Special Spaces Director’s Standard Operating Procedures

(Revised February 2015)

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Section One Welcome Page 4 History of Special Spaces

Section Two Page 5

Office Information & Staff Contact Office Hours Staff Contact Information

Section Three Page 6

Special Spaces Strategic Plan Where we’ve been Where we’re going State Director Initiative

Section Four Page 8

Affiliate Agreement What this means Director Responsibilities

Section Five Page 9

Compliance Issues Banking Close Outs In-kind Donations State Laws Events Insurance Example of Documents

Section Six Page 25 Volunteer Job Descriptions

Director Support staff on Room Makeovers Section Seven Page 28 Communication & Social Media

Methods of Communication Facebook Director’s Page Constant Contact

Facebook Twitter

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Section Eight Page 30

Fundraising Avenues of Revenue

Grant Writing Policy & Procedures Donor Appreciation

Section Nine Page 35

Child & Family Beginning a room makeover

Section Ten Page 38 Room Makeover Logistics

Table For Volunteer Sign In Directions Weather Food and Drinks

Trash Storage

Room Procedures

Unloading the Child’s Room Organizing Volunteers Family’s plan for the day Legal documents

Clean up and Reveal Section Eleven Page 44 Important Documents Section Twelve Page 60 Frequently Asked Questions

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Section One

Welcome

Special Spaces is a 501 (c) (3) organization that creates dream bedrooms for children with life-threatening illnesses. Special Spaces evolved from the belief that children with life-threatening illnesses and compromised immune systems need a special place to heal, recover and find solitude. A bedroom is a personal space - a place that represents each individual’s unique personality. It is a place to hold one’s treasures, a place to dream, and a place to find peace. For a child with a life-threatening illness, who spends a lot of time in his/her bedroom, that place should be very special. At times, children with compromised immune systems must be isolated from family and friends; simple cold could cause major complications. Therefore, our vision is to create unique and medically sound bedrooms for children in these situations. Anything a child can dream or imagine we try to create within the limitations of our budget. From a princess’s paradise to a UT Football fan’s room complete with football turf and a goal post. It is our hope that these rooms will help ease and soften the long journey that these children and families face. On July 31st, 2004, we had one child, one room and a great group of volunteers, and Special Spaces created its first unique bedroom.

Over the last 10 years, Special Spaces has been able to create over 500 bedrooms for deserving children across the United States. We have volunteer directors in 36 locations across the United States. We are thrilled you have chosen to become a part of this amazing organization. I promise you it is a day you will never forget and a day that a child with a life-threatening illness will always remember. Our mission was born to “Change Children’s Lives One Bedroom at a Time.” I am so glad you have chosen to share my vision.

Thank you for your belief in the amazing children we serve. Welcome to the Special Spaces Family!

Jennifer

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Section Two

Office Information & Staff Contact

Mailing Address: Special Spaces 9028 Middlebrook Pike Knoxville, Tennessee 37923

Office Contact Numbers: 865-249-6079 Office 865-249-6096 Office Fax 865-659-8036 Office mobile

Jennifer Swain Executive Director/Founder 865-249-6079 Office 865-249-6096 Fax 865-659-8036 Mobile Chris Lamberson State Director Tennessee 865-249-6079 Office 865-249-6096 Fax 865-661-1833 Mobile Kelly Knox State Director Illinois 312-343-2032

Michelle Eimers Director of Finance 865-249-6079 Office 865-249-6096 Fax 509-863-2691 Mobile Cathy Wolfla State Director Wisconsin 262-565-7494 Mobile

Due to the small scope of our staff, office hours will vary. Please call the office during normal business hours. Jennifer is always on call during the weekends of a Special Spaces room makeover. Please use the office mobile number. In the event of a banking emergency, please call Michelle on her mobile number.

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Section Three

Special Spaces Strategic Plan

We are so excited to see such tremendous growth of Special Spaces in the last 10 years. From one affiliate in Knoxville to locations across the United States. Currently we have 42 volunteer Affiliate Directors and Associate Directors located in 20 states.

California Sacramento California Orange County California G. Sacramento California G. Sacramento Colorado Boulder Delaware Newark Florida Tampa Florida Panama City Hawaii Maui Iowa Dubuque Illinois Chicagoland Illinois North Chicagoland Illinois South Chicagoland Michigan Tri-Counties Minneapolis Minneapolis Missouri Saint Louis North Carolina Raleigh New Mexico Albuquerque Nevada Las Vegas New York Buffalo New York Buffalo New York Long Island New York Long Island Ohio Cleveland Ohio Columbus Pennsylvania Scranton Pennsylvania Scranton Pennsylvania Pittsburgh Pennsylvania Pittsburgh South Carolina Columbia Tennessee Johnson City Tennessee Chattanooga Tennessee State Director Tennessee Knoxville

Jenny Diel Denise Sutherland Bridget & Amel Whitaker Margot Meskin Melani Dizon Kimberly Resick Debra Martin Sherry Melton Annie Bangs Ann Decker Kelly Knox Amy Eiduke Marlo Steinke Brenda Townes Chelsey Green Lacey Gambill Katie Martin Jan DeMaggio Hiro Kajiyama Lynn Weber Beverly Olsen Kathy Whelan Bernadette Perez Brittany Schirmer Dawn Gunneo Michelle Morgan Luke Matthews Gail Knutsen Brian VanKirk Faith Glazer Krista Wharton Anne Strunk Chris Lamberson Melanie Lamberson

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Tennessee Knoxville Lyndsey Sharpe Tennessee Nashville Rhonda McCarthey Texas Dallas Jessica Glenn Texas Houston Kristy Tankersley Texas San Antonio Deanna Wilks Wisconsin Mequon Ann Swain Wisconsin Green Bay Tina Williquette Wisconsin State Director Cathy Wolfla Wisconsin Milwaukee Cindy Thota Wisconsin Northshore Kathy Schmidt In 2014/2015, we implemented our State Director Program in 3 locations: Wisconsin, Illinois and Tennessee. Our State Director Program is a mini version of the National Office. Those directors report to their State Director. They are there to support your affiliate in any way possible. Our goal for 2015 is to implement the program in two more states.

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Section Four

Affiliation Agreement and Director Compliance

As a Special Spaces Director, you will have many roles and responsibilities. Your commitment extends beyond the children and families we serve to your fellow directors and the National Office. Adherence to strong compliance policies and procedures is critical to our continued success. We cannot allow miscommunication of information to jeopardize our nonprofit status and the future of Special Spaces. Our organization has experienced more growth than ANY other nonprofit. Our 98% volunteer structure sets us apart from other nonprofits. Our policies and procedures safe guard our directors, children, families, volunteers, board members and guide our future growth. These policies are set forth in the Affiliate Agreement and in this manual. Most of these have been in place since the inception of Special Spaces, while some have emerged due to the need for stronger guidelines and policies as we grew. As a director, you will need to read through this manual and make sure all policies and procedures are clear. Please do not hesitate to contact us with any questions. All directors are expected to complete rooms each year. We have asked that each Affiliate complete 4-6 rooms per year. The majority of our directors are able to do. It is costly for the organization and unfair to the children we are trying to serve to not be creating these ‘special spaces’. It is very difficult to file required state documents, pay bank fees, provide training, budget for audit costs and additional operating expenses to keep an inactive affiliate up and running. You are the foundation of this organization and we do understand what it means to be a volunteer. We also understand most of you have full time jobs and families that requires your full time attention. If you are having any roadblocks in getting in 4-6 rooms, let us know. We are here to help in any way possible! Sometimes it’s just a matter in strengthening your core crew. Or getting one great fundraiser started. We know you can do this! You are very important to these families. Please let us know if you have any questions. Thank you for all you do for these amazing children and families.

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Section Five

Banking Policies & Procedures

Special Spaces will provide each Affiliate with a bank account and a debit card. We bank with only select financial institutions. Each director will receive deposit slips with the affiliate name on them. All funds are to be deposited into this restricted account, not the debit account. The funds must channel through the ‘restricted’ account which is set up similar to a savings account. Upon receipt of debit card: Follow The Activation Process on the Card. Each affiliate will also have a checkbook. However, do not reimburse yourself for purchases made for Special Spaces. Send a Fund Request Form to the office and we will cut a reimbursement check. When ready to start a room makeover, please send a Fund Request form to the office.

Monthly Closeout Procedures At the end of each month, use your online password to log onto your bank account and print out a bank statement. Match all expenses including any checks that have cleared that month with the receipts that you have saved. Make copies of the receipts and attach to the Bank Statement and submit to the National office via mail, email, fax or scan. Please keep the originals for your records. If the purchase was for a child’s room, please make a note of that Child’s name next to the receipt on the copy. If the purchase was for something other than a room expense, such as postage or supplies, please note that so that it may be properly accounted for. Please be sure that you have support for all of the transactions (including returns) on your statement, and that you submit all of the receipts that total the amount of any checks written. If you do not have closeouts into the National Office, we may consider not allocating any more room funds until they are complete. Please use your debit card for all expenses. Any personal reimbursement checks must be reviewed and processed through the National account and supported in full by receipts. Please submit your request for a reimbursement check with receipts on a separate Fund Request Form for the amount of the check. A check will be written and funds transferred to our National bank account from your account to cover the reimbursement after review and approval. Any checks that need to be dispersed for over $500.00 must be processed through the National Office on a separate Fund Request Form. Once your room is completed and in your monthly closeout, these items must be included:

1. Liability Release for ALL volunteers

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2. Bank Statement with line items allocated 3. Receipts of all expenses on bank statement 4. In Kind Donation Form

Please make sure to send in a copy of all receipts. Also list on the Volunteer Liability Release number of hours each volunteer worked. Documents need to be returned to the National Office by the 15th of the following month.

Compliance Issues

Step by Step

Once you have been referred a child:

1. Turn in Child Referral Form to Office for approval

Once you have interviewed the child:

2. Turn in Homeowner Release or Rental Release

3. Family Media Release

These forms must be into the National Office before you request a funds transfer.

Once you have found a sponsor and determined a date for the room makeover:

4. Turn in Funds Request Form

After room is completed and at the end of the month:

5. Turn in Bank Statement with line items allocated

6. All receipts per bank statement

7. Volunteer Liability Release

8. In kind donation forms (further explanation follows)

Examples of completed forms follow.

