International Women s Club Annual Charity Bazaar 2017

Transcription

1 International Women s Club Annual Charity Bazaar 2017 Stallholders Pack

2 Contents: 2017 Annual Charity Bazaar 2 Who are the Women of the IWC 3 IWC Charity Foundation information 4 How to get involved 5 Completing the Stallholders registration forms 8 General guidelines for organising your stall 9 Arranging donations 13 Submitting sponsors company details and logos 14 New in IWC Boards and Bazaar Contacts 17 Checklist 18

3 2017 Annual Charity Bazaar The International Women s Club of Sofia (IWC) is pleased to announce that preparations are underway for its 23rd Annual Charity Bazaar, scheduled to take place from 10:30 until 19:00 on Sunday, 3rd of December at the Inter Expo Centre in Sofia, 147 Tsarigradsko Shose Blvd. Every year the Annual Charity Bazaar provides an opportunity for countries to proudly showcase their handmade crafts, music, souvenirs, folklore, national cuisine, clothing, literature and now even culture and tradition. At 2016 year s Bazaar, more than 57 countries were represented by 60 stalls. Although the Bazaar presents us with a day of fun and entertainment, it also serves as the principal source of funding for the IWC s selected charity projects. Thanks to the generous support of our embassies, sponsors community, as well as local and foreign businesses, the money raised through last year s Bazaar was over 377, BGN. This money is allocated to provide much needed humanitarian aid and fund educational, health and training programs throughout Bulgaria. Please visit the IWC website for further information on the projects we are currently assisting: This year we invite you to help us continue and expand the degree of assistance that we are able to give these programs. Hosting a stall provides an excellent opportunity for you to contribute to a good cause while representing your country and its particular products, or an area of interest. We would be pleased to answer any questions you may have regarding the Bazaar or to provide further information. On behalf of the Bazaar Team, the IWC Board and our members, thank you for your time, continuous support and consideration. Lilly White President president@iwc-sofia.org Mihaela Dobre Charity Bazaar Coordinator c.iwcbazaar@gmail.com

4 Who are the Women of the IWC We are members of a legally registered Foundation, founded in 1989 by international residents of the diplomatic and business communities. We are more than 100 members representing more than 37 countries. We work to fulfil the objectives of the IWC by: Giving financial and material support to the selected projects of our Charity Foundation Welcoming and assisting newcomers to Bulgaria Furthering members knowledge and understanding of Bulgaria Fostering goodwill and friendship among club members We have a great time participating in the various activities and events of the IWC and work year round to make the Annual Charity Bazaar a success. We serve as volunteers on the IWC Charity Committee, which is open to all IWC members. We help in fundraising efforts for the IWC Charity Projects by organizing the Annual Charity Bazaar and soliciting sponsors from the community.

5 International Women s Club-Sofia Charity Foundation Overview IWC Charity Foundation has a proven long track record and an inspiring history; The Charity Foundation built a strong reputation as a trusted partner among sponsors and recipients; Over the years IWC Charity developed collaborative relationships with other charities and business entities; The Charity team monitors the entire process of each project from applying for funding through mid-reports, site visits and receiving final reports. Charity Support Expertise Emergency Level Assistance Support to Disabled People Social Integration of orphan teenagers Women s Issues Equal Access to Education and Educational & Training Beneficiaries in 2016 Agapedia Bulgaria Foundation Association for Children Bonitatis Association Child and Space Association We exist Association Caritas Sofia BCAF Bulgarian Charities AID Foundation British Embassy Center Dinamica Children with Oncohemotologic Diseas Crevoluntary Daughters in Bulgaria Down Syndrom Parent Association Fortissimo Foundation Foundation Teach for Bulgaria Foundation EUPHONIA Foundation SIRAK Foundation VEDNA House for Medial Social Care KARIN DOM Foundation Light for Life Foundation My Child Foundation Petrovo Family type accommodation for adults with mental disorders PINK Foundation Sdrujenie USARDIE Sdrujenie ARZ Solidarnost Tabitha Bulgaria Foundation The Duke of Edinburgh s International Awards - Bulgaria For more information contact Mrs. Iliana Zlatareva, Charity Chairperson charity@iwc-sofia.org

6 Find more about our projects on:

7 How to get involved Organize a stall for your home country, or organize stall to reflect a passion or area of interest. For example: glass painting, photography, donated artwork or crafts - the possibilities are endless! We also need people to organize and work as volunteers at the IWC Stalls which are: Books, Clothes, Photos with Santa, Patchwork & Handicrafts and Toys. Donate new and used clothes, books, toys, handicrafts etc. The IWC continually accepts donations of various articles. Those items that don t go for sale at the Charity Bazaar are distributed to orphanages and associations in need. We would also appreciate donated goods or services for our fund raising events. Offer to bring supplies and goods back from your travels abroad. Plan an event such as a benefit picnic, lunch, cocktail party or silent auction. The proceeds can be donated directly to the Bazaar or may be used to finance your stall s goods. Communicate to others the need for sponsors and volunteers to make the Bazaar even more successful than previous years. Volunteer inquiries for extra volunteers should be directed to Ernesta Kazlauskaite-Tsakona, Volunteers Coordinator, volunteers.iwcbazaar@gmail.com, no later than November 15. BANK: SOCIETE GENERALE EXPRESS BANK, IBAN: BG78 TTBB ; BIC: TTBBBG22

