PCYC Queensland Community Fundraising Guide. Community engagement. pcyc.org.au. years. working together QUEENSLAND

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1 PCYC Queensland Community Fundraising Guide Youth development years working together QUEENSLAND Crime prevention Community engagement pcyc.org.au

2 Thank you!...building safer, healthier communities through youth development! On behalf of Police-Citizens Youth Club (PCYC) Queensland, I would like to thank you for considering fundraising for us. Your help will support young people reach their potential and make positive life choices. PCYC Queensland is a trusted and respected charitable not-for-profit that delivers a broad range of youth-focused activities and programs, outside school hours care, gym and fitness, and more for everyone. Since 1948, our staff and volunteers have been working in partnership with the Queensland Police Service (QPS) to meet local community and youth needs. Today, PCYC supports more than 75,000 members across our 54 branches from the tip of Cape York to the Gold Coast hinterland. Importantly, PCYCs are a vital and key point of engagement for young people who are at risk, disadvantaged or disengaged. Our clubs and programs provide opportunities for young people to have positive experiences, get involved in a wide range of activities, and learn from great mentors and community leaders including our serving Police officers. Almost 90% of our work is funded through your kind donations and our fee-for-services for the community. The remaining is from government funding and significant in-kind support from our founding partners. Any surplus revenue goes straight back into our programs and facilities, as well as the communities we serve ensuring we deliver on our vision, now and in the future. Your support makes the difference. This guide will help you throughout your fundraising journey and includes important legal and financial information. Please ensure you read this thoroughly and understand your responsibilities as a fundraiser for PCYC Queensland. If you have any questions or need any clarification, the PCYC Queensland fundraising team is here to help. Contact details for our fundraising team can be found at the back of this guide. Together we are building safer, healthier communities through youth development! Phil Schultz Chief Executive Officer Who we are ESTABLISHED IN 1948 POLICE OFFICERS 1,696 CIVILIAN STAFF VOLUNTEERS What we do INDIGENOUS LOCATIONS 250+ PROGRAMS FOR YOUTH, COMMUNITY & CRIME PREVENTION 38 GYM & FITNESS CENTRES SCHOOL AGE CARE SERVICES Our reach PCYC BRANCHES 2 LEADERSHIP DEVELOPMENT CENTRES 2 ACTIVITY CENTRES MEMBERS Who we help OF PCYC BRANCHES ARE IN LOW SOCIO-ECONOMIC AREAS % OF PCYC 60 BRANCHES ARE IN TOP 50 HIGH NEEDS AREAS OF QLD 2

3 The difference you make Every year PCYC Queensland clubs provide opportunities for over 50,000 young people to have positive experiences, get involved in a wide range of activities and learn from great mentors and community leaders including our serving Police officers. Our three pillars of youth development, crime prevention and community engagement underpin all that we do. Like the young people that we support, PCYC Queensland's programs are widely diverse. Our services and programs aim to develop and support, as well as challenge and inspire, and are designed to meet the unique needs of communities right across Queensland. Everyday our staff, volunteers and QPS Officers work to support young people to reach their potential and make positive life choices. We could not do it without you. So thank you. You make the difference. Reach and Impact Far North Queensland 16 programs, delivered 82 times 7,500+ program attendances North Queensland 32 programs, delivered 183 times 10,500+ program attendances Central Queensland 41 programs, delivered 291 times 18,500+ program attendances When Jo-Nesha (pictured) started attending community sports and recreation activities at her local PCYC Queensland branch, she found it difficult to trust people. Jo-Nesha lives in the one of the three M suburbs of Cairns West Manoora, Manunda and Mooroobool and over the years the three M suburbs have received plenty of negative labels, including as a hub for youth crime. After Jo-Nesha had been attending her local PCYC in Cairns for a while, Esther, a program coordinator suggested she participate in the Participate, Champion, Lead (PLC) program. PLC is just one of 250 programs designed to empower young Queenslanders to reach their potential. Esther knows what a difference programs like PLC can make to young people in the 3M suburbs commenting that young people can give up on themselves and their ability to do anything positive in their life, which commonly leads to them into criminal activity. Life can be hard sometimes, but you ve just got to get through it, so I help the young kids out when they need it. - Jo-Nesha South West Queensland 63 programs, delivered 621 times 37,000+ program attendances South East Queensland 50 programs, delivered 312 times 35,000+ program attendances Now, with new leadership skills and confidence she has gained at PCYC Queensland, Jo-Nesha encourages other young people from the 3M suburbs. 3