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In-kind Donations and Services

Please make sure to include your in-kind donation forms and any corresponding documents when you submit your closeout. These donations are extremely important to Special Spaces. In-Kind Donation is a kind of charitable giving in which, instead of giving money to buy needed goods and services, the goods and services themselves are given. You have a form to report all these donations. The individual giving the item as a donation must place a value on it. We cannot place the value on it. They can do this by filling out our form or submitting an invoice. We will then provide them with a thank you letter. IF it is a service that is being given, you will need to fill out our form and record the individual, profession and time worked. This can only be done if the person is providing the service fee of charge and doing what they do in their professional lives. For Example: A carpet layer donates his time on a room makeover. He is a carpet layer by trade. That will count as an in-kind service donation. Let’s say Joe volunteer is laying the carpet and he is a teacher. That time cannot be counted as an in-kind service donation. A seamstress donates her time and she is a professional seamstress by trade that will count as an in-kind service. Just make a note by his name that he is a professional volunteer. On the volunteer releases that you turn in jot down the number of hours the volunteers worked on the room. Please do not hesitate to ask questions it can be confusing! You should on every room makeover attempt to match in-kind donations and services to the monetary value of the cost of the room. Sample In-kind Form.

State Laws

Each state has their own laws regarding nonprofits. In each location we must file annually the following documents: Foreign Corporation (qualify to do business in each state) Corporate Annual Report Nonprofit Status Solicitation Permit Solicitation Annual Report Tax Exempt Forms

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Each of these has numerous documents necessary for us to receive approval and to stay in compliance with each state and every area is different. Each state also has fees associated with each filing. These must be done in order for our organization to do business and to solicit donations. If we do not maintain compliance in each state we can be subject to penalties and loss of our ability to do business in that state. This is all handed at the National Office. Events Special events are a great way to raise funds for our room makeovers. There have been many very successful fundraisers done across the country. There is a detailed section describing some of those events. There are certain guidelines that we must adhere to when hosting events. These guidelines are dictated by our insurance company and by state laws. Most of our events are covered with our current insurance policy some will need additional coverage depending on the event. In order to determine if an event can be held and if it is covered under our current policy and Event Form must be submitted to the National Office. It is extremely important that you fill out an Event Form before the event especially if you are serving alcohol or having any kind of sporting event. The National Office sends the request to the insurance carrier who then works with an underwriter to determine if any additional insurance is necessary.

Insurance

Special Spaces carries all insurance policies. Let the office know if you need a copy. Miscellaneous We know how excited you are to get started, and we are work as efficiently as possible to get each Affiliate established in a timely manner. There are many legal documents that need to be addressed prior to soliciting funds and/or donations. There are also documents you need on hand and certain items that need to be set up. All of these are handled by the National Office. These documents include, but are not limited to:

Foreign Corporation Filing Annual Report Solicitation Permit Filing Solicitation Annual Report Filing Tax Exempt Form Filing Proof of Nonprofit Status Banking Procedures Established

Insurance Documentation Affiliation Agreement Signed Background Check Complete Binder Sent and Training Underway Business Cards Email Address Set up

This can take a little time and is a costly process so please be patient as we work to ensure compliance with state/federal laws and the policies/procedures set forth by Special Spaces and

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the Special Spaces Board of Directors. In most cases, once we have the majority of documents on file you can begin to raise funds for rooms.

Compliance Summary Before meeting child submit: Child Referral Form After meeting child and family & BEFORE requesting a funds transfer submit: Family Media Release Homeowner Release and Liability or: Rental Release and Liability End of each month submit: Liability Release for ALL volunteers

Bank Statement with line items allocated & two signatures Receipts of all expenses on bank statement attached In Kind Donation Form

Before hosting an event submit: Event Form

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ROOM REFERRAL FORM

CHILD INFORMATION

Name: Julia Smith Age:4 DOB: September 25, 2010

Qualifying Medical Condition: ALL Diagnosis Date: February 10, 2010

Sex: Female

Permanent Address: 9028 Middlebrook Pike

City: Knoxville State: Tennessee Zip Code: 37923

Telephone: (865) 249-6079

Is the child aware of his or her medical condition? No

Approximate date of makeover: June 15, 2015

PARENT(S)/LEGAL GUARDIAN(S) Parent/Legal Guardian: Donald and Mary Smith

Home Telephone: (865) 123-4567

Cellular Telephone: (865) 123-4567

Email Address: DonandMary@myfavoritecarrier.com

Siblings/Ages: Coby 10 years Anna 12 years

REFERRING Hospital/Organization

Name: Michelle Jones Relation to child: Child Life Specialist

Hospital the child is treated: ET Children’s Hospital

Telephone: (865) 123-4567 Fax: (865) 123-4567

I understand that by signing this form, I give the referring person above permission to contact

Special Spaces and share the information contained in this document. If chosen, I will be

contacted by a representative of Special Spaces in my area.

Don Smith Mary Smith ______________________________

Parent Name(s) Parent(s) signature

EXAMPLE

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Family Media Release

I, Donald and Mary Smith, hereby knowingly, fully, and completely grant unrestricted permission to Special Spaces, Inc. and Jennifer Swain to use my image (whether by photograph or video) and likeness, and the image and likeness of my minor child[ren] identified below, in any brochure, book, mailer, memorandum, advertisement, solicitation, and/or document, photograph, video, and/or any type of recording (collectively, “Publication”) made for or on behalf of Special Spaces, Inc or Jennifer Swain doing business as Special Spaces, Inc. I hereby knowingly waive (1) any and all rights to privacy with regard to my image and likeness, and the image and likeness of my minor child[ren], that I otherwise may have; (2) any right to inspect or approve the finished photographs or electronic matter that may be used in a Publication, whether that use is known to me or unknown; and (3) any right to royalties or other compensation arising from or related to the use of my image or likeness, or the image or likeness of my minor child[ren]. I understand that Special Spaces, Inc. is a non-profit organization and that my image and likeness, or that of my minor child[ren], will not be used by Special Spaces, Inc. or Jennifer Swain to generate a profit for Special Spaces, Inc. or Jennifer Swain. I hereby release Special Spaces, Inc. and its agents, and Jennifer Swain from any claims that may arise from these uses, including without limitation claims of defamation, or invasion of privacy or rights of publicity/copyright, on behalf of myself and my minor child[ren]. I have read this release before signing below, and I fully understand the contents, meaning, and impact of this release. Signed this the______________15_________day of_______April______, 20__15_______ Please include all children in the home. If one of the parents in not living in the home and has legal custody/guardianship, please have both sign the media release. Child’ Name________________Anna____________ Child’ Name_________________Julia____________ Child’ Name____________________Coby__________Child’ Name___________________________________ Child’ Name___________________________________ Child’ Name___________________________________ Parent/Legal Guardian Signature: Donald Smith

Parent/Legal Guardian Signature: Mary Smith

EXAMPLE

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Special Spaces

Funding Request Form Date: February 15, 2015 Chapter: Knoxville

Room Funding Request Room Recipient: Julia Smith Age 4 Parents: Donald & Mary Smith Contact Numbers: 865-123-4567 Rent or Own Home: Own Landlord: N/A Approximate Date of Room Makeover: June 15, 2015 Amount of Funding Requested: $3100 Additional information or needs: Princess Room

General Funding Request Amount of Funding Requested: Purpose:

EXAMPLE

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Special Spaces, Inc. 9028 Middlebrook Pike

Knoxville, TN 37923 www.specialspaces.org

Rental Release and Liability This needs to be filled out before on site by the homeowner and the renter before any of the volunteers

do ANY work on the house.

DATE: April 15, 2015 HOME PHONE: (865) 123-4567 MOBILE PHONE: (865) 123-4567 HOMEOWNER NAME: David Miller ADDRESS: 1234 Main Street CITY: Knoxville STATE/ZIP: Tennessee, 37923 DATE: April 15, 2015 HOME PHONE: (865) 123-4567 MOBILE PHONE: (865) 123-4567 RENTER NAME: Donald and Mary Smith ADDRESS: 9028 Middlebrook Pike CITY: Knoxville STATE/ZIP: Tennessee, 37923 We, David Miller and Donald and Mary Smith, give permission to volunteers from Special Spaces, Inc. to work on the property identified above to perform cleaning and renovation activities. We understand that many or all of the volunteers are not professionals, and that no warranty is made as to the quality of the work done. In consideration of the volunteer services to be rendered on the property by Special Spaces volunteers, we hereby and forever release and hold harmless Special Spaces, Inc. and/or Jennifer Swain, its/her/their agents, project managers, employees, affiliates, volunteers, heirs, assigns, devisees, legatees, and any other successor in interest to either and/or both of them (collectively, “the Releasees”), from any and all claims, liability, losses, damages, or injury (including but not limited to physical and/or mental injury and/or death and/or property damage) as a result of the volunteer services performed by Special Spaces on my property. We further agree to indemnify and hold harmless the Releasees for damages, losses, and expenses, including reasonable attorney fees in the event that a claim is made arising out of the performance, design, and/or aesthetics of the room makeover, which is 1) for personal or bodily injury, illness or death, or for property damage, decrease or increase in value of home, including loss of use, and 2) caused in whole or part by any of the Releasees, and 3) negligent act or omission of a subcontractor, or that of anyone employed by them, for whose acts contractor or subcontractor may be liable. This indemnification and release agreement shall apply in all instances whether Special Spaces, Inc. or any of its affiliations is made a party to the action or claim or a subsequently made a party to the action by third-party in-pleading or is made a party to a collateral action arising, in whole or in part, from any issues emanating from the original cause of action or claim. The release covers all rights and causes of actions of every kind, nature and description, which the undersigned ever had, now has and, but for this release, may have. This release binds the undersigned individuals and their heirs, representatives and assignees. By signing below, the homeowner further represents that he/she possesses

EXAMPLE

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homeowners insurance for the property identified above and the renter represents that he/she possesses renters insurance for the property identified above. Homeowner Signature: David Miller Date: April 15, 2015 Witness: Affiliate Director’s Signature Date: April 15, 2015 Renter Signature: Donald Smith Date: April 15, 2015 Renter Signature: Mary Smith Date: April 15, 2015 Witness: Affiliate Director’s Signature Date: April 15, 2015

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SPECIAL SPACES, INC.

