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TABLE OF CONTENTS
Section 1: Starwood Cares for the Community Introduction……………..1
A. Program Overview
B. Volunteer Participation Opportunities
Section 2: Bringing Starwood Cares to your Property ……………………...2
A. Starwood Cares Champion Role B. Establishing Community Partnerships
C. Selecting Starwood Cares Volunteer Opportunities
D. Types of Volunteer Opportunities
E. Communicating the Program
Section 3: Program Operations ………………………………………………………..6
A. Managing the Starwood Cares Community Portal
B. Recognition Program
Section 4: Program Resources ………………………………………………………….7
A. Support/Contact Information
B. Glossary
C. Committee FAQs
Section 5: Appendix ……………..……………………………………………………….10
1. Social Responsibility at Starwood
2. Sample Timeline and Execution of Volunteer Opportunities
3. Starwood Cares Community Portal User Guide
4. Recognition Program
5. Starwood Cares for the Community Volunteer T-Shirt Specs
Section 6: Templates …………………………………………………………………….18
A. New Partnership Form
B. Communication Materials
o Starwood News Network Slide
o Bulletin Board Communications
Dear Colleagues:
It is a great time to be part of the Starwood team. Our success is evident around the world, and
Starwood’s commitment to global citizenship helps us all to have a better world to experience.
Volunteering in the communities we serve is just another way Starwood associates are
supporting our core values to Do the Right Thing, Go the Extra Step, and Play as a Team.
The Starwood Cares for the Community Program supports the efforts of all associates engaging
in meaningful volunteer work to create a positive difference in the communities where we
operate. The goals of the program are to enhance associate engagement and foster company
pride and personal enrichment, while giving back to the communities where we live and work.
The following toolkit outlines the key aspects of the program and how to bring the program to
life in your local area. Thanks to your commitment, this global program ensures that all
associates around the world are supported in their efforts to build a better world.
Thank you for continued dedication to fulfilling Starwood’s values and doing the right thing for
our communities around the world.
Sincerely,
Ken Siegel Michelle Naggar
Chief Administrative Officer & General Counsel Director, Global Citizenship
Chairman, Starwood Foundation President, Starwood Foundation
Page 1
Section 1 Starwood Cares for the Community Introduction
A. Program Overview
Starwood Cares for the Community (“Starwood Cares”) is a formalized program encouraging
and supporting community involvement and volunteering across our global portfolio. The
program is managed by the Starwood Global Citizenship team and The Starwood Hotels &
Resorts Worldwide Foundation, Inc. (“Starwood Foundation”), and executed through local
administrators (“Champions”) in each Starwood property and office globally. Key aspects of the
program include:
Access to the Starwood Cares Community Portal, an online platform where users can
identify, register and track involvement in local volunteer activities
Formal recognition for associates who participate in the program
Availability of Starwood Cares branded T-shirt graphics and templates for consistent
execution
B. Volunteer Participation Opportunities
Activity Cadence Partner Selection Event Management
Individual Activities
One-time or ongoing designed for individual participation
Charity partners are selected by champion(s)
Activities are organized by the charity
Group Activities
One-time efforts designed for a group
Charity partners are selected by champion(s)
Activities are organized by the champion(s)
Department Activities
One-time or ongoing designed for a specific department as a team event
Charity partners are selected by the Department
Activities are organized by the department
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Section 2 Bringing Starwood Cares to your Property
A. Volunteer Champion Role
The Starwood Cares Champion(s) can be one or multiple associates who have a passion for
volunteering and a desire to lead activities at their property. The champion(s) will choose
charitable partners and select volunteer activities that meet interests of local associates. Main
responsibilities of the champion(s) include:
Identify charitable partners in your local community
Select volunteer activities with local organizations
Coordinate group volunteer efforts throughout the year
Communicate the availability of the program and various planned initiatives
Participate in volunteer activities
Have fun!
Step By Step: How to Get Started (*are mandatory items)
B. Establishing Community Partnerships:
Local champions will be responsible for establishing relationships with charitable organizations
offering volunteer opportunities in your community. A partnership is a formal way to designate
any volunteer activity with that organization as a “Starwood Cares Event”. In the Starwood
Cares Community Portal partners may offer one volunteer activity a year or multiple activities.
