A Port in the Storm Inc. Third- Party Fundraising Kit Thanks to people like you, A Port in the Storm will realize its vision of creating a residence which will provide a safe, supportive, affordable, home- like environment and haven for people from rural and northern Manitoba who must stay in Winnipeg for medical treatments. The Third- Party Fundraising Kit gives you the tools you need to create a successful third- party event in your community. When you organize these events, you are not only raising money to support APITS, but you are also raising awareness about APITS and our dream of a new residence. You will find in the kit: Third- Party Fundraising Guidelines and Application Form Third- Party Fundraising Ideas You Can Use Your Event Things to Consider Planning Checklist Sample Media Advisory Sample News Release Poster Template Fundraising Pledge Form Financial Summary Form Sample Thank You Letter Logo Guidelines Good luck, and have fun! Contact information: A Port in the Storm Inc. Box 85, 208 Provencher Blvd. Winnipeg, Manitoba R2H 0G0 Phone: (204) 231-0720. E- mail: admin@aportinthestorm.ca aportinthestorm.ca Registered charitable number 851412833RR001.
A Port in the Storm Inc. Third- Party Fundraising Guidelines and Application Form A Port in the Storm Inc. is a provincial community- based organization of volunteers whose mission is to raise funds and create a residence which will provide a safe, supportive, affordable, home- like environment and haven for people from rural and northern Manitoba who must stay in Winnipeg for medical treatments. We are grateful for the generous support of our friends and groups in the community who share in the excitement of a new residence. This document provides the framework to ensure your event is carried out appropriately and safely. Please read the following guidelines before completing and submitting the attached application form. All events require approval from A Port in the Storm Inc. and must comply with all federal and provincial laws. Guidelines Promotion and Logo Usage A Port in the Storm will provide its logo along upon approval of the event. Organizers will be provided with an event package that includes sample media releases, promotional materials, information about A Port in the Storm, and guidelines for logo usage. All promotional materials must be designed and printed or posted to the web by the third- party organizers. In naming the event or promotion, A Port in the Storm must not be used in the title, but should be listed as the beneficiary of the event. For example, organizers may not refer to the event as the A Port in the Storm Bowl- A- Thon but it could be promoted as Bowl- A- Thon in support of A Port in the Storm. A Port in the Storm may promote the event, where appropriate, through our website, e- mails or newsletter. Sponsorship A Port in the Storm cannot solicit sponsors for your fundraising event and does not provide any donor contact information. Financial Guidelines Third- party fundraisers are responsible for paying all fundraising expenses related to their activity. It is recommended that event expenses should be 30% or less of the total amount raised, excluding any in- kind donations. No bank accounts in the name of A Port in the Storm should be set up. A Port in the Storm cannot process any credit cards for your event. Any promotion that donates a portion of its sales must state clearly how much, in percentage or dollar amounts, that will go to A Port in the Storm.
Some fundraising activities, such as raffles, that involve selling to the general public, may need a licence. Check with your local or municipal governments. A Port in the Storm does not approve individuals soliciting funds door- to- door or by telemarketing. All cheques should be made payable to A Port in the Storm Inc. and sent to A Port in the Storm within 30 days of the event. Please remit all cheques to: A Port in the Storm Box 85, 208 Provencher Blvd. Winnipeg, Manitoba R2H 0G0 Donations over $20 made in cash or by cheque (made payable to A Port in the Storm Inc.) are eligible for charitable gift receipts. If receipts are requested, the names, addresses, postal codes, phone numbers and amounts of donations must be recorded and turned in with the donations. Note that an individual may not receive a gift receipt for money that was not donated by them (i.e. an individual cannot receive a receipt for monies raised at an event). Registered Charity #851412833RR001 Cancellation, Liability and Changes A Port in the Storm Inc. endorses fundraising events that respect the positive image of our organization and complement our mission. We reserve the right to deny or withdraw approval of an event if there are serious concerns about the impact on our organization s image. By submitting your fundraising idea, you agree to assume all risks and liabilities associated with the proposal and hereby release and hold harmless A Port in the Storm Inc., its directors, officers, employees, agents and successors from and against any and all claims, damages, liabilities, costs and expenses, arising out of or may occur in conjunction with the proposal. By receiving information on your fundraising idea, A Port in the Storm is not obligated to enter into a fundraising program with you. You must advise A Port in the Storm of any changes in your fundraising event. If circumstances warrant, A Port in the Storm reserves the right at any time to ask you to cancel a fundraising event or remove our name from your event. If an event is cancelled you agree to release A Port in the Storm from any and all liability in connection with such action. Thank you No matter how big or how small, your efforts will make a contribution to our dream of an affordable home away from home. For further information please call (204) 231-0720 or email admin@aportinthestorm.ca.