8 Accept help. If someone offers to help you, please accept. Nothing is more discouraging than to offer help and to be told that it is not needed. If you have enough help already, please pass the volunteer s name on to the Volunteers Coordinator and we ll put them to work! Assist with fundraising by getting in touch with the Bazaar Coordinator and passing on any information about valuable contacts that might be useful for the Bazaar. BANK: SOCIETE GENERALE EXPRESS BANK, IBAN: BG78 TTBB ; BIC: TTBBBG22

9 Completing the Stallholders registration forms The Stallholders Registration Form consist of two parts - Part 1, which registers your participation in the Bazaar, and Part 2, which gives information about the furniture you will need for your stall. There are several ways to submit your registration. You can register online at the IWC website: Also an electronic version of the form is available for you to complete and return by or you can fill out the attached registration form and hand the hard copy to a bazaar team member. Please complete and return the Stallholders Registration Form Part 1 as quickly as possible. You can think about tables and chairs later. NOTE: It is useful to have more than one contact number and address (other than the organizers ). It is important that you advise us of the following: Electricity. It is vital that you indicate on your form how many plug sockets you will need. Your stall will be placed as close as possible to an outlet, if you need one. If you are using electrical items, please - ensure the cables are long enough; - bring extension cables; - bring a power board with a surge protector. Also indicate if you will be bringing any coolers or microwave ovens, as we need to advise the Inter Expo Centre of the total number of these items. Wall space. It will be possible for your stall to have wall space for displays. Please indicate if you require wall space. The Inter Expo Centre supplies a prearranged quantity of FREE tables, chairs and plug outlets. The IWC will be charged for any additional quantities of these items. We will also be charged for the use of shelves, fridges, bars, vitrines, microwaves or special lighting, so please keep this in mind, if you request them. We suggest that, if possible, you bring these items. Or perhaps you could ask your sponsor(s) to supply them or pay for them. Thank you!

10 General Guidelines for organising your stall Stall setup and display The IWC Bazaar is an exciting event almost like having the whole world under one roof! It is a chance for visitors to go from country to country in one afternoon. Be creative with your stall and make it as attractive as you can. Change your theme and decoration from last year s, to keep your stall interesting. Perhaps you can add more or different props, costumes, etc.! Also plan your stall so that you can accommodate customers with ease. Last year we were able to set up on the previous two days and this year we will do the same with set up on Friday 1th and Saturday 2th December. Although the official sale day is Sunday, each Stallholder can opt to sell from their stall on Saturday. However, keep in mind that if you allow early shopping from your stall, it is important to maintain sufficient quantities of goods and to keep your stall looking attractive for Sunday s official opening. IMPORTANT! The IWC Charity Bazaar is a strictly non-political event. You are invited to join with a display of your culture, i.e. food, costumes, songs and dances, but this is not the place to make any political statements. Any stall that does not comply with these rules or which displays material deemed to be offensive to other participants, will not be allowed to take part in the bazaar. Distribution and handling of cash Some stalls find it useful to designate one person to be responsible for the money. It is vital that you use a cash box or money belts, as you are responsible for the money until you hand it over to the treasurer. It is also advisable to make regular visits to deposit money with treasury, not only for security reasons but also to avoid long delays depositing at the end of the day. The treasurer will provide a Float (small notes or coins for change) of 100 BGN to any stall that requests it on their form.

11 PLEASE NOTE: If you want a cash float, please pre-order it as floats will not be available on Bazaar day! You can collect your float on Saturday, before the day of the Bazaar. Pricing All prices marked on the merchandise being sold should be in BGN (Bulgarian Leva). It is recommended that pricing is completed by the day before the Bazaar. First-time Stallholders We will provide more support and assistance should it be required. On Friday, 3 rd of November 2017, we are planning to organise a special meeting for First-time Stallholders who would like to know more about the Bazaar; how things are organised, details about set-up on Saturday, or the projects of the Charity Foundation. The venue will be announced. Before the Bazaar, the Stallholders will meet at the Inter Expo Center and will be able to see where their stalls will be positioned. There will be a third Pre-Bazaar meeting where Stallholders will receive final briefing information, which should help you to complete your planning. Entry tickets and posters Posters in sizes A3, A4 and A5, plus Entry and Complimentary Tickets will be available at November s Monthly Coffee Morning. You will be also able to obtain posters by contacting the IWC office and tickets by contacting Svetlana Yanakieva or Angelina Makreva advance ticket sales responsible. Entertainment In addition to the entertainment that will be provided outside the halls throughout the day, we encourage the stalls to offer their own entertainment or events. A map and event schedule will be distributed to visitors. If you would like to include your information in the schedule, please contact Svetlana Yanakieva, no later than November 4th. Due to advertising and printing, there can be no extensions.

