COMMUNITY EVENT FUNDRAISING TOOLKIT

Transcription

1 COMMUNITY EVENT FUNDRAISING TOOLKIT PLANNING A SUCCESSFUL EVENT TO SEND KIDS WITH AND AFFECTED BY CHILDHOOD CANCER TO CAMP OOCH. OUR MISSION Camp Oochigeas is a privately funded, volunteer based organization that provides kids with and affected by childhood cancer with unique opportunities for growth through challenging, fun, enriching and magical experiences. Camp Ooch receives no government or hospital funding.

2 CONTENTS WHY YOUR SUPPORT MATTERS HOW OOCH CAN SUPPORT YOU EVENT PLANNING CHECKLIST COMMUNITY FUNDRAISING EVENT IDEAS TYPES OF ONLINE FUNDRAISING PAGES STANDARDS AND GUIDELINES TAX RECEIPTING GUIDELINES SOCIAL MEDIA *Support is available. Contact Camp Ooch at

3 WHY YOUR SUPPORT MATTERS The cost to send a child to Camp for a two-week session of overnight Camp is $3,500. All Ooch programs are offered at no cost to families. Receiving no government or hospital funding, Camp Ooch relies on the generous support of donors, volunteers and community events. COST TO SEND A CAMPER TO OVERNIGHT CAMP $3,500 for 2 weeks $1,750 for 1 week $250 for 1 day $125 for ½ day ABOUT OOCH Ooch provides magical experiences all yearround. Our programs happen at Residential Camp in Muskoka, seven days a week at The Hospital for Sick Children (SickKids), three satellite centres and every week at our urban recreational facility, Ooch Downtown in the heart of downtown Toronto. Thank you for choosing Camp Ooch as a beneficiary of your fundraising event. Community support is key to our success. We have created this easy-to-use guide with tips and tools to help you plan your event and raise critical funds to help send kids to Camp! NEED SUPPORT? Contact our Development Officer at x238 CAMP OOCHIGEAS 464 Bathurst Street, Toronto, Ontario, M5T 2S6 oochigeas@ooch.org T: F: Charitable Registration Number: RR0001 ooch.org Your event funds will be directed to the greatest need of the organization as determined by Camp Oochigeas. *Support is available. Contact Camp Ooch at

4 HOW OOCH CAN SUPPORT YOU Once you have finalized the details of your event, be sure to register by filling out the Ooch Community Event Agreement Form at ooch.org/ceaf. Once you are registered Ooch will provide you access to online creative resources and assets. INCLUDING: Dedicated Staff Member to answer questions and provide fundraising and planning support. Promotional Materials that support your fundraising efforts such as newsletters, posters, videos, stickers, and buttons. Fundraising Tools: donation forms, pledge forms, accounting forms and online fundraising pages. Communications Support such as a letter of support, Proud Supporter logo and public profile on our online event listing. Post-Event Support including thank you letters for event supporters and donors, accounting support for financial summaries and appropriate recognition for the event. Key Messages USE OF CAMP OOCH S PROUD SUPPORTER LOGO To use the official Proud Supporter logo you must register your event with Camp Oochigeas. Ooch must approve all materials that host our logo and brand. Please send all marketing materials to oochigeas@ooch.org with ATTN: EVENT MARKETING MATERIALS in the subject line. Fundraisers over $1,000 are listed online and in our Annual Report. *Support is available. Contact Camp Ooch at

5 EVENT PLANNING CHECKLIST Planning an event can seem daunting, but it doesn't have to be! Here are some pointers on how you can host a successful event or fundraising campaign to send kids with and affected by childhood cancer to Camp. DEVELOP A PLAN Things to think about: What type of event are you going to host? Choose a convenient date for potential attendees. Where will you host it? What is your financial goal? How will you raise money? How are you going to promote the event? Do you need a committee to help plan your event? Does your event require any licenses? (Bingo, Raffle, Alcohol) CREATE A BUDGET The reality is that you will have expenses for your event. Creating a budget will help ensure that your registration fees cover your expenses while keeping you on track to raise funds and successfully meet your financial goal. SET A FUNDRAISING GOAL Consider using the cost of sending a kid to Camp as your fundraising goal. Having a tangible goal helps connect your donors to the cause. Strive to send a kid to camp for a day ($250), a week ($1750), two weeks ($3500), or even fill a cabin (8 kids x $3500 = $28,000)! Every donation makes a difference. *Support is available. Contact Camp Ooch at