4 Raising FUNds! There are countless ways that you can raise funds and (have fun) to help PCYC Queensland support young people. Here are some simple ideas to get you started. Celebrate with PCYC Queensland Sizzle some sausages If you have all that you need, consider collecting donations in lieu of gifts for your next birthday. Talk to local businesses about setting up a BBQ or sausage sizzle at their shop front and raise funds through the sale of sausages and drinks. Host an event Get your friends, family and co-workers together and host an event to raise money. It could be a Trivia night, Bingo night or a High Tea. Raise funds through the ticket price and activities, such as a raffle or auction on the night. Sport for positive change Pick PCYC Queensland! Choose PCYC Queensland as the charity of choice for your organisation s annual conference or gala. If you are participating in any major running or sporting events, consider picking PCYC Queensland as the charity of choice. Organise a sporting event or game day to raise money in your local community. Participants can raise money by collecting sponsorship for their participation in the event! Why not simply ask for a gold coin donation at one of your existing events? Raising funds online An easy way to raise funds through your local network is with an online fundraising page. Creating your own fundraising page is free, simple and quick. Contact the PCYC Queensland fundraising team to get set up or visit pcyc.org.au/fundraising. 4

5 Let s Get Started 1. Decide on your fundraising activity Get your friends, family and co workers together and host an event to raise money. It could be a Trivia night, Bingo night or a High Tea. Raise funds through the ticket price and activities, such as a raffle or auction on the night. 2. Apply to fundraise Complete and submit the Community Fundraising Registration Form in this guide and return to PCYC Queensland via the details on the form. We will assess your application and if approved issue you with an Authority to Fundraise letter. Note: you cannot commence fundraising until you have been authorised to do so. 3. Organise your event Set some goals for your fundraising event and write a task list. If you are hosting a major activity you may want to consider forming a committee of passionate like-minded people. Note: PCYC is not financially accountable for any third party fundraising activities and will not pay expenses incurred in the running of the event. 4. Hold your fundraising activity (and don t forget to have fun)! Be sure to take plenty of pictures and share them with us on social media. We love seeing and sharing pictures of our passionate supporters in action! 5. Wrap it up Within a month of finishing your fundraising activity you need to deposit the funds raised to PCYC Queensland. Choose the easiest option for you! Direct Deposit Contact the fundraising team to obtain the details Cheque or Money Order Please make payable to PCYC Queensland and return to us via post using the details at the end of this document. Fundraiser Spotlight - Meet Lynn As an avid runner Lynn, a member of the PCYC Redcliffe branch, decided that she could use her passion for running to help PCYC Queensland raise funds. Lynn decided to undertake the Brisbane, Gold Coast and New York marathons and set up an online and donation page to raise funds through sponsorship and donations for PCYC Queensland. Lynn promoted her venture across newsletters, social media, newspapers and through her work. By combining her hobby with her passion for health and fitness for everyone, Lynn was able to support her local community by raising funds and awareness. What a legend! 5