When determining partners, keep in mind the interests of associates in your location and
Starwood’s designated community outreach focus areas (see Appendix 1). While the
champions have the ability to select any charitable partner, there are a few important legal
considerations, so please follow the guidelines below carefully.
Determine who will be the champion(s) at your property
Attend the program launch webinar*
Page 3
Step By Step: New Community Partnerships (* are mandatory items)
C. Selecting Starwood Cares Volunteer Opportunities:
Volunteer opportunities with Starwood Cares partners are designated as “Starwood Cares
Events” within the Starwood Cares Community Portal. Champions can add/manage volunteer
activities or can grant the partner organizations access to the Starwood Cares Community
Portal where the partner can input upcoming volunteer opportunities and manage event
registration directly (see Section 3A)
Step By Step: Selecting Volunteer Opportunities
Review any existing partnerships or associate-recommended organizations
Do your research*:
o Visit organization’s website
o Verify the organization has charitable status in its country of origin (ex: U.S.
501(c)(3) status or the international equivalent)
o Ensure that the organization:
o Is not a religious, political or fraternal organization
o Does not advocate, support or practice unlawful discrimination
o Does not pose a potential conflict of interest for Starwood
Please refer to Starwood’s “Code of Business Conduct and Ethics”
Discuss potential volunteer opportunities with the organization, their expectations,
capacity and timing
Review the organization’s programs and potential volunteer opportunity(ies) to
determine whether to pursue partnership
Follow-up with the organization to confirm the partnership
Lead coordination and execution of the event (see Section 2C)
Explore volunteer opportunities with a designated partner organization and make
selection (see Template A)
Extend access to the charity section of the Starwood Cares Community Portal for the
organization to input volunteer event details into the online system (see Section 3A)
OR
As a local admin, enter the event information in the Starwood Cares Community
Portal.
o NOTE: If a charitable organization is not a designated Starwood Cares
partner, they can populate their volunteer activity on the Starwood Cares
Community Portal through www.idealist.org. The activity will appear when
associates search for local, external opportunities (see Section 3A)
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D. Types of Volunteer Opportunities:
Champions are responsible for selecting volunteer opportunities that meet the interests of local
associates and the needs identified by local charitable partners. Consider holding a variety of
volunteer opportunities at both on-site and off-site locations to maximize the number of
volunteers able to participate in an activity.
Types of Volunteerism
Types of Volunteerism Example Activity Management
Individual Opportunities One associate tutors a student through an NGO community partner focused on workforce curriculum
Charitable Organization
Group Opportunities Individuals from all departments in your office are invited to a local park for clean-up to promote conservation and community pride
Starwood Cares Champion
Department Opportunities The local customer service department volunteers to teach a power point workshop to local high school students
Department
The champion is responsible for selecting a variety of volunteer activities that will appeal to
local associates and offer varied experiences. When selecting volunteer opportunities with
charitable organizations, consider the types of volunteer activities being offered as ‘Starwood
Cares Events’. It is important to maintain a mixed portfolio of activities.
Types of Volunteer Activities
Activity Definition Example Best for Individual, Group
or Department
Skills Based Volunteering
Leveraging specialized skills to directly or indirectly serve beneficiaries
Department example: The Executive Team offers a mock interview and resume writing workshop for a group of students through a selected community partner Group example: You organize an office wide job shadowing/mentorship day for youth interested in careers in hospitality through a local charitable organization
Individual, Group or Department
Pro-bono Volunteering
Offering a service at no cost that Starwood would normally charge for
Individual example: An associate from the marketing team helps a charitable organization develop a new logo
Individual or Department
Conservation Effort
Protecting the environment and through clean-up and other preservation activities
Group example: You organize an opportunity for associates to help clean-up a local park in partnership with a local charitable organization
Group or Department
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Other Volunteer Opportunities:
Walks/Runs
Food/Clothing/Toy Drives
Fundraisers
Other: be creative
E. Communicating the Program:
All (individual, group & department) volunteer activity sign-up should occur through the
Starwood Cares Community Portal. When recruiting associates for a volunteer project,
communicating the portal is essential to the success of the program. Every location is unique in
terms of how to best communicate with associates, but here is a list of some suggestions:
Create a timeline for announcements so associates aren’t overwhelmed (see Appendix 2),
and consider where announcements can be integrated with existing communication
Be consistent. Capitalize on the Starwood Cares program’s brand recognition by utilizing
the templates provided for all communications (see Template B)
Work with your GM, Executive Team or Human Resource Department about options for the
following types of messaging:
o Posters/flyers (see Template B): Display activity announcements in highly trafficked
back of house areas such as kitchens/pantry, elevator banks or copy/supply room o E-mail/Internal Communication: Send a localized email to associates about
upcoming volunteer opportunities and how to access the Starwood Cares
Community Portal o In-Person Meetings: Invite associates to join the volunteer committee, or host
“lunch and learn” sessions to introduce some Community Partners to associates (see
Template B). Obtain Executive Sponsorship by asking your GM or Executive Team to lead a project.
