Read on for Initial Order Deliveries, Facebook Contest, Virtual Booth Guidance, Presales and Online Sales, Toast-YAY Tuesday, Digital Promotional Tools, Smart Cookies Girl Accounts, and Tools for Cookie Transfers.
In this edition:
- Council-Secured Cookie Booth Guidance
- 411 on QR Codes and Smart Cookies Links
- First-Come, First-Served (FCFS) Cookie Booth Rounds Continue
- Virtual Cookie Booths
- Digital Cookie Promotional Tools for Troops & Families
- Forward to Families
- Presales and Online Sales Open February 6
- Troop Toast-YAY Tuesday, February 9
- Council Cookie Cupboard Info
For Service Unit Cookie Managers:
Getting Ready for Initial Cookie Order Deliveries
The cookies are coming! The cookies are coming! Initial cookie order deliveries will run February 12-18. There are two types of cookie deliveries, mega drops and mini drops. Here’s the low-down of what to expect:
Mega Drop Delivery
If your troop participates in a mega drop delivery, you selected a day/time to pick up your cookies in Smart Cookies. To ensure the safety of both our volunteers and our delivery crews, we have updated guidelines this year. Staff will load cookies into trunk spaces separate from the passenger area (like a pickup truck or sedan). If you will be picking up cookies in an “open cabin” vehicle (such as a minivan, SUV, or hatch-back), staff will ask you to load cookies into your vehicle. You can bring another person with you to assist. Please contact Girl Scouts River Valleys if you are unable to load your own cookies and we will assist you. Volunteers must wear a face-covering at all times during pick-up.
- Delivery agent staff will check you in at your scheduled location and place a colorful “bubble” sheet on your windshield that will detail your order by variety. They will use these totals to load your cookies on each table by variety.
- As you move through the line, you will verify the count of the cookies at each table. Cookies are stacked in groups of five (Example: two stacks + two cases = 12 cases).
- Please follow the directions of the staff in order to maintain social distancing. For example, the staff may ask you to exit your vehicle or to assist in loading your vehicle to ensure social distancing.
- At the last station, the delivery agent staff will ask you to verify that you’ve received all varieties and the staff will sign your troop confirmation sheet on your behalf. You are welcome to take a photo of this signature sheet if you wish.
View the list of Mega Drop Locations for the location details of your delivery.
Mini Drop Delivery
If your troop participates in a mini drop delivery, your service unit cookie manager will share the date, time, and location to pick up your cookies.
Troop Cookie Manager Delivery Responsibilities
Whichever delivery your troop is assigned to, the troop cookie manager is responsible for:
- Arranging for pickup of the order. Reference the Cases Per Vehicle Chart to ensure the vehicle has enough room for your troop’s order.
- Printing the initial order totals. You can either run the Troop Initial Order Report from the Reports tab in Smart Cookies or go to the Orders tab, then select Troop Initial Order and print the initial order page (which will also include the delivery address).
- Verifying the cookie totals at the delivery location and again before distributing cookies to families.
- Contacting Girl Scouts River Valleys within 24-hours of the order pickup if you discover miscounts or damages.
- Setting a day and time for families to pick up their inventory in a socially distant manner.
- Pro tip: Use a tool such as Sign-up Genius or a Google Doc for families to select an appointment.
- Issuing receipts to families to show the total cookies picked up, by variety. You can use the receipts from your troop materials and have families bring their own pen to sign the receipt and take their copy. You may also use email or texts to acknowledge the transactions.
Where’s Bree? Facebook Contest
Each cookie season, our program mascot travels around the Girl Scouts River Valleys council area giving our Facebook followers a chance to win a fun cookie-themed prize. You can catch Bree the bee buzzing all throughout our 49-county area soon. Follow Girl Scouts River Valleys on Facebook (@girlscoutsrv) for your weekly chance to guess and win starting February 8. Check out the contest details.
Council-Secured Cookie Booth Guidance
The countdown is on to Cookie Booth Go Day. Our focus is for girls and troops to participate in this popular part of the Cookie Program with safety as the number one priority. For troops participating in council-secured cookie booths, the following guidelines are currently in place:
- Max of two adults, three girls at a booth, unless a store specifically states fewer people
- Contactless payment is strongly recommended
- When possible, outdoor booths are recommended
- Face masks are required by all participants
- Maintain social distance as much as possible
- Wash hands or use hand sanitizer frequently
- If the table is provided by the store, wipe it down with sanitation spray or wipes before and after your shift
- Note: You will need to bring spray/wipes with you as most stores will not provide these items.
411 on QR Codes and Smart Cookies Links
Online sales are buzzing with new features in Smart Cookies. Links and QR codes can make selling a breeze. Bree is sharing a flowchart to help you with what you are hoping to do! Referenced resources include, Contactless Payment at Booths, Virtual Cookie Booth Toolkit, and QR Code Info Sheet.
