Fundraising. Community Toolkit

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1 Fundraising Community Toolkit

2 2 Thank you for supporting community health care, closer to home. When you host a fundraiser, you're not only bringing our community together in support of Trillium Health Partners, you're raising awareness about world-class health care right here in your own community. Community support is vital in helping us advance our mission to build a new kind of health care for a healthier community. Together, we can ensure everyone in our community is as healthy as they can be, inside the hospital and beyond its walls. With your help, we can create innovative programs; and develop meaningful community partnerships to support you and your family along your health care journey. Through your fundraiser you're helping to ensure that high-quality health care stays closer to home for generations to come. On behalf of the Foundation, our hospital and the many patients we serve each year, thank you for making a difference. Sincerely, Steve Hoscheit, CFRE President & CEO Trillium Health Partners Foundation

3 3 Table of Contents Fundraising Tips... 4 Sample Action Plan... 6 Sample Budget Tracking... 7 Sample Thank You Letter... 8 Sponsorship Tips... 9 Sample Sponsorship Package Sample Sponsorship Levels Tax Receipting Tips Donation Form Media Tips Sample Media Advisory Sample Media Release... 17

4 4 Fundraising Tips Thinking about hosting a fundraiser in support of Trillium Health Partners? If so, you re in good company! Each year, families, friends, colleagues and community groups join together to create street parties, staff lunches, walks and lemonade stands, or galas and golf tournaments in support of Trillium Health Partners. This toolkit will help you get started on planning your fundraiser. When you are ready to partner with us, please submit a Fundraising Agreement Form and a Foundation representative will connect with you on next steps. Interested in corporate fundraising? Cause-Related Marketing: Designate a per-unit donation or a percentage of total sales from a special product or selected products, while giving back to community health care. Demonstrate to your customers, employees and suppliers that you truly care about investing in health care, closer to home right where it belongs. Matching Gift Programs: Many employers sponsor matching gift programs and will match charitable contributions made by their employees. Double your fundraising efforts by asking your employer if your company has a matching gift program. If not, lead the way and ask if they would be willing to match the funds you raise in support of Trillium Health Partners! Create annual staff-led fundraisers: Get your staff engaged and involved in the community! Develop a team to create fundraising events throughout the year such as bake sales, pizza lunches for a donation, dress down days, arts and crafts sales, holiday parties and sports teams. Or even consider donating funds to THP in lieu of client/staff holiday gifts and give back to local health care.

5 5 How we can help: Provide an acknowledgement letter proving authenticity of your fundraiser Provide guidance on planning your fundraiser through helpful templates Display your fundraiser brochures/poster at our three hospital sites Advertise your fundraiser through various communication tools, including our online calendar of events & the hospital s e-newsletter distributed to staff Provide support materials for your fundraiser, such as a THPF-branded banner and presentation cheque Depending on your fundraiser, you may want to set up a fundraising page online. This can be done through our website! You can create an online fundraising page after you ve submitted your Fundraising Agreement Form by visiting trilliumgiving.ca/fundraisingpage If you have any question while setting this up, we re always here to help! Collect proceeds and arrange for charitable tax receipts for cash donations following your fundraiser. If you are looking to collect pledges, cash or cheques in person, please note that cheques must be payable to Trillium Health Partners Foundation. For a donation form, see pg. 13 Prepare and mail thank you letters (accompanied with tax receipts) Please note that we are unable to: Share donor mailing lists Offer funding or reimbursement for expenses Prepare and mail thank you letters to those who do not receive a tax receipt Issue tax receipts for registration, sponsorship, gift-in-kind donations such as services gift certificates, and use of vacation property

6 6 Sample Action Plan Choose your fundraiser Organize your committee Confirm the date Book the venue Choose a fundraiser theme Draft your budget and set your fundraising goals Submit your Fundraising Agreement Form to Trillium Health Partners Foundation List the suppliers you will need for a successful fundraiser (i.e. entertainment, food, décor, audio visual, printing) Develop your sponsor prospect list and review with the Foundation (be sure to secure handling and delivery of any gifts you receive, including sponsorship, cash donations, and gift-in-kind donations) Create print materials to advertise your fundraiser Send fundraiser information to all of your contacts Recruit volunteers Keep track of guests, number of tickets sold, participants, etc. Confirm fundraiser information with all suppliers Send out a reminder to all participants the day before the fundraiser Include us in any social media posts (please find our social media on pg 18) Collect any outstanding donations and determine total amount Send thank you letters to all your supporters (participants, sponsors and volunteers, see pg 8 for a sample) Book date for cheque presentation with the Foundation Begin plans for next year s fundraiser!