Third- Party Fundraising Event or Promotion Application A Port in the Storm Inc. Contact Information: Applicant/Organization Name: Address: City/Town: Prov.: Postal Code: Daytime phone: Evening phone: Cell: Fax: E- mail: Event/Promotion Information: Brief description of proposed event or promotion: (attach additional sheet if required): Event Date/Time: Location: Budget Information: Projected Revenue: Projected Expenses: Projected Net Revenue: Projected Donation to A Port in the Storm: ($ amount or % of proceeds) Agreement: Signature: Date: As the potential third- party fundraising event or promotion organizer I have read and understood the above policy and assure A Port in the Storm Inc. name will be properly used, fund will be handled and accounted for in a responsible manner, fundraising will be conducted in a method that is consistent with the public image of A Port in the Storm Inc. and that all those associated with the event or promotion will act in accordance with all municipal, provincial and federal laws. I understand that at anytime A Port in the Storm Inc. can withdraw its permission if it feels its reputation is at risk or any other liability or challenge arises. Please keep a copy of the policy and completed application for your records. Return the signed original to: A Port in the Storm, Box 85-208 Provencher Blvd., Winnipeg, Manitoba R2H 0G0. Phone: (204) 231-0720. E- mail: admin@aportinthestorm.ca
Your event Before you start Here are a few important things to consider when planning an event Be able to clearly articulate the mission of A Port in the Storm why the cause is important and why you need support Test out your idea with friends, family and co- workers are they attracted to the idea? Know your audience Set realistic goals setting an achievable goal will motivate your team members and gives everyone something to work towards Keep expenses in check try to solicit in- kind donations or ask for a reduced rate Don t over- commit yourself give yourself and your team enough time to organize all elements of the event. Start small and work up to larger activities as you experience success. Have a backup plan especially if your event is dependent on weather or other factors out of your control. Timing is everything check for competing events in the community at the time you have chosen. Schedule an event around a theme related to a special day if that makes sense (Skate with Santa, Easter egg hunt, etc.) Promoting your event Spreading the word about your event is critical to its success. Posters and flyers APITS will be creating a poster template you can use to advertise the event. Post in local retailers (ask permission first), community centres and service clubs. Text, email, Facebook, Twitter we have these online tools and can post your event on the APITS accounts. You can also create your own for the event. Create a YouTube video have fun explaining why you are creating an event to support APITS! Media If it s a large event, you may want to send a press release to local newspapers, radio and TV stations. Try to get editors and producers interested in doing an advance story, covering the event on the day. They love human interest stories but receive a lot of requests to cover fundraising events, so make sure you have a unique angle.
If a reporter calls you, APITS can provide you with speaking notes to help you communicate the mission. You can also refer them to us to answer questions if you wish. You can also submit a media advisory to be included in community event calendars (print, online and radio/tv) at least 2-3 weeks in advance. Other Ideas Perhaps local community leaders or media people (reporters, local radio/tv hosts) would be interested in participating for example, if you re having a cook- off, ask them to be part of it. Try to host your event in a high- profile location with good photo opps. Create a photo opp for example, how many people can show up in a certain colour, how many items can you stack, etc. for a good visual.
