A step-by-step guide to creating meaningful connections through CSR

Build-A-Buddy is a heartwarming and engaging CSR/team building activity that combines networking with community impact. Whether you’re hosting a conference, incentive trip, or corporate retreat, this guide from Experience Kissimmee will walk you through how to successfully plan and execute this activation.

Step 1: Choose a Beneficiary

Identify a local charity or nonprofit to receive the stuffed animals. This is often the most meaningful part of the process.

Tips:

  • Contact the local DMO (Destination Marketing Organization) for recommendations.
  • Consider organizations that work with children or respond to crisis situations.

Examples:

  • Law Enforcement Agencies – Stuffed animals can comfort children during domestic calls.
  • Domestic Violence Shelters – Provide a welcoming gift for children entering the shelter.

Read more: CSR Practices; Meetings with Meaning

Step 2: Coordinate with the Charity

Invite a representative to attend the event, receive the donations, and share a few words.

Communication Tips:

  • Provide talking points and attendee
  • Encourage them to share:
    • Their origin story
    • Impact of the donations
    • Ways attendees can support further
    • A personal story tied to the activity

Step 3: Order Supplies

Use trusted vendors to source materials. We’ve used Zoo Factory for all our Build-A- Buddy activations.

Recommended Vendor: The Zoo Factory

Essentials:

  • Animal Shells (8”): Link (Pro Tip: 8” is ideal size for timing and experience)
  • Outfits (8”): Link
  • Eco-Friendly Plush: Link
  • Stuffing: Link
  • Birth Certificates: Link

Pro Tips:

  • Pre-open stuffing bags and have in a bin for easy replenishment during activity
  • Use seal-vac systems for leftover stuffing and space saving storage

To ensure a smooth and organized Build-A-Buddy activation, consider sourcing the following supplemental items:

Essential Supplies:

•       Plastic Bins with Lids

Use 17-gallon storage bins (available at Walmart, Target, Lowe’s, Home Depot, or Costco) to transport supplies and package completed stuffed animals for donation.

•       Scissors & Trash Bags

Keep these on hand to open packaging and collect wrappers from outfits and accessories.

•       Dowel Rods

Available at craft stores like Michaels, Hobby Lobby, or Amazon. Place a few at each table to help participants push stuffing into arms and legs.

•       Table Bins for Stuffing

Provide bins at each stuffing station to hold stuffing. For repeat use, consider foldable, reusable bins.

Tip: Prep bins in advance by opening stuffing bags and consolidating into larger containers.

•       Wishing Stars or Hearts

Add a meaningful touch by allowing participants to make a wish before placing the star or heart inside their stuffed buddy.

•       Acrylic Frames for Instructions

Display printed instructions at each table using acrylic frames sized to fit your signage. This helps guide participants and keeps the activity flowing smoothly.

Read more: CSR Fights Hunger

Step 4: Room Setup

Design the space for flow, creativity, and comfort.

Recommended Layout:

  • 2 x 6’ tables – Display animal shells
  • 1 x 6’ table – Display outfits
  • 3–5 banquet rounds – Stuffing stations with bins, dowel rods, and stars placed in center of tables. Can include chairs or no chairs, both work.
  • 1–2 cocktail rounds – Birth certificates and pens
  • 1 extra banquet round – Display finished animals and group photo spot

Pro Tip:

Use branded tablecloths to hide bins and promote sponsors.

Read more: Shaping the Future of Hospitality 

Step 5: Staff the Activation

Include your sales and membership teams to help facilitate and network.

Roles:

  • 2+ staff to replenish supplies and assist participants
  • Photographer to capture experience and final group photo

Step 6: Timing & Quantity

Plan the activation to maximize participation.

When to Offer:

  • After lunch or during a break
  • In lounges or charging stations
  • During registration or upon arrivals

Duration:

  • 1–2 hours is ideal for stuffing, dressing, and
  • 2-3 day event – consider including in a breakout lounge or den with charging stations, beverages and space to network in between sessions open all days of

Quantity:

  • 2 animals per participant is a good rule of
  • Set a goal and update attendees to build excitement throughout

Step 7: Branding & Sponsorship

Enhance visibility and engagement.

Ideas:

  • Sponsor signage on tables
  • Custom t-shirts for animals (16” size only; 4-week lead time)
  • Thank-you treats for participants

Step 8: Provide Instructions

Give clear instructions before the activity begins.

Tips:

  • Share a sample stuffed animal
  • Include printed instructions at each table
  • Use signage for sponsor visibility
  • Invite the charity to speak to the group and provide background on organization

Read more: Hospitality Cares: Serving Front Line Workers

Step 9: Post-Event Communication

Follow up with attendees to reinforce impact.

Suggestions:

  • Send a thank-you email with:
    • Group photo
    • Total number of animals donated
    • Charity information

 

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