7 7 Sample Budget Tracking Tips: Create and monitor your budget using an Excel spreadsheet Add a 5% miscellaneous fee (of the total revenue) to the budget to cover unexpected costs Gift-in-kind donations should not be added into the final revenue achievement Revenue Tickets/Entry Fee Pledges/Donations Sponsorships Auction Raffle Other Income (specify) Total Revenue Amount Expenses Venue Food & Beverage Collateral (e.g. printing) Advertising Costs Licensing Fees Prizes Security Miscellaneous (add 5% of the total revenue to cover unexpected costs) Total Expenses Total Net Revenue to be donated to Trillium Health Partners Foundation

8 8 Sample Thank You Letter Thank you for your generosity & support of XXXXX (event name) (date) Salutation XXXX XXXX Street address Mississauga, ON L5V 2C9 Dear XXXXX, Through your participation/sponsorship, you are helping to ensure that funds raised for XXXX are supporting Trillium Health Partners. was raised and we couldn t do it without you. We hope to have your support next year as we continue this great event. Thank you our community of supporters for the invaluable support you ve given in helping us build a new kind of health care for a healthier community. The funds raised will go towards initiatives like new patient spaces, purchasing essential equipment, and innovative research. With your help we are able to continue to provide high quality health care right where it belongs. With sincere appreciation, Name of Event Organizer (Include photos/link to photo gallery, if available)

9 9 Sponsorship Tips Soliciting for sponsorship funds is very important to the success of any fundraiser. When identifying sponsors, target businesses that are community driven with an interest in the type of participants your fundraiser is attracting. Your sponsorship package should include the five Ws of communication Where and When your event is, Who you are, What you are raising money for, and Why you are requesting them to become a sponsor. In your sponsorship package, consider the following incentives: Exclusivity (the only specific industry sponsor at the event e.g. Exclusive Gala Sponsor) Signage at the event Complimentary tickets/registration Product promotion at the event Company logo included on selected promotional materials (i.e. invitation, evening program, website) On-stage acknowledgement by event emcee/speaker

10 10 Sample Sponsorship Package COVER PAGE: (Event Name) (Include logo if you have one) Background Information: Why are you hosting this event? What makes it unique? The Need for your Support What specific area are you supporting at Trillium Health Partners? Add as much detail as you can. Why are corporate sponsors important to the success of your event? Provide rationale. Event Information Include important details about your event (e.g. event type, date/time, location, food/ beverages, entertainment, including any unique features that set your event apart from others that may be similar) Marketing & Promotion How are you going to promote your event? Are you going to be using a website? Social media? Print materials? If so, where will they be displayed? Are you reaching out to any media? Benefits of Becoming a Sponsor This is where you will list your different sponsorship opportunities. Make sure the value you are offering your sponsor aligns appropriately with the dollar amount you are asking for.

11 11 Sample Sponsorship Levels SUGGESTED LEVELS OF SPONSORSHIP (with suggested benefits): Gold Sponsor: 5,000 Recognition award handed out at opening ceremony Option for a company representative to say a few words at the event Official Cheque Presentation photo opportunity Recognition on social media prior to and post-event Company name included in event media release as a sponsor Verbal announcement as a Gold Sponsor during speeches throughout event Includes free registration for a set number of participants (if applicable) Gold sponsor status recognition on all paid advertisements Onsite and print material recognition, including logo recognition Silver Sponsor: 2,500 Recognition award handed out during opening ceremony Verbal announcement as a Silver Sponsor during speeches throughout event Includes free registrations for a set number of participants (if applicable) Silver sponsor status recognition on all paid advertisements Onsite and print material recognition, including logo recognition Bronze Sponsor: 1,000 Verbal announcement as a Bronze Sponsor during speeches throughout event Bronze sponsor status recognition on all paid advertisement fundraisers Onsite and print material recognition, including logo recognition Community Partner: 500 Verbal recognition at event and name listed on all printed materials