Planning Checklist Planning an event is easier if you re organized! Use this handy checklist to make sure you don t forget anything that will make your event a success. Before your event Brainstorm fundraising ideas (see event ideas list) Check into safety or legal issues Determine how many people you will need to help at the event and solicit volunteers Complete the event proposal form (included in the Third- Party Fundraising Guidelines) Plan your budget Create a timeline and assign tasks and responsibilities Find a suitable location Schedule your event Promote your event During your event Assign two people to be responsible for handling the donations Have pledge forms available if needed Display/distribute APITS brochures Ask for the APITS banners to be displayed at your event Have fun! After your event Collect the funds and send to APITS within two weeks of the events Thank your donors refer to the thank you letter template Complete our financial summary form (we will supply) Evaluate your event and note what worked and what didn t
Third Party Fundraising Ideas You Can Use Sale of items or with tickets for draws Raffles/Reverse Raffles/Raffle Table Art Sales Local Artist Donations for auction or raffle Cookbook sales design and produce a community cookbook Book Sale sale of donated used books Meat Draw sale of meats donated from local store or butcher Coupon books solicit coupons from local merchants and sell books Loonie or Toonie Lines place tape on the floor at a local mall and ask for donations Garage Sale/Toy Sale 50/50 Draws at local events Note that APITS has a number of sculptures donated by an artist available for auctions. Unique or Seasonal Activities Jail and Bail people either pay to get someone into jail or out Breakfast and Skate with Santa (or other special guest) Car Wash Gold Meltdown sales people are willing to donate a % of their profits from buying gold Wine Tasting partner with local wine stores Grocery Store/Local Store participation donations based on shoppers or dollars spent, or reusable bags sold (Store may have something specific they want to do) Easter Egg Sales (plastic Easter eggs filled with various prizes inside) High School or work place Pajama Day pay to wear Pajamas Radio Days local radio station donates proceeds Karaoke Night Sports and Games Golf Tournament Curling Bonspiel Basketball, Volleyball, Hockey Tournaments Fishing Derby Kids or Adults Snowmobile Poker Derby Slow Pitch Tournament or Snow Pitch Tournament Swim- a- thon Dance- a- thon - other A- thons Card Games Hearts/Poker/others Scrabble Tournament/Monopoly Tournament/Trivial Pursuit Bingo Scavenger Hunt/Derby/Amazing Race Plastic Duck Race Food Related
Gala Dinner Local Food Dinner/Fall Supper/Dinner Auction/Crock Pot Cook off/soup Supper Bake Sale/ Cookie/Cake Walk / Cupcake contest Community BBQ Elementary or High School food sales There are many ideas for fundraising and some will work better than other in your community. APITS will be able to assist with expanding on any of the above suggestions or helping you decide which activities would work the best for you.
Sample Media Advisory Media Advisory What: Why: Sunshine High School Cabaret, Art Auction and Charity Raffle To benefit A Port in the Storm Inc. When: May 15, 2011 Time: Where: 7:00 to 9:00 pm Sunshine High School Gymnasium, 123 Main St., Thompson, MB Details: The students of Sunshine High School are hosting an evening of entertainment along with an art auction and charity raffle to showcase student talent and benefit A Port in the Storm Inc. in its mission to create a home- like environment for patients from rural and northern Manitoba to stay while they receive treatments in Winnipeg. Admission is $10 and the event features cabaret style entertainment by students, teachers and alumni song, dance, instrumental and comedy. There will be a silent auction of student creations such as quilts, woodworking, visual art and jewellery. Raffle tickets for the prize of dinner for six cooked by the culinary arts students in the winner s home will be on sale for $10 each. For more information: Jane Deere, (204) 123-4567, jane@mymts.net
Sample News Release Students Get Creative for Unique Residence Project Thompson, MB, May 10, 2011 Students at Sunshine High School have their creative juices flowing and are putting on a fun event to showcase their talents, all in support of A Port in the Storm Inc., to raise money for a home- like environment for patients from rural and northern Manitoba to stay while they receive treatments in Winnipeg. On May 15 th, from 7 to 9 pm at the Sunshine High gymnasium, all are welcome to attend and experience the cabaret- style entertainment by students, teachers and alumni song, dance, instrumental and comedy. The event started small, but so many people with incredible talents wanted to be part of it, so it morphed into an evening that promises to be something really special, said producer Jane Deere, a parent of son Joe, a student in Grade 12 who s providing some light- hearted comedy during the evening. The students chose A Port in the Storm as their charity largely because the cause hits close to home. We all have had someone we know get sick and have to spend time away from family and friends while they receive treatments in Winnipeg, said student council president Brittney Doe. We just thought it was natural that we would use our talents to help our own community. There will be a silent auction of student creations such as quilts, woodworking, visual art and jewellery. A raffle will be held for the grand prize of dinner for six cooked by the culinary arts students in the winner s home, sponsored by the local grocery store. About A Port in the Storm: A Port in the Storm Inc. was founded in 2005 by two oncology nurses, Joanne Loughery and Patricia Benjaminson, and a patient volunteer, Greg Pilgrim. They recognized the need for a home- like environment at affordable rates for patients from rural and northern Manitoba to stay while they receive treatments in Winnipeg. The organization is raising funds to renovate a suitable property close to the major hospitals and treatment centres. Contact: Jane Deere, (204) 123-4567, jane@mymts.net
A Port in the Storm Inc. Logo Guidelines The logo is available for use in promoting third- party events, but its use must be approved by A Port in the Storm. An electronic copy will be provided upon request after an event has been approved. Our logo consists of a graphic element and wordmark, both of which much appear together. The blue colour is Pantone (xxx), and the green is Pantone (xxx). The logo is also available in black and white. Do not stretch the logo, or put borders around it. If you are using the logo on promotional materials, please be sure to use the words in support of A Port in the Storm beside the logo to avoid leaving the impression that APITS created the materials.