is damaged or missing. What then?
A: Apologize and:
– Offer to scan the plaque with a staff device if the QR is still readable.
– Document the problem (take a photo), note the location, and notify your manager/event ops immediately so a replacement can be arranged.
– If resolution can’t be immediate, follow manager guidance for temporary manual verification (rare; requires event ops approval).
8) Q: How do I redeem my prize?
A: Show your completed digital stamp card (six unique stamps) at customer service or the designated redemption point by Oct 2. Staff will verify and issue the branded reusable cleaning cloth + small voucher or offer a raffle entry.
9) Q: Can I enter only the raffle and not take the small reward?
A: Yes — customers who collect all six stamps can choose either to redeem the small reward or to forgo it and enter the raffle for the larger prize. Raffle entries require contact info and consent to be contacted if you win.
10) Q: What information do you collect when I enter the raffle?
A: We only collect the minimum contact details needed to notify winners (name, phone or email). We obtain explicit consent to contact winners and follow privacy guidelines. We do not use or store unrelated personal data.
11) Q: How long does it take to get a stamp after scanning?
A: Stamps are issued immediately after the QR link is completed. If a stamp does not appear, try refreshing the page or rescan. If still missing, ask staff to assist.
12) Q: I lost my phone or account — can I still redeem?
A: If you cannot access your digital stamp card at redemption, ask a manager. We will need to verify participation (may require looking up event logs or using an approved manual verification process). This is handled case-by-case and requires manager/event ops approval.
Customer script examples (short)
– To invite: “Hi — we’re running a Custodian Scavenger Stamp Hunt for National Custodian Day. Scan six QR plaques around the center by Oct 2 to get a reusable cleaning cloth and small voucher — or enter a raffle for a bigger prize. Would you like help getting started?”
– If troubleshooting: “Let me try scanning that for you on our device. If that doesn’t work, I’ll report it and we’ll find a solution.”
Document 3 — Prize Redemption Protocol (numbered step-by-step)
Before starting
– Ensure you have access to the redemption interface (tablet/POS/admin tool) and the standard raffle/contact form.
– Have the reward package ready (branded reusable cleaning cloth + small voucher) and a pen/raffle form.
Steps to verify and issue the reward
1. Greet the customer and ask for their digital stamp card.
– Script: “Congrats! May I see your digital stamp card so I can verify your six unique stamps?”
2. Verify the stamps
– Confirm the card shows six stamps.
– Check that stamps correspond to six different plaque locations (you should be able to see location names or unique identifiers on each stamp).
– Confirm stamps are not duplicated (system ignores duplicates but verify visually).
3. Confirm eligibility
– Ask one quick question to confirm they’re the same person: “Is the name on the account yours?” (only if the app shows a name).
– Enforce one reward per person/household per the program rules.
4. Offer choice: reward or raffle
– Ask whether the customer wants the immediate reward (cloth + small voucher) or prefers to enter the raffle for the larger prize.
– If they choose the reward, continue to step 5. If they choose the raffle, skip to step 7.
5. Issue the immediate reward
– Record redemption in the store log (date, time, staff name, customer name or account ID if available).
– Hand the customer the branded reusable cleaning cloth and the small voucher.
– If a voucher has redemption terms (expiry, one-time use, exclusions), briefly show or state them.
– Ask the customer to acknowledge receipt (initial/sign or staff initials in log).
6. Close the reward redemption
– Congratulate the customer and thank them: “Thank you — enjoy your reward and happy National Custodian Day!”
– Note the redemption in any required digital system as “redeemed” to prevent multiple claims.
7. Entering a customer into the raffle
– Collect minimum contact information (name, phone or email) using the standardized raffle/contact form or the digital entry interface.
– Read or confirm the privacy/consent statement and obtain explicit consent to be contacted if they win.
– Record the entry in the raffle log and provide the customer with any confirmation (e.g., a small printed entry slip if available).
– Thank them and tell them when winners will be announced and how they’ll be contacted.
8. If stamps don’t display correctly or QR appears damaged
– Attempt a quick refresh or rescan using the customer’s device or a staff device.
– If unsuccessful, photograph the plaque and the customer’s stamp status and notify your manager/event ops immediately.
– Do not issue a manual prize without manager approval and event ops confirmation. If manager approves, follow the manual verification form/process (collect contact info, document the exception, and forward to event ops).
9. Logging and reporting
– Enter every redemption or exception into the store event log (date/time/staff/customer ID/reward or raffle).
– At the end of day, send a brief redemption summary to event ops per the reporting template (number of rewards issued, raffle entries, any damaged/removed plaques).
10. Suspected fraud or misuse
– If you suspect multiple accounts, suspicious behavior, or attempted duplicate redemptions, do not issue the prize.
– Politely inform the customer you need to check with the manager, notify your manager/event ops, and document the incident.
– Event ops will instruct you on next steps.
Contacts & escalation
– Store Manager: [Insert local contact]
– Event Operations (central): [Insert event ops contact — phone/email]
– Use these contacts for damaged plaques, system outages, or any unclear verification issues.
Quick scripts for staff
– Successful reward: “Everything looks good — here’s your cloth and voucher. Thank you for participating!”
– Choosing raffle: “Great — I’ll enter you in the raffle. Can I please have your name and best phone or email to contact you if you win?”
– Problem/verification needed: “I’m sorry — I need to check with my manager to finalize this. Please hold on while I confirm.”
End of kit — Thank you for helping make National Custodian Day a success. Your role in guiding customers, maintaining the plaques, and following the redemption process ensures a fair, smooth, and engaging event.
In-Store Physical Asset Copy & Design Briefs
Event Summary (for reference)
– Event Name: National Custodian Day — Custodian Scavenger Stamp Hunt
– Theme: Scavenger stamp hunt celebrating custodians
– Brand Voice: Fun, friendly, community-focused
– Key CTA: Scan to Stamp!
– Stations: 6 unique stations with custodian facts
– Reward: Branded reusable cleaning cloth + small voucher (or enter a raffle for a larger prize)
– Deadline: Collect all six stamps by Oct 2
1) Event Station Copy (6 stations — headline + 1–2 sentence fact/message)
Station 1
Headline: Meet the Team
Copy: Custodians are the backbone of our spaces — from classrooms to lobbies, they keep everything running smoothly so you can do what you came to do. Scan to stamp and say thanks!
Station 2
Headline: Health Heroes
Copy: Regular cleaning and sanitizing by custodians help reduce germs and keep absenteeism down — they protect our community’s health every day. Scan to add your stamp!
Station 3
Headline: Safety First
Copy: Custodians are trained in chemical safety, spill response, and hazard prevention — they help keep floors safe and spaces accident-free. Scan here to earn a stamp.
Station 4
Headline: Sustainability Stars
Copy: Many custodians lead recycling, water-saving, and green-cleaning efforts that reduce waste and protect the environment. Scan now to collect your stamp.
Station 5
Headline: Tools of the Trade
Copy: From HEPA vacuums to floor scrubbers, custodians use specialized tools and techniques to get the job done efficiently and safely. Scan to get stamped!
Station 6
Headline: More Than Clean
Copy: Custodians often support events, help with setup, and even assist in emergencies — their work goes far beyond mops and buckets. Scan to complete your set!
2) Promotional Poster/Flyer Copy
Headline: Stamp Out Appreciation — Join the Custodian Scavenger Stamp Hunt!
How it works (2–3 sentences): Find six Custodian Facts plaques/QR codes around our stores and scan each unique QR to collect a digital stamp. Collect all six stamps by Oct 2 to redeem a custodian-themed reward (branded reusable cleaning cloth + small voucher) or enter a raffle for a larger prize. Duplicate scans will be ignored — each location is verified by its own QR.
