Third Party Fundraising Guidelines

Transcription

1 Third Party Fundraising Guidelines Susan Remmer, Donor Stewardship Officer x Gordon Street Whitby, ON L1N 6W5 Business Number: RR Gordon Street, Whitby, ON on.ca

2 THIRD PARTY FUNDRAISING Thank you for your interest in supporting Ontario Shores Foundation for Mental Health (Ontario Shores Foundation), through a Third Party fundraising event or activity. A Third Party Fundraising event takes place when any individual, group, organization, business or school wants to raise funds on behalf of Ontario Shores Centre for Mental Health Sciences (Ontario Shores). GETTING STARTED THE ROLE OF THE FOUNDATION Fill out a Document of Understanding (provided at the end of this package) to ensure your event will be accurately promoted by Ontario Shores Founda on, where applicable. Submit a list of all poten al sponsors, contributors and suppliers for clearance by the Founda on. This allows us to prevent duplica on of requests for support from community organiza ons. Ontario Shores Founda on is to be iden fied as the beneficiary of the event, not as a presenter, host or sponsor of any ac vity. Recommended: in support of Ontario Shores Founda on for Mental Health benefi ng Ontario Shores Founda on for Mental Health proceeds to support Ontario Shores Founda on for Mental Health GREAT EVENT IDEAS: Spor ng Events Tournaments Walks/ Runs A thons Bike, Dance, Spin, etc. Par es Galas BBQ s Holiday Celebra ons Theme Nights Costume Par es Shows & Sales Cra Shows Bake/Book Sales Car Washes School Plays Fashion Shows Art Auc on Dress Down Days Concerts Your event or ac vity requires approval from Ontario Shores Founda on. Please see Ge ng Started. Founda on staff will be pleased to offer advice and exper se on event planning. We may be able to provide staff or volunteers to a end your event or cheque presenta on. If we are not able to par cipate on your event date, an alternate me for a cheque presenta on may be scheduled. We will provide a le er of support to validate the authen city of your event, if required. We will provide our logo for use on your fundraising materials. Please note that the use of our logo or the Founda on name on any materials (for example website, flyers, brochures, posters, etc.) requires wri en approval from the Founda on prior to prin ng or usage on any social media pla orm. We can provide templates for pledge forms, silent auc on bid sheets, le ers, etc. WHAT THE FOUNDATION CANNOT DO: Share our mailing lists. Offer funds for event expenses. Guarantee staff or volunteers at your event.

3 KEYS TO RUNNING A SUCCESFUL FUNDRAISING EVENT 1. Share Ideas Brainstorm with friends and family about great fundraising ideas that excite you. Will people be interested? 2. Form a Commi ee It takes a lot of me and energy to plan an event no ma er how big or small, so form an event commi ee of hardworking and dedicated volunteers. 3. Know your Audience Make sure the event you have chosen to execute will appeal to the audience you have in mind. 4. Set a Budget Set a realis c financial goal. Complete a budget which includes projected revenue, expenses and net funds. This will help your commi ee plan your fundraising event. 5. Set a Date Schedule your event on a date and me that people will be available. Remember, holidays can prevent people from a ending your event. 6. Plan your Event Planning an event is a very detail oriented job. Make sure you and your commi ee work with a checklist or work back schedule to iden fy all planning needs for your event. 7. Sign Your Document of Understanding Complete the Document of Understanding and submit it to the Founda on. Once it has been received the Founda on will review, and upon approval will include it on the events calendar of the Founda on s website. 8. Promote Your Event Promo on is the key to success. Please remember, use of the Founda on s name or logo on any of your materials, including print, adver sing and all social media pla orms, must be approved by the Founda on prior to use. 9. Collect the Funds Please collect and submit all funds raised to the Founda on within 30 days of your event. 10. Say Thank You You cannot say thank you enough to your volunteers, sponsors, guests and other supporters. Saying thank you opens the doors of opportunity for your next fundraiser.