6 Organising your event When Where When choosing a date for your fundraising event, consider things like how long it will take to plan and organise, as well as seasonal and calendar events, and if applicable, the ideal time to raise funds and/or sell tickets. Make sure to allow yourself plenty of time, especially with more complex activities. The type of activity that you are organising will dictate the type of venue that you will need. However, be sure to note things such as ease of access, ability to hold your anticipated numbers and any hire fees, insurance or additional costs. Who Anyone can fundraise! Individuals, schools, sporting groups, clubs or businesses.when it comes to your fundraising endeavours, people are often surprised by who is ready to get behind the cause you care so passionately about. Make sure you ask everyone you know to support you by attending, and/or donating to your fundraising activities. Depending on what you are up to, this sort of support may be a donation of money or goods, technical support, promotional support or even matched funding. How Start promoting your activity as soon as you can. Depending on the type of event, you may need to send out invitations, sell tickets or approach businesses for sponsorship, and these things need to happen with adequate time before the event. Get the word out to people via , social media, mail, newsletters, posters and media releases or in person! The funds you raise will help young Queenslanders access life-changing programs like Braking the Cycle. Braking the Cycle is an award-winning state-wide learner driver mentoring program that empowers young people who, due to financial hardship or social barriers, would otherwise be unable to achieve the mandatory 100 hours of supervised driving. Participants are matched with a specific volunteer from PCYC Queensland s extensive and experienced driver mentor network. Offering more than just practical instruction, mentors provide encouragement, and help young people improve their self-esteem and develop positive road safety attitudes. PCYC utilised 46 insured, maintained, and fueled vehicles 500 Volunteers 70% 24 Branches currently offer the program Employment and training outcome success rate Youth engaged 680 Licences 38,000 Driving hours 12 Awards*

7 Fundraiser Guidelines In order to fundraise for PCYC Queensland you must complete the Fundraising Registration Form in this guide and receive an Authority to Fundraise letter from PCYC Queensland. You must not start any fundraising activities without this letter of authority. Your letter will be provided to you once your fundraising registration form has been received, assessed, and approved. Please allow 3-5 business days to receive confirmation. PCYC Queensland has the right to reject any fundraising event or activity that does not reflect our organisation s mission and values. Restrictions PCYC Queensland is a respected and trusted charitable not-for-profit and will not approve Fundraising events or activities that may bring the PCYC Queensland name into disrepute Fundraising events or activities that promote a high level of personal or public risk or could be interpreted as offensive Fundraising activities that include telemarketing and/or major door knocking appeals Fundraising collections taking place in public places such as shopping centres or public transport unless you have received and provided copies of the relevant permission and/or permits. Fundraiser responsibilities As an authorised fundraiser you are responsible for ensuring that your event or activity is safe, legal and appropriate to PCYC Queensland. As the authorised fundraiser you accept full responsibility for the coordination and management of the event/activity including volunteers/personnel, associated finances, publicity and all communications relating to your event. Fundraising and Alcohol PCYC Queensland supports a responsible service of alcohol policy at all fundraising events. If you are planning on hosting a fundraising event that serves alcohol you may need to apply for a Community Liquor Permit. To find out if you need a Community Liquor Permit for your fundraising event, complete the online self-assessment from the Office of Liquor Gaming & Racing. For more information and to apply for a Community Liquor Permit visit the Office of Liquor Gaming & Racing. Fundraising the Law and You All fundraising activities must comply with Federal, State and local Council laws and regulations. It is your responsibility to ensure you meet any obligations outlined in legislation and regulations, including permits, licenses or insurances required. To familiarise yourself with the fundraising legislation and regulations relevant to your State or Territory please refer to the details of the relevant government bodies below. QLD Office of Fair Trading Office of Liquor Gaming & Racing (OLGR) A person under 15 must have written consent from a parent or guardian and be accompanied by an adult at all times when collecting funds raised. PCYC Queensland Logo and Name As an authorised fundraiser you are able to use the PCYC Queensland supporter logo when promoting your fundraising activity. The PCYC Queensland supporter logo may only be used to promote the activity for the dates stipulated in the Authority to Fundraise letter. PCYC Queensland must approve any reference to the PCYC Queensland name or supporter logo before going to print or publication. A copy of the supporter logo can be supplied on request. Your activity is not an official PCYC Queensland activity. As a fundraiser you are responsible for ensuring that you are not seen to be representing PCYC Queensland. 7

