SCOTIABANK CHARITY CHALLENGE OF THE BANQUE SCOTIA 21K DE MONTREAL PROGRAM AND REGISTRATION INFORMATION

Transcription

1 SCOTIABANK CHARITY CHALLENGE OF THE BANQUE SCOTIA 21K DE MONTREAL PROGRAM AND REGISTRATION INFORMATION

2 TABLE OF CONTENTS GENERAL INTRODUCTION... 3 Introduction to Banque Scotia 21k, 10k, 5k & Kids Race de Montreal event... 3 General introduction to the Scotiabank Charity Challenge (SCC)... 3 What is the Scotiabank Charity Challenge of Montreal?... 4 Rules for Awarding Prizes... 4 SCC COORDINATION TEAM... 5 Introduction to the Montreal SCC Coordination Team... 5 Contact Us... 5 BENEFITS... 6 Benefits for your charity... 6 Benefits for your participants... 6 Benefits of Artez (by FrontStream)... 7 REGISTRATION... 8 Registering as an official charity... 8 Where to register... 8 Orientation sessions... 9 Deadline to register charities in the Scotiabank Charity Challenge... 9 Event dates, participant rates and number of runners... 9 FREQUENTLY ASKED QUESTIONS How do I know if my charity will be able to comply with the commitment of recruiting for $800 in application fees? Can participants be offered complimentary registration? Are there other fees to pay to participate in this event? How are the total donations raised by the official charities shared out? What does our charity receive? What does our charity have to do? How much time will we have to devote to this project? How can our charity register runners? How an interested participant can contact my charity? What can we do to attract participants? Page 2 of 13

3 GENERAL INTRODUCTION Introduction to Banque Scotia 21k de Montreal event Every year in April, the Banque Scotia 21k de Montreal event attracts thousands of runners, spectators and volunteers from all corners of Quebec and even across Canada. What started out in 2003 as a half-marathon with 800 participants has steadily grown in size. The 5k race was introduced in 2005, and this year, the Banque Scotia is introducing the new 10k race and the Kids race (500m). This sporting event is the first major spring road race in Quebec, and it now welcomes over 5,700 participants! The course is certified by Athletics Canada and has played host to the Canadian Half Marathon Championships since The event takes place at Parc Jean-Drapeau. The route will be different this year because of the big building site planned at the Parc Jean-Drapeau for The final route will be announced once it s official. The Banque Scotia 21k de Montreal event is one of eight running events organized across Canada by Canada Running Series. General introduction to the Scotiabank Charity Challenge (SCC) The SCC is the community-based aspect of all the Canada Running Series events in which Scotiabank is involved. In addition to supporting the local economy in the city where the event takes place, the Charity Challenge makes it possible to raise funds for local and national charitable organizations. To this end, in 2016 the SCC helped raise over 8 million dollars for over 560 Canadian charities, 1.2 million of which was shared by 66 charities for the SCC of Montreal was a milestone year as more than $50 Million was raised since it had launched in 2003! Charitable organizations that register for the SCC enjoy the following benefits: Participation in a large-scale community event without running any financial risk, allowing donations to take precedence over logistics. Scotiabank assumes most of the costs associated with fundraising, so every dollar received goes directly to the cause. Charities and fundraisers are given free access to Artez (by FrontStream), a platform that allows runners to automate their fundraising. Page 3 of 13

4 What is the Scotiabank Charity Challenge of Montreal? Charities registered for the SCC have a chance to win one of nine cash prizes awarded by Scotiabank in the following categories: 1. Charity with the largest total dollars raised Note: The total includes all online and verified offline donations to fundraising runners, fundraising teams and the charity directly. - 1 st place: $4,250-2 nd place: $2,500-3 rd place: $1, Charity with the largest number of fundraising runners Note: Charities must have a minimum of 10 fundraising runners registered. Fundraising runners can be registered in any combination of running events (21k, 10k, 5k (with stroller) & Kids Race). Only donations made directly to the individual runners are used in the calculation. Donations made to fundraising teams will not be included. - 1 st place: $4,250-2 nd place: $2,500-3 rd place: $1, Charity with the largest average dollars raised per fundraising runner Note: Charity must have a minimum of 10 fundraising runners registered. The average dollars raised will be calculated based on individual fundraising runner totals only. Donations made to fundraising teams or the charity will not be included in the calculation. - 1 st place: $4,250-2 nd place: $2,500-3 rd place: $1,500 RULES FOR AWARDING PRIZES Prizes awarded to each official charity are calculated based upon funds raised by individual fundraising runners and teams registered for a specific charity. Prizes will be awarded based on the total online and verified offline donations entered through the Artez system about a month after the event (the exact date is yet to come). Charities not using the Scotiabank-sponsored Artez system must submit an import file to your Montreal Charity Challenge Coordinator about a month after the event (the exact date is yet to come). A charity cannot win more than one cash prize. In the event that a charity should win/place in more than one category, it will be awarded the prize for the category in which it wins/places by the biggest margin. The margin is the percentile difference between the winning charity and the next winning charity. Runners can fundraise as a team, but each must raise a minimum of $50 individually (including online and verified offline donations) to be considered as a fundraising runner. Page 4 of 13