Dates: Now through Oct 2
Prize line: Complete all six stamps: Get a branded reusable cleaning cloth + small voucher — or enter the raffle for a grand prize!
Call to action: Scan to Stamp! Find plaques, Scan all 6, Claim your reward by Oct 2.
3) Point of Sale Signage Copy (register/cash wrap)
– Short options (pick one):
– Ask us about the Custodian Stamp Hunt — Scan to Play!
– Stamp Out Appreciation: Scan to collect all 6 by Oct 2!
– Join the Hunt! Scan QR plaques around the store to win.
4) Design Briefs
Poster — Note for Designer
– Purpose: Promotional poster to explain the Custodian Scavenger Stamp Hunt, encourage participation, show dates/prizes, and drive QR scanning.
– Look & feel: Warm, friendly, community-focused. Energetic and approachable — think bright, uplifting, and inclusive. Use bold headline type with friendly rounded sans-serif for body text. Incorporate a stamp motif (circular stamp icon) and subtle cleaning/maintenance graphic elements (buckets, broom, heart/hand icons) without being kitschy.
– Colors & imagery: Use brand color palette (primary color for headline, secondary accent for CTAs). If brand palette is not available: recommend warm blue or teal as primary, green accent for sustainability, and a bright accent (sunny yellow or orange) for the CTA. Use candid photos or illustrations of real custodians (diverse, real-people feel) and a small product image of the branded reusable cleaning cloth and voucher mockup.
– Layout & hierarchy: Prominent headline at top, 2–3 sentence how-it-works block mid-panel, dates and reward clearly visible, large CTA button/area with “Scan to Stamp!” and QR-code icon. Add small rules text at bottom (unique QR per location; duplicate scans ignored; must collect all 6 by Oct 2).
– QR: Include a large filler QR placeholder (to be swapped with event QR link) with a clear label “Scan here to start” or an arrow and “Scan to Stamp!” Ensure there’s a high-contrast white quiet zone around the QR for scanning.
– Accessibility & legibility: Use high-contrast colors, minimum 18–20 pt body copy for print legibility, bold headline. Ensure sufficient contrast ratio for WCAG compliance where possible.
– Specs: Print-ready file at 300 dpi, CMYK, sizes: Primary poster 18” x 24” (also export as A2 and 11”x17” for smaller locations). Deliverables: PDF/X-1a, layered source (AI or INDD), plus PNG/JPEG web versions. Include bleed 0.125”. Provide version with and without photo for flexible placement.
Event Station Plaques / QR Cards — Note for Designer
– Purpose: Small in-store plaques or QR cards placed at 6 locations that display the station headline, a short fact, and a unique QR code for stamping.
– Look & feel: Clean, compact, friendly. Each plaque should read like a mini-info card with the station headline, 1–2 sentence fact, and a clear “Scan to Stamp” prompt. Use consistent visual identity with the poster (same colors, stamp icon).
– Visual cues: Number each station (Station 1 of 6, etc.) and include a circular “STAMP” icon that visually ties to the poster stamp motif. Add a small “Do not duplicate” icon or note that each QR is unique.
– Materials & sizes: Recommend indoor durable materials — 5” x 7” rigid plaques (PVC or acrylic) for high-traffic areas; optional 3.5” x 5” tent cards or laminated 5” x 7” cardstock. For counters, a 3” x 3” sticker or vinyl decal with QR and “Scan to Stamp” can be used.
– QR placement & scannability: Make the QR at least 1.5–2” square (larger if distance >1 ft). Provide ample white margin around the QR. Include a clear “Scan here to stamp your card” CTA near the code and an arrow pointing to it.
– Typography & contrast: Headline large and bold (legible from 3–5 ft), fact text readable at arm’s reach. High color contrast; avoid light gray text on colored backgrounds.
– Accessibility & placement: Place plaques at 3–5 ft height; avoid behind slanted displays or glass. Use larger type and braille-friendly spacing if possible.
– File & production specs: Provide print-ready PDFs with crop marks, 300 dpi, CMYK. Supply vector QR overlays and a template for the 6 unique QR variations. Deliver dielines for sizes recommended.
– Additional notes: Include a small “Collect all 6 by Oct 2” reminder on each plaque and a tiny visual tally (1/6) that matches the store’s participation guide.
Optional: Staff Badge/Quick Prompt (for cash wrap)
– Small sticker or tent card with text: “Ask me how to play — Scan to Stamp!” Use same bright accent color, ~3” x 2”.
Tone guidance for creatives
– Keep language upbeat, appreciative, and community-minded. Avoid corporate jargon. Emphasize gratitude and participation: “say thanks,” “celebrate,” and “join the hunt.”
If you’d like, I can:
– Provide print-ready copy layout mockups for the poster and one sample station plaque with exact copy placement.
– Produce alternate headline options (short/long) for poster and register sign.
Core Event Content & Digital Foundation
Themed Content Library — 10 bite-sized Custodian Facts / Story Points
(Short, positive, ready to use on plaques or QR landing pages)
1. Custodians keep communities healthy — routine cleaning and disinfecting reduce the spread of germs and help everyone stay well.
2. A typical custodian’s toolkit includes microfiber cloths, HEPA vacuums, and environmentally friendly cleaners — each chosen to clean better and waste less.
3. Many custodians are cross-trained: they handle cleaning, building maintenance, safety checks and quick repairs to keep places running smoothly.
4. Preventative cleaning saves money — fixing small problems early prevents bigger repairs and extends the life of building systems and furnishings.
5. Custodians often work behind the scenes at all hours — early mornings or late nights so public spaces are ready when you arrive.
6. Waste diversion matters: custodians help sort recycling and composting, turning waste into resources and cutting landfill use.
7. Safety first — custodians use color-coded cloths and glove protocols to prevent cross-contamination between areas like restrooms and kitchens.
8. Many custodial teams receive specialized training in infection control, equipment operation, and environmentally safe chemical use.
9. Custodians build relationships — regular staff learn the flow of a building and collaborate with tenants to create a clean, comfortable environment.
10. Small acts of appreciation go far — a thank-you note or a quick “you’re doing great” brightens a custodian’s day and shows community respect.
Event Landing Page Copy
Compelling Headline
Celebrate National Custodian Day — Join the Custodian Scavenger Stamp Hunt!
Introduction — What is this event and why are we doing it?
Join us for a fun, family-friendly scavenger stamp hunt that celebrates the people who keep our spaces clean, safe, and well-maintained. From now through Oct 2, find six special “Custodian Facts” plaques or QR code stations around the mall and scan each one to collect digital stamps. This event is our way of recognizing custodians’ vital work, raising awareness about best cleaning practices, and giving shoppers a chance to win a small, custodian-themed reward or enter a raffle for a larger prize.
How It Works — Step-by-step
1. Find the stations: Look for the “Custodian Facts” plaques or QR code signs in participating stores and common areas. There are six unique stations total.
2. Scan the QR: Use your smartphone to scan each station’s QR code. Each code awards one digital stamp to your stamp card.
3. Collect all six unique stamps: Duplicate scans at the same location will not count — you must scan six different station QR codes.
4. Redeem your reward or enter the raffle: Once you have all six stamps, follow the on-screen instructions to either redeem your custodian-themed reward (branded reusable cleaning cloth + small voucher) or enter the raffle for a larger prize.
5. Verify and claim: Redemption and raffle entry require verification that you collected six unique stamps. Follow prompts after your final scan to complete verification.
The Prize
Collect all six stamps by Oct 2 and choose one of two rewards:
– Instant redemption: A branded reusable cleaning cloth + a small voucher (details available at redemption).
– Raffle entry: One entry into a drawing for a larger prize (raffle prize details and winner announcement posted at the event information desk and online).
Note: Only verified, complete stamp cards are eligible for redemption or raffle entry.
