3RD PARTY FUNDRAISER TOOLKIT To Make Your Event A Success

Transcription

1 3RD PARTY FUNDRAISER TOOLKIT To Make Your Event A Success

2 Thank you for choosing St. Joseph s Foundation of Thunder Bay as your charity of choice. From golf tournaments to dinners, raffles to teas, every event held in support of St. Joseph s Foundation helps us in our mission to support client needs of St. Joseph s Care Group. What you will find inside: Guidelines Steps For Success Event Ideas Budget Template Checklist Application Form

3 GUIDELINES Approval Of Event: St. Joseph s Foundation and St. Joseph s Care Group requires that all events held in their honour, and using their name and logo, are compatible with our mission. All ideas and concepts must be approved by St. Joseph s Foundation prior to implementation. This includes ensuring financial viability of the event. Please complete the 3 rd Party Event Application form, and submit to St. Joseph s Foundation, ideally, 6 weeks prior to the event. Once approved, St. Joseph s Foundation will provide a letter of support that validates the authenticity of the event Name And Logo Usage: Any use of the name and logo of St. Joseph s Foundation and St. Joseph s Care Group must be approved to ensure compliance with our brand standards. This includes correct colours, fonts and placement. Licence And Insurance: Event organizers are responsible to fulfill that all licences, insurance and permits are secured for the event. Liability Insurance St. Joseph s Foundation must not be party to any liability coverage without prior knowledge and approval. St. Joseph s Foundation accepts no legal responsibility and cannot be held liable for any risk, injury or otherwise. Lottery Licence As all gaming / lottery licences can only be issued to charitable organizations, St. Joseph s Foundation (if your event is approved) will secure a lottery licence on your behalf. Liquor Licence St. Joseph s Foundation cannot obtain liquor licenses on behalf of the organizing group. Volunteers: It is the event organizer s responsibility to secure volunteers to run your event. St. Joseph s Foundation may be able to provide volunteers to assist with the event, but cannot be relied upon solely to do so. Right To Withdraw: St. Joseph s Foundation reserves the right to withdraw the use of its name at any time and will not assume any cost that may be involved in doing so. Cancellation Of Your Event: If your event is to be cancelled for any reason, please notify St. Joseph s Foundation prior to announcing cancellation.

4 Financial Matters: Handling Of Money Event organizers are responsible for the handling of all monetary transactions. If tax receipts are to be issued, the organizers are responsible to ensure that accurate records (donor names / addresses and donation information) are recorded. Tax Receipts If your event requires participants to receive charitable tax receipts, then event organizer(s) must adhere to all receipting policies as outlined in the tax receipting section and by the Canada Revenue Agency. Tax receipts cannot be issued to the organizer for the lump sum raised. Fundraising Expenses St. Joseph s Foundation cannot provide funding for your event, nor will it be responsible for any costs associated with the planning and/or execution of your event. All expenses can be deducted from the proceeds. If a portion of the proceeds are to be used for expenses, all event participants and donors need to be aware that only the NET proceeds will be donated, and if possible the maximum amount (dollar or percentage) of proceeds used for expenses. Donation Of Proceeds All proceeds must be handed over to St. Joseph s Foundation within 30 days of the conclusion of the event. Prizes Or Awards St. Joseph s Foundation cannot supply prizes, auction items, awards, etc. Recognition And Promotion St. Joseph s Foundation will recognize the event and event organizers through various means, including a photo and news story as well as use of social media both prior, during and after the event. St. Joseph s Foundation cannot guarantee media coverage prior to or during your event. Marketing Materials / Event Materials St. Joseph s Foundation may be able to provide banners, promotional material as well as event items. Any items borrowed for your event, must be returned in the condition to which they were given. Representative Attendance St. Joseph s Foundation would be happy to provide a representative for your event. Donor Lists St. Joseph s Foundation cannot provide you with access to their donor list. St. Joseph s Foundation can reach out to their donors on your behalf either through mailing, call services or . Any expenses incurred for these activities are to be covered by the event organizer.