6 REGISTER YOUR EVENT Complete the Camp Ooch event form at ooch.org/ceaf. Once registered, Ooch will provide resources and assets. COLLECTING DONATIONS Depending on the type of fundraiser you are planning, Ooch can create an online fundraising page customized for your event. It s a great way to collect donations before, at, or after your event. You may also choose to have donation forms or pledge forms at the event. Collecting donor contact details is important. Without them, Ooch is unable to provide tax receipts. POST-EVENT We want to hear about your event! Remember to share your success and photos with us at oochigeas@ooch.org with Community Event Photos in the subject line. CELEBRATE AND SHARE Social channels like Facebook, Instagram, Twitter, and YouTube are great places to promote and celebrate the success of your event. This also encourages others to host events in support of Ooch. Remember to in all of your posts. FUNDS RAISED Submit your event proceeds and donations to Ooch within 60 days of your event. Please include your accounting form. THANK PARTICIPANTS It s important to thank your participants, sponsors and donors! Every donation counts and makes a meaningful difference in the lives of children with and affected by childhood cancer. FUNDS CAN BE SENT TO OR DROPPED OFF AT: Camp Oochigeas Attention: Development Officer Community Events 464 Bathurst Street Toronto, ON M5T 2S6 All cheques must be made payable to Camp Oochigeas *Support is available. Contact Camp Ooch at

7 COMMUNITY FUNDRAISING EVENT IDEAS COMMUNITY FUNDRAISERS BBQs, car washes, lemonade stands or bake sales. Turning your passion into a community fundraiser is simple. Invite your coworkers, classmates, friends and neighbours to contribute to your event. Making these events an annual tradition builds community spirit. A-THONS Walk-a-thon, Bowl-a-thon, Skate-a-thon and more! A-thons are a great way to bring together a group of friends to participate in doing something you all love. Pledge donations for every hour of an activity. Online fundraising pages are also a great resource for these events. TOURNAMENTS Whether your tournament is already established or you are thinking of launching a new event, tournaments are a great way to raise funds and awareness for Ooch. Not sporty? Host a board game tournament! BIRTHDAYS/SPECIAL OCCASIONS Encourage family and friends to donate to Ooch in lieu of bringing gifts. Set up a celebration page at ooch.org/ celebrations and send out s to collect donations online. SCHOOL EVENTS Schools are a great place to raise funds. Our kids helping kids program helps motivate your students to practice philanthropy, compassion, and empathy. WORKPLACE CAMPAIGN 1 Dress down Fridays, monthly giving, or payroll deductions make charitable giving easy. Enquire if your work offers corporate matching programs where they may match charitable donations made by their employees. *Support is available. Contact Camp Ooch at

8 TYPES OF ONLINE FUNDRAISING PAGES Bring your event online! Online fundraising is simple. You can personalize your online fundraising page with photos, information, and access templates to send to your family and friends. When an online donation is received, your fundraising total is updated instantly and your supporter receives an automated tax receipt. CELEBRATION Are you celebrating a special occasion like a wedding, birthday, mother s day, or Bar/Bat mitzvah? Visit ooch. org/celebrations and create your own custom tribute fundraising page. SIMPLE FUNDRAISER Customize your personal page with photos, logos, a description of your event and why you are supporting Ooch. This fundraising page allows you to include links to external websites or documents like a poster or sponsorship package. TEAM FUNDRAISER Team fundraisers allow individuals to set up their own personal fundraising pages, which collectively go towards an event total. The landing page will list fundraisers and also have a generic donate button where individuals can support the event. A-thons and employee campaigns are great examples of how a team fundraiser is often more effective than a simple fundraiser. *Please allow the Ooch office one week to set up an online customized Community Event Fundraising Page. Camp is more than a place you go to in the summer. Camp is a place where you meet people who have gone through what you ve gone through. You re no longer different, you re just the same. You can reach your goals that seem impossible elsewhere. - Ooch Camper *Support is available. Contact Camp Ooch at

