Creating lasting connections in our communities is what drives programs like our Memorial Bench Program.
For community organizers and city officials, building clear, thoughtful guidelines is essential to ensure these programs run smoothly, resonate with participants, and meet community needs. Our Memorial Bench Program serves as an example, providing a framework for people who want to give back in a meaningful way while offering structure and clarity. Here’s how we’ve structured our program and how similar guidelines can benefit your community
What Is the Memorial Bench Program?
The Memorial Bench Program is an opportunity for community members to honor loved ones by dedicating a public bench, adding a personalized plaque, and sharing a digital story accessible via QR code. It’s a beautiful way for memories to live on in places that matter to them and their families. The program is designed with thoughtful guidelines that help streamline the process for donors and city staff alike, ensuring a positive experience for all.
How to Build Program Guidelines for Community Campaigns
Below are some key aspects we cover in our Memorial Bench Program. These can serve as helpful guidelines for creating your own successful, community-centered campaign:
1. Start with the Basics: How to Participate
The first step is clarity on how participants can join the program. For our Memorial Bench Program, the process is straightforward:
Choose a Location: Participants select from a list of available benches across the city. They can view our map of pre-approved locations or propose new ones if they have a specific spot in mind. Proposals are reviewed for suitability, giving flexibility while keeping operations manageable.
Complete Payment Easily: We provide online payment options for convenience, with an option to pay by check if preferred. Making payment simple and secure is key to encouraging participation.
Personalize the Tribute: Once a contribution is processed, participants are invited to personalize their plaque and add a digital story that visitors can access by scanning a QR code. This feature allows people to tell stories that will resonate with future visitors, keeping memories alive in an interactive way.
2. Set Clear Guidelines for Your Program
Your guidelines should cover essential policies, as well as set expectations for participants. Here’s how we approach this:
Bench Installation and Maintenance: After payment, we take responsibility for ordering and installing the bench in the chosen location. Installations happen during favorable weather and based on city personnel availability. By managing installations centrally, we ensure safety and consistency in quality.
Public Accessibility and Use: The bench is a public amenity, so donors understand they won’t hold ownership rights. This transparency helps set realistic expectations about the tribute’s role in the community.
Content Moderation: All plaque messages and digital stories are reviewed for appropriateness, ensuring they align with community standards. Setting these expectations keeps the space respectful for everyone.
Maintenance Policy: The city oversees general maintenance for up to 10 years. However, in cases of vandalism or natural wear, replacements are optional and depend on resources. This balance allows us to offer a meaningful program without creating indefinite obligations.
3. Plan for the Long-Term: Renewal and Legacy Options
For those creating similar programs, it’s valuable to offer donors options for the future:
Duration and Renewal Options: We allow for the possibility of renewing or transferring the dedication after the initial 10-year term. Providing these options helps families keep the tribute active and relevant to their legacy.
Tax Deductibility: Contributions may be tax-deductible, which we communicate as an added benefit. This transparency gives participants a clear understanding of the financial aspects of their gift.
4. Stay Flexible with Policy Updates and Participant Communication
Building a sustainable community program means allowing for policy updates over time. Clear communication helps maintain trust and ensures continued alignment with community goals as the program evolves.
Why Program Guidelines Matter
Creating structured guidelines makes programs easier for participants to navigate and for staff to manage. Clear guidelines benefit everyone by defining processes, managing expectations, and making the program accessible to as many people as possible.
The Memorial Bench Program not only creates lasting tributes but also strengthens the bond within our community. We hope these insights help other cities and organizations build their own successful community-centered campaigns that bring people together in meaningful ways. For more ideas on building your own guidelines or implementing a program, don’t hesitate to reach out to our team!
By following these foundational principles, you can create a program that’s welcoming, manageable, and impactful—whether you’re honoring legacies with a bench program or building another type of meaningful community campaign.
Explore our Memorial Bench Program Template here. Or see how you can enhance your existing programs with SeeMyLegacy.