Rules & Dates — Key eligibility and timing
– Dates: [Start Date] to Oct 2 (all stamps must be collected and redeemed by Oct 2). — Please replace [Start Date] with the event start date.
– Open to: All shoppers and visitors. Minors may participate but must have parent/guardian consent to redeem prizes or enter the raffle.
– One stamp card per person. Duplicate scans from the same station will be ignored to ensure each participant collects six unique stamps.
– Verification: Each station uses a unique QR code to verify location. Only scans of all six unique codes qualify.
– Redemption location: Redeem in person at Guest Services or follow the verification link after your final scan. Details and operating hours will be posted at Guest Services.
– Privacy: We collect only the contact information needed to verify redemption and notify raffle winners. By participating you agree to these terms; full privacy details available at Guest Services.
– Additional rules or prize restrictions may apply. See full event terms at Guest Services or online at: Link will be here
Frequently Asked (Short)
– Can I scan the same QR more than once? No — duplicates are ignored. You need six different station scans.
– What if I lose internet while scanning? Save your final submission when you’re back online or visit Guest Services for help.
– How are raffle winners chosen? Winners will be drawn from verified, eligible entries and announced after Oct 2.
Call to Action (button text)
Start the Hunt Now!
Footer line (small)
Questions? Visit Guest Services or check Link will be here for full details and updates.
—
If you’d like, I can:
– Replace [Start Date] with your actual event start date and add the exact raffle prize details.
– Supply printable plaque text (short 30–40 word version) for each of the six stations drawn from the Content Library. Which would you prefer next?
Prize Sourcing & Partnership Toolkit
Toolkit: Sourcing Prizes & Securing Partners
Event: National Custodian Day — Custodian Scavenger Stamp Hunt
Brief event summary (to paste into outreach): Place six “Custodian Facts” plaques or unique QR codes in different stores/common areas. Shoppers scan each QR to receive a digital stamp. Collect all six stamps by Oct 2 to redeem a custodian-themed reward (branded reusable cleaning cloth + small voucher) or enter a raffle for a larger prize. Verification via unique QR per location; duplicate scans ignored.
1) Reward Sourcing Checklist — primary/smaller reward (branded reusable cleaning cloth + small voucher)
Use this checklist to source, order, and distribute the primary reward.
Define scope & quantities
– Decide final reward contents: branded reusable cleaning cloth (size/material), + small voucher (value or sponsor voucher).
– Estimate quantity: base estimate + 10% contingency. (Example for a small local campaign: 150–300 units.)
– Set total budget and per-unit target cost (cloth cost + voucher + packaging + shipping).
Identify potential vendors
– List 3–5 suppliers (local promo companies, online promo vendors, local print shops).
– Check previous client reviews, turnaround times, and sample availability.
Request quotes
– Send an RFQ to each vendor with exact specs:
– quantity needed (e.g., 200)
– material, size, print type (full color vs. 1-color), imprint location
– artwork file format (vector PDF, EPS)
– packaging (individual polybag? insert voucher? branded tag?)
– lead time, setup fees, turnaround, shipping fees
– sample availability and cost
– payment terms and cancellation policy
– Request at least 3 quotes for comparison.
Confirm artwork & branding
– Prepare final logo/artwork (vector; provide Pantone if exact match needed).
– Decide imprint color(s), placement, and whether event name/date should be included.
– Approve digital mockup / pre-production sample before full run.
Production & logistics
– Confirm production timeline and shipping date.
– Order one physical sample (if possible) and approve before full production.
– Set order cutoff (see recommended timeline below).
– Confirm packaging: include voucher insertion or envelope space for vouchers.
Voucher coordination
– Decide voucher type: in-house voucher, sponsor voucher, or gift card.
– If sponsor-provided: get sponsor’s redemption rules, contact person, and voucher format (physical or digital).
– Print physical vouchers or prepare QR/digital codes; plan how they’ll be attached/inserted.
Quality control & inventory
– Upon receipt, inspect sample and batch for print quality, color match, and defects.
– Count items and verify quantity against packing slip.
– Set aside 10% extra for walk-ins, replacements, and damaged items.
Distribution plan
– Where rewards will be distributed (our desk, at designated locations, via store hosts).
– Train staff on redemption process and voucher handling.
– Prepare simple instruction card to include with cloth (e.g., “Thank you for participating — redeeming rules”).
Contingency & backup
– Have at least one backup supplier or a plain (unbranded) replacement option.
– Establish refund or replacement policy with vendor.
Approvals & payment
– Get final manager sign-off on budget and mockup.
– Confirm payment timeline (deposit vs. final payment).
– Keep all invoices and order confirmations.
Recommended timeline (for event end Oct 2 — example dates)
– Request quotes: by Sept 4 (28 days before).
– Approve sample & finalize artwork: by Sept 11 (21 days before).
– Finalize order & make deposit: by Sept 11–15.
– Receive goods: by Sept 25 (7 days before).
– QC, pack, and distribute: Sept 26–Oct 1.
Sample short RFQ blurb to vendors
Hello [Vendor name], we’re sourcing a branded microfiber cleaning cloth for a local scavenger hunt (qty: [200]). Specs: 12” x 12”, full-color single-side print, individual polybag, include a 2” x 3” voucher insert. Please provide quote (unit cost, setup fee, lead time), sample availability and shipping to [address]. Delivery needed by Sept 25. Thanks, [Your name & contact].
2) Partnership Outreach Email Template — to a manager of a local partner (restaurant / retail shop / family entertainment center)
(Use subject line and placeholders as noted)
Subject: Partnership opportunity for National Custodian Day — sponsor our grand prize?
Hello [Manager Name],
My name is [Your Name], and I manage community events for [Our Franchise/Business Name]. We’re running the “National Custodian Day — Custodian Scavenger Stamp Hunt” (runs through Oct 2) to celebrate custodial staff, engage shoppers, and drive foot traffic to participating locations.
About the event in one line:
Shoppers scan six unique QR codes (one per participating store) to collect digital stamps. Complete all six by Oct 2 to redeem a custodian-themed reward (branded reusable cleaning cloth + small voucher) or enter a raffle for a larger grand prize.
Why we’re reaching out
We’d love for [Partner Business Name] to join as a partner and sponsor our grand prize (example: a $100 gift card or a sponsored experience from your business). Sponsorship can be as simple as donating a prize or a gift card — we handle the promotion and logistics.
What’s in it for you
– Prominent placement of your business name/logo on all event promotional materials (printed posters/flyers, in-store signage).
– Mention in our email blast to [X subscribers] and in social media posts to our [Y followers].
– Inclusion on the event webpage and our press release.
– Day-of recognition and “sponsored by” callout on raffle materials.
– Increased foot traffic and positive community visibility — participants must visit your location to scan the QR (or we can place a plaque in a visible spot you prefer).
– Minimal time/effort on your side — we supply the plaque/QR and the promotional assets; you simply host it and/or provide the prize.
Logistics & timing
– Event runs through Oct 2; we plan to launch promotion in early September.
– To be included in printed promos and early marketing, we’d need confirmation by [preferred date — e.g., Sept 11].
– We provide the QR plaque, instructions, and a dedicated point of contact for setup.
Next steps
Would you be available for a 10–15 minute call next week to discuss? I’m available [Option A: date/time] or [Option B: date/time]. If easier, reply with yes and the best phone number and I’ll follow up.
Thanks for considering — this is a simple way to support custodial staff, attract new customers, and get your business in front of the local community.
Best,
[Your name]
[Title], [Our Franchise/Business Name]
[Phone]
[Email]
[Event page URL or one-sentence link]
Optional additions (pick as appropriate)
– Offer: We can include a coupon for your store inside the small voucher packet to drive immediate visits.
– If sponsoring the grand prize, you’ll be named as the “Grand Prize Sponsor” on all materials and quoted in our social posts.