5 Getting Started the STEPS Step 1: Chose your event idea What type of event do you want to host? Where will the funds be designated? IE: A specific program, building or just area of greatest need? Who can help you organize the event? Step 2: Contact St. Joseph s Foundation to register your event Call St. Joseph s Foundation to discuss your event and idea ( ). Fill out the application form and submit it. Step 3: Pick a date / time / location for your event Decide where and when your event will be held. Pick a back up location / date if necessary. Step 4: Create a budget Determine your fundraising goal, and ensure that your event revenue and expenses will support you meeting this goal. Discuss with St. Joseph s Foundation ways to increase your fundraising (IE: online fundraising platforms). Step 5: Create a workplan and timeline and set deadlines for tasks A thorough plan will make hosting your event that much easier and more enjoyable. Don t forget to designate tasks to important team members you can t do it all alone! Step 6: Promote your event Make sure to find ways to get the word out about your event. Step 7: ENJOY YOUR EVENT! The day of the event, make sure you take time to enjoy all the hard work you have put it. Fundraising begins with FUN! Step 8: Share your success You ve done a great job, so share your news! Make sure to let event attendees, sponsors and supporters know of your success. Arrange for a photo with St. Joseph s Foundation representative to include in a media release about the event s success.

6 Event Ideas ST. JOSEPH S FOUNDATION OF THUNDER BAY Art Sales Auctions Bake Sales Birthday Party with a Purpose Book Sales Breakfast With Brown Bag Lunch Day Bingo Bowling Night Barbeque Car Wash Cabaret Night Christmas Party Comedy Club Concession Stand Cut-A-Thon Have elementary, middle, and high school students produce art and sell it at a live show You or a team can host a silent or live auction! Work with an auctioneer who will donate his/her time and hold a live auction. Some ideas for auction themes would be collectibles, sports, and hobbies! Host a bake sale at work or out in the community (ie: church, bank, library, etc.) Instead of collecting gifts at your next birthday event, have everyone donate money towards SJF instead! Reach out to your friends and family and have them donate their gently used books to you. Then, you can set up a table to sell your books and donate the proceeds. Put together a breakfast with Santa or the Easter Bunny, etc. Work with a local restaurant to see about catering. Have someone in costume and sell tickets. Make sure to take lots of pictures! Everyone brings in their own lunch and donates the money they would have spent on lunch to SJF instead. Set up a bingo at a community hall. Bowling for a cause! Sell tickets and rent a bowling alley. Host a BBQ. Sell food tickets, drinks, and have some quick activities for people to stop by and enjoy some lovely Summer weather and delicious food Spring and Summer time make great car washing time! Try saying Donation Accepted instead of charging a set price! Get out those flapper dresses, and Big Band records and host a cabaret night! Play carols, decorate and/or serve Christmas cookies, decorate a tree, have pictures with Santa, etc. You can charge an admission, or have everyone donate throughout the evening. Ask a local comedy club to host an evening in support of SJF and then sell tickets to your friends, family, neighbors, co-workers, etc. The comedy club might even be willing to donate some proceeds! Set up a concession stand or booth at a community or sports event throughout the year! Have a beauty salon or vocational school hold a cut-a-thon for you

7 Decorating Service Donut Days Fashion Show Fifty/Fifty Drawing Game Night Garage Sale Haunted House Ice Cream Social Lawn Services / Snow Removal Matching Gifts Money Jars Movie Night Open Garden Pie Sales Roll those Pennies Do you have great decorating visions? If so, offer your services to the community during the holiday season! Then, donate any proceeds you make. Great for students! Get donuts donated once a week or once a month and sell them at school! your friends and associates and ask them for donations! They can make a donation at Work with new or existing clothing stores to hold a fashion show! Charge an admission to the show and see if you can get local business to donate food and refreshments for after the event! Hold a 50/50 draw at your work each month. This is a great quick and simple way to get donations Have a game night with a purpose. Everyone comes to your house to play board games, charades, etc. Charge an Entrance fee Reach out to your friends and neighbors and collect all of their unwanted items! You can then sell them and raise money for St. Joseph s Foundation. Tap into your creative side and put together a haunted house! People can make a donation as they enter. Plan an ice cream social at work or school and ask that all participants donate in order to attend! This is an easy and yummy idea! Mow a lawn, or shovel some snow, for a donation to St. Joseph s Foundation Ask you company if they are able to match what you raise, they will be recognized for their gift too! Set up money jars or coin boxes at your place of work. This is great for banks, diners, hairdressers, and stores! Check back to empty jars frequently. Host a movie night at your house and charge an Admission fee. Provide popcorn, candy, and refreshments to your friends! Open your garden to visitors. Sell tickets, refreshments, plants and vegetables. Bake some delicious pies and sell them to your friends and neighbors for a donation with proceeds going to St. Joseph s Foundation. Do you have pennies lying around everywhere? Put them to good use by rolling them up and donating them to St. Joseph s Foundation. You could encourage all your friends to do the same-it adds up quick!