9 STANDARDS & GUIDELINES It is the event organizer's responsibility to communicate to sponsors, participants and the general public that Camp Oochigeas is the beneficiary of the event and is not conducting your community event. All promotional materials created by the event organizer must be submitted for approval to Camp Oochigeas prior to being printed or released to public audiences. The community event organizer is responsible for obtaining all necessary permits, licenses and insurance for their event. Please be advised that Camp Oochigeas will not assume any legal or financial liability at a third-party community event. Camp Oochigeas is not responsible for any damage, accidents to persons or property at such an event. OOCH CANNOT PROVIDE THE FOLLOWING: Funding or reimbursement for event expenses. Donor or sponsor lists. Promotion or advertising of your event except online and through social channels when deemed appropriate. Guaranteed attendance of staff, volunteers, or attendees at your event. While we would love to be able to send an Ooch representative to every fundraising event, please understand that the volume of requests often exceeds our resources. Application for gaming and liquor licenses i.e. : bingos, raffles, or insurance. Prizes, auction items or awards. Tax receipts for cash or in-kind goods that were not directly received by the Ooch office. *Be sure to review the event guidelines or talk to someone on our team to ensure you have fulfilled the tax receipt guidelines. 7

10 TAX RECEIPTING GUIDELINES As a registered charitable organization, Camp Oochigeas must follow all Canada Revenue Agency (CRA) rules and regulations. As an event organizer part of your role is to communicate tax receipting policies to the participants of your event. Please review Camp Ooch policies and discuss questions or concerns you may have with the Ooch office. For more information visit CRA cra-arc.gc.ca TAX RECEIPTS CAN BE ISSUED FOR THIRD PARTY FUNDRAISING EVENTS FOR DONATIONS OF $25 AND OVER IF: A benefit has not been received for the value of the donation (benefits could include: dinner, alcohol, entertainment, auction, parking, etc.) Camp Oochigeas receives a statement showing all revenue and expenses from the community event. Funds and a complete list of donor names, addresses, and donation amounts are received within 90 days of the event. Funds are received by December 31st in the same calendar year that the event was held. Sponsors and In-Kind donors may be provided with a business gift letter as proof of contribution upon request. On behalf of the children and families we serve, thank you for choosing to support Camp Ooch with your community event! Remember to register your event at CAMP OOCHIGEAS CANNOT ISSUE TAX RECEIPTS FOR: Purchase of admission tickets or green fees Purchase of an auction or draw item In-Kind goods and services donated to an event Sponsorship, when a tangible benefit of advertising and promotion is being received in return for payment *Support is available. Contact Camp Ooch at

11 SOCIAL MEDIA GUIDE FACEBOOK Like the Camp Oochigeas Facebook page at facebook.com/campooch When you name Camp Oochigeas in your Facebook posts so we can be aware of all the great work you are doing. When uploading images and videos of your event, be sure to tag TWITTER Follow Camp Oochigeas at twitter.com/campooch In your tweets or #campooch so we will see your tweets. Using #Hashtags are a great way to track conversations on Twitter. Should your event warrant a unique hashtag please let Ooch know what it is. INSTAGRAM Follow In your posts, be sure to or #campooch so we can see them. If your event has a unique hashtag, let us know so we can follow along and join the conversation! YOUTUBE Assign a friend or colleague to film your event. He or she could film it on your mobile camera or digital camera. If you don t have a YouTube account, set one up at youtube.com. It s easy and FREE. When you have an account, you can upload your own video(s) from your event. Follow the simple steps on YouTube to upload your video(s). Be sure to share your video efforts with Camp Ooch, so we can celebrate your event with you. Send video clips to oochigeas@ooch.org 9

12 CANCER CAN T DREAM. But with the help of everyone who makes community fundraising possible, from event organizers to volunteers to participants, the kids who make Camp Ooch so special can.

13 Community Event Agreement Form Date submitted Step 1 - Your Information First Name Last Name Organization Name (if applicable) Address City Province Postal Code Phone (day) Phone type Phone (day of event) Phone type Additional Contacts/Committee (please list) Step 2 - Event Details Name of Event Event Description Event Date(s) Time of Event

14 Event Location (include address) Fundraising Goal How are you planning on fundraising for Ooch? (Portion of registration fees, pledged donations, silent auction, promotional draw, etc.) Is this event supporting Camp Ooch for the first time? Including this year, how many years have you held this event in support of Camp Ooch? What factors made you choose Camp Oochigeas as the benefactor of your event? Is there a volunteer/camper connection? Are you supporting more than one charity through this event? Please list the other charities that will benefit from this event Step 3 - Promotion & Resources How will you publicize your event? (Please forward any publicity materials) Website URL (if applicable) Do you plan to use the Camp Ooch logo for promotion? Would you like to be listed under the Upcoming Events Section on the Ooch Website?