5 SCC COORDINATION TEAM Introduction to the Montreal SCC Coordination Team The coordination team is composed of three members. Sénik is the company that will be providing this service for the Montreal SCC. Here is a summary of the coordination team s role: To answer questions that any new charities interested in participating may have in order to help them register and manage this fundraising project. To serve as a link between all the key parties involved: Scotiabank, Canada Running Series (which organizes the Banque Scotia 21k de Montreal event) and the SCC charities. To pass on all necessary information to the registered charities through s and newsletters. To guide and provide advice to the registered charities administrators so that they, in turn, can assist their participants. All the key information this team shares will be stored on a website that you can consult at any time. To keep you up to date on all the latest news, newsletters will also be ed to you. Further details will be provided to you once you register. More details will be provided after your application. CONTACT US Should you have any questions, don t hesitate to contact the SCC Coordination Team! Stéphanie Tremblay will be pleased to answer your questions or direct you to the appropriate contact person. We will do our best to respond to all inquiries within 48 hours. During peak periods, the response delay could increase. Stéphanie Tremblay Customer Service deficaritatif@senik.ca DEFI (3334) Josiane Noiseux Coordinator Olivier Léger-Leduc Project Manager Sénik - Office Address 3, avenue Dubé, Montréal-Est (Qc) H1B 4W4 Page 5 of 13

6 BENEFITS Benefits for your charity The Challenge makes it possible for: - runners to register in the Banque Scotia 21k de Montreal event to run and fundraise on behalf of the charity of their choice; - charities to hold an annual fundraiser and promote their presence at the Banque Scotia 21k de Montreal through active donors, who can then register and fundraise for their cause. Reduces risk by eliminating most of the costs associated with organizing an independent event. Allows you to promote your cause by associating it with a world-class event that fully supports and promotes the SCC. Fundraisers receive registration fee discounts. In addition, Scotiabank: - provides access to Artez, a platform that allows registered runners to fundraise online; - covers the fees for donations made by credit card; - appoints a SCC coordinator or coordination team for each of the marathons its sponsors, which is responsible for assisting registered charities. Benefits for your participants Before the run: - Registration fee discounts for runners fundraising on behalf of your charity (using a PIN code). - Complimentary customized online fundraising through Artez all costs assumed by Scotiabank. - Friend and Family Zone to facilitate the appointment of participating charities participants. - Souvenir Sport T-Shirt of the event and some partners gifts. During the run: - Designated cheering zones throughout the course - Water stations on each course - Bibtags to show how long it took to complete the course - Souvenir photo at the end of the half-marathon (21k) After the run: - Festive, family-oriented after-race party site complete with music and mascots - Complimentary food and beverages Page 6 of 13