12 12 Tax Receipting Tips: Financial Responsibility It is very important that you understand the rules about tax receipts before you plan your event. It is your responsibility to communicate decisions surrounding tax receipting to all your event participants. The Canada Revenue Agency (CRA) has set guidelines for issuing charitable tax receipts. Tax receipts will be issued to individuals and corporations that make a cash donation of 25 or greater. Excluded are registration, sponsorship, and gift-inkind donations such as services, gift certificates, and use of vacation property. If requested, a Business Receipt can be provided for non-tax receiptable gifts. After your event, prepare and provide the Foundation with detailed electronic lists (please see pg 13) that specify individuals and/or corporations that require a tax receipt, along with your budget and copy of expenses. Trillium Health Partners Foundation has a legal responsibility to confirm with CRA tax laws, including auditing responsibilities and must accurately track donor records. The tax-deductible amount for participation is calculated after the fair market value of goods and services has been deducted. For a further explaination and examples of this, please visit: trilliumgiving.ca/issuingreceipts. The Foundation will not, under any circumstances, issue income tax receipts until it has received all documentation on costs and eligible amount of gifts. For more information about tax receipting, please contact the Foundation or visit

13 Donation Collection Form 13 Please print clearly and gather all the information required below. Once reviewed and received by Trillium Health Partners Foundation, tax receipts will be generated for donations of 25 of more. Please make cheques payable to Trillium Health Partners Foundation. Donor Name Address & Postal Code Phone # Amount Donated Cash or Cheque TOTAL: Donations must be submitted directly to Trillium Health Partners Foundation no later than 60 days after the fundraiser. Privacy Statement: The information you provide will be used to issue tax receipts and keep you informed of the activities of Trillium Health Partners Foundation. If you would like to be removed from our contact list, please Trillium Health Partners Foundation, 89 Queensway West, Suite 800 Mississauga, Ontario L5B 2V2 Phone: (905) Fax: (905) trilliumgiving.ca

14 14 Media Tips Although Trillium Health Partners Foundation cannot provide direct media support for your event, or guarantee media attendance or coverage at your event, we do want to equip you with the tools to support you when securing your own media coverage! Here are a few tips to help get you started: Know your audience connect with media outlets whose viewers, listeners, and readers match the audience you are trying to reach. Plan early some media require as much advance notice as possible to schedule coverage of community events. Distribute a media advisory if you re looking for media coverage at your event, consider sending out an advisory prior to your fundraiser. This is an invitation that officially invites media to your event. When drafting your advisory, ask yourself why should the media care about covering my event? Are there any interesting features that would compel them to come out?. Try your best to satisfy those questions within your advisory. Keep the five Ws in mind who, what, when, where and why as you develop your advisory (please see pg 16 for an example). Distribute a media release after your event a release is typically sent out after an fundraiser/event has taken place, reporting back to media and the community about the success of your event. Consider circulating a media release (please see pg 17 for an example) after your event and include images from your event (if applicable), along with any fundraising totals celebrating your success. Assign a media contact designate a representative within your event committee that will handle all incoming media inquiries prior to your event, as well as on event day. Be sure to include their name and contact information at the bottom of your media advisory/release so media know who to reach when confirming their attendance.

15 15 Identify event spokesperson(s) include a list of designated representatives that are equipped to speak to media at the event. Include their names and roles/connection to the event. Be sure to prepare your speakers ahead of time with key messages about the event and its history in advance of your fundraiser, so they are equipped to speak to media if they requested for an interview. For media interviews always start with your most important information then provide background information. This way if a story is paired back, your most important message will be sure to be heard. Avoid giving yes or no answers when speaking to media. Always repeat the question in your answer when responding to the question you re asked, in the event the interviewer records your answers with a tape recorder. For e.g. Q: What are you raising funds for at today s event? A: Today s event is raising funds for the cancer program at Trillium Health Partners. THP staff interview requests remember you are hosting an event to benefit Trillium Health Partners Foundation and are not representing the organization. If media are interested in speaking to a physician, hospital or Foundation staff member, please notify your Foundation representative or direct them to contact our office: or Let us know! keep track of any coverage you receive and it to your Foundation representative. We d love to post it too!