Volunteer/Participant

MEDIA AND LIABILITY RELEASE

MEDIA RELEASE

I, Joe Amazing Volunteer, hereby knowingly, fully, and completely grant unrestricted

permission to Special Spaces, Inc. and Jennifer Swain, to use my image (whether by photo or

video) and likeness in any brochure, book, mailer, memorandum, advertisement, solicitation,

and/or document, photograph, video, and/or any type of recording (collectively, “Publication”)

made for or on behalf of Special Spaces, Inc and/or Jennifer Swain, doing business as Special

Spaces, Inc. I hereby knowingly waive (1) any and all rights to privacy with regard to my image

or likeness that I otherwise may have; (2) any right to inspect or approve the finished

photographs or electronic matter that may be used in a Publication, whether that use is known to

me or unknown; and (3) any right to royalties or other compensation arising from or related to

the use of my image or likeness. I understand that Special Spaces, Inc. is a non-profit

organization and that my image or likeness will not be used by Special Spaces, Inc. and/or

Jennifer Swain to generate a profit for Special Spaces, Inc. and/or Jennifer Swain.

I hereby release Special Spaces, Inc. and its agents, and Jennifer Swain from any claims that may

arise from these uses, including without limitation claims of defamation, or invasion of privacy

or rights of publicity/copyright.

CONFIDENTIALITY

To respect the privacy and confidentiality of the families I help, I hereby agree to refrain from

discussing or posting photos or videos online of my experience serving as a volunteer with

Special Spaces. By way of example and not limitation, I agree not to post photos of my volunteer

experience or discuss my volunteer experience on Facebook (or any other social media website).

RELEASE AND LIMITATION OF LIABILITY

I HEREBY ASSUME ALL OF THE RISKS OF PARTICIPATING AND/OR

VOLUNTEERING IN A SPECIAL SPACES (“SPECIAL SPACES”) PROJECT (“PROJECT”),

whether on behalf of Special Spaces or an Affiliate of Special Spaces, including by way of

example and not limitation, any risks that may arise from negligence or carelessness on the part

of the persons or entities being released, from dangerous or defective equipment or property

owned, maintained, or controlled by them, or because of their possible liability without fault.

I certify that I fully and completely understand that in my dealings with, or on behalf of,

SPECIAL SPACES or any Special Spaces’ Affiliate that I may be involved in the following

activities: home improvement, construction, renovation, modification, operation of power tools,

operation of a motor vehicle, and/or any other activity that is related to the aforementioned

activities. I further understand that any and all of these activities and related activities involve

inherent dangers, and I fully and completely acknowledge these dangers and certify that I am

willing to accept any and all risk associated with the same in order to participate in any Special

Spaces’ Project.

I further acknowledge that in participating in this PROJECT I am not acting as employee,

contractor, subcontractor, or agent of any kind of SPECIAL SPACES and am not entitled to any

compensation for the work I provide as a volunteer to Special Spaces. I fully understand that I

am acting solely as an independent individual and that no form of workers compensation and/or

insurance is being provided by SPECIAL SPACES either for my benefit or on my behalf.

EXAMPLE

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In consideration of being permitted to participate in this PROJECT, I hereby take action for

myself, my executors, administrators, heirs, next of kin, successors, and assigns as follows:

(A) I WAIVE, RELEASE, AND DISCHARGE SPECIAL SPACES and/or its directors, officers,

employees, volunteers, representatives, affiliates and agents from any and all liability, including

but not limited to, liability arising from the negligence or fault of the entities or persons released,

for my death, disability, personal injury, property damage, property theft, or actions of any kind

which may hereafter occur to me.

(B) I INDEMNIFY, HOLD HARMLESS, AND PROMISE NOT TO SUE the entities or persons

mentioned in paragraph (A) from any and all liabilities or claims made as a result of participation

in this PROJECT, whether caused by the negligence of parties who are being released by this

Agreement or otherwise.

I acknowledge that Special Spaces’ willingness to let me volunteer for the Project is sufficient

consideration to render this Agreement enforceable.

The release and limitation of liability shall be construed broadly to provide a release and waiver

to the maximum extent permissible under Tennessee law, which I agree is the controlling law. I

further agree that any dispute relating to this Agreement or any work as a volunteer for Special

Spaces shall be resolved by the courts situated in Knox County, Tennessee.

This Agreement constitutes the complete and entire agreement between the parties and all

covenants, promises, conditions and understandings between the parties and supersedes any and

all prior discussions, drafts, negotiations, and correspondence relating thereto and there are no

verbal or written agreements, promises, or understandings that are not contained in this

Agreement between the parties. This Agreement shall not be modified, altered or amended

except by written agreement signed by both parties to this Agreement.

I CERTIFY THAT I HAVE READ THIS DOCUMENT, AND I FULLY UNDERSTAND ITS

CONTENT. I AM AWARE THAT THIS IS A RELEASE OF LIABILITY AND A

CONTRACT AND I SIGN IT OF MY OWN FREE WILL.

Joe Volunteer June 15, 2015

Signature Date

Name: Joseph Amazing Volunteer

Address: 54321 Best Street City/State: Knoxville, Tennessee

Zip: 37923 Email: joe@bestvolunteer.com

Phone: 865-123-4567

Emergency Contact: Joe’s Mom Phone: 865-456-7890

8 Volunteer Hours

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EXAMPLE

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Special Spaces In Kind Form

Please help us accurately process and acknowledge your donation. Please complete the following form. Also

provide a fair market value estimate of your in-kind donation and/or service. Special Spaces is not able to value

your donation for you.

Donor Information:

Date: June 15, 2015

Donor (Individual. Group or Organization):Rooms To Go

Address:_________________________________________

City/State/Zip: Knoxville Tennessee

Affiliate: Knoxville

In-Kind Donations:

Description of Gift: Furniture Retail: $3000 Cost to Special Spaces: $2200

Value of Gift: $800

In-Kind Services:

Donor Name: Chris Lamberson

Service Performed: Contractor

Place: Julia’s room makeover

Hours of Service: 10 hours

Director

Signature:_____________________________________________________________________

Directors please include this form in your Room Close Out Packet. Thank you so much.

Special Spaces National 9028 Middlebrook Pike Knoxville TN 37931

EXAMPLE

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Special Spaces

Event Form Date: June 1, 2015 Chapter: Knoxville Event: Wine Tasting Event Event Time Span: 7:00 pm – 10:00 pm Event Date (or proposed date): October 10, 2015 Venue: Venue Address: World’s Fair Park Knoxville Tennessee Event Description: Local restaurants will prepare their best appetizer and then pair it with a wine. Tickets will include all tasting and sample wine. Anticipated attendance: 75 Intended Target Audience: Adults only Alcohol Served ___YES Silent auction __YES Alcohol being sold ____ Live auction ____ Alcohol included in ticket price _YES Recipient Only Event___ Possible raffle ____ Ticket Price: $25 Please describe any additional fundraising opportunities you would like to conduct at the event: We will have a silent auction and a wine bottle balloon auction. Total Revenue Goal: $10,000 Please attach a draft of all Promotional Material for approval. Approved:_____________________________ Date:______________________

EXAMPLE

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Section Six

Volunteers

While the core crew is vital for the room to run smoothly, it is the volunteers who are to do the work. Your core crew will be leading the volunteers and performing in a leadership role. The majority of the work is done on site by the volunteers this is what makes a Special Spaces room makeover unique. You do not want the volunteers sitting around and watching. They must be the main focus and drive of the room. They must feel that they have helped to create the room. Yes, you have a design plan, but allow the volunteers to have some design input.

Listed are some suggestions of the roles and responsibilities of a Special Spaces volunteers. Having in place several of these core team members will not only help you during a room make over but before and after as well. Our most successful affiliates have strong and dedicated core crew members. It is up to you to implement your team; however, the Volunteer Treasurer must a part of the core crew.

Roles and Responsibilities

Director

The main role of the Affiliate Director is to implement all aspects of a Special Spaces room makeover while adhering to the guidelines of the Policy and Procedure manual. Duties should include, but are not limited to:

Design and implement room makeover Meet and interview the child and family Secure funding Verify and document all purchases Prepare room closeouts Oversee the volunteers Purchase all items for the room makeover Secure and cultivate recurring donors

Associate Director

The Associate Director has the same responsibilities as the Affiliate Director; however, he/she will work under the guidance and leadership of the Director. This is a new program that has gone into effect the end of 2014. It is for larger Affiliates that need support in doing more room makeovers. Please let us know if you are interested in learning more about having Affiliate Directors in under your direction.

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Volunteer Treasurer

The main role of the treasurer to help the director stay in compliance with the financial aspect of the organization. Duties should include but not limited to:

Keeper of the receipts from the makeover. Room closeouts. Recording of in-kind donations

Volunteer Coordinator

The main role of the volunteer coordinator is to provide and support the room volunteers during the room makeover. Duties should include, but are not limited to:

Maintaining an email address data base of all volunteers Collecting contact information of all volunteers at the room makeover Making sure all volunteers have their room packet information in a timely fashion

before the room Making sure all volunteers have proper driving directions to the room Organizing lunch for all the volunteers during the makeover Maintaining a hospitality table for the volunteers Organizing individuals or groups to provide snacks for the day Provide adequate drinks throughout the day Order Special Spaces shirts for the room makeover day and include them in the room

packet information Make sure all necessary legal documents are signed

The volunteer coordinator will work directly with the affiliates Special Spaces Director. Volunteer Seamstress

The main responsibility of the seamstress is to head up the sewing team at the room makeover. He/she will work directly with the project manager. Duties should include, but are not limited to:

Responsible for sewing supplies needed for the day Responsible for the upkeep of the sewing machines Responsible for the organizing of the sewing team during the room makeover

The director and the seamstress will work closely together to assure that the sewing projects are carried out in a clear and timely manner.

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Volunteer Contractor The role of the volunteer contractor is to assure the quality and safety of a Special Spaces room makeover. A licensed contractor preferably needs to be on site at all times. Duties should include, but are not limited to:

Contractor must be on site at all times during the room makeover Contractor must be hold a contractor license from any state Contractor will perform duties that will include the use of power tools Contractor will make sure that all volunteers are capable of using power tools Contractor will assume all duties that require building of items for the room Contractor will assure that all objects and furniture necessary are safely secured to the

walls and ceiling. The volunteer contractor will work closely with the director to ensure safety and of the volunteers. They will also be an integral part of the design and implementation of a Special Spaces room makeover. You will need to get a copy of his contractor insurance.

