2017 Telethon Volunteer Campaign Special Event Guidelines

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1 2017 Telethon Volunteer Campaign Special Event Guidelines Thank you very much for being a Volunteer! Before you Plan a Special Event assess the 75/25% Revenue Expense Rule If your special event expenses will be more than 25% of your revenue, reconsider how you can reduce expenses or consider a different approach altogether. Donors are inspired to support Easterseals to help the kids and their families receiving needed services, not to pay for special event expenses. Please submit your Income and Expense Report along with the funds raised within 30 Days of your special event After your event is complete please submit your Income and Expense Report: - kbieneman@ci.easterseals.com , ext Easterseals must have this documentation for our auditors. Raffle Procedures & Requirements for Compliance of Raffle License Prior to planning a Raffle you are required to talk with Easterseals: - kbieneman@ci.easterseals.com , ext Easterseals is required to comply with raffle licensing rules and will handle the paperwork on your behalf. Easterseals will need required information from you. See attached Raffle application. All Raffle applications must be approved before starting your raffle. (page 3) When conducting a raffle: All raffle items must be donated or underwritten by a sponsor, expenses of any kind may not be deducted from raffle proceeds. Following your raffle, please submit the Volunteer Raffle Report. (page 4) Donations You Are Required to Track The donor purchasing tickets/tables to an event or donor underwriting expenses for an event. Please provide the value received by the donor to Easterseals for receipt purposes. The donor providing an In-Kind Donation (A donation of goods, not cash). Please Use Form Provided. Identify the Volunteer or Volunteer Team to be credited for all donations. (use Donor Tracking Sheet) Donations Not Necessary to Track Unless the Donor Requests a Receipt Raising funds through service, i.e. tips for pumping gas or waiting tables, usually the donor will give a cash donation and not expect a receipt. Purchases of raffle tickets are not tax deductible. Therefore, a receipt is not necessary. However, we still want to track those who purchased a ticket. When you turn in your funds to Easterseals, simply note on any checks that it was for a raffle ticket. If a donor requests a receipt for a cash donation, that has no value received, please turn in to Easterseals to acknowledge with all the donor contact information. (use Donor Tracking Sheet) Identify the Volunteer or Volunteer Team to be credited for all donations Checking Accounts & Expenses If you have expenses for your event, you will need to open a checking account to pay for the expenses from event proceeds. The checking account should be in your name, using your social security number (not Easterseals Tax I.D. number), and the account cannot be interest earning. Checks should be made payable to: Name of your event to Benefit Easterseals not to Easterseals. All checks and cash must be reported. Checks may be photocopied and cash recorded on a list and turned-in to Easterseals. (Donor Sheet Attached for cash donations) Identify the Volunteer or Volunteer Team to be credited for all donations

2 Page 2 of 2 Telethon VOLUNTEER Campaign Special Event Guidelines Who is going to participate at your event? It is important to depend upon your own center of influence and team to sell tickets to your event. There are so many Volunteer Special Events, do not depend on other Volunteers as your main source of participants. Easterseals staff participation in your Volunteer Special Events is limited simply due to time constraints. Liability If you are planning an event at home, your insurance bears the responsibility for any liability. Webpage for your Special Event Easter Seal will set up a webpage on to accept online registrations and payments. Please contact Carrie Budzinski if you would like a special page for your ext Websites and Social Media Please contact Carrie Budzinski at Easterseals regarding Facebook and social media needs , ext or cbudzinski@ci.easterseals.com. Easterseals will list your Volunteer Special Event on the Easterseals fundraising website and on the Easterseals Central Illinois Facebook page. Please forward all event details including any event flyers and the contact information for the person available to answer questions about the event. Printed Materials Please submit all printed materials to Easterseals for approval to: Joette Blakesley- Jblakesley@ci.easterseals.com Questions to turn in your donation or for more Information: Easterseals Donor Services Manager or Easterseals Donor Services Assistant Carrie Budzinski kbieneman@ci.easterseals.com cbudzinski@ci.easterseals.com , ext , ext Keep It Simple and Have Fun! Remember the 75/25% Revenue/Expense Rule! Log onto Easterseals Website for a Listing of Volunteer Campaign Events I agree to follow the above Special Event Guidelines: Name: Dated: Return to, Donor Services Manager Easterseals Central Illinois, 507 E. Armstrong Ave., Peoria, IL 61603

3 Volunteer Raffle Application Raffle Application must be approved by Easterseals prior to printing tickets. Raffle Name and Event: Draw Date: Drawing Location: Description and retail value of items to be raffled: Ticket Pricing: Number of tickets to be printed/sold: Individuals responsible for the conduct and operation of the raffle: 1. Name: 2. Name: 3. Name: 4. Name: 5. Name: Finance Approval: Date: Development Approval: Date: Easterseals Central Illinois, 507 E. Armstrong Ave., Peoria, IL 61603

4 Volunteer Raffle Report (submit to Easterseals 7 days after Raffle Drawing) Raffle Name and Event: Date Drawn: Location: Volunteer submitting report: Total number of tickets sold: Tickets sold for: Gross Revenue from Raffle : Expenses: Net Revenue from Raffle: Raffle Winner 1: Raffle Winner 2: Raffle Winner 3: Please submit to: Donor Services Manager Easterseals Central Illinois 507 E. Armstrong Ave. Peoria, IL Ext Fax: kbieneman@ci.easterseals.com

5 Donation-In-Kind Date of Gift: Business/Individual: Address: Contact Person: Phone: Description of Donation: Value of Donation: Easterseals Event: Return to: Donor Services Manager Easterseals Central Illinois 507 East Armstrong Avenue Peoria, IL Ext FAX Easterseals will send a receipt for this gift after we receive this form.