Having a senior leader participate in an activity will help promote a culture of volunteerism
and encourage others to join. If appropriate, sometimes a little friendly competition can
help increase participation.
The US Grant, A Luxury Collection Hotel, San Diego Super Chefs Event
Page 6
Section 3
Program Operations
A. Managing the Starwood Cares Community Portal:
All associates will use the Starwood Cares Community Portal to identify and sign up for
volunteer activities in their location. The Portal can be accessed by selecting Starwood Cares
from the StarwoodONE E-tool menu, and then selecting ‘Volunteer’ on the landing page. The
Starwood Cares champion(s) will be responsible for populating activities or providing charitable
partners access to the Portal in order to populate volunteer activities. To invite a charitable
partner to the Portal, refer to the admin training available on the Portal Resources Page.
Partner opportunities posted within the Portal are labeled as ‘Community Partner Events’.
B. Recognition Program:
Giving back to the community is part of our core values at Starwood and we want to recognize
everyone who participates in the program. The program honors individuals, properties and
teams who have demonstrated dedication and commitment through consistent volunteer
efforts (see Appendix 4). As part of the recognition program, each participating associate will
receive an electronic welcome letter and digital badge for their e-mail signature from the
Global team.
If your property is interested in purchasing t-shirts for associates to wear during volunteer
activities, please note the following:
T-shirts can be ordered directly from a local vendor using the t-shirt specifications
provided (see Appendix 5)
The event organizer can distribute the t-shirts to each associate who signs up for a
volunteer activity for the first time
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Section 4: Program Resources
A. Support/Contact Information:
Divisional Program Leads:
EAME: [email protected]
APD: [email protected]
Americas: [email protected]
Corporate: [email protected]
Starwood Foundation Team: [email protected]
Starwood Cares Portal Technical Support: [email protected]
B. Glossary of Terms:
501(c)(3) or International Equivalent- Tax exempt status is granted to nonprofit/non-
governmental organizations in the United States who are registered with the Internal Revenue
Service (IRS) as a 501(c)(3). Internationally, charitable organizations have varying designations
based on place of origin. Through the Starwood Cares Community Portal, when a new U.S.-
based charitable organization registers they will be asked for their Employer Identification
Number (EIN) (Tax ID #) to verify their 501(c)(3) status. Internationally, organizations will be
vetted through the Portal using the web-based platforms of Ammado, Global Giving and
Canadahelps.
Department Community Service - A Starwood department/team wide volunteer activity
coordinated with an eligible charitable organization.
Idealist.org – An external volunteer opportunity website, where any charitable organization can
post opportunities. Opportunities from Idealist will populate when associates search for
opportunities by zip code, without narrowing the search to just ‘Starwood Cares Events’
opportunities on the Starwood Cares Portal.
Individual and Group Volunteer Activities – Volunteer opportunities offered by the Starwood
Cares Champion(s) or a charitable partner to Starwood associates for individual or group
engagement.
Opt-In – In order for associates to gain access to the Starwood Cares Community Portal they must opt-in to the volunteer program. Program opt-in information can be found by visiting the
Page 8
Sustainability Resource Center (SRC) on the StarwoodONE e-tools menu. From the SRC, select the Social Responsibility tab and then ‘Volunteer’.