16 16 Sample Media Advisory ATTENTION: NEWS / HEALTH / SPORTS / FASHION / PHILANTHROPY EDITORS [Tailor to your event] NAME OF EVENT FOR AN IMPORTANT CAUSE [Headline should grab attention] {details about the event} in support of Trillium Health Partners (CITY) (DATE) [First paragraph should capture details of your event, briefly including who, what, when, where and why. Try to keep your lead to 50 words] Quote from your event spokesperson suggestion to focus on why they decided to host event in support of THP. [Insert 1-2 more paragraphs that include specific details about the event] For e.g. number of people participating, what is expected to take place at the event and the importance of event. Be sure to try to convey why the community should care. From a media s perspective, always keep in mind the WIFM what s in it for me? principle. Insert call to action (CTA) what are you trying to achieve? Donations? Your CTA should always direct readers to the action you want them to perform e.g. directing them to purchase tickets/make a donation on your event website, or have them learn more about your event. Insert boilerplate on your organization [text goes here sample boilerplate included below] About Trillium Health Partners Foundation Trillium Health Partners Foundation is dedicated to raising the critical funds needed to address the highest-priority needs of Trillium Health Partners, one of the largest community-based acute care facilities in Canada. Trillium Health Partners is comprised of The Credit Valley Hospital, Mississauga Hospital and Queensway Health Centre. To learn more, visit trilliumgiving.ca. For more information, please contact: Name, Title Organization Phone Number (include an alt, if applicable)

17 17 Sample Media Release ATTENTION: NEWS / HEALTH / SPORTS / FASHION / PHILANTHROPY EDITORS [Tailor to your event] NAME OF EVENT RAISES XXX FOR TRILLIUM HEALTH PARTNERS [Headline should grab attention] (CITY) (DATE) [First paragraph should capture the brief details reporting back on the success of your event. Try to keep your lead to 50 words]. [Quote from your fundraiser spokesperson sample quote below.] Our community continues to inspire us with their incredible generosity, all while sharing a few laughs along the way, says Name, Title, Name of Organization. Special thanks to our sponsors and community for their continued partnership, making [Name of Event] an outstanding night to remember. [Insert 1-2 more paragraphs about where proceeds will be directed and how this will benefit the organization you re supporting. Try to include how this will benefit the community as well]. Proceeds will support the purchase of a new Magnetic Resonance Imaging (MRI) machine for Trillium Health Partners. MRI images account for many of the nearly 650,000 diagnostic scans performed each year at Trillium Health Partners and are the most effective means for obtaining rapid diagnoses. For more information, please visit [name of your website / organization s (if you don t have one)]. PHOTOS [insert 1-3 images from your event (if applicable), with a link directing media to your event album to view more. Let media know that you will provide them with a high-resolution file of the image, should they wish to run a story and need an image.] Always include a note to media: higher resolution versions of photos are available upon request, so they know that is an option. Insert boilerplate on your organization [text goes here sample boiler plate included below] About Trillium Health Partners Foundation Trillium Health Partners Foundation is dedicated to raising the critical funds needed to address the highest-priority needs of Trillium Health Partners, one of the largest community-based acute care facilities in Canada. Trillium Health Partners is comprised of The Credit Valley Hospital, Mississauga Hospital and Queensway Health Centre. To learn more, visit trilliumgiving.ca. For more information, please contact: Name, Title, Organization, Phone Number (include an alt, if applicable),

18 Credit Valley Hospital AMBULATORY CARE CENTRE 18 Thank you for your interest in supporting Trillium Health Partners. We look forward to working with you! If pictures or video will be taken at your event, please be sure to post a sign at the event notifying attendees that content might appear on social media and be sure to tag us! Trillium Health Stay in Touch: Trillium Health Partners Foundation 89 Queensway West, Suite 800 Mississauga, ON L5B 2V trilliumgiving.ca HAROLD G. & JUNE C. SHIPP STROKE CENTRE

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