12 Please allow for no more than one performance per stall, but if you have something very interesting to offer, let us know, if there is space in the programme we will contact you. Usually there is a great demand for performances, and under normal circumstances you will be able to perform only once.

13 Access bracelets It is absolutely necessary for every person working at a stall to have the appropriate access bracelets. As the number of volunteer workers over the years has increased, so has the cost of providing bracelets. This year volunteer bracelets will be issued according to the size of stall, as follows: 3mx3m = 6 bracelets 6mx3m = 9 bracelets 9mx3m = 12 bracelets Need help organising your stall? Find others who are interested in participating in the Bazaar. Meet to get ideas and to see what supplies you will need. Take advantage of travels abroad to stock up on materials for your stall. Plan to fundraise so you have resources available for your stall. Fundraising events We will gladly receive donations that could be used for the IWC Fundraising Events (i.e.: airline tickets, electronic equipment, paintings, gift certificates, etc.) and we will arrange to acknowledge these sponsors as stated above. You may bring donated items directly to the IWC office or call to arrange for them to be picked up.

14 Arranging donations Many stalls organise their own financial sponsorship through companies with which they are affiliated. We are very happy for you to arrange your own sponsorship and indeed welcome it, but because of the large numbers of sponsors involved we have developed a sponsorship policy. Companies or individuals can make donations in two ways: 1. In-kind (products to sell at your stall, or services) 2. Financial contribution Any donations gained by the Stallholders must be used in the way instructed by the sponsors. In case there has been no specific instruction by the Sponsors, the Stallholder would be required to use the donations in the best interest and benefit to the IWC foundation. The IWC will provide Stallholders with our sponsor request letters in both English and Bulgarian on electronic IWC letterhead. You may also request a copy of the bazaar Thank you brochure by contacting Mihaela Dobre. This brochure can be a very useful tool when approaching sponsors on behalf of the IWC. You can also download the letters and view the charity brochure online on the IWC website, in the Charity Bazaar section. Acknowledging sponsors This year we have several ways of acknowledging our sponsors. All sponsors irrespective of the size of donation will be recognised by having their name and/or logo on the TV screens in both halls on the day of the bazaar, they will appear in the IWC website charity sponsors pages, in the 2017 charity Bazaar Thank You brochure and on their chosen country stall, where available. All sponsors will receive complimentary entrance tickets for the bazaar All sponsors will be invited to our Thank You Cocktail reception. Sponsors up to 1,000 BGN Sponsors who donate up to 1,000 BGN (in cash, goods or services) will have their logo and/or name appear on the IWC Bazaar newsletter.

15 Premium Sponsors 1,000+ BGN Sponsors who donate 1,000 BGN or more (in cash, goods or services) will be able to have individual banners in the halls and increased logo size on the main banner and in the Thank You Brochure. Their logo will also appear in IWC Bazaar newsletter. All individuals who would like to donate will have their name printed on a large Thank You banner, and published on IWC Bazaar newsletter and will be invited to our Thank You Cocktail event. The banner will be posted on the day of the event at Inter Expo Center, providing we have their permission to do so. IWC Strategic Partners Strategic Partners helping IWC will receive the following: Their logo and/or name will be the largest and most prominent to appear on the banner and in the Thank You brochure. Their logo and/or name will also have a prominent position in the IWC newsletter, on the IWC website and with a link to their own website. Their logo and/or name will appear on all promotional material to include tickets, posters, flyers, and the entertainment programme on the day. Their logo and/or name will appear in all media promotions including, video clips in the metro stations, all press releases, radio and tv interviews. With all Bazaar sponsors a Sponsor contract will be signed which could be used for tax reduction purposes in compliance with Bulgarian Corporate Income Tax Act. Helping us distribute tickets to sponsors All sponsors are entitled to receive two complimentary entrance tickets for the Bazaar, but as there are more than 400 sponsors involved, sending tickets in the post is a costly and time consuming affair. Therefore, we ask for your help to distribute the tickets. Please coordinate with the IWC office and arrange a convenient way to receive your sponsors tickets well in advance (before 6 th November). For our larger sponsors, the office will be happy to send the tickets, you will need to confirm by sending an to office@iwc-sofia.org with the name and postal address of

16 the sponsor, which may be different than the address in the company s sponsor contract. Companies who send details after 6th November may not be able to receive complimentary tickets for the bazaar due to a backlog and possible postal delays.