Skills-Based Volunteering – Skills-based volunteering leverages specialized skills to directly or
indirectly serve beneficiaries, e.g., leading an interview workshop or teaching basic finance skills
Starwood Cares for the Community Program – A formalized program for full-time and part-
time Starwood associates which provides the opportunity to engage in meaningful volunteer
work that creates a positive difference in the communities where we operate.
Starwood Cares Community Portal - Starwood’s company-wide online volunteer management
system available for full-time and part-time associates to view, select and track participation in
volunteer activities. Once an associate opts-in, the Portal can be found using the ‘Starwood
Cares’ E-Tool found on StarwoodONE. It can also be accessed from the SRC, within the Social
Responsibility dashboard by selecting ‘volunteer’, under the ‘Get Involved’ section.
Starwood Cares Events – An activity organized by the Starwood Cares Champion(s) with a
designated community partner.
C. Committee FAQ’s:
How many volunteer activities should I organize at my property?
It is up to each individual property champion to determine the number of activities offered.
Some properties are very active in the community and offer several coordinated events a year.
Others will only plan 1 or 2 events. Work with your GM and Executive team to determine
associate interest at your property and determine when to plan activities.
An associate at my property is very involved with a charitable organization and wants me to
organize a volunteer activity with the group. What do I do?
Ask the associate to bring information about the organization to discuss with you. If you
determine the organization would be a good match, please follow the steps for ‘Establishing
Community Partnerships’ (see Section 2B). Please remember that Starwood does not support
religious, political or fraternal organizations, organizations that advocate, support or practice
unlawful discrimination or organizations that pose a potential conflict of interest for
Starwood.
Page 9
How many people should be Starwood Cares Champions at my property?
Ideally, each property would have a minimum of one Starwood Cares champion who will have
administrative rights to the Starwood Cares Community Portal in order to input upcoming
events. If there is interest, you can establish a committee of champions to help coordinate and
execute volunteer activities. Starwood Cares Community Portal administrative rights can be
granted for up to 3 people. To become a local admin please complete the following form by
clicking here.
I have a question about the program, who should I contact?
If you have a question about the program, please reach out to your divisional program lead (see
Support/Contact Information in Section 4A above) or contact the global team at
[email protected]. If your question is related to the Starwood Cares
Community Portal, then please contact [email protected].
What should I do if I am changing roles and can no longer serve as the Starwood Cares
Champion?
Work with your Director of HR or GM to see if any current associates at your property would be
interested in taking on the role, or include the opportunity in a location-specific newsletter,
email, or other relevant communication to identify a new champion.
Page 10
Appendix 1
Page 11
Social Responsibility at Starwood
The Starwood Cares for the Community volunteer program is an essential aspect to Starwood’s global Social Responsibility efforts. The Starwood Cares program engages Starwood associates in strategic volunteer work that drives sustainable and meaningful impact in the community, meets the interests of volunteers, and enhances the community outreach focus areas of the Starwood Hotels & Resorts Worldwide Foundation (Starwood Foundation) and Global Citizenship:
Workforce Development: Provide general skills/job readiness training for future workforce to promote economic growth of local communities and stimulate interest in growing sectors that will increase pursuit of employment in hospitality and related industries
Cultural Vitality: Preserve and support the social, economic, and cultural value of communities to ensure their long-term viability as unique travel destinations
Human Rights: Support human rights awareness and advancement at company locations and in the local communities in which they operate
Conservation: Conserve and protect natural resources and ensure property awareness and education in this area
Disaster Relief: Respond to the individual, employee, and community needs arising from emergency situations
Starwood Cares is supported and managed by the Starwood Foundation. The mission of the Starwood Foundation is to act as a catalyst for global societal growth & development, ensuring associates, residents, visitors and local businesses can experience vibrant and thriving destinations. By developing strategic partnerships that leverage our resources and expertise to address critical local needs, the Starwood Foundation empowers communities to build and sustain the economic, social and cultural vitality of regions where Starwood operates now and in the future.