7 Benefits of Artez (by FrontStream) Although the use of this fundraising system is optional, we strongly recommend it. All charities registered for the Montreal SCC have used this system in Quick reports: Access to real-time fundraising reports which make it possible to see information about the participants, individual and cumulative totals as well as tax receipt numbers. Automatically generated tax receipts: If desired, an electronic tax receipt in uneditable PDF format (the only kind permitted by the Canada Revenue Agency [CRA]) is automatically sent to the donor s address. Secure: FrontStream uses state-of-the-art encryption technology to guarantee that transactions are secure. Gain time: Less handling of cash or cheques means more time to recruit and motivate participants. Donations are collected instantly by credit card. Customization: Participants can customize their fundraising page with a photo, their fundraising goal or a special message. They can also customize the s they send to their family, friends and colleagues. Participants can easily upload contact lists as well, making it possible to spread the message throughout their network in just a few clicks. Real-time results: As they get closer to their fundraising goal, runners can easily follow up on any promised donations and personalized thank-you messages to donors before, during or after the run. Language: The system is available in English or French (the Admin platform is in English only). Mobile app: Participants can download the Défi Caritatif Banque Scotia app on their smartphones and tablets so they can manage their fundraising page at any time. The app is available for ios and Android. Even without the app participants will be able to access their fundraising page from their mobile devices since Artez s web pages are automatically optimized for them. Page 7 of 13

8 REGISTRATION Registering as an official charity Be in good standing with the CRA: Your charity must be a registered Canadian charity and must be in good standing with the CRA. Fill out the registration form: You must fill in an online form. This form allows us to find out if you qualify and to collect marketing information on your charity in order to build your profile on the platforms used for the SCC. Once you ve completed the form, you must allow a delay of 10 to 15 business days before your charity is added to the list of the official charities of the 2017 SCC. Agree to the SCC Official Rules: To complete your registration, you must agree to the official rules of the Montreal SCC and send us a signed copy. Commit to register participants to the SCC: In order to become a SCC official charity, there is an $800 fee, but you could reduce those fees until $0! In other words, you can consider this fee as a commitment to recruiting participants for a minimum of $800 (+tax) in registration fees for all runs. If you honor this agreement, you won t have to pay the fee. If you are not able to comply with this agreement, you will have to pay the balance once you receive the invoice after the event. Recruit and register participants: Runners wishing to participate to the SCC can be entitled to discount rates we re offering to registered charities. Each charity has it s own PIN code giving them access to the preferential rates. These rates are valid for as long as it s possible to register online. It is the administrator s duty to transmit the PIN code to participants. Where to register Charities are to register online. The Internet link to the form will be sent to you upon request. Please contact the Montreal SCC team. Important: A charity will not be considered registered until it has provided all of the information required. An incomplete form may result in additional time for processing your application. Page 8 of 13

9 Orientation sessions The SCC team will hold an orientation session so that the charitable organizations have an opportunity to meet one another and learn more about the run, the Charity Challenge, the system for registering participants and the Artez system. More details to come. Deadline to register charities in the Scotiabank Charity Challenge The SCC charities application deadline: January 27, 2016 If this spectacular opportunity is of interest to you, we suggest that you register quickly, the sooner the better. You will then have more time to plan your marketing strategy and to canvass participants. Demand to register in the run is high, but space is limited. Event dates, participant rates and number of runners This year, the event will be spread over two days, on the weekend of April 22nd and 23 rd, Good news, the rates have been revised downwards! RACES DISTANCE DISCOUNT RATES (+ tax (5%) and processing fees) MAX NUMBER OF RUNNERS DATE START TIMES HALF-MARATHON (21 km) $ Sunday 9:00 AM 10 km $ Saturday 9:00 AM 5 km $ Saturday 11:00 AM 5 km with stroller $45 See 5 km Saturday 11:00 AM Kids Race (500 m) $ Saturday 12:45 PM * No refunds will be accepted for a participant who has not used the PIN code when registering. Page 9 of 13