Volunteer Fundraising Chair The role of the fundraising chair is to help the director secure funding through various avenues of revenue. Duties should include, but not limited to:

Investigate potential corporate sponsors Lead the team in fundraising events Research potential grants (if comfortable)

Volunteer Social Media Chair The role of the social media chair is to keep affiliate current in all social media settings. Duties should include, but not limited to:

Keep Affiliate Facebook page active

Post pictures during room makeover

Tweet on a weekly basis

Help with Constant Contact

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Section Seven

Communication/Social Media/Branding

Special Spaces National will set up your Affiliate Facebook page. It is your responsibility to keep it up to date. When you are at a room makeover post during the day, National will share those images on the National Facebook Page. It is important to keep up with your Facebook page it is where you will receive donations and volunteer support. Special Spaces National will also create your donate button and place on your Facebook page.

Our goal is to facilitate the lines of communication between our directors and the

National Office. We have set up new ways of communication for that purpose and to facilitate communication with your volunteers and directors. We understand that our directors are busy moms, dads, husbands, wives, volunteers and co-workers. Constant Contact: We are registered with Constant Contact as a National Organization. If you are interested in learning more about great ways to reach your volunteers and donors, please let us know and we will be happy to provide you with that information. Facebook Director’s Page: Special Spaces has a designated “Director’s Only” Facebook Page. You will be sent an invite to be a part of the group. This is a great way to get to know other directors across the United States. Mentorship Program: In 2014, a Mentorship Program was implemented where our “seasoned” directors will help to support our new directors. When you sign up as a new Affiliate Director you will be assigned a Mentor if we have one available in your area. Newsletters: You will receive a monthly Constant Contacts from National with updates on events, fun news and room makeovers. Please take the time to read them.

Social Media For today’s nonprofit, social media is vital to ensure its’ growth and sustainability. It is important that all directors keep up to date with postings and information. If a donor checks a FB page and there has been no activity, they will doubt their existence. Facebook: Each location is set up with a Facebook page. Jennifer Swain and Bridget Whitaker must be named as an administrator on each account. It is important that you post to this site on a regular basis. Twitter: Twitter is also a great way to “tweet” about your wonderful work.

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Branding/Use of Logo We are very proud of our logo. There can be NO changes to the logo unless approved by the National Office. Each Affiliate has their own logo as well. Below are the approved logos:

There also have been approved logos for special events:

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Section Eight

Fundraising and Event Compliance

There are many fun and painless ways of raising funds for a Special Spaces room makeover. All you really need to do is to find the one that fits your personality and time frame. Be interested in what other affiliate directors are doing. Learn from them but do not compare yourself to them. They may prefer to put on a large fundraiser once a year than to hold many small events. You may prefer just the opposite. You may want to do 4-6 rooms a year verses 12 rooms per year. It is just as our tag line states:

“changing children’s lives one bedroom at a time”

We make huge impact in the lives of these amazing children and families one bedroom at a time. No one affiliate is more important to this organization than another. We are a team that is creating a movement across the country. And it is only as a team that we can reach our goals. If I were to look back over the years, I could say that my number one challenge was raising funds. I believe that part of that was not having a strong strategic plan in place. One of my goals for 2014 is to help you formulate YOUR fundraising strategic plan. I want you to have a sense of direction and a feeling of confidence in your ability to raise funds. Each individual affiliate’s strategic plan may be unique from all the others, but this is perfect because it is your plan and you OWN it!!! When it comes to raising funds for a Special Spaces room makeover, we are here to help. We have lots of great ideas to help you from corporate sponsors to direct mail campaigns. There are some fundraising events we would like to see done on a monthly basis meaning not that they are done every month but done across the US the same month. Please remember this is your plan so if this isn’t an event you would like to do…Don’t do it! The worst thing you can do is to put on an event or fundraiser that you are not fired up about. And that is OK not all these events are for everyone. Pick and choose what works best for you! Avenues of Revenue

Individual Sponsors: we all know who they are but have you really connected with all your potential donors? Have you missed someone or not reached out far enough. If you are uncomfortable in the “ask” let us help. Hopefully our social media presentation helped yesterday on ways to reach individual donors. Try to identify 10 new individual sponsors that you do not know and would like to reach out to. Who are they and how are you going to approach them?

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Corporate Sponsors: these are the large local companies that you have connected with. They may provide the funding and also the volunteers. Who are you currently working with now? Who would you like to reach out to and how do you want to make that happen? Minor Events: these events are local in nature and currently raise enough to do one or two bedroom makeovers (or less). What are the events that you are currently doing? What worked and what did not? Monthly Events: these events we would like to see held in each location during the same weekend or at least in the same month. Imagine the power of all of us Facebooking an event that we have going on each location. Some of the events you want to consider are Zumbathons, Phi Mu, Charming Charlies, and Keller Williams. What other events do you envision as a fundraiser that can be done at a local level but has national presence? Direct Mail Campaigns: these are a great way to raise funds but they are expensive. Special Spaces National has just implemented direct mail into their fundraising efforts. We will continue to pilot this avenue of revenue during 2015. Grants: several of you have indicated an interest in grant writing. Special Spaces National is currently submitting regional and national grants to support the national office. That support does trickle down to our affiliate directors. We also support your local efforts. There are many events across our affiliates from Bed Races & Galas to Wine Tasting & Beard Growing Contests. Texas Hold'em Poker Tournament, Mixed Bag Fundraiser, WI 10th Anniversary Celebration, Garage Sale, Kendra Scott Gives Back Party, Sweet Escape Tea & Fashion Show, Southern Ideal Home Show Booth, Spike It for Special Spaces, Let's Put a Lid on Cancer, Papa Murphy's Raise Some Dough, Magical Carnival for a Magical Cause, Spring Fling, Dreaming in Color Tea & Fashion Show, Texas You Can Paint, 5K Walk, Tanoan Golf Tournament, Birdies for Bedrooms, Wine Tasting & Shopping, Tapping Party, Hawaiian Luau, Village Inn Benefit Night, Ruby Tuesdays Gives Back, Dream Big Delaware, Geeks & Freaks Golf Tournament, Running for Rooms, Spa Luna, Bowling for Bedrooms, Girls Night Out, Trivia Night, Bed Race, Glow Ball Tournament, Night at the Races, Bunny Brunch, Zumbathon Special Spaces Signature Event: The Bed Race We will be hosting our 2nd Annual Bed Race in Knoxville this year. Other affiliates will be hosting them as well in their communities. It is a highly successful, fun and relatively stress-free event to host. Please read over the Bed Race Manual.

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Grant Writing Policy and Procedures - Grant Writing and Management

About Grant Writing

Grant writing is one of the things you can do as an affiliate to help your chapter and our

organization raise the necessary funds and materials to create dream room makeovers for children with life-threatening medical illnesses. As such, we want to make sure that all of us are on the same page and following the same guidelines. National can help you with the process of writing grants, and at the same time, streamline the process.

Grants Research Request Form - Use this form to request possible local grants in your area. Submit via email, fax or mail. Proposed Grant Application Worksheet - Use this form if you have found a grant that you would like approval to submit.

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Grants Research Request Form

(Please give the office 2 week time frame to do a thorough research of your grants. Date of request:____________________ Affiliate:______________________________________________________________ Number of grants researched: No more than 10 per request:__________________ State of research:__________________________________ Counties of research:_______________________________ City of research:___________________________________ Zip code of research:_______________________________ Types of support:_______________________________________________________ Examples: Annual Campaigns, Continuing Support, Equipment, General/operating support, In-kind gifts, Development/capacity building, Program development, Pro-bono services, Seed money

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Proposed Grant Application Worksheet

**Form must be submitted at least four weeks prior to grant application deadline.**

Funder Name: _______________________________________________________ Funder Website: _____________________________________________________ Application Deadline (if any): __________________________________________ Required Application Format: _________________________________________ Available Funding Range: ____________________________________________ Funder’s Focus Area (i.e. –Children, Cancer, Geographic Location, Human Services): ______________________________________________________________________

Proposed Application Focus (i.e. – Funds for 1 Room, Funds for 5 Rooms, In-kind Material Support): ______________________________________________________________________

Local or National Grant: _________________________________________________ Additional Notes: ______________________________________________________________________

Special Spaces Affiliate: ________________________________________________ Affiliate Director’s Name: ________________________________________________ Affiliate Director’s Contact Info: __________________________________________

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Section Nine

Identifying the Child Special Spaces children usually range from the age of several months to 18 years. It is up to the Affiliate Director and hospital to determine the need. It is very possible that a “child” who is 18 years or 19 years old might benefit from Special Spaces. The Director needs to take each case individually and assess each need. At this time, the corporate office has not encountered a need for a child over the age of 19. All referrals must be submitted to the national office for approval and be added to the national calendar for insurance and liability purposes. Children who qualify for a Special Spaces room makeover must be battling a life threatening illness. Special Spaces does not and will not base the decision of acceptance on income level, race, religion or gender. Selection will be based solely on the criteria set up by the national office. It is important to maintain a close and positive relation with the hospital staff and liaison. They will most likely be providing the contact information for the family. We also have a hospital referral form. If a child is referred to the affiliate via friends, family members, or over the Internet, it is important that the treating physician fill out the Hospital Referral Form. All information regarding the child and family must be kept confidential. Once a child is identified, submit the CHILD REFERRAL FORM to the National Office. It will then be added to our data base and put on the National Calendar on the National Website. If the exact date for the makeover has not been determined, please provide an estimated date. This must be submitted in order for an Affiliate to remain in compliance and covered by our insurance

Contact and Interview the Family Once the child has been approved and funding is in process, it is time to contact the family. Set up a time to go to the home of the child. It is important that you do not go without one other team member. This is a stipulation of the corporate office: you must interview the family in a team of two. This is for your safety. We have NEVER had any issues with this but we feel it is important. There are several items you will need with you in order to effectively interview the child. You should have a digital camera, tape measure, pencil, pens, Homeowner Release Forms, Media Release form, and the Child Interview worksheet. You cannot effectively gather the necessary information without these tools. We often have only one opportunity to evaluate the needs of the child and family - make the best use of this time.