Appendix 2
Page 12
Sample Timeline and Execution of Volunteer Opportunities
Due Date Action Items
Ongoing
Discuss upcoming volunteer opportunities with community partners and encourage them to input information into the Starwood Cares charity portal
Determine how to communicate upcoming activities and drive traffic to Starwood Cares Community Portal
8 weeks before project
Once an activity/event is chosen, determine a point of contact at your property for the charitable organization’s upcoming event
Upload volunteer activity details into the Starwood Cares Community Portal and designate an event organizer who will manage the event details and associate sign-up or invite your Community Partner to upload event
7 weeks before project
Begin communicating upcoming projects using flyers, associate newsletters, Starwood News Network (where applicable)
Encourage associates to go to the Starwood Cares Community Portal to sign up for events
5 weeks before project
Create a project agenda and verify supplies/materials needed for the volunteer activity
Make transportation arrangements and refreshments arrangements (if applicable)
If your property has purchased t-shirts, ensure you have enough in stock for upcoming activity. If not, order more from your vendor
3 weeks before project
Confirm project details with the charitable organization Ensure there are enough volunteers who have signed up to participate and if not, do a final push for volunteers
1 week before project
The event organizer should send a reminder email, through the Starwood Cares Community Portal, to those who have signed up to participate with final event details
Confirm with charitable organization project details and sufficiency of supplies needed
Identify a photographer for the event (can be a Starwood Volunteer)
2-3 days before project
Confirm number of volunteers, start time, food/beverage, transportation
Send final reminder to volunteers through Starwood Cares Community Portal
Day of project
Event organizer will administer a sign in sheet at the event
Facilitate introductions between charitable organization staff and Starwood
Event organizer should remain at project site until the project is complete and cleaned up
Have fun!
After project is
completed
Upload pictures from the event and publish event to the Social Responsibility Success Stories page on the SRC (available through StarwoodONE)
Appendix 3
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Starwood Cares Community Portal User Guide
The user guides can be found by clicking ‘Help’ located on the ‘Info’ tab of the Starwood Cares
Community Portal.
There are also video resources available for both users and local admins, which can be found on
the Resource page, or by clicking here
Appendix 4
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Recognition Program
Giving back to our communities is an essential part of how Starwood associates Do The Right Thing and Go the Extra Step. When you join the Starwood Cares for the Community program, you are joining a global network of colleagues who have a shared interest in making the world a better place. To celebrate your efforts, the volunteer recognition program honors associates who have demonstrated dedication and commitment through consistent volunteer efforts. Join The Club! By creating a profile on the Starwood Cares Community Portal, you become an official member of the Starwood Cares for the Community Program. Every participant receives an electronic welcome letter from the global Starwood Cares team upon initial registration that includes a digital badge. The digital badge can be used in addition to your current approved signatures. Installation instructions are below. Please consult your manager with questions or concerns about your email signature approvals.
Outstanding Volunteer Awards Each year, Starwood Cares Champions all over the world will be asked to nominate award recipients.
Volunteer STAR Award: On an annual basis, 6 associates globally will be selected to receive a Volunteer STAR Award for their dedication to volunteerism and passion for making a difference. Winners will be presented with an award from Starwood Leadership and a $1,000 contribution directed to the charitable organization of their choice*. Associates will be nominated for the award by their local Starwood Cares Champion. Final selections will be determined by a global review committee.
Volunteer Leadership Award: On an annual basis, one team globally will be selected to receive a Volunteer Leadership Award to acknowledge a department that works together to achieve significant community impact. The winner will be granted $5,000 to allocate to a charitable organization of their team’s choice*. The award selection is based on team member participation in Starwood Cares volunteer activities.
Volunteer STAR Property Award: On an annual basis, one property in each division (NAD, LAD, EAME & AP) will be selected to receive a Volunteer STAR Property Award to acknowledge the property’s commitment to volunteerism and their work to achieve significant community impact. The four winning properties will be granted $5,000 to allocate to a charitable organization of their property’s choice*. The award selection is based on the properties participation in Starwood Cares volunteer activities.
Starwood Cares digital badge that can be displayed in your email signature.
Appendix 4
Page 15
*Charitable organizations selected by award winners must comply with the Starwood Foundation NGO eligibility criteria and must be a designated US 501(c)(3) or international equivalent.
Recognition Award Eligibility & Selection Criteria Eligibility:
Nominees can be any full-time or part-time Starwood associates.