8 Spaghetti Dinner Sports Tournament Tupperware Party Talent Show Vendors Video game tournament Wishing Well Xmas Hampers Zodiac Evening Host a spaghetti dinner at a local business or community gathering center. You can charge an admission fee or collect donations Teams organize bowling, hockey, basketball, baseball, etc tournaments and collect donations! Have the profits from a Tupperware party benefit St. Joseph s Foundation Host a talent show at a school or church and charge an admission fee! Solicit your company vendors and community members for cash donations or goods you can auction off! Host a video game playoff night with games. Charge admission fees or ask for a donation Set up a wishing well at your local school, business, church, or store with a sign explaining that all proceeds go towards St. Joseph s Foundation! Make up and sell your own xmas hampers. Include food, drink, toys and gifts Invite a guest astrologer for a star-studded fundraiser. Charge for entry and horoscopes. There are many more great ideas! NOTE: If your event requires pledges, we have a print pledge form we can customize for you. If your event includes asking individuals to donate directly to St. Joseph s Foundation, we have online donation platforms for donors to use.

9 Budget Template When creating a budget make sure to account for all income sources and expenses. A good rule of thumb is to create more than one ESTIMATED budget, based on maximum revenue, minimum revenue and mid range revenue. This will let you know the amount you anticipate to generate from the event. Income Ticket Sales / Admission $ Sponsors $ Donations $ Other $ Other $ Total Gross Income $ Expenses Venue / Location $ Supplies $ Food and Beverages $ Licenses & Permits $ Decorations $ Printing / Advertising $ Giveaways / Promotional Products $ Misc. $ Total Expenses $ Subtract Total Expenses from Total Gross Income: Net Profit from Event $

10 Checklist We would love to discuss your fundraising idea with you. We have skilled staff who are experienced in a variety of fundraising events and can offer insight, guidance and support. We are here to make your event a success! Planning Create a list of all the items, support and assistance you will need for your event. This includes equipment, volunteers as well as signage and decorations. Create your budget. Find a location / venue and confirm availability for your date (if an outdoor event, prepare a rain date or alternate venue if need be). Create a timeline for your event. It is good to work backwards from your event date. IE: What do you need to have completed the day before the event, the week before, two weeks before etc. o If your event includes a schedule of activities for the day of, make sure and draft a timeline (hour by hour) for that day as well. o Make sure and include marketing and advertising items in your timeline (IE: scheduled social media posts, poster distribution, media interviews). Develop and order any posters / tickets / marketing materials - confirm print deadlines. Develop a marketing and promotion strategy including Facebook event page, mail out, blast, on-line fundraising page, poster and/or ticket distribution. Recruit volunteers and assign them specific tasks they will be responsible for (if need be hold a special training night for them to be briefed on their duties). Secure any licences and permits required. Secure all bookings (venue / catering / music / decorations) with a deposit confirm deadlines for final details. Hold regular meetings with those with designated responsibilities for updates and communication.

11 Day Of and During Event Ensure all volunteers know their jobs and task. Ensure that someone is designated as the person to deal with any questions or problems if they arise. If there is money on site (floats etc.) make sure that someone is designated to count and watch all funds in a secure place. Make an announcement thanking everyone for attending and announcing your projected donation amount (if known). After The Event Do a final accounting of all proceeds, finalizing a Net Donation Amount. Announce your donation amount to all attendees and supporters ( blast, Facebook post, mail out). Send a thank you to volunteers, sponsors and supporters. Arrange for a donation photo with St. Joseph s Foundation.

12 Application Form: Contact Information Organization / Group Name: Contact Person: Please check which category best describes your organization / group: Community Corporate School Service Club Other: Address: City: Prov: Postal Code: Phone: Event Information Has this event ever taken place before: Yes No If so, when? Proposed Event Plan Type of Event: Date of Event: Location: Target Audience: Event Description and Additional Details: Funds To Be Directed To Please Describe: Please submit this form, and direct any questions, to: Katrina O Neill, Executive Director St. Joseph s Foundation of Thunder Bay 63 Carrie St. Thunder Bay ON P7A 4J2 Tel: (807) oneillk@tbh.net Fax: (807)