17 Submitting sponsors company details and logos Sponsors information Please send us a list of your sponsor companies showing the amounts, value and type of goods to which they have committed themselves. For every donation a contract will be drawn up, a certificate of donation will be issued and the company will be acknowledged as sponsor (see previous paragraph). In order to do this your sponsors need to submit the following details: Name of company: (In Bulgarian and English) Type of donation: financial/goods/services (name the type) Amount/Value: (if donating goods, a list of goods and/or description and quantity, is requested) Bulstat: Address of registration: Address for correspondence: (if any different) Name of financially responsible person: (in Bulgarian and English) Contact person: Tel.: address: Name of stall/country being supported: Please instruct your sponsors to send company information regarding contracts to admin@iwc-sofia.org with the name of the company written in the Subject of the . Remember that the earlier we receive the information, the quicker it will be dealt with. Companies who send their information later in the process may have to wait until after the Bazaar to receive their contracts. The company making a donation will receive a sponsor contract by and will be required to send us two signed copies of that contract. The IWC will return their copy signed by the IWC President. We would normally send two complimentary tickets together with signed copy of the contract. If we do not receive information about your sponsors, we will not know that they have supported you. If you have the same sponsors as last year, please, ask them to re-send and update their information.

18 PLEASE NOTE: It is your responsibility to provide us with your sponsors logos In order for us to acknowledge them properly in IWC communication materials! Company Logos If you have the same sponsors as last year and you have already sent their logos to the IWC, you do not need to send them again. Please send logos only for new sponsors and those, who have changed their logos since last year s bazaar. Please forward sponsors logos to logos.iwcbazaar@gmail.com You are welcome to display your sponsors logos at your stall. In order to guarantee good quality for printing materials, logos need to be supplied in a professional manner, please, note that we can t accept Word files (DOC or DOCX). Please send a good quality JPG for the web site and good quality (vector) EPS, AI, PNG or PDF for the Banners. PLEASE NOTE: Logos received after 11 th November will not be listed on any of the screens and banners on the day of the bazaar due to required production time. Sending Thank you cards after the bazaar We will provide Stallholders with Thank you cards, in electronic form, which you can send to sponsors.

19 New in 2017 Vegetarian or Gluten Free food We would like to encourage you to mark vegetarian dishes with a vegetarian sign, and Gluten Free food with an appropriate tag as we have found that the number of people looking for this type of food has increased. Hall no.4: Entertainment & Dining This year hall no.4 will be open for: 1. Entertainment a large stage with a designated changing room for the exclusive usage of the performers; 2. dining area with tables and chairs for people to rest and eat; 3. Lactation rooms for mums and babies; 4. Child care area managed by Wonder Group; 5. Area designated for a variety of Art & Craft activities; 6. Pictures with Santa and other entertainment activities designated to promote actively the beauty and tradition of your countries. Bazaar 2017 Facebook page Please check regularly our Facebook for updated information. Please provide a brief description and a picture that represent your stall so we can promote it on IWC Charity Bazar face book page. Online Stallholders and Entertainment registration You can register your stall online on the International Women s Club website starting with 4 th of October Hall no.2 and no.3 This year in order to allow all visitors to have a easier understanding of the location of each stall we will have stalls arranged by continents.

20 Board members contacts Lilli White Diana Michaels-Christofer President Vice-President Iliana Zlatareva Mary Gulett Charity Chairperson Treasurer Bazaar team contacts Aldona Krajewska Honorary Member of Bazaar Team Mihaela Dobre Albena Jones Bazaar Coordinator Assistant Bazaar Coordinator Annamaria Giannakos Elisaveta Petrusheva Logos PR and Media Svetlana Yanakieva Advance Ticket/Entertainment Martina Mihaylova Entertainment Assistant Ernesta Kazlauskaite-Tsakona Veronika Ivanona Volunteers Coordinator Volunteers Assistent Angelina Makreva Zarina Benoun-Takova Sponsors & Foundraising Coordinator Sponsors Contracts

21 Checklist Stallholder Registration Form completed Sponsor s Logos to Annamaria Giannakos by 11 November Entertainment Entry Request to Svetlana Yanakieva by 4 November Volunteer s registration to Ernesta Kazlauskaite by 15 November Provide details to Stallholders Coordinator regarding: Float Stall size Electricity Wall space Food sales To do / bring: Price all items in Bulgarian leva Cash box or money belts Extra trash can/bin and liners Utensils, etc for any food preparation Extension cables & power boards if required Table dressings Paper, pens, coloured markers, price tags or stickers, bags. IWC Charity Bazaar 2017 Date: 3 rd December 2017 Inter Expo Center 1784 Sofia Blvd. Tsarigradsko Shose no.147