Nomination committee members are not eligible to be nominated for an award.
All nominees must have tracked their volunteer hours in the Starwood Cares Community Portal.
Selection Criteria:
Nominee(s) volunteer participation should reflect a significant contribution to the community as evidenced by other associates and chaitable organizations.
Nominee(s) go above and beyond, and are dedicated to making a difference.
Awards are issued for volunteer hours served within a 12-month time period.
Special consideration is given to those who participate in Starwood Cares Events. The organization you volunteer with must be a 501(c)3 or International equivalent charitable organization.
Appendix 4
Page 16
Starwood Cares for the Community Email Signatures: Instructions:
1. Download art folder to your desktop and unzip it
2. In the Email Signature folder, select the preferred MS Word Document (English or
Bilingual).
3. Replace existing contact information with your contact information
4. Open Microsoft Outlook – click on TOOLS > OPTIONS
5. Select the MAIL FORMAT tab at the top
6. Scan towards the bottom and click on the SIGNATURES button
7. Click the NEW button
8. Enter a name for this signature and click OK (your email signature name will appear
under the SELECT SIGNATURE TO EDIT list).
9. Copy your contact information from the word document
10. Paste your contact information in the EDIT SIGNATURE box. The environment tagline is
optional and may be deleted
11. Highlight your name and check that it is in Times New Roman FONT. If not, change in
the font selection menu of the SIGNATURES window
12. Under CHOOSE DEFAULT SIGNATURE (top right), make sure your newly created email
signature is selected in the NEW MESSAGES dropdown menu (you may also select it in
the REPLIES/FORWARDS dropdown menu
13. Click OK, then OK again
14. To make sure your email signature is correct, create a new email message – your entire
email signature should automatically appear
If after completing these steps, the Starwood Cares for the Community Volunteer icon does not
appear in your signature, start over and follow this instruction after step #11
Hit the RETURN/ENTER key 3 times. Click on the PICTURE icon and select the jpg in the Art
folder
PLEASE NOTE: The artwork and language included in this file have been created in accordance with U.S. and Canadian law and may require
modification to ensure compliance with regional laws outside of these countries. Be sure to consult your local government and /or counsel as
necessary prior to production. Photographic images are licensed for use exactly as indicated. Any other use is considered a violation of the
license agreement with the photographer. Please refer to starwoodsassetlibrary.com for specific terms of use on brand photography. The
fonts included herein may be transferred to an outside service bureau provided said service bureau provided said service bureau discards the
font files upon completion of the job. All inquires relating to the production of this piece should be directed to [email protected]. ©
2013 Starwood Hotels & Resorts Worldwide, Inc. All rights reserved.
ARTWORK MODIFIED 2013
SPECIFICATION SHEET MODIFIED 2013
Appendix 5
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Specifications for Starwood Cares for the Community
Volunteer T-Shirt If your property is purchasing t-shirts for associates to utilize during volunteer activities, please follow the specifications below.
T-Shirt Color: Solid navy Recommend Brand: Hanes Nano *Associates are expected to keep/wash their shirt for future volunteer opportunities.
For U.S. based volunteer committees, you are welcome to place your t-shirt order with Kim Follett from Halo Branded Solutions at [email protected].
If you choose to use your own printer or vendor to purchase the volunteer T-shirts, please follow the specifications above.
Please visit the Resource section of the Starwood Cares Community Portal to locate screen images of the text and logos for the t-shirt
Page 18
Template A
Page 19
Starwood Cares Community Partners
To invite a charitable organization to input Community Partner events into the Starwood Cares
Community Portal have them complete the following online Partnership form which can be
found here: https://yourcause2010.wufoo.com/forms/starwood-cares-community-portal-
community-partner/
Template B
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ORGANIZATION NAME
EVENT NAME
Where: Location of event
Check-in / Registration: Directional Text
Date:
Time:
To find out more information or to participate in the event, please log-on to
the Starwood Cares Community Portal, by using the Starwood Cares Etool
on StarwoodONE
INSERT ORGANIZATION LOGO
Template B
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Sample Starwood News Network Slide
A downloadable version of this power point slide can be found on the Resource section of the
Starwood Cares Community Portal