8 Insurance As an authorised fundraiser it is your responsibility to organise appropriate and applicable insurance and ensure any other safety requirements (e.g. first aid services) are implemented, as required. Some venues may provide public liability insurance to cover your event, please ensure this is the case prior to making any arrangements. Financials and Administration As the authorised fundraiser, it is your responsibility to keep accurate records including Profit and Loss records, and requests for tax-deductible receipts, and return them to PCYC Queensland within one month of the conclusion of your fundraising efforts. Any requests for tax-deductible receipts to be sent to donors must be forwarded to PCYC Queensland as soon as possible for issue. To assist with recording details of individuals who require a tax-deductible receipt, please use the Donor Receipt Log form that can be supplied to you upon request. Tax-deductible receipts can only be issued to people donating $2 or more and if the supporter is not receiving anything in return. For this reason, tax-deductible receipts cannot be claimed for purchase of raffle tickets or merchandise. PCYC Queensland is not responsible for any expenses incurred or losses that may occur from a fundraising activity. Any reasonable expenses may be deducted from the proceeds of your activity provided they are properly documented (acceptable industry benchmark is 26% for administrative fees). Refer to the Australian Charities and Not-for-Profit Commission (ACNC) for further information. Withdrawal of Authority to Fundraise If PCYC Queensland is concerned that any fundraiser s actions may bring the organisation into disrepute, PCYC Queensland reserves the right unilaterally, verbally, electronically or in writing, to withdraw authority to fundraise for PCYC Queensland or use PCYC Queensland s logo. The fundraising activity must cease immediately upon the fundraisers receipt of this notice. How we can support you Our PCYC Queensland fundraising team is here to help you in any way that we can during your fundraising journey. We can support you by: Providing advice as you plan your fundraising activity Supplying you with official PCYC Queensland material including collection tins and informational material Allowing you use of the PCYC Queensland name and supporter logo in promotion of your fundraiser (e.g. Raising funds for PCYC Queensland or Proudly supporting PCYC Queensland). Providing your donors with tax-deductible receipt for donations of $2 or more (upon request) Providing you with a Certificate of Thanks once all your fundraising activities have been finalised. 8

9 Community fundraising registration form Application Date: Fundraiser Details Contact Name: Company (if applicable): Address: ABN: Phone (business hours): Mobile: Fundraising activity details Event Name: Event Description: Proposed Start Date/Time: Proposed End Date/Time: Proposed Venue: How will funds be raised (e.g. individual donations, ticket sales, raffle etc): Will all proceeds from your activity be donated to PCYC Queensland? If no, please list other organisation/s and the percentage split: Would you like the funds raised to support our organisation wide activities or directed to a specific club? If yes, which club? How much money do you aim to raise for PCYC Queensland? Do you intend to seek public liability insurance for your fundraiser? Note PCYC Queensland is not liable for the event and bears no responsibility for any loss, damage or liability for injuries caused or associated with the event. Insurance Type: 9

10 Do you require use of PCYC Queensland supporter logo? What promotional material will the logo be used on: Posters (digital or print) Website Invitations Social media All materials, including digital, that uses the PCYC Queensland supporter logo must be approved by the PCYC Queensland fundraising team. Declaration and Agreement Fundraisers Agreement I have read, understood and agree to comply with the PCYC Queensland terms and guidelines and confirm that my fundraising activity/event will be held in accordance with these requirements. Signature: Date: Office Use Only Date Received Date of Approval Letter of Authority Issued (date) Entered Authorisation Signature 10

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12 Title Police-Citizens Youth Clubs (PCYC) Queensland 30 Graystone Street, Tingalpa QLD 4173 P F W pcyc.org.au E fundraising@pcyc.org.au 12 QUEENSLAND V1. :07/03/2018