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Interview Best Practices

1) Sit down with the child and family and get to know them. This will put them at ease to open up and begin to share and describe their dream room. Try to get as much information out of the child and family as you can. It is important to ask as many questions as possible. Once you get back to your office it is sometimes hard to remember everything. Write it all down even if you do not think it is important. Utilize the Child Interview Sheet located in the IMPORTANT DOCUMENTS section of your binder.

2) Speak with the family regarding their future needs. Sometimes the bed needs to be at a

certain height to accommodate a wheelchair. The family might want the IV pole hidden or storage for medications. During the interview process you MUST ask the family if there is anything in the room that cannot be touched. An example of this might be an heirloom dresser. Ask what needs to go back into the room after the makeover; for example, the child’s hat collection. It helps to follow the interview worksheet. Also note if the child is in need of any technological equipment. We have provided computers, DVD players, and televisions, but there are some families who do not allow these items in the child’s bedroom. Make sure you are aware of the wishes of the parents. NEVER place anything in the room that you know the parents don’t want even if you feel it would benefit the child.

3) Ask the child and family if you can see the room. Take accurate and detailed measurements. Note where the outlets are located, the height of windows, closet measurements, etc. Remember you need all this information to implement the room design. Take digital pictures of everything including the floor and ceiling. This will come in very handy when you are back at your office and have the ‘before’ shots to reference.

4) Take pictures of the outside of the house. Note where you can set up your stations.

You will need a good sized work area. You will not know your weather conditions at the time of the interview. Note a location for a tent, if it is needed for inclement weather. Note if there is a place in the garage to work in case weather prohibits being outdoors.

5) Speak with the family about a date for the makeover. Sometimes treatments occur at

relatively regular intervals. Find out how the child handles these hospital stays. You want the family and the child to be as comfortable as possible during the day since the family must leave the home. Get a specific date set and have alternatives ready. If the child has just completed a round of chemo, mom and dad know when the down times are for the child. Some children feel awful after these procedures, while others are fine.

6) At this time, tell the child that you will be in contact with them within one week. You

will need to go back to your sponsor and secure the date. Once that has been arranged,

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let the family know as soon as possible. Please make every effort not to let the child wait more than 6-8 weeks for the makeover unless he/she is on an approved waiting list.

7) Before you leave the home, make sure the parents have signed the following documents:

*Home Owner’s Release *Rental Release *Family Media Release on all minor children in the home and the parents themselves. These documents will need to be sent to the National Office in order for an Affiliate to remain in compliance. These documents can be found in the MOST NEEDED DOCUMENTS section of your binder.

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Section Ten

Room Logistics and Implementation - Important Facts to Help Facilitate Your Makeover

Finally the BIG day has arrived! How exciting! You’re up early and ready to go! In order to provide a well-organized agenda for the volunteers and family, some issues need to be addressed before the day of the room makeover.

1) Directions

It is difficult to rely on only on certain internet map engines; you could end up in the middle of nowhere. It is best to Google 2 direction websites. It is imperative that the room makeover is done on time so if your volunteers are late it not only holds up the family but also delays the start of the room. Since you previously have visited the home, you should be able to provide good directions to your crew and volunteers.

2) Weather

Check weather reports on a regular basis starting one week from the room makeover. You will need to secure the use of a tent in the event of inclement weather. Rain and snow can put a damper on many things if you are unprepared. You must call the national office before canceling a room makeover due to weather. However; the safety of your crew, volunteers and family are of the highest priority. In the event of inclement weather, a tent will need to be set up. Tents should be up the night before the room makeover so as not to stall the start time. Two 10’ x 15’ tents are a great if the yard can accommodate that size. You will have determined this at the initial interview.

3) Food and drinks

The comfort of your volunteers during the day is very important. It is a long and hard day. So have someone in your crew that will be the volunteer liaison. Sometimes you can find individuals who cannot make the room makeover but would love to bake goodies for the volunteers.

4) Trash

Determine in advance what you will be doing with the trash that accumulates during the day. Some individuals volunteer to take it away for the family. We have also had construction companies offer their dumpsters for our use after a room makeover.

5) Storage

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Determine a good place in the home where you will put the items in the room that will not be placed back in the room. This is usually the garage or spare bedroom. Sometimes the children have a “collection” of items over the years that they do not want to part with. You will box anything up that will not go back in the room and label it. If we returned everything to the room, it would look just the same as when we started. Most parents are grateful that the items have been stored and they can decide which items go back in the room. Sort of a “spring cleaning” that mom or dad does not have to battle.

Room Procedures

Unloading the Child’s Room This is an important step that needs to be carefully monitored by at least two volunteers. Pictures should be taken of the room before dismantling it. If there were any items that the child or family absolutely needed put back in the room, they need to be put aside now. Items such as remote controls, small electronics, and electrical cords all need to be placed in a separate container. You do now want to have to search for these items at the end of the makeover. Boxes can be purchased or a moving company may donate them. LABEL EVERYTHING that goes into these boxes. Some of these items will be placed back in the room. The other items will be stored and the family needs to know what is in those boxes. This is very important. At every room makeover something always comes up missing that is needed back in the room. Organizing Volunteers Have a Welcome Table set up for when the volunteers arrive on site. This is where they will sign in and sign the Volunteer Release Form. Have nametags ready so that when they have signed in and signed the release they will get a nametag. It is EXTREMELY important that all volunteers sign a release before beginning any work! Once they have all sign in hold a quick welcome meeting and start assigning them into groups. Set up the sewing team first as they need to start immediately. Often times this group sets up in the kitchen. Always put a protector on any table used for work. The majority of the volunteers will start unloading the room. Remember to assign two individuals to monitor all the details of the dismantling of the room. Your crew contractor will assemble his team. These individuals must be proficient with power tools. Next get your painting and decorating teams together. These individuals will work on making lamps, decorating, painting, etc. They are usual set up outside at a table. Finally, the volunteer coordinator should set up a hospitality table.

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Room Items

There many items that are needed for a room make over. Here is a sample list needed for one room makeover. As an affiliate creates more rooms some of these items will be passed on to other rooms. Sample Outline of a Room Makeover

January 4, 2006 Surelle age 8 xxx Hickory Dale Nashville 37210 Directions attached Jen’s cell 865-659-8036 call anytime Surelle requested a fairy garden room theme. 8:30 am – arrival and quick introduction with Special Spaces crew. I will be at site by 8:00 a.m., so if there are any problems with the directions, please call. FIRST THING: Take pictures of all the rooms in the home that you will be working in BEFORE you move or put anything down. After a long day, you will forget where some of the furniture went. We want to make sure we put everything back in its proper place. We always leave the home cleaner than it was when we arrived! All items must be removed from Surelle’s room and placed into labeled bins. Some of these items will be placed back in the room; the rest will be stored. There is a picture on Surelle’s wall of a fairy with Popsicle stick legs. Please remember which bin it is in, that picture is important to Surelle and her mom. None of the existing room furniture will be kept except the dresser in the closet. Bunk bed needs to be dismantled and put in the Special Spaces truck. Dresser in the room needs to be taken to tent, we may need it. If so, it will need to be primed and painted. Please try to label items in the bins to your best ability; you do not have to be too detailed. Once room is empty, carpet protector must go down in main room, hall and Surelle’s room. It is on plastic rolls with a sticky backing. It is located in the upper left corner shelf of the truck. It’s a pain to put down but really great for paint spills etc. Sewing area will be set up in the house in the kitchen area. Power tools, construction, and furniture painting will be located outside under tent. Tables and work areas need to be set up in both locations. Tent will be set up Tuesday night with a heater. We are not expecting rain, so we can move outside the tent in the afternoon, if needed.

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Painters The base coat for Surelle’s room is Wales Green 2028-50, which is on lid of paint can. I have 2 gallons for this room. Please remove all nail holes and fill with putty. Tape off trim. Let us know if there is missing trim or molding that we need to finish and paint. All paint and paint supplies are in the truck in bins labeled paint supplies. Remove these two bins from the truck and place in tent. Surelle’s furniture will be painted Yellow Finch 2024-40. There is one dresser to paint and a few accent pieces. The dresser from the room needs to be sanded down and a coat of XIM put on before painting. This is a great primer that you can put over anything and paint will stick to it. There are also two lamps, a toy box, and some bed trim that will need paint; I will determine color choices at room. Once the walls are dry, we will need help with the lettering and flowers that are going to be hand painted around the room. Sewing/decorating We will need at least 4 people to help complete all the sewing. Shebbie and Wendy are able to assist with sewing needs.

Surelle’s room Comforter x2 one for Surelle and one for Vienna One is in the shape of a pie since that is the shape of the bed. It has been finished and needs the large buttons put on it. It might also need to be turned inside out and edges surged. Vienna’s bed is a regular twin size bed that will be built above the pie shaped corner bed. It should be done in the hot pink. We also need to make sheets for Surelle’s bed. There are kin sized sheets in the truck to be used. I have new sheets for Devany and for Vienna. Devany’s mattress is in the truck. I also have large buttons in the cabinet that can be covered in the multi-colored fabric to go on the comforters. Dust ruffle needs to be made for Surelle’s bed. Check size and shape since only one end will show. It should be made out of the multi-color fabric. Pillows- we will need tons of pillows in all shapes and sizes. My goal is to get at least 5 for each bed. Huge bag of stuffing is located in the truck. Window treatment- window treatment has been completed. It is hanging in the cabinet in the truck. It needs tweaking, and it needs to be stuffed with something to make it poof. Lamps- need to be painted and the shades need to be covered with fabric or in trim. All supplies are in the Craft and Sewing bins. Glue gun in separate bin. Fleece blankets- there are several patterns of fleece. 3 blankets need to be made, one for each of the girls. I have started one that needs to be finished. Each one has two sides and measure 1-½ yds. in length. Magic Wands need to be painted and glittered. Beads need to be mixed with white glue and then put on the stars. Trim needs to be put on it, and dowels put into the stars.

