DIY Fundraising Toolkit

DIY Fundraising Toolkit

Contents Welcome... 3 Why breathing matters... 3 Lung Diseases... 4 The Right Fundraising Fit... 5 The Keys to Success... 6 Get others involved... 6 Set a goal... 6 Tools for you... 6 Take it online... 6 The Blueprint... 7 The Handshake... 9 The Gist of It... 9 The Sign Off... 9 Logistics and Responsibilities... 10 The Donation Process... 11 Tax Receipts for Cash Donations... 11 Tax Receipts for In Kind Donations... 11 Submitting Donations... 11 Forms of payment we can receive... 11 The Mission... 12 Fulfilling Our Mission... 12 Your Donations; Investing in Lung Health... 13 2

Welcome We re so happy you re interested in fundraising for lung health. It s an issue that affects everyone, and is especially important to the 2.4 million Ontarians who live with lung disease every day. This Do It Yourself or DIY Fundraising Toolkit is designed to help you fundraise. For more than a century, The Lung Association has been working to improve the future of lung health in Ontario. As a charitable organization, it s the generosity of our donors and volunteers like you that enables us to meet our goals. Organizing your own fundraiser in support of The Ontario Lung Association is an amazing gift. Your part in the mission to promote and support lung health is unique to you, your interests and your networks. We are excited to support your activities, big and small, and can t wait to see what you come up with. Ultimately, we all have a vested interest in healthy lungs. Thank you for sharing our mission to help more Ontarians breathe with ease. Why breathing matters In the lungs, the oxygen from each breath is transferred to the bloodstream and sent to all the body s cells as life-sustaining fuel. More than 2.4 million people in Ontario one in five are diagnosed with a serious lung disease. Lung disease is currently the fourth leading cause of death in Ontario and will be the third leading cause of death by 2020. 3

Lung Diseases Asthma Chronic Obstructive Pulmonary Disease Lung Cancer 1.7 M people in Ontario have asthma, with 222 new cases reported daily 870,000 people in Ontario have COPD, (5.9% of the population) More than 33,000 people have lung cancer in Ontario Direct costs in 2011: $1.6 B 2041: $79.4 B 36,000 will die from COPD related causes #1 cancer killer at 27% of all cancer deaths, yet only receives 7% of cancer specific research funding There are many lung diseases such as pulmonary fibrosis, pulmonary hypertension, cystic fibrosis and alpha-1 antitrypsin deficiency. Asthma, Chronic Obstructive Pulmonary Disease (COPD) and Lung Cancer are three that we encounter most often and have provided some interesting facts here for you. Additional facts and information about tobacco, air quality, lung transplants, research and other lung related issues is available upon request. Under existing conditions, the number of individuals living with asthma, COPD and lung cancer alone will grow by 50 per cent to an alarming 3.6 million in the next 30 years. On The Rise: The direct and indirect costs of asthma, COPD and lung cancer, in the Ontario healthcare system. $4 billion (2015) $310 billion (2041) 4

The Right Fundraising Fit What makes the activity you re planning successful? Your enthusiasm! Whether the cause or the method is your inspiration, your enthusiasm will ensure you meet your goals. Just remember to choose something you re comfortable with when just starting out. Fundraising Events + Ideas Check out our Ready-to-Go Events and ideas. There are lots of easy, fun, fast ways to fundraise. Or check out other events in Ontario to see what s happening near you. Ready-to-Go Events: on.lung.ca/readytogoevents Other Events: on.lung.ca/find-an-event Fundraiser Event Proposal Start planning with The Blueprint on page 7. When ready, go online to fill out the form and submit your proposal. An Ontario Lung Association rep will be in touch to discuss. Submit a proposal: on.lung.ca/submit-a-proposal Fundraising Page Create your own page to collect donations. This could be for an event or occassion, or may just be a fast way to gather funds from your networks online. Go to: on.lung.ca/create-a-fundraising-page 5

The Keys to Success Get others involved Friends, family, colleagues and of course everyone here at The Lung Association want to support you! Be sure to ask for help and ideas to see what others might be able to add to your project. When you all put your skills together the project will just get better. Set a goal Setting a goal is key so you know what you re working towards. Goals might include how much money you d like to raise, how many people you d like to get involved or creating more awareness about a particular aspect of lung disease that is important to you. If you are not sure about a feasible financial goal please chat with us, we are happy to share our experiences with you and think through the various factors. Telling people about your goals will also encourage them to support your efforts! Tools for you These tools and templates are available to everyone once an agreement is signed or who has registered online. Posters Donation information forms Donation request letter template Online fundraising platform Thank you letter template The Ontario Lung Association logo Pledge collection forms Media alert template Take it online The OLA has a fundraising website for individuals who would like to reach out online. You can collect donations and track your fundraising progress on your profile on our fundraising platform. The email and social media communication tools make it especially easy. Customize your page with a special message, photo and/or video, and share your enthusiasm for fundraising! Additional arrangements may also be made to create fundraising team pages and even event websites. The OLA staff will ensure you have access to the most suitable tools for your event. Please note that all funds that are raised through this website are sent directly to The Ontario Lung Association and cannot be dispersed back to an organizer. 6

The Blueprint You can use this space to start developing your fundraising plan. These questions are part of what we ll be asking when you submit your proposal online. So after you get this information nailed down, visit www.on.lung.ca/submit-a-proposal to submit. We ll touch base to confirm your submission, maybe go over some details and to provide you with tools to get started. Overall Event Name Proposed date(s) of event/promotion. (DD/MM/YY) Basic concept of event or activity and non-financial related goals. We would like to include your event and contact information on our DIY Fundraising website. Please make note of an event website or alternate contact information you d like to be used for the event listing. Budget Item(s) Cost Costs Expected Revenue Total Funds Raised 7

Fundraising Details Are you able to arrange for any required insurance as requested by the venue or other stakeholders? Projected minimum/maximum dollars to be raised. Will you be soliciting sponsorships or in-kind donations? We encourage organizers to chat with us about their plans for soliciting cash and in-kind donations. How will the donation to OLA be incorporated into your activity? (i.e. a portion of sales, net proceeds, donations) Will any other organization, individual or company receive a portion of the amounts raised? Comments, questions and notes 8

The Handshake We re working with you to help make your fundraiser fantastic. This agreement outlines all the important pieces you need to know when doing a DIY Fundraiser for the Ontario Lung Association, and it will be included in the proposal submission process. The Gist of It After you submit a proposal, you ll tell us about any big changes to your event, such as time, date, location, costs and contact information. The finances, volunteers and organizing of your