15 Event description for the online listing Please indicate the prefered event name for public recognition Would you like to receive Ooch promotional materials? (Banner, Ooch DVD, Posters...etc.) Please choose the items you require: Newsletters (max 100) Posters (max 20) Donation Cards (max 100) Stickers (max 250) When do you require these materials by? Ooch Rep Requested? Number of Ooch Reps Requested Date Required Time of Ooch Rep(s) Arrival Length of Time Required Dress Code Ooch Rep(s) Role Is there a speaking opportunity?

16 Will there be a cheque presentation? Are you interested in an online fundraising page for your event? Step 4 - Online Fundraising Camp Oochigeas has the ability to setup an online fundraiser on our website for your event. This page can be used to promote your event and encourage your supporters to make online donations to Camp Oochigeas through your event. Features can include photo slideshows, event info, a scrolling donor list and a goal thermometer. We can currently set up two types of pages for you: 1. Simple Fundriaser: A Single page fundraiser where you can promote your event and allow supporters to donate directly to Ooch. 2. Team Fundraiser: This option allows individuals to setup their own individual fundraising pages which go towards your fundraising event total. What type of page would you like? PROJECTED REVENUE: Step 5 - Projected Event Budget This is only an estimate and is meant to be a tool to help you determine your fundraising goals. You are not legally bound to the numbers. All event costs must either be paid directly by the organizer or come out of the event proceeds. Depending on the nature of your event, some expenses may or may not apply. In order for Camp Oochigeas to issue tax receipts for your event, you must complete the proposed budget as well as provide a full accounting after your event. Please discuss this with your Ooch contact to learn more about CRA Guidelines. Sponsorship Registration Fees Donations Auction Items Other (please make a note of what this is in the budget comments section) Total Projected Income PROJECTED EXPENSES: Venue Rental

17 Food & Beverage Printing (tickets, posters, etc.) Advertising Other (please make a note of what this is in the budget comments section) Other (please make a note of what this is in the budget comments section) Total Projected Expenses PROJECTED NET REVENUE: Net Revenue to Camp Oochigeas (Projected Revenues - Projected Expenses) Budget Comments Does your event require a liquor or gaming incense? Permits Please note that the following events are regulated by the Gaming Services Act (GSA): Bingos, Raffles, Monte Carlos/Casinos, 50/50 Draws & Alcohol Permits and will require a License. If needed, please allow at least 10 weeks to process liquor and gaming applications, which fall under the community event organizers responsibility. Please notify the Camp Oochigeas office if you are applying for liquor or gaming applications. Additional Notes/Comments

18 Step 6 - Event Agreement (Please read Event Agreements below) I have read the Camp Oochigeas Event Toolkit & Guidelines and understand my role as an event organizer. I understand Ooch and CRA's tax receipting guidelines as it relates to this event and have spoken to an Ooch representative if necessary. I agree to submit funds raised within 90 days of the event and will provide a full accounting summarizing the event income and expenses to Camp Oochigeas. I understand that tax receipts will not be issued without this full accounting. I agree to the above Event Agreement I agree that all publicity (including media releases, print/promotional materials, etc.) for the proposed event must be approved by Camp Oochigeas prior to being printed, released, etc. Camp Oochigeas shall have the right at any time and for any reason to request in writing that the Third Party cease use of the Camp Oochigeas logo in connection with the event and the Third Party shall use its best efforts to comply with such request. It is understood that Camp Oochigeas in no way endorses any products or services used in connection with the event and shall not be held liable for any damages, costs, injury to the person or property or any other loss from the event. Camp Oochigeas will not be held liable for any financial losses incurred by the event. The Third Party will indemnify, defend and hold Camp Oochigeas harmless from all claims, causes of action and damages of any kind arising out of or in connection with the community event, including but not limited to property damage or personal injury or other cause of action of any kind arising out of or in connection with the event. This event in no way represents a joint venture or partnership. All proposals for cause marketing must be accompanied by a full business plan. I agree to the above Event Agreement