4 Ontario Shores Founda on for Mental Health Logo and Naming Guidelines Dona ons to the Founda on help fund expenditure for: Equipment Programs Technology Educa on and S gma Reduc on Renova ons Ontario Shores Founda on for Mental Health exists to support the hospital s ability to provide the highest standard of mental health care for our pa ents, par cipants and their families. We are commi ed to effec vely manage a comprehensive fundraising program. The Ontario Shores Founda on for Mental Health is a registered charitable organiza on that abides by the Associa on of Fundraising Professional s Code of Ethics and Standards of Prac ce and those of the Canada Revenue Agency. CHARITABLE BUSINESS NUMBER: RR0001 Please ensure that you list Ontario Shores Founda on for Mental Health as the beneficiary of your event. As the fundraising arm of the hospital, the Founda on will legally receive all funds raised. Should you require the Founda on logo for event materials, please contact: Susan Remmer, Donor Stewardship Officer x 6575 remmers@ontarioshores.ca Brand Standards: Our logo is the basis of our visual iden ty. Approval prior to use of any kind is required for both Ontario Shores Founda on and Ontario Shores logos. Brand standards help ensure proper use of the logo.

5 Charitable Tax receipts The Ontario Shores Founda on for Mental Health is accountable to its donors and as such adheres to Canada Revenue Agency rules and regula ons to protect its donors and charitable status, and to con nue its support of Ontario Shores Centre for Mental Health Sciences. The Founda on will issue tax receipts provided certain condi ons, set by the Canada Revenue Agency are met. Some specific guidelines The Founda on issues charitable tax receipts to individual donors, and business acknowledgement le ers to organiza ons that make a cash dona on to your event. Sale of raffle ckets, admission ckets, green fees, auc on items and other goods that provide a benefit to donors are not eligible for a tax receipt. Receipts cannot be issued to the organizer for The Founda on cannot issue tax receipts for proceeds from an event. Receipts are only issued gi in kind dona ons, ckets, auc on items or for direct dona ons where the donor receives no event sponsorship. benefit for their contribu on; for example, no adver sing, promo on, etc. Receipts can only be issued by a charitable organiza on and in accordance with Canada Reve You must provide documenta on to support tax nue Agency guidelines. Please inquire with the receip ng for dona ons within 30 days of the founda on before offering tax receipts for your event. Tax receipts are issued immediately upon fundraising ac vity. receipt of all required informa on. In order to issue receipts for the current year, all donor and revenue informa on must be received by December 31 of the current year.

6 DOCUMENT OF UNDERSTANDING Organiza on/company Name Contact Full Name and Title Address City Province Postal Code Primary Phone # Secondary/Cell Phone# E mail Event Name: Event Date(s) & Time(s) Event Loca on Es mated # of A endees/par cipants Event Descrip on Es mated Proceeds $ Requested designa on if applicable I have read and understand the Third Party Fundraising Guidelines, with specific reference to the following: Marke ng: The Founda on will provide a le er of support to validate the authen city of your event if required. The Founda on requests the opportunity to approve the use of our name and/or logo on adver sing materials, print and electronic. The Founda on must always be iden fied as the beneficiary of proceeds and not as the presenter, host or sponsor of the event. Tax Receip ng The Founda on can issue tax receipts for dona ons in support of the event in accordance with Canada Revenue Agency guidelines. Charitable tax receipts will be issued to individual donors and business acknowledgment le ers will be issued to organiza ons/corpora ons. Tax receipts will be issued immediately upon receipt of all required informa on. In order to issue receipts, all donors and revenue informa on must be received by December 31 of the current year. The Founda on cannot issue receipts for in kind or service dona ons for third party fundraisers, cket sales, auc on items or sponsorships. Privacy The Founda on is commi ed to adhering to the Federal privacy legisla on and expec ng that these requirements be adhered to by the third party event organizers and associated volunteers. All informa on obtained and used by the Founda on will be treated with the utmost confiden ality and security. Liability The Founda ons assumes no legal or financial liability associated with the third party fundraising event. Founda on representa ves reserve the right to a end an event to ensure the agreed upon prac ces are followed. Organizer Name & Title Organizer Signature Date (mm/dd/yy) Founda on Staff Name Staff Signature Date (mm/dd/yy)