Your team will be tracking their individual orders on the Christmas Fundraising Sales Form that you provide to them. You will need to collect these from your team members and calculate how many of each product you need. That information should then be added to the Christmas Fundraising Summary Form and emailed to info@rheothompson.com. The last day to submit your order is November 13th.
You're registered... so let's get going
Thank you so much for registering for our Christmas Fundraising Program. We have lots of tasty details to review with you so let's get going!
Step 1: Download this Christmas Fundraising Guide. It outlines how the program works and important dates you will need to keep in mind for your fundraiser. Please read through this guide and share with any of the other organizers in your group to better understand the programme and the products you will be selling.
STEP 2: Set Your Pricing
Make your fundraiser work for you by selecting your preference on pricing.
OPTION 1: Suggested Retail Pricing (SRPs)
You can choose to use our Suggested Retail Pricing (SRPs) which will ensures your organization a healthy profit while keeping pricing comparable for custmers buying in our store. Get great support without your customers paying additional fees.
With SRPs, all your support documents and order forms are completed, so you can just download them below and send them directly to your team to start fundraising.
Support materials you'll need for running an SRP fundraiser:
OPTION 2: Set You Own Pricing
You can choose to set your own pricing rather than use our SRPs based on your organization's needs.
Setting your own pricing completely depends on you knowing your customers and what they are willing to spend on good chocolate and hand-crafted candies. Often, groups will choose to use SRP pricing on things they are unsure of how to price and then change pricing on things they know will sell.
When you choose to set your own prices, all of your support documents and order forms will need to be updated to reflect your unique fundraiser. You can download them below, but you will need to make sure to add your prices to all materials before you send them directly to your team to start selling.
Support materials you'll need for running an Open Pricing fundraiser:
STEP 3: Important Dates to Follow
August 31st
Christmas Fundraising Registration Opens
We work a set number of organizations each season, so register early to avoid disappointment! If you decide that you are not going to run our seasonal fundraising program, please let us know as we normally have groups on a waiting list, hoping to participate.
September 1st
Start Selling
We encourage organizations to start selling early, giving your team more time to sell which means more time to earn. Your team members will need the Christmas Fundraising Product Catalogue and the Christmas Fundraising Sales Form to begin selling. The Catalogue can be shared with buyers as it has all the product details and pricing. The Sales Form is what your individual team members can use to track their sales.
October 19th
First Day to Submit Orders
We will start accepting orders on this date with the reminder that it can take up to 2 weeks for us to make and assemble your treats but you'll be notified if your order is finished sooner than that. Your team will submit their individual Sales Forms to you BUT you will need to count their orders and summarize them on the Christmas Fundraising Summary Form to submit to us.
November 13th
Last Day to Submit Orders
This is the last day to submit your order. We recommend giving yourself a few days to collect and collate orders and to round up those few stragglers. You'll need to submit the Christmas Fundraising Summary Form with your entire order by November 13th. Order should be emailed to info@rheothompson.com.
November 27th
Last Day to Pick Up Orders
Orders submitted on November 13th could take up until November 27th to prepare. If you need your order before this date, please be sure to submit it 2 weeks prior to when you want to pick it up. In most instances, it is completed before the 2 weeks and you will be contacted by our team to arrange pick up.
STEP 4: Submitting Your Order
SEASONAL FUNDRAISING FAQs
FAQs while your order is being processed
Can I add to my order?
We understand that orders get missed, items get tallied up wrong, and there is always that family that misses the deadline. We are able to amend orders once, but after this initial addition, any further order revisions would be subject to product availability and at regular retail pricing. Items added after your submission date can delay your order being ready on time so, please try to include all orders on the Summary Form.
How is my order packed?
All fundraising orders are packed in bulk, which means that all of the same SKUs will be grouped in the same box. For larger orders, some SKUs might have to be packed into multiple boxes to account for your volume.
Each box you receive will have a SKU count on the outside. Our team double counts each order and labels the boxes accordingly.
How do I pay for my order?
Your organization is responsible for collecting the payments for your orders. When you submit your Summary Form, you will receive an invoice for the total of your order and your organization is responsible for providing payment on or before your pickup date. We are able to accept organization checks, debit, credit (Visa, MasterCard or Amex) or cash. We ask that cash payments be made in large bills where possible in order to reduce wait time while our staff verifies payment. We are unable to release orders that have not been paid for so please ensure you've made arrangements with the team member picking up your order to avoid confusion.
When will my order be ready for pick up?
Orders may require up to two weeks to prepare for you, but most are completed within 7 to 10 days. Our team will confirm your last possible day for pick up when they email you your invoice. You will receive a call in advance of this date if your order is completed sooner with the option to pick up early.
FAQs about order pick up and distribution
Do you offer shipping?
Fundraising orders tend to weigh more than organizations realize, and since we are a small, independent company, we don't receive discounts from courier partners.
What this means is that we don't offer shipping on Fundraising orders as before you know it, the profits you earned on your sales are eaten up be delivery fees.
Where do I pick up my order?
Please enter the store and head to the checkout to pick-up your order. Let our team know that your are there for a Seasonal Fundraising order and provide them with the name of your organization.
You will be asked to complete an Agreement Form, which is included in your Fundraising Guide, stating that you are aware of and agree to the practices for ensuring your products are cared for appropriately. One of the reasons that our chocolate makes such a good fundraising item is the care and attention to detail that we put into making for you and your customers and these tips will help maintain that quality.
Most orders will be available through the store but larger orders may be asked to pick up from our lower level accessed off of Brunswick Street. Our team will provide you instructions on moving your vehicle there to be loaded up.
Do I have to verify my order numbers once I have picked it up?
Yes, the first step once you have collected your order is to verify your order numbers. We will provide you with a copy of your Summary Form at pickup that will include a breakdown of product by box number. It is very IMPORTANT to verify your numbers before you start separating items into their individual orders. We will be asking the team member who picks up your order to initial the Fundraising Agreement (page 7 in your Fundraising Guide) indicating that you agree to take this step. This ensures that you have everything that you need for your fundraiser before you start handing it out. If you discover that there is a discrepancy in counts, please contact before distributing your individual orders so we can help reconcile the issue.