Quick negotiation tips
– Offer tiered sponsor recognition (e.g., grand prize sponsor vs. hosting partner).
– Provide estimated reach numbers (email list size, average monthly foot traffic, social impressions).
– Offer to feature a short blurb about the partner and a link to their website/socials.
– Keep asks small and flexible — many small businesses will donate a gift card or modest prize.
If you want, I can adapt the vendor RFQ or the email to include your specific numbers (subscriber list, follower counts, exact dates, and prize idea). Would you like that?
Legal & Compliance Package
Disclaimer: This output is for informational purposes only and is not legal advice. The final text must be reviewed and approved by a qualified legal professional before use.
1) Official Rules & Regulations Template
Promotion name: National Custodian Day — Custodian Scavenger Stamp Hunt
Sponsor: [Sponsor Name / Our Franchise/Business Name]
Geographic area: [City, State] (the “Promotion Area”)
Promotion type: Scavenger hunt with digital stamps and raffle (the “Promotion”)
Entry period: [Start Date] through October 2, [Year] (the “Entry Period”)
Prize(s): See “Prize Details” below.
A. Eligibility
– The Promotion is open only to legal residents of the Promotion Area who are [age requirement, e.g., 18 years or older] at the time of entry.
– Employees, officers, directors, agents, and immediate family members (spouse, parent, child, sibling, and their respective spouses) or household members of Sponsor, promotion administrators, participating store owners/manager(s), and any entities involved in promotion administration are not eligible to enter or win.
– By participating, entrants affirm they meet all eligibility requirements. Sponsor may require proof of eligibility and will disqualify any entrant who cannot provide satisfactory proof.
B. How to Enter
– Physical mechanic: Sponsor will place six unique “Custodian Facts” plaques or unique QR codes in six participating stores or common areas within the Promotion Area. Each plaque/QR corresponds to one digital stamp.
– To enter, an eligible person must scan each of the six unique QR codes with a smartphone or other Internet-enabled device during the Entry Period to receive a digital stamp on their digital stamp card. All six unique stamps must be collected by October 2, [Year] to be eligible for the reward or raffle entry.
– Duplicate scans of the same QR code will be ignored by the digital system and will not create duplicate stamps.
– Once an entrant collects all six unique stamps, the entrant will be eligible to:
a) Immediately redeem a custodian-themed reward (branded reusable cleaning cloth + small voucher) at [redemption location(s) / method], subject to verification; OR
b) Choose to enter the raffle/drawing for the larger prize by following the on-screen instructions after collecting all six stamps (or by following the alternate entry method below).
– No purchase is necessary to enter. To enter without scanning QR codes (mail-in entry), send a handwritten postcard or letter that includes your full name, mailing address, telephone number, and a statement “Custodian Scavenger Stamp Hunt — Mail-In Entry” to: [Sponsor Mailing Address]. Mail-in entries must be postmarked by [postmark deadline — must be same as or before Oct 2, Year] and received by [receive-by date if required]. Limit: [one] mail-in entry per person unless otherwise specified.
– Limitations: One set of stamps/reward/redemption per person/household. Additional entry limits (if any) should be stated here.
C. Winner Selection & Notification (for raffle prizes)
– Raffle: If an entrant elects to enter the raffle after collecting all six stamps, the Sponsor will conduct a random drawing from all eligible raffle entries received during the Entry Period. The drawing will be conducted on or about [drawing date] by Sponsor or its designated representative, whose decisions are final.
– Odds: Odds of winning the raffle depend on the number of eligible entries received.
– Notification: Potential winner(s) will be notified by [email / phone / mail] within [X] days of the drawing. Sponsor will attempt to contact potential winner(s) up to [number] times within [number] days. If a potential winner cannot be reached, does not respond within the required time, fails to return required documents, or is found to be ineligible, Sponsor may disqualify that potential winner and select an alternate winner from remaining eligible entries.
– Verification: All potential winners are subject to verification of eligibility and compliance with these Official Rules. Sponsor may require completion and return of an affidavit of eligibility/release of liability/publicity release (where permitted) and proof of identity and age. If a potential winner fails to sign and return required documents within [X] days, or if a prize notification is returned as undeliverable, that potential winner will be disqualified and an alternate may be selected.
– Raffle prize(s) will be awarded only if properly claimed and verified. If prize is unclaimed or forfeited, Sponsor may, in its sole discretion, award the prize to an alternate winner, or not award the prize.
D. Prize Details
– Participation reward: Branded reusable cleaning cloth + small voucher (approximate retail value (ARV) of reward: [ARV $XX]). Terms and conditions for redemption of vouchers apply as printed on the voucher. Reward while supplies last; Sponsor reserves right to substitute a substantially similar reward if unavailable.
– Raffle/Larger prize(s): [Describe prize(s) — e.g., one (1) grand prize: $XXX gift card and a custodian supply kit] (ARV: [ARV $XX]). Number of winners: [number]. Total ARV of all prizes: [Total ARV $XX].
– Prize conditions: All federal, state and local taxes, and any other costs and expenses not expressly listed above are the sole responsibility of winners. Sponsor will not substitute cash for prize except at Sponsor’s sole discretion. Prizes are non-transferable and non-assignable except at Sponsor’s sole discretion.
– Limitations and restrictions may apply. Sponsor reserves the right to substitute a prize of equal or greater value if a stated prize becomes unavailable.
E. Verification, Disqualification & Fraud
– All entries are subject to verification by Sponsor. Sponsor reserves the right to disqualify any entrant who tampers with the entry process or with the digital stamping system, who attempts to undermine the legitimate operation of the Promotion, or who engages in fraudulent activity. Any attempt to deliberately damage any website or mobile app or undermine the legitimate operation of the Promotion may be a violation of criminal and civil laws and Sponsor reserves the right to seek damages from any such person to the fullest extent permitted by law.
– The Sponsor is not responsible for lost, late, incomplete, misdirected, garbled, or intercepted entries, or entries not received because of transmission, technical, or system errors.
F. General Conditions
– Release of liability: By participating, entrants agree to release, discharge, and hold harmless Sponsor and its respective parent companies, affiliates, subsidiaries, advertising/promotion agencies, retail partners, participating stores, and their respective officers, directors, employees, and agents (the “Released Parties”) from and against any claim or cause of action arising out of participation or receipt, use, or misuse of any prize.
– Publicity: Except where prohibited by law, participation in the Promotion constitutes entrant’s consent to Sponsor’s use of entrant’s name, likeness, entry, city and state of residence, and/or prize information for advertising and promotional purposes in any media without further compensation.
– Limitation of liability: In no event will Sponsor be liable for any indirect, special, incidental, punitive, or consequential damages arising out of this Promotion or any prize awarded. The Released Parties are not responsible for: (i) technical failures of any kind; (ii) unauthorized human intervention; (iii) electronic or human error in the administration of the Promotion; (iv) lost, late, misdirected, or incomplete entries; or (v) printing or typographical errors.
– Force majeure: Sponsor is not responsible for any failure to execute the Promotion if prevented by reason of acts of God, natural disasters, labor disputes, pandemics, acts of terrorism, civil unrest, or other events beyond Sponsor’s reasonable control.
– Governing law; dispute resolution: These Official Rules shall be governed by the laws of the State of [State], without regard to conflict of law principles. Any disputes arising out of or relating to this Promotion shall be resolved in the federal or state courts located in [County, State], and entrant consents to personal jurisdiction and venue in those courts. [Optional: Include arbitration clause if desired — requires legal review.]
– Severability: If any provision of these Official Rules is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.
G. Privacy & Data Use
– Information collected in connection with this Promotion will be used in accordance with Sponsor’s privacy policy (see separate Privacy Policy Statement). By participating, entrants consent to the collection and use of their personal information as described in these Official Rules and Sponsor’s privacy policy.