First-Come, First-Served (FCFS) Cookie Booth Rounds Continue
Score additional council-secured cookie booths on February 8! The latest FCFS round opens at 7 pm where troops can choose ten new booths. We will upload any new booths secured between 5 pm–7 pm. With the new guidance on the number of girls/adults allowed at a council-secured booth, we understand some larger troops may wish to secure additional timeslots. On February 16, we will close selections from 5 pm–7 pm. During this time, we will upload any Walmart locations that have been approved. We will also lift the cap on the number of booths that a troop can reserve. Remember, you can have more than one booth happening at the same time. This is a great opportunity for parents to get registered so they can bring multiple girls to a booth.
Note: As of February 2, we have started to reach out to Walmart and Sam’s Club locations. On February 16 we will add the booth timeslots from 5 pm–7 pm. secured between now and February 16.
Virtual Cookie Booth Toolkit
Virtual cookie booths are new this year! To make sure troops have the right knowledge to plan these booths we put together a Virtual Cookie Booth Toolkit.
Digital Cookie Promotional Tools for Troops & Families
Facebook, Twitter, Instagram…or whatever social media you use, is a fantastic way to help your favorite Girl Scout digitally promote her cookie business. We have graphics, email signatures, and even a Facebook photo frame that you and the rest of your girl’s support system can use to help a cookie entrepreneur reach their goals.
To use the Facebook photo frame, go to your profile page and update your profile picture. Choose the option to Add Frame. Search for “Girl Scouts River Valleys”. Locate the GSRV Cookie Time 2021 frame. Select the frame, and finally select Use as Profile Picture.
Forward to Families
Cookie presales and online orders begin this Saturday, February 6. Girls have the option to participate in presales in two ways:
- Using their order card to record customer orders, including (socially distant) in-person, video-chat, text, or phone orders.
- Using Smart Cookies to send e-cards and/or post their cookie sales links on social media, through text, or email for either direct-ship or for girl delivery orders.
After sending e-cards or sharing your girl’s sales link on social media, what happens next?
We encourage you to let your customers know that when they select girl cookie delivery, their cookies will be delivered on or shortly after February 20. You’ll receive an email each time a girl delivery order is placed. Orders for girl delivery must be approved within five days or they will be cancelled. Once approved, the customer’s credit card will be charged. Check out our update on the Family Quick Start Guide for Online Sales. Orders for girl delivery placed through e-cards do not require approval as it is assumed that the girl only sent these cards to those she knows she will be able to deliver to. Customers who order cookies through direct-ship may receive cookies ahead of Cookie Go Day since these orders ship directly from the bakery to the customer.
I’ve opted into girl-delivery cookies, but only see Direct Ship button as an option.
The girl delivery button will appear on February 6.
Where can I turn to if I am having issues with Smart Cookies?
There are many resources to help you navigate Smart Cookies including the Smart Cookies Guide for Families, the Family Quick Start Guide, and the Smart Cookies Online Sales Management Overview Video. You can reach out to [insert volunteer name] or connect with the Smart Cookies Help Desk at 800-853-3730 or ABCtech@westonfoods.com.
Presales and Online Sales Open February 6!
Let’s get ready to bumble! This weekend is the soft-launch of cookie season as we start both presales and online orders. During this busy time, don’t forget to:
- Set a deadline for families to report presales to you. If needed, make an appointment or place a planned order to pick up inventory at a Cookie Cupboard. Inform families of when their cookies will be available for pickup.
- Remind families when they should be collecting payment for presales, based on your troop preferences.
Troop Toast-YAY Tuesday This Tuesday
Register for our next Troop Toast-YAY Tuesday in Zoom on February 9 from 6:30 pm–7:30 pm. Our topic will be cookie booths and how to prep for a virtual booth. Register by February 8 at 8 am. The link to the Zoom meeting will be emailed after 12 pm on the same day. We’ll also feature a session focusing on the new features of Smart Cookies, such as online orders for girl delivery and virtual booths coming on February 16.
Assisting Troops with Smart Cookies Girl Accounts
Online sales will be more popular than ever this season and troops will be turning to you for guidance regarding the girls’ Smart Cookies accounts. Review the resources for families so you can guide troops in the right direction: Smart Cookies Guide for Families, the Family Quick Start Guide, and the Smart Cookies Online Sales Management Overview Video .
Smart Cookies Super Users: Schedule a troop drop-in session in Zoom to give an overview of the basics and answer questions. Record the session and share it with your troops that are unable to attend.
Tools for Moving Cookies Between Troops
An important part of the service unit cookie manager role is to help connect troops for cookie transfers. Now is a great time to prep troops to report their cookie needs or cookies available for transfers. If you haven’t already, set up a private Facebook group, utilize the Troop Cookie Manager Rally in Rallyhood, or create a shared Google Doc to connect troops in the service unit. Share the resource with your troops so they are ready to access it when needed.