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Mushroom shaped stools. Need to be painted and upholstered. In truck is an air compressor staple gun. Crown shaped bulletin board. Needs to be cut out and cork glued on it. Jig saw on truck. Rope lights need to go up and under Vienna’s bed. They are in the cabinet. Outlet covers will be cut out of plywood in the shape of a flower or a crown. The scroll saw is in the back of the truck. Jig saw is in one of the 4 red Black and Decker bags under the shelves in the truck. Art supplies are in the truck in a clear bin that belongs on Surelle’s art table. All items pertaining to this room are in the cabinet in the truck. All coordinating trims, ribbons, decorative items, fairy dresses, etc… are located in the cabinet. I have some purple shear fabric that can also be used for this room Construction Bed needs to be made for Surelle, Vienna and Devany.

Surelle’s bed is going into the corner and Vienna’s is going above it attached to the wall. Ladder needs to be made for top bunk. Devany needs a toddler-sized trundle bed. We need a box built with wheels on it to slide under the bed. Check on sizing since there will be an odd shaped bed above it. I am concerned about design since I am not sure how the upper bed is going to be mounted. If no room for legs, can we brace the bed on the two wall sides and hang from ceiling? Cover chains in fabric, might look good that way. Dry erase boards need to go behind the girl’s bed. It might need to be cut to fit. Cover edges in trim. Corner shelves need to be built for the TV in Surelle’s room. They can be built out of MDF board. 1x2’s can be used for bracing. All lumber is in the truck. Closet doors need to be installed. They have a mural on them of fairies and a frog prince. Bedroom door and laundry door need to be installed. Art table needs to be cut out of MDF board and primed and painted. It is going in the right corner of the room. We will need to measure and cut out on site. It will need holes put in it for cups to hold art supplies. Material for the legs of the art table has not yet been decided. Make cornice boards for French doors – will be covered with batting and fabric. Do not know how they will be attached yet. I have tons of L brackets of all sizes. Need to be strong enough to hold tension rods that will hang the shears. Main room cubbies need to be attached to the wall so they do not tip in case a child climbs on them. Main room baseboard needs to be completed, primed and painted, if not already white. Ceiling needs to be finished with trim. Lunch will be served at approximately 12:30 pm. Things to check on immediately:

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***Paint needs to be removed from truck and placed near heaters. It will be cold which means it will be hard to work with. *Check on exterior power outlets for the tent and power tools. *Run power cords. *See if closet doors are going to fit. They most likely cannot be cut down. So we will need to scramble for an alternative plan. *Do we need to run any cable while ceiling is still open i.e.. TV, computer, etc.? We are really excited for Surelle and her family. This is room number 26! I cannot Thank You all enough for your support. Knoxville crew - have a safe trip down and I will see you at the room. Special thanks to Little Big Town and their producers for their faith in us and sponsoring this room. We appreciate you all! Clean Up and Reveal Clean Up Towards the end of the day, some volunteers will be finished with their projects. They will need to start clean up. It is vital that the site be left as clean as or cleaner than when Special Spaces arrived. You can search for a garbage pick-up company such as a Junk Bee Gone to help remove garbage and construction waste. All boxes should be packed and stacked in the garage. Any furniture should either be removed or placed in the spot designated by the family. The yard needs to be checked for any and all debris. The home needs to be vacuumed and dusted. Lunch and snack supplies need to be removed and the kitchen cleaned. Basically, make sure the home is in better shape than when you arrived. The family has been away all day and needs to come home to a clean house. Reveal This is the best part of the day! Volunteers should be present. There should be one or two individuals in the room taking the reveal pictures. The child and family should either be blind folded or eyes closed. Have fun with this part. Everyone has been waiting for this moment!

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Section Eleven

Most Needed Documents

1) Child Interview Sheet

2) Room Makeover Application

3) Family Media Release

4) Homeowner Release

5) Rental/Landlord Release

6) Volunteer Release And Liability

7) In Kind Donation Form

8) Event Form

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Special Spaces Name of Child:______________________ M/F Age:_______

Address:_________________________________________

City/State/Zip:____________________ Birthdate:_______

Parent’s Name:______________________________________

Phone Number:________________ Cell Number:___________

Other Contacts:_____________________________________

Favorite Colors:_____________________________________

Favorite Themes:____________________________________

Favorite TV Show:___________________________________

Favorite Food:______________________________________

Favorite Music:_____________________________________

Favorite Sport:_____________________________________

Special Requests or

Needs:________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

_________________

Room Dimensions:____________________________________

Window Dimensions:__________________________________

_________________________________________________

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Doors:____________________________________________

Carpet Color and Condition:____________________________

Wall Condition:_____________________________________

Woodwork Color and Condition:_________________________

Outlet and Cable Locations:____________________________

Ceiling Height:______________________________________

Existing Furniture: keep/remove/repaint:__________________

_________________________________________________

Bed Size:__________________________________________

Dust Ruffle Drop:___________________________________

Lighting Needs:_____________________________________

Repairs Needed:____________________________________

_________________________________________________

Study Area:________________________________________

Computer/TV/Stereo:____________________________________

_____________________________________________

Notes:________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

_

_____________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________

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Shopping List

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Room Makeover Application

Every application is reviewed by a volunteer from Special Spaces, but please be

aware that we receive many applications each year. A Media release form and a

Release and Liability Form must accompany this application. These documents are

attached for you. In addition, a Child Life Referral form must be submitted by

either a child life specialist or a doctor at the hospital where your child frequents.

Please know that anything you send to us will not be returned and becomes the

property of Special Spaces so please do not send original house paperwork,

sentimental items or sentimental photographs.

If you are nominating a family you know, please include their information

throughout the

Application. There will be a separate spot on the application for your contact

information.

THANK YOU!

PART 1) – FAMILY’S INFORMATION

Please include photos of the family and the room to be made over.

Today’s Date: ____________

Family Name:__________________________________________________

Child’s Name:__________________________________________________

Child’s Illness__________________________________________________

Home Address: ________________________________________________

City: _________________________State: __________ Zip: _____________

County: ______________________ Do you own or rent your home________

Home Phone: (_____)___________Cell or work Phone: (_____)__________

Cell Phone: (_____)_____________E-mail: __________________________

List ALL members currently living in the household

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Age Name DOB Relationship Interests (only name of parents necessary) 1. ___ ___________________ _/__/___ _________________________

2. ___ ___________________ _/__/__ _________________________

3. ___ ___________________ __/__/___ _________________________

4. ___ ___________________ __/__/___ _________________________

5. ___ ___________________ __/__/___ _________________________

6. ___ ___________________ __/__/___ _________________________

7. ___ ___________________ __/__/___ _________________________

8. ___ ___________________ __/__/___ _________________________

PART 2. Child’s information

1. Please describe your child's personality and interests.

2. What type of room makeover do you think your child would like?

3. Does your child have any things we need to be aware of as we are making

over the room (allergies, physical limitations etc.)

4. What do you want to accomplish with this makeover? For example, do you

need more furniture, need it more organized or a better layout?

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5. What is working for you right now? What is not working for you right now?

6. What are the top FIVE things that would be needed/desired in their room?

7. Does your child share a room with anyone?

8. Are you comfortable being interviewed, is your child comfortable being

interviewed? Are you ok with the media photographing/videotaping the

reveal? Is your child’s photograph allowed to be on Facebook or any other

public media?

9. Are you able to be out of the home for a full day while the design crew is in

your home?

Please attach at least one photo of the child and 3 photos of the room or any other

additional information. Please make sure to send in the Homeowner’s Release,

Media Release and Liability Agreement.

Submission of this form does not automatically guarantee a Special Spaces room

makeover. Qualifying your child is dependent on approval from the National Office

and availability of funds. Special Spaces creates dream bedrooms for children

with life threatening medical conditions. Thank you so much.

Special Spaces

9028 Middlebrook Pike

Knoxville, TN 37923

865-249-6079 Office

865-249-6096 Fax

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ROOM REFERRAL FORM CHILD INFORMATION

Name: ____________________________________ Age: _____ DOB: _____________ Qualifying Medical Condition: _______________________ Diagnosis Date: _________ Sex: Male Female Permanent Address: ____________________________________________________ City ____________________________State___________ Zip Code ______________ Telephone: ( ) ____________________________ Is the child aware of his or her medical condition? Yes No Approximate date of makeover______________________

PARENT(S)/LEGAL GUARDIAN(S)

Parent/Legal Guardian: _____________________________________ Home Telephone: ( ) _________________ Cellular Telephone: ( ) ________________ Email Address ___________________________________________________________

Siblings/Ages: ___________________________________________________________

REFERRING Hospital/Organization

Name: ________________________________ Relation to child: _________________ Hospital the child is treated_________________________________________________ Telephone: ( ) _________________ Fax: ( ) ____________________ I understand that by signing this form, I give the referring person above permission to contact Special Spaces and share the information contained in this document. If chosen, I will be contacted by a representative of Special Spaces in my area. ___________________________________ ______________________________ Parent Name(s) Parent(s) signature

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Family Media Release

I, ____________________________, hereby knowingly, fully, and completely grant unrestricted permission to Special Spaces, Inc. and Jennifer Swain to use my image (whether by photograph or video) and likeness, and the image and likeness of my minor child[ren] identified below, in any brochure, book, mailer, memorandum, advertisement, solicitation, and/or document, photograph, video, and/or any type of recording (collectively, “Publication”) made for or on behalf of Special Spaces, Inc or Jennifer Swain doing business as Special Spaces, Inc. I hereby knowingly waive (1) any and all rights to privacy with regard to my image and likeness, and the image and likeness of my minor child[ren], that I otherwise may have; (2) any right to inspect or approve the finished photographs or electronic matter that may be used in a Publication, whether that use is known to me or unknown; and (3) any right to royalties or other compensation arising from or related to the use of my image or likeness, or the image or likeness of my minor child[ren]. I understand that Special Spaces, Inc. is a non-profit organization and that my image and likeness, or that of my minor child[ren], will not be used by Special Spaces, Inc. or Jennifer Swain to generate a profit for Special Spaces, Inc. or Jennifer Swain. I hereby release Special Spaces, Inc. and its agents, and Jennifer Swain from any claims that may arise from these uses, including without limitation claims of defamation, or invasion of privacy or rights of publicity/copyright, on behalf of myself and my minor child[ren]. I have read this release before signing below, and I fully understand the contents, meaning, and impact of this release. Signed this the______________________________day of____________________, 20____________ Please include all children in the home. If one of the parents in not living in the home and has legal custody/guardianship, please have both sign the media release. Child’ Name___________________________________ Child’ Name___________________________________ Child’ Name___________________________________ Child’ Name___________________________________ Child’ Name___________________________________ Child’ Name___________________________________ Parent/Legal Guardian Signature____________________________________________________

Parent/Legal Guardian Signature____________________________________________________

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Special Spaces, Inc. 9028 Middlebrook Pike

Knoxville, TN 37923 www.specialspaces.org

Homeowner Release and Liability This needs to be filled out before on site by the homeowner before any of the volunteers do ANY work on the house.

DATE:_____________ HOME PHONE:______________________ MOBILE PHONE:__________________ NAME:_______________________________________________________________________________ ADDRESS:_____________________________________________________________________________ CITY:_____________________________ STATE/ZIP:__________________________________________ I, _________________________, give permission to volunteers from Special Spaces, Inc. to work on the property identified above to perform cleaning and renovation activities. I understand that many or all of the volunteers are not professionals, and that no warranty is made as to the quality of the work done. In consideration of the volunteer services to be rendered to me on my property by Special Spaces volunteers, I hereby and forever release and hold harmless Special Spaces, Inc. and/or Jennifer Swain, its/her/their agents, project managers, employees, affiliates, volunteers, heirs, assigns, devisees, legatees, and any other successor in interest to either and/or both of them (collectively, “the Releasees”), from any and all claims, liability, losses, damages, or injury (including but not limited to physical and/or mental injury and/or death and/or property damage) as a result of the volunteer services performed by Special Spaces on my property. I further agree to indemnify and hold harmless the Releasees for damages, losses, and expenses, including reasonable attorney fees in the event that a claim is made arising out of the performance, design, and/or aesthetics of the room makeover, which is 1) for personal or bodily injury, illness or death, or for property damage, decrease or increase in value of home, including loss of use, and 2) caused in whole or part by any of the Releasees, and 3) negligent act or omission of a subcontractor, or that of anyone employed by them, for whose acts contractor or subcontractor may be liable. This indemnification and release agreement shall apply in all instances whether Special Spaces, Inc. or any of its affiliations is made a party to the action or claim or a subsequently made a party to the action by third-party in-pleading or is made a party to a collateral action arising, in whole or in part, from any issues emanating from the original cause of action or claim. The release covers all rights and causes of actions of every kind, nature and description, which the undersigned ever had, now has and, but for this release, may have. This release binds the undersigned and his or her heirs, representatives and assignees. By signing below, I further represent that I possess homeowners insurance for the property identified above. Signature:_____________________________________________ Date:_____________________ Signature:_____________________________________________ Date:_____________________ Witness:_______________________________________________ Date:_____________________

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Special Spaces, Inc. 9028 Middlebrook Pike

Knoxville, TN 37923 www.specialspaces.org

Rental Release and Liability This needs to be filled out before on site by the homeowner and the renter before any of the volunteers

do ANY work on the house.

DATE:_____________ HOME PHONE:______________________ MOBILE PHONE:__________________ HOMEOWNER NAME:___________________________________________________________________ ADDRESS:_____________________________________________________________________________ CITY:_____________________________ STATE/ZIP:__________________________________________ DATE:_____________ HOME PHONE:______________________ MOBILE PHONE:__________________ RENTER NAME:___________________________________________________________________ ADDRESS:_____________________________________________________________________________ CITY:_____________________________ STATE/ZIP:__________________________________________ We, _________________________ and _______________, give permission to volunteers from Special Spaces, Inc. to work on the property identified above to perform cleaning and renovation activities. We understand that many or all of the volunteers are not professionals, and that no warranty is made as to the quality of the work done. In consideration of the volunteer services to be rendered on the property by Special Spaces volunteers, we hereby and forever release and hold harmless Special Spaces, Inc. and/or Jennifer Swain, its/her/their agents, project managers, employees, affiliates, volunteers, heirs, assigns, devisees, legatees, and any other successor in interest to either and/or both of them (collectively, “the Releasees”), from any and all claims, liability, losses, damages, or injury (including but not limited to physical and/or mental injury and/or death and/or property damage) as a result of the volunteer services performed by Special Spaces on my property. We further agree to indemnify and hold harmless the Releasees for damages, losses, and expenses, including reasonable attorney fees in the event that a claim is made arising out of the performance, design, and/or aesthetics of the room makeover, which is 1) for personal or bodily injury, illness or death, or for property damage, decrease or increase in value of home, including loss of use, and 2) caused in whole or part by any of the Releasees, and 3) negligent act or omission of a subcontractor, or that of anyone employed by them, for whose acts contractor or subcontractor may be liable. This indemnification and release agreement shall apply in all instances whether Special Spaces, Inc. or any of its affiliations is made a party to the action or claim or a subsequently made a party to the action by third-party in-pleading or is made a party to a collateral action arising, in whole or in part, from any issues emanating from the original cause of action or claim.

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The release covers all rights and causes of actions of every kind, nature and description, which the undersigned ever had, now has and, but for this release, may have. This release binds the undersigned individuals and their heirs, representatives and assignees. By signing below, the homeowner further represents that he/she possesses homeowners insurance for the property identified above and the renter represents that he/she possesses renters insurance for the property identified above. Homeowner Signature:_____________________________________________ Date:______________ Homeowner Signature:_____________________________________________ Date:______________ Witness:_______________________________________________ Date:___________________ Renter Signature:_____________________________________________ Date:______________ Renter Signature:_____________________________________________ Date:______________ Witness:_______________________________________________ Date:_____________________

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SPECIAL SPACES, INC.

Volunteer/Participant

MEDIA AND LIABILITY RELEASE

MEDIA RELEASE

I, _________________________________________________________, hereby knowingly,

fully, and completely grant unrestricted permission to Special Spaces, Inc. and Jennifer Swain, to

use my image (whether by photo or video) and likeness in any brochure, book, mailer,

memorandum, advertisement, solicitation, and/or document, photograph, video, and/or any type

of recording (collectively, “Publication”) made for or on behalf of Special Spaces, Inc and/or

Jennifer Swain, doing business as Special Spaces, Inc. I hereby knowingly waive (1) any and all

rights to privacy with regard to my image or likeness that I otherwise may have; (2) any right to

inspect or approve the finished photographs or electronic matter that may be used in a

Publication, whether that use is known to me or unknown; and (3) any right to royalties or other

compensation arising from or related to the use of my image or likeness. I understand that

Special Spaces, Inc. is a non-profit organization and that my image or likeness will not be used

by Special Spaces, Inc. and/or Jennifer Swain to generate a profit for Special Spaces, Inc. and/or

Jennifer Swain.

I hereby release Special Spaces, Inc. and its agents, and Jennifer Swain from any claims that may

arise from these uses, including without limitation claims of defamation, or invasion of privacy

or rights of publicity/copyright.

CONFIDENTIALITY

To respect the privacy and confidentiality of the families I help, I hereby agree to refrain from

discussing or posting photos or videos online of my experience serving as a volunteer with

Special Spaces. By way of example and not limitation, I agree not to post photos of my volunteer

experience or discuss my volunteer experience on Facebook (or any other social media website).

RELEASE AND LIMITATION OF LIABILITY

I HEREBY ASSUME ALL OF THE RISKS OF PARTICIPATING AND/OR

VOLUNTEERING IN A SPECIAL SPACES (“SPECIAL SPACES”) PROJECT (“PROJECT”),

whether on behalf of Special Spaces or an Affiliate of Special Spaces, including by way of

example and not limitation, any risks that may arise from negligence or carelessness on the part

of the persons or entities being released, from dangerous or defective equipment or property

owned, maintained, or controlled by them, or because of their possible liability without fault.

I certify that I fully and completely understand that in my dealings with, or on behalf of,

SPECIAL SPACES or any Special Spaces’ Affiliate that I may be involved in the following

activities: home improvement, construction, renovation, modification, operation of power tools,

operation of a motor vehicle, and/or any other activity that is related to the aforementioned

activities. I further understand that any and all of these activities and related activities involve

inherent dangers, and I fully and completely acknowledge these dangers and certify that I am

willing to accept any and all risk associated with the same in order to participate in any Special

Spaces’ Project.

I further acknowledge that in participating in this PROJECT I am not acting as employee,

contractor, subcontractor, or agent of any kind of SPECIAL SPACES and am not entitled to any

compensation for the work I provide as a volunteer to Special Spaces. I fully understand that I

am acting solely as an independent individual and that no form of workers compensation and/or

insurance is being provided by SPECIAL SPACES either for my benefit or on my behalf.

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In consideration of being permitted to participate in this PROJECT, I hereby take action for

myself, my executors, administrators, heirs, next of kin, successors, and assigns as follows:

(A) I WAIVE, RELEASE, AND DISCHARGE SPECIAL SPACES and/or its directors, officers,

employees, volunteers, representatives, affiliates and agents from any and all liability, including

but not limited to, liability arising from the negligence or fault of the entities or persons released,

for my death, disability, personal injury, property damage, property theft, or actions of any kind

which may hereafter occur to me.

(B) I INDEMNIFY, HOLD HARMLESS, AND PROMISE NOT TO SUE the entities or persons

mentioned in paragraph (A) from any and all liabilities or claims made as a result of participation

in this PROJECT, whether caused by the negligence of parties who are being released by this

Agreement or otherwise.

I acknowledge that Special Spaces’ willingness to let me volunteer for the Project is sufficient

consideration to render this Agreement enforceable.

The release and limitation of liability shall be construed broadly to provide a release and waiver

to the maximum extent permissible under Tennessee law, which I agree is the controlling law. I

further agree that any dispute relating to this Agreement or any work as a volunteer for Special

Spaces shall be resolved by the courts situated in Knox County, Tennessee.

This Agreement constitutes the complete and entire agreement between the parties and all

covenants, promises, conditions and understandings between the parties and supersedes any and

all prior discussions, drafts, negotiations, and correspondence relating thereto and there are no

verbal or written agreements, promises, or understandings that are not contained in this

Agreement between the parties. This Agreement shall not be modified, altered or amended

except by written agreement signed by both parties to this Agreement.

I CERTIFY THAT I HAVE READ THIS DOCUMENT, AND I FULLY UNDERSTAND ITS

CONTENT. I AM AWARE THAT THIS IS A RELEASE OF LIABILITY AND A

CONTRACT AND I SIGN IT OF MY OWN FREE WILL.

____________________________________ ________________

Signature Date

Name:____________________________________________________________

Address:____________________________ City/State:______________________

Zip:__________________ Email:_______________________________________

Phone:__________________

Emergency Contact:______________________________ Phone:______________

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Special Spaces In Kind Form

Please help us accurately process and acknowledge your donation. Please complete the following form. Also

provide a fair market value estimate of your in-kind donation and/or service. Special Spaces is not able to value

your donation for you.

Donor Information:

Date: ________________________

Donor (Individual. Group or Organization):_________________

Address:_____________________________________

City/State/Zip:________________________________

Affiliate: ___________________

In-Kind Donations:

Description of Gift: _________________________

Value of Gift: _________________

In-Kind Services:

Donor Name: _________________________________________

Service Performed: ______________________________________

Place: _______________________________

Hours of Service: _____________________

Director

Signature:_____________________________________________________________________

Directors please include this form in your Room Close Out Packet. Thank you so much.

Special Spaces National 9028 Middlebrook Pike Knoxville TN 37931

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Special Spaces Event Form

Date:______________________ Chapter:__________________________________ Event:___________________ Event Time Span__________________ Event Date (or proposed date):______________________________ Venue: Venue Address:______________________________________________________ Event Description:_________________________________________________________________________________________________________________________________________________________________________________________________________________ Anticipated attendance:_________ Intended Target Audience:__________________________________________ Alcohol Served _____ Silent auction ____ Alcohol being sold ____ Live auction ____ Alcohol included in ticket price ___ Possible raffle ____ Please describe any additional fundraising opportunities you would like to conduct at the event:______________________________________________________________________________________________________________________________________________________________________________________________________________________ Total Revenue Goal:_______________________ Please attach a draft of all Promotional Material for approval.

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Section Twelve

Frequently Asked Questions

Family and Room Renovation Questions 1. Do you have to verify the child’s family owns the home before transforming the room into their special place? Yes, you will need to verify if the family owns the home. They must also sign the Home Owner’s Release. 2. If they do not own the home do you have to get the approval from the landlord? If yes, is there a form that the landlord would need to sign? Yes, you will need to get approval from the landlord and he also needs to sign the Homeowners Liability Agreement. 3. Do you always replace all furniture in the child’s room? Does that include the mattress and box spring? Or is this a case by case situation? Usually, the furniture is replaced but it is a case by case situation. If the box spring and mattress are in good condition we will keep them. There have been times when we have refurbished the furniture. 4. Does the family sign any type of release of liability or agreement forms before you can start a room? Yes. They need to sign the Home Owner’s Release and Media Release. 5. Do you have a copy of the interview you conduct with the family to generate the overall theme of the room? Yes. It is called the Child Interview Sheet 6. Do you always try and arrange a ‘day trip’ for the family? I noticed in one video you were able to arrange for one special child to visit the University of Tennessee football team at practice. Are companies or athletes typically receptive to this request? How hard was it for you to open those doorways for your special children? We always try to have things for the family to do while we are doing the room makeover. Unless the child’s immune system is compromised the family is usually open to suggestions. Some of the things we have done include: movie passes, mall shopping, the zoo, a restaurant certificate or any other activity the family can share. These are almost always donated. If not, you can usually get a restaurant to provide lunch and then take funding out of the room budget. 7. Do you have a budget for each room? Or an average amount you spend per room? What is the least and most amount you have spent on rooms?

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We usually request from the room sponsor a donation of $3000 to cover the costs of the room. However; this is dependent on each room. We almost always will spend a minimum of $2500.00. 8. In the videos it appeared that you were able to refurbish some furniture or accessories. Is this the case in most rooms? Do you routinely shop at discount furniture or thrift stores to items that can be updated and painted to coordinate with the room? Yes, if the furniture is in good shape and refinishing it would be ideal. We usually do not shop for used furniture since the refinishing of it can be a lengthy process sometimes does not work in the time frame of the room makeover. 9. Do you have a release/permission form so you can use photos of the child, room and or family from each room that you have decorated? Yes. That is your media release agreement that must be signed by the family and volunteers. Those under 18 years must have a parental signature. 10. Do you keep in touch with your families after a room renovation is complete? This depends on the family. Some of the families we stay in contact with but usually not an ongoing practice. 11. I noticed in your 2008 video that you had completed 50 rooms between roughly 2004 and 2008. Is this still the pace you are on for completing rooms now? About 10 per year? I think that a great target might be 4-8 rooms per year. But that completely depends on the affiliate and their schedule. 12. I had read that you are working on a list of illnesses that are eligible for the free room makeovers. Has this list been established? At this time, we do not have a qualifying list. That is something that will be established in 2015. Donations of Funds, Materials and Marketing Questions 1. Do you solicit corporate sponsors and matching gift companies? If yes, how often are you able to call on companies and share your story? How do you get past the receptionist of some large companies? Yes, we do. We will call on companies to sponsor one room and then hopefully commit to sponsoring one every year. You must thank your donor 7x before requesting another donation. Getting past the receptionist can be difficult but sharing the story or sending a DVD usually works well. 2. Do you work with local hardware, furniture and accessories stores to get a discount or discontinued items? How receptive are the large stores such as Wal-Mart or Target? It depends on the individual store. Central Ohio has Home Depot supply many of the necessary supplies for each room makeover. Remember it takes time to foster donor relations so be patient and don’t give up.

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3. How often do you get materials donated such as large box trucks, tools, sewing machines, fabric, etc.? Do you have suggestions on larger companies to contact? It sometimes is easier to hold a fundraiser or write a grant for tools etc. But it never hurts to request those items especially if you have an “in” with the company. 4. As an affiliate, would we have the capability to accept credit cards? I have a friend that sells credit card services so it wouldn’t be a problem to establish – just wasn’t sure how that worked since the initial funds have to go to the national account. Anyone can make a donation on line. All Paypal donation buttons will be placed on each Affiliates Facebook page by National. A director is not allowed to use any other form of donor payment system ie square without the approval of the National Office. 5. The 85% of the funds that are put back into the local affiliate – it mentioned that they were accessed via a debit card. If at some point we need to have a check to pay for a storage facility, utilities, etc. How would obtaining a check for these types of items work? Or would I need to get a cash advance and send you copies of cashier’s checks/money orders for those types of transactions. In addition to the debit card, you will get a small pack of checks. If you choose to order more that is up to you. You may NOT reimburse yourself, co-director or family member by check. It must be submitted to the National Office and then will be dispersed from funds. 6. Is it possible to have a link to your website for the affiliates so if we have someone that wants to donate, it can be directed to our affiliate? I noticed that you have a comment section for donations but my concern is someone might miss that and we would have no way of knowing when someone made a donation on behalf of the affiliate. All donations are logged and recorded into donor tools. All Affiliates have a donation button on their Facebook page which identifies each chapter. 7. T-Shirts – I noticed the t-shirts on your site and wondered if we can use the same shirts but have them altered to have our affiliate contact information and local website. Can we order in mass quantities from your supplier or can we get the artwork and take it to a local shirt printer and make the necessary changes to promote our local chapter? Yes but you may not change the logo. But you can add any additional information. You will receive a form to fill out when ordering t-shirts. Special Spaces National will be billed and we will take that out of your account. We do this because we get such a great discount on our t-shirts. ANY additions or alterations of the logo must be approved by the National Office. 8. Additional Logo Gear – Can we use the same artwork for additional attire or promotional items to sell to raise funds? Similar to St. Jude’s fundraising by selling promotional items to their donors. All items need approval by Special Spaces National.

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9. Monthly Newsletter – Do you mail and/or email the newsletter? Who creates the newsletter? Also, do you have a template to use for the newsletter or can we create our own? We create a monthly newsletter that goes out to all donors and volunteers. You will also have access to Constant Contact to generate your own Affiliate’s newsletters if you choose to do so. We also have a monthly Director’s Newsletter. 10. How often do you have recurring sponsorships? Do you manually charge their credit card each month or does your donation feature on the site take care of the auto charges each month? Just Give on the website has a recurring donation option that the donor can utilize. 11. Can each affiliate create sponsorship levels for individuals, etc.? Similar to what you have on the website – or can all affiliates use the format you have established? Yes. But it must be approved by Special Spaces National. 12. Have you solicited employees of companies with a matching gift program? Yes, we have many corporations registered in our matching gift program. 13. When you first started did you rent a box truck each time you completed a room? Was your truck donated and how long did it take before you were able to obtain your own truck? Initially we used our vehicles for the transportation of our supplies. We did not have that many in the beginning. Then we started to rent a truck. A few years into the program, I wrote a grant that helped us to purchase a truck. 14. How do you provide receipts for donations? Would you be able to provide us with a copy of a receipt or email it to us for distribution at fundraising events? All donations are logged into donor tools and immediately a receipt is emailed. At the end of each year, a tax receipt is provided for each donor. 15. What type of materials is available to use for fundraiser, reaching out to corporate sponsors and visiting with hospitals to identify children in need of a new room? Does the affiliate need to purchase these items from Special Spaces National? We will supply you with the necessary documents. If you choose to order DVD’s of Secret Millionaire or our promotional dvds that would come out of your budget. Our DVD’s at this time are running approximately $1.00 including paper case. 16. Does the affiliate have the ability to create printed and video materials for use in fundraising and visiting hospitals as long as they are approved by Special Spaces National? These would be printed at the expense of the local affiliate. Yes. It does need to be approved and will come out of the affiliate’s funds.

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Volunteers Questions 1. Do the volunteers all need a background check before they can participate in a room renovation? Not at this time, but the director of the affiliate must be on site at all times. The volunteer must fill out the volunteer application. It is your responsibility to contact their references if you are not personally familiar with the volunteer. 2. Do you have a copy of the form that you can email for the parental consent on children under 18? Yes. It is the Liability Agreement and must be signed by the parent. 3. Is the volunteer application a form that you can email to me so I have it until it is available online? Yes and it is also included on the Director’s page and in this manual. 6. How many volunteers do you need to complete a room? 12 -15 including your core crew. 8. Does the liability insurance cover any volunteer if they were to get hurt while on site working on the room? Yes we do have a liability policy to cover the volunteers.