H. Winner List
– To obtain the name of the winner(s) (available after [date]), send a self-addressed stamped envelope to: [Sponsor name and address] or visit: [URL to winner list]. Requests must be received by [date].
I. Sponsor Information
– This Promotion is sponsored by: [Sponsor Name], [Sponsor Address], [Sponsor Phone], [Sponsor Email or website URL].
– Administrator (if different from Sponsor): [Administrator Name & Contact Information].
2) Privacy Policy Statement (plain-language)
This short privacy notice explains how we collect and use personal information for the National Custodian Day — Custodian Scavenger Stamp Hunt.
– What we collect: When you participate by scanning QR codes, we may collect personal contact information you provide (for example, name, email address, and phone number), device/scan metadata (time and location of QR scans if provided by your device), and records of which QR codes you scanned (i.e., which stamps you earned). If you provide any other information (for example, by entering a mailing address for prize delivery), we collect that too.
– Why we collect it: We collect this information to:
– verify and administer Promotion entries and stamp redemption;
– contact winners and arrange prize fulfillment;
– prevent fraud and ensure each entry is valid (e.g., ignore duplicate scans);
– comply with legal requirements (e.g., tax reporting).
– Will we use your info for marketing? We may use your contact information to send you promotional communications about Sponsor’s products, services, and future promotions only if you opt in to receive such communications. If you do not opt in, we will not send you marketing emails/texts. All marketing messages will include a simple way to opt out (e.g., an “unsubscribe” link or reply STOP).
– Will we share your info? We may share personal information with service providers and vendors who assist us in running the Promotion (for example, the QR/stamp platform provider, mailing/postal vendors, and prize fulfillment partners). These parties are contractually limited to use your information only to provide services to Sponsor. We will not sell your personal information for monetary consideration.
– Data retention: We will keep your personal information only as long as necessary to administer the Promotion, to comply with legal obligations (e.g., tax reporting), and to resolve disputes. Typical retention period is [e.g., 1 year after the Promotion ends], unless otherwise required by law.
– Your rights: You may request access to, correction of, or deletion of your personal information, or opt out of marketing communications, by contacting us at: [Sponsor contact email/phone/address]. If you opt out of marketing, we will still retain information needed to administer your entry and any prize you won.
– Security: We take reasonable steps to protect your personal information, but no system is fully secure. By participating, you acknowledge that electronic transmissions and storage have inherent risks.
– Questions or complaints: For questions about data use or to exercise your privacy rights, contact: [Sponsor Name, email, phone, and mailing address].
Final notes
– This template is a starting point. State and local laws (and rules for raffles/sweepstakes in your jurisdiction) may impose additional requirements, including registration, bonding, tax reporting, or a specific “no purchase necessary” procedure. If the Promotion involves minors, special rules apply.
– This document must be reviewed and customized by qualified legal counsel to ensure compliance with applicable laws and regulations prior to publication.
Email Marketing Campaign Sequence
Email 1 — Announcement (3–5 days before launch)
Subject: Get ready — Custodian Scavenger Stamp Hunt starts [Start Date]!
Preview (optional): Celebrate National Custodian Day with a fun hunt, prizes, and freebies.
Hi [First Name],
We’re celebrating National Custodian Day with something fun: the Custodian Scavenger Stamp Hunt! Starting [Start Date], hunt for six “Custodian Facts” plaques or unique QR codes around our stores and common areas. Scan each QR to collect a digital stamp — collect all six by Oct 2 and you’ll be able to redeem a special custodian-themed reward or opt into a raffle for a bigger prize.
What you’ll get
– Complete all six stamps by Oct 2 to redeem a branded reusable cleaning cloth + a small voucher.
– Prefer to try for more? Choose to enter the raffle for a larger prize instead of the cloth + voucher.
– Each location uses a unique QR code; duplicate scans won’t count.
How it works
1. Look for “Custodian Facts” plaques or QR codes in participating areas.
2. Scan each unique QR to earn a digital stamp.
3. Collect all six stamps by Oct 2 to claim your reward or join the raffle.
Mark your calendar — the hunt starts [Start Date]. We’ll send a reminder on launch day with everything you need to start.
See the rules and locations here: [Event Landing Page URL]
CTA button text: Learn More
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Email 2 — Launch Day
Subject: It’s live! Start the Custodian Scavenger Stamp Hunt now 🎉
Preview (optional): Scan, collect six stamps, and claim your custodian reward or enter the raffle.
Hi [First Name],
The Custodian Scavenger Stamp Hunt is officially live! The plaques and unique QR codes are in place — time to start scanning.
Quick steps to play
1. Find one of the six “Custodian Facts” plaques or QR codes in participating stores/common areas.
2. Scan the unique QR to add a digital stamp to your card (note: each location’s QR is unique — duplicates won’t count).
3. Collect all six stamps by Oct 2 to redeem a branded reusable cleaning cloth + small voucher OR choose to enter the raffle for a larger prize.
Why join today
– Free themed gear and a voucher for completing the card.
– Chance at a bigger prize if you enter the raffle.
– Fun, fast, and a great way to celebrate our custodial teams!
Ready to hunt? Everything you need — map, rules, and FAQs — is here: [Event Landing Page URL]
CTA button text: Start the Hunt
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Email 3 — Mid-Event Reminder (halfway through)
Subject: Halfway there — finish the Custodian Scavenger Stamp Hunt by Oct 2!
Preview (optional): Don’t miss your reward or your chance at the raffle — collect the remaining stamps.
Hi [First Name],
You’re halfway through the hunt! There’s still time to complete your Custodian Scavenger Stamp card — but hurry: all six stamps must be collected by Oct 2.
Quick reminder
– Scan each unique QR on the six “Custodian Facts” plaques across participating locations.
– Duplicate scans won’t be counted — make sure they’re the six different locations.
– Complete the card to redeem a branded reusable cleaning cloth + small voucher OR opt into the raffle for a bigger prize.
Make it happen
Plan a quick route through the participating areas, or check the map on our event page to see which spots you’ve missed.
Finish strong — claim your reward (or your shot at the big prize) before Oct 2: [Event Landing Page URL]
CTA button text: Finish the Hunt
—
If you want, I can tailor these with specific start date(s), store location examples, or subject-line A/B options.
Digital Advertising & Website Components
Event details (for placement in posts)
– Event Name: National Custodian Day
– Event Concept (one sentence): Custodian Scavenger Stamp Hunt — shoppers scan six unique QR codes or read six “Custodian Facts” plaques around participating stores/common areas to collect digital stamps.
– Prizes: Redeem all six stamps by Oct 2 for a custodian-themed reward (branded reusable cleaning cloth + small voucher) or enter a raffle for a larger prize.
– Brand Social Media Handle: @YourHandle
– Event Hashtag(s): #CustodianStampHunt and #NationalCustodianDay
– Landing page: [URL]
1) Teaser Posts (post 2–3 days before announcement)
Option A
– Caption: Something special is coming for National Custodian Day… Can you find all six? 👀🔍 Stay tuned. #CustodianStampHunt @YourHandle
– Visual idea: Close-up blurred image of a QR code or plaque with a “?” overlay and event hashtag.
Option B
– Caption: Ready to hunt? A scavenger challenge with prizes drops soon. Keep your phone charged. 📲✨ #CustodianStampHunt @YourHandle
– Visual idea: Photo of a branded stamp card or cleaning cloth half-hidden behind a shelf with a clock/countdown element.
2) Announcement Post Copy
Caption (main post)
– Today we’re launching the National Custodian Day Custodian Scavenger Stamp Hunt! Here’s how to play:
1. Visit participating stores and common areas.
2. Find any of the six Custodian Facts plaques or unique QR codes.
3. Scan each unique QR to collect a digital stamp (duplicates are ignored).
4. Collect all six stamps by Oct 2 to redeem a custodian-themed reward (branded reusable cleaning cloth + small voucher) OR opt to enter the raffle for a larger prize.
– Verification is automatic via each location’s unique QR—no cheating!
– Ready to start? Learn more and see participating locations here: [URL]
– Dates: Collect all six stamps by Oct 2
– Hashtags: #CustodianStampHunt #NationalCustodianDay
– Tag: @YourHandle
Visuals & extras
– Suggested image: Map-style graphic showing 6 stamp icons, a sample plaque/QR close-up, and the cloth + voucher prize photo.
– CTA button (FB): Learn More (link to [URL])
3) Launch Day Post Copy
Caption (energetic)
– It’s go time! The National Custodian Day Custodian Scavenger Stamp Hunt is LIVE. 🎉
– Find all six plaques/QRs, scan to collect your stamps, and claim your custodian reward or enter the raffle — but hurry: collect all stamps by Oct 2. 🗓️
– First stops are already popping up — share your finds using #CustodianStampHunt and tag @YourHandle so we can celebrate your hunt! 🧽🔎
– Start your hunt now: [URL]
Visual idea
– Short video or carousel: people scanning QR, close-up of digital stamp animation, reveal of the branded cloth + voucher. Include on-screen CTA “Scan. Collect. Redeem.”
4) Instagram/Facebook Story Ideas (3 options)
Idea 1 — Poll + Countdown
– Story 1: Countdown sticker to the end date “Collect by Oct 2”
– Story 2: Poll: “Are you joining the Custodian Stamp Hunt?” — Options: “Yes! 🧭” / “Tell me more”
– Story 3: Swipe-up / link to landing page [URL]
– Visuals: Map snippet, plaque close-up, sticker encouraging shares.
Idea 2 — Quiz + Quick Tip
– Story 1 (Quiz sticker): “How many stamps do you need to redeem a reward?” — Options: 4 / 5 / 6 (correct: 6)
– Story 2: Quick tip card: “Tip: Look near entrances, service desks, and restrooms for plaques.”
– Story 3: Swipe-up to locations page
– Visuals: Use branded colors, quiz feedback animation.
Idea 3 — Tap-to-Reveal Prize + Scan Demo
– Story 1: “Tap to reveal today’s reward” (tap to reveal image of branded reusable cleaning cloth + small voucher)
– Story 2: Short clip or GIF showing how to scan a QR and watch the digital stamp appear (use on-screen arrows)
– Story 3: CTA: “Collect all 6 by Oct 2 — swipe up to start” + sticker “Share this if you’re hunting!”
– Visuals: High-res prize photo, step-by-step scanning demo.
Additional suggestions (quick reference)
– Hashtags: #CustodianStampHunt #NationalCustodianDay #FindTheStamp
– Emojis to use: 🧽🔎📲🏷️🎉
– Post types: Announcement — single image + link; Launch day — short video/Reel + caption + link; Teasers — static image or simple animation.
– Accessibility: Add short alt text describing images (e.g., “Photo of branded cleaning cloth prize and voucher”).
– Moderation note: Remind staff to reply to DMs/questions: common Qs (where plaques are, how duplicates handled, redemption steps).
If you want, I can:
– Swap @YourHandle and [URL] with your actual handle and landing-page link,
– Create image-ready copy with exact character counts optimized for Instagram and Facebook, or
– Produce a sample Reel script showing a 15–30s scan-and-reward sequence. Which would you like next?
Social Media Campaign Kick-off Kit
Event: National Custodian Day — Custodian Scavenger Stamp Hunt
Goal: drive clicks / signups — CTA = Play Now / Learn More
1) Homepage Banner Copy (choose one)
Option A
Headline: Custodian Scavenger Stamp Hunt
Sub-headline / Button: Scan 6 QR codes by Oct 2 to get a branded reusable cleaning cloth + voucher and a chance to win a big prize. Free to play. [Play Now]
Option B
Headline: Find 6 Stamps — Win a Reward
Sub-headline / Button: Celebrate National Custodian Day with a fun, family-friendly in-store hunt. Collect stamps, redeem a prize, enter the raffle. [Learn More]
2) Facebook / Instagram Ad Copy — 3 variations
Variation 1 — Incentive-driven
Primary Text: Join the Custodian Scavenger Stamp Hunt! Scan six unique QR codes around stores by Oct 2 to redeem a custodian-themed reusable cleaning cloth + voucher — and you’ll be entered to win a bigger raffle prize. Free to play. Play now!
Headline: Collect 6 Stamps — Free Prize
Link Description: Scan unique QR codes in stores. Duplicates ignored. Deadline Oct 2.
Variation 2 — Community / Family-friendly
Primary Text: Celebrate National Custodian Day with a quick, family-friendly scavenger hunt. Find six “Custodian Facts” plaques or QR codes, collect your digital stamps, and pick up a free branded cleaning cloth + voucher when you finish. Start scanning today!
Headline: Celebrate Custodian Day
Link Description: Fun for shoppers and families — redeem by Oct 2.
Variation 3 — Urgency & Raffle
Primary Text: Time’s running out! Scan 6 unique QR codes by Oct 2 to complete the Custodian Stamp Hunt, claim a reusable cleaning cloth + small voucher, and be entered to win our grand raffle prize. Fast, free, and local — play now!
Headline: Enter to Win Big
Link Description: Complete all 6 stamps to redeem your reward & raffle entry.
Notes you can add on the landing page (optional short lines to reassure/capture clicks):
– How it works: scan 6 unique QR codes at participating locations → collect 6 digital stamps → redeem prize or enter raffle.
– Verification: each location has a unique code; duplicate scans are ignored.
– Deadline: all stamps must be collected by Oct 2.
Public Relations & Community Outreach Kit
1) PRESS RELEASE TEMPLATE
FOR IMMEDIATE RELEASE
[Release Date]
HEADLINE
Custodian Scavenger Stamp Hunt Celebrates National Custodian Day — Collect Six QR Stamps by Oct. 2 to Redeem a Branded Reward or Enter a Raffle
DATELINE
[City, State] — [Release Date]
INTRODUCTORY PARAGRAPH (THE 5 Ws)
Who: [Our Franchise/Business Name and Address]
What: Custodian Scavenger Stamp Hunt in honor of National Custodian Day
When: [Start Date] through Oct. 2 ([End Date] if different) — collect all six stamps by Oct. 2 to qualify
Where: Six participating stores/common areas at [Our Franchise/Business Name and Address] and participating locations across [City/Neighborhood]
Why: [Newsworthy Angle — e.g., to honor local custodians and raise community awareness of the essential work they do, while offering a family-friendly activity for shoppers]
QUOTE
“Our custodians work behind the scenes every day to keep our community safe and welcoming — this scavenger hunt is a fun way for neighbors to say thank you and learn more about the vital work they do,” said Jordan Blake, Store Manager at [Our Franchise/Business Name]. “We’re excited to bring families together, spotlight unsung heroes, and offer a small reusable reward to participants who complete the hunt.”
EVENT DETAILS / ADDITIONAL INFORMATION
– How it works: Six ‘Custodian Facts’ plaques or unique QR codes are placed at different participating stores/common areas. Shoppers scan each QR to receive a digital stamp on their virtual stamp card. Each location has a unique QR; duplicate scans do not count.
– Participation: Free and open to the public. No purchase required to participate. Participants must collect all six unique stamps by Oct. 2 to redeem the on-site custodian-themed reward (branded reusable cleaning cloth + small voucher) or opt to enter the raffle for a larger prize.
– Verification: Each QR code is unique to its location to prevent duplicate stamping. Prize redemption or raffle entry requires verification of six unique stamps.
– Prizes: Instant reward (branded reusable cleaning cloth + small voucher) available while supplies last; raffle entry for a larger prize (details available at participating locations and on the event landing page).
– Safety & accessibility: Plaques/QR codes are placed in public, accessible locations. For participants who cannot scan QR codes, staff at participating locations can assist with verification.
– Partners: [List any confirmed partners/community organizations here — if none, delete this line or write “local stores and community centers”]
– More info & rules: Full event rules, participating locations, and raffle terms are available at: [URL]
COMPANY BOILERPLATE
[Our Franchise/Business Name] is a locally owned franchise serving [city/region] with a commitment to community engagement and quality service. For [#] years we have supported neighborhood events, local charities, and initiatives that highlight everyday heroes. Learn more at [URL or company website].
MEDIA CONTACT
[Contact Person Name], [Title]
[Our Franchise/Business Name]
Email: [Contact Email]
Phone: [Contact Phone]
Event landing page: [URL]
###
2) COMMUNITY PARTNER OUTREACH EMAIL TEMPLATE
Subject line suggestions:
– Help us celebrate local custodians — share a free family activity (Oct. 2 deadline)
– Community request: Please share our Custodian Scavenger Stamp Hunt
– Spotlight on unsung heroes — quick shareable for your newsletter/socials
Email body
Hello [Partner Name / Team],
I’m [Your Name], [Your Title] at [Our Franchise/Business Name]. We’re hosting a community scavenger hunt — the Custodian Scavenger Stamp Hunt — to celebrate National Custodian Day and honor the essential custodial staff who help keep our community safe and clean.
We’d be grateful if [Organization Name] could share the event with your members/followers (newsletter, social channels, event calendar). The activity is free, family-friendly, and designed to raise awareness about custodial work while giving shoppers a small reusable reward or entry into a raffle for a larger prize.
Quick event summary (ready to paste):
– Event: Custodian Scavenger Stamp Hunt (in honor of National Custodian Day)
– Dates: [Start Date] — Oct. 2 (collect all six stamps by Oct. 2)
– What: Find six plaques or QR codes in participating stores/public areas, scan each unique QR to earn a digital stamp. Collect all six to redeem a branded reusable cleaning cloth + small voucher or enter a raffle. No purchase required.
– More info & assets: [URL]
We can provide:
– A short blurb (below) for your newsletter or website — 1–2 sentences or a longer paragraph
– Social posts pre-written for Facebook, X, and Instagram (sample copy below)
– Digital graphics and a printable one-page flyer sized for your newsletter or bulletin
– A staff contact if you or your members need help scanning or redeeming prizes
Suggested copy (short newsletter blurb)
Join the Custodian Scavenger Stamp Hunt from [Start Date] through Oct. 2 to celebrate National Custodian Day. Scan six unique QR codes hidden across participating locations to collect digital stamps — redeem a reusable cleaning cloth + small voucher or enter a raffle. Free to participate. Learn more: [URL]
Sample social posts
– Facebook/Instagram caption: Celebrate National Custodian Day with our Custodian Scavenger Stamp Hunt! Scan six QR codes at participating locations by Oct. 2 to earn a reusable cleaning cloth + small voucher or enter a raffle. Free and family-friendly. Details: [URL]
– X/Twitter (short): Celebrate custodians — scan 6 QR codes by Oct. 2 to win a prize in our Custodian Scavenger Stamp Hunt. Free! [URL]
– Instagram Story suggestion: Slide 1 — “Custodian Scavenger Stamp Hunt” + date; Slide 2 — “Scan 6 QR codes to win a reusable cloth + voucher or a chance at a raffle!” + [URL sticker]
If you’re open to sharing, please let me know which format you prefer (newsletter blurb, social copy, graphic) and where to send the assets. We can also drop off printed flyers at your location if that helps.
Thank you for supporting a local celebration that recognizes the hard work of custodial staff and brings neighbors together. Please contact me at [Contact Email] or [Contact Phone] with any questions.
Warm regards,
[Your Name]
[Title], [Our Franchise/Business Name]
[Contact Email] | [Contact Phone]
Event page: [URL]
Attachments/Assets available on request
– Event logo and hero image (JPEG/PNG)
– Social graphics sized for Facebook/Instagram/X (1080×1080, 1200×630, 1080×1920 story)
– Printable flyer (8.5×11 PDF)
– Pre-written social copy in a single file for easy copy/paste
—
If you’d like, I can also:
– Customize the newsletter blurb for your audience (senior center, library patrons, family programs)
– Create one ready-to-post social image with your organization’s logo included (send logo file)
Mid-Event Social Media Engagement Pack
Here are three ready-to-use mid-event social posts for National Custodian Day — Custodian Scavenger Stamp Hunt. I used #CustodianStampHunt as the event hashtag; swap it if you prefer a different tag.
1) User-Generated Content (UGC) prompt
Post copy:
“Show us your scavenger-hunt progress! Which stamp was your favorite so far — the funniest custodian fact or the coolest spot you found? Post a photo of the plaque/QR or your digital stamp card and tell us why. Don’t forget to tag us and use #CustodianStampHunt. Complete all six stamps by Oct 2 to redeem your custodian-themed reward or enter the raffle!”
2) Spotlight post template (feature: one of our custodians)
Photo placeholder: [PHOTO: portrait of custodian or them at work]
Caption template:
“Spotlight: [NAME], [JOB TITLE] at [LOCATION]
Meet [NAME]. They’ve been keeping [LOCATION] bright and welcoming for [X years]. Favorite part of the job: [FUN FACT or SHORT QUOTE]. One of the scavenger plaques shares a quick fact inspired by [NAME] — stop by [GENERAL AREA/STORE] to find it and scan the QR to add that stamp to your card.
Thank you, [NAME], for everything you do! ❤️
Have you met a custodian who inspired you? Share their story with #CustodianStampHunt and tag us.”
3) Progress update posts — two short options
Option A — Participation milestone
“Wow — over 100 participants have already started the hunt! Keep scanning those QR codes and collecting stamps. Remember: collect all six by Oct 2 to claim your reusable cleaning cloth + voucher or enter the big raffle. #CustodianStampHunt”
Option B — Fun hint / reminder
“Hint time! One of the stamps is hidden near the place you’d go to find mops and buckets — look for a plaque close to supply areas or service entrances. Pro tip: duplicate scans don’t count, so scan each unique QR once. Finish all six by Oct 2! #CustodianStampHunt”
If you want, I can tailor the tone for Facebook, Instagram, or Twitter/X and size each post to platform limits.
Post-Event Communications
1) Winner announcement copy
Social media post (short, enthusiastic)
Congratulations to our grand-prize winner, Jennifer P.! 🎉 Thank you to everyone who joined the National Custodian Day — Custodian Scavenger Stamp Hunt. We loved seeing you discover custodian facts, collect stamps, and celebrate the people who keep our spaces clean and safe. All participants who completed the hunt received a reusable custodian-themed cleaning cloth + small voucher — and Jennifer P. won the grand prize bundle! Stay tuned for more community events and ways to show appreciation for our custodial teams. 👏🧽
Email announcement (slightly more detailed)
Subject: Meet our Grand Prize Winner — Thank You for Joining the Custodian Scavenger Stamp Hunt!
Hi [First Name],
Thank you to everyone who participated in the National Custodian Day — Custodian Scavenger Stamp Hunt! We loved having you explore the custodian fact plaques and QR codes, and appreciate you helping us celebrate the hard work of our custodial teams.
Please join us in congratulating our grand-prize winner, Jennifer P.! Jennifer was selected from qualifying entries and will receive the curated grand prize bundle. A huge thank you to everyone who completed the hunt — if you collected all six digital stamps by Oct 2, you can redeem your custodian-themed reward (a branded reusable cleaning cloth + a small voucher). If you haven’t picked up your reward yet, visit Guest Services or reply to this email and we’ll help you with next steps.
We’re grateful for your participation and for helping us highlight the vital role custodians play in our community. Keep an eye on our channels for future events and opportunities to get involved.
Warmly,
[Your Organization/Team Name]
[Contact info]
2) “Thank You for Participating” email template
Subject: Thank you for joining the National Custodian Day — Custodian Scavenger Stamp Hunt!
Hi [First Name],
Thank you for taking part in the National Custodian Day — Custodian Scavenger Stamp Hunt! We’re so glad you joined us in learning more about custodial teams and celebrating the people who keep our spaces clean, safe, and welcoming.
A winner has been chosen — congratulations to Jennifer P., who won the grand-prize bundle! We’ll be contacting the winner directly to arrange prize delivery.
Quick reminders and next steps:
– Rewards for completing the hunt: If you collected all six digital stamps by Oct 2, you’re eligible to redeem the custodian-themed reward (a branded reusable cleaning cloth + a small voucher). To pick up your reward, please visit Guest Services or reply to this email for alternative arrangements.
– Positive impact: Thank you for helping raise awareness and appreciation for our custodial staff. Even small gestures make a big difference.
– Questions? If you have any questions about rewards, pickup, or the raffle, reply to this message or contact [email/phone].
Thanks again for participating — we hope you enjoyed the scavenger hunt and will join us for future events!
Best regards,
[Your Organization/Team Name]
[Contact info]
Event Wrap-Up & Analysis Toolkit
Below are two deliverables you can use right away to evaluate the National Custodian Day — Custodian Scavenger Stamp Hunt.
1) Participant Feedback Survey (5–7 short questions)
Short intro text to include at top of survey: “Thanks for joining the Custodian Scavenger Stamp Hunt! Please take 1–2 minutes to tell us about your experience. Responses help us improve future events.”
Questions:
1. How would you rate the overall event? (Multiple choice)
– 1 (Poor) / 2 / 3 / 4 / 5 (Excellent)
2. How did you first hear about the Scavenger Stamp Hunt? (Multiple choice)
– In-store signage / Store staff / Email / Social media / Friend or family / Other (please specify)
3. Which did you do? (Multiple choice)
– Collected at least one stamp
– Collected all 6 stamps and redeemed the reward
– Collected all 6 stamps and entered the raffle
– Scanned but did not complete / redeem
– Did not participate but noticed the promotion
4. How easy was it to find and scan the QR code plaques? (Multiple choice)
– Very easy / Somewhat easy / Neutral / Somewhat difficult / Very difficult
– Optional short text box: “If difficult, what was the issue?” (open)
5. How satisfied were you with the reward/prize options? (Multiple choice)
– Very satisfied / Somewhat satisfied / Neutral / Somewhat dissatisfied / Very dissatisfied
– Optional short text box: “What reward would you prefer?” (open)
6. What did you enjoy most about the event? (Open-ended)
7. What one improvement would make this event better next time? (Open-ended)
– Optional: “Would you like to receive news about future events?” (Yes — enter email / No)
Include a short privacy note if collecting emails: “Emails used only for event follow-up and raffle contact.”
2) One-page Event Performance Report Template
(Use this as a fillable one-page summary — keep to facts, top-line analysis and one page of recommendations)
Report header
– Event name: National Custodian Day — Custodian Scavenger Stamp Hunt
– Event dates: [start date] to Oct 2
– Report prepared by: [Name]
– Report date: [Date]
– Data sources: [QR scan logs, POS, email list, survey responses, social analytics]
Executive Summary (2–4 concise bullets)
– Participation headline (e.g., “X unique participants; Y% completed all 6 stamps.”)
– Financial headline / ROI statement (e.g., “Net revenue attributable = $__, ROI = __%.”)
– Top success (e.g., “High engagement at [location(s)]”) and top issue (e.g., “Low scans at [location]; QR issues reported.”)
Key Performance Indicators (KPI) — fill in numbers and calculated rates
– Total unique participants (unique users who scanned at least one QR): [ ]
– Total scans (all QR scans): [ ]
– Completion count (participants who collected all 6 stamps): [ ]
– Completion rate = Completion count / Total unique participants = [ ] %
– Reward redemptions (branded reusable cloth + voucher): [ ]
– Raffle entries: [ ]
– Email addresses collected (opt-ins): [ ]
– Social media metrics: impressions [ ], engagements [ ], posts using event hashtag [ ]
– In-store incremental sales (if tracked): total sales during event window [ ], uplift vs baseline [% or $]
– Cost breakdown:
– Prize cost (items + vouchers): $[ ]
– Promo cost (signage, QR setup, printing): $[ ]
– Staffing & fulfillment: $[ ]
– Marketing (emails, ads, social): $[ ]
– Total cost: $[ ]
– Revenue attributable (redeemed vouchers used to purchase, estimated incremental sales): $[ ]
– ROI = (Revenue attributable − Total cost) / Total cost = [ ] %
– Cost per participant = Total cost / Total unique participants = $[ ]
– Cost per completion = Total cost / Completion count = $[ ]
Per-location performance (mini table or bullets)
– Location A: unique participants [ ], total scans [ ], completions [ ], redemptions [ ], notes (QR or staff issues)
– Location B: …
– (Add rows for each store/common area)
Qualitative Feedback Summary
– Survey response rate: [# responses] / [# participants] = [ ] %
– Top positive themes (2–3 bullets with example quotes):
– e.g., “Fun and family-friendly” — sample quote: “[quote]”
– Top negative/themes for improvement (2–3 bullets with example quotes):
– e.g., “Signage unclear at Location X” — sample quote: “[quote]”
– Staff/customer anecdotes (short 1–2 lines each):
– e.g., “Staff reported many shoppers asked about prize timing.”
Key Learnings & Recommendations for Next Time
– What worked
– Bullet 1 (e.g., “Unique QR per location prevented duplicate fraud and was easy to verify.”)
– Bullet 2 (e.g., “Branded cloth reward drove immediate goodwill and redemptions.”)
– What to fix
– Bullet 1 (e.g., “Improve signage and map at store entrances — 30% reported difficulty finding QR.”)
– Bullet 2 (e.g., “Address QR reliability: retest codes and place backup codes or NFC tags.”)
– Marketing & activation recommendations
– Increase pre-event email and social push to lift participation by X%.
– Use in-store staff scripts and scheduled announcements on peak days.
– Offer small instant-win incentives at first scan to boost conversion to full completion.
– Measurement & logistics recommendations
– Integrate QR logs with POS to better measure incremental sales per participant.
– Capture required minimum data (email opt-in) for follow-up and lifetime value tracking.
– Set target KPIs for next event: target participants [ ], completion rate [ ], cost per participant [ ].
Immediate action items (who, what, by when)
– Action 1: [Owner] — [Task] — Due: [date]
– Action 2: [Owner] — [Task] — Due: [date]
– Action 3: [Owner] — [Task] — Due: [date]
Visualization suggestions (one-line)
– Funnel: unique scanners → participants who collected 3+ stamps → completions → redemptions
– Bar chart: scans by location (identify hot/cold spots)
– Timeline: daily scans and redemptions to show peaks (useful for scheduling future staffing)
Quick formulas & notes (to keep consistent)
– Completion rate = completions ÷ unique participants
– ROI = (Revenue attributable − Total cost) ÷ Total cost
– Cost per participant = Total cost ÷ unique participants
– Note on data integrity: exclude duplicate scans and bots; confirm unique-user method (device ID vs email) and document it.
If you’d like, I can:
– Turn this into a printable one-page Word/PDF template,
– Populate the template with sample numbers and sample ROI calculations,
– Or create survey copy formatted for Google Forms or SurveyMonkey. Which would help most?