10 FREQUENTLY ASKED QUESTIONS HOW DO I KNOW IF MY CHARITY WILL BE ABLE TO COMPLY WITH THE COMMITMENT OF RECRUITING FOR $800 IN APPLICATION FEES? WILL MY CHARITY BE PENALIZED? It s a matter of time and strategy! It is important to spend enough time on the project for it to be profitable. Also, thoughtful planning and a good recruitment strategy are the key to success. The objective is to enable you to receive donations for your charity and not to cause additional expenses. Don t jump into a void, take time to assess whether you have the necessary human resources. Moreover, even if you fail to meet the target of $800, it doesn t mean that your charity will have a deficit at the end of the event! The following examples will help you understand better. Example 1 ABC Foundation is registering 9 participants in the 21k (9 x $60 = $540), 2 participants in the 10k (2 x $45 = $90) and 6 participants in the 5k (6 x $35 = $210). ABC Foundation is thus complying with the agreement by reaching the minimum threshold of $840 in registration fees. No invoice will be sent to ABC Foundation. Example 2 XYZ Foundation is registering 5 participants in the 21k (5 x $60 = $300) and 7 participants in the 5k (7 x $35 = $245). XYZ Foundation has not managed to reach the minimum amount due ($800 - $300 - $245 = $255). It will thus receive an invoice for $255 + tax after the event that it must pay. However, the twelve participants have managed to raise a total of $2,000 through their fundraising. The charity will receive a check with the amount of $2,000 once the invoice is paid. In other words, we can consider that the charity is a winner with a net income of $1,745. CAN PARTICIPANTS BE OFFERED COMPLIMENTARY REGISTRATION? Yes! This year, charities can pre-purchase free charity PIN codes at the charity rate. If you re interested, the administrator must contact us (deficaritatif@senik.ca DEFI) for this hidden webpage link. Only the charities administrator can pre-purchase the free PIN codes and they must be purchased in bulk (purchase multiple entries). They cannot purchase them one at a time. Once purchased free PIN codes, the administrator will receive them by within 48 hours. He will have to share the free PIN codes to selected participants. If the participant has already paid his registration, it is not refundable. Page 10 of 13

11 ARE THERE OTHER FEES TO PAY TO PARTICIPATE IN THIS EVENT? No. The SCC is a world-class event with no risk to you. In addition, registered charities get complimentary access to Artez, an online fundraising platform. HOW ARE THE TOTAL DONATIONS RAISED BY THE OFFICIAL CHARITIES SHARED OUT? Your charity receives 100% of the funds raised by your fundraising runners and fundraising teams. You are thus directly rewarded for your efforts. WHAT DOES OUR CHARITY RECEIVE? Online promotion on the 21kdemontreal.ca site as well as the option to use the online fundraising platform Artez, provided free of charge by Scotiabank. Digital promotional material. Support from the SCC coordination team. WHAT DOES OUR CHARITY HAVE TO DO? Promote the event through your charity s supporters. Solicit participation in your fundraiser. Integrate the event into your communication strategy. Communicate through social media. Work with the event organizers and partners to ensure media coverage of the event. Ensure that employees are available for interviews, if necessary. Present unique and touching stories that will attract public and media attention. Reward and honour the people who support your charity, and acknowledge their accomplishments. Appoint an employee from your charity to work in concert with the SCC coordination team to perform administrative duties related to the event. Be present at the event from beginning to end. Page 11 of 13

12 HOW MUCH TIME WILL WE HAVE TO DEVOTE TO THIS PROJECT? It is difficult to estimate the number of hours that will have to be spent on the project. It all depends on your goals, your charity s organizational structure and the staff available for the project. It is possible that less time will be needed initially, and more time will be needed as the event date draws closer. Of course, the longer you wait to register your charity for the SCC, the more time you will likely have to spend on average each week. For that reason, we recommend that you register as soon as possible. HOW CAN OUR CHARITY REGISTER RUNNERS? Participants can register on the event website at in the Charity Challenge section. A document concerning the participants registration is available to SCC official charities. This document allows you to guide them through the registration process. HOW AN INTERESTED PARTICIPANT CAN CONTACT MY CHARITY? The charity administrator contact info will be available on the event website at in the Charity Challenge section. WHAT CAN WE DO TO ATTRACT PARTICIPANTS? Use your networks to promote participation in the Banque Scotia 21k de Montreal and the SCC. Ask celebrities, businesses, associates, groups or individuals to run on your behalf. Create an enticing program of incentives to encourage and reward your fundraisers. You can hand out prizes to the top fundraisers. Be creative. (Some examples of incentives that charities have given out in the past: ipods, running equipment, tickets for trips or local attractions, etc.) Send information about training programs and clinics to your fundraising runners team. Promote Artez, the online fundraising platform. Put a link to your Artez page on your website. Keep in regular contact with your runners by sending them s or newsletters to reinforce their commitment and stimulate their motivation. Organize group training sessions in preparation for the big day. Get your colours seen on race day! Customize shirts or accessories for your participants. Find volunteers to man the stations during the event. Page 12 of 13

13 Organize a post-run celebration. Find a restaurant or bar that will sponsor your team or teams. Reward your runners achievements. Hold regular teleconferences with the other registered charities to share ideas and keep the focus on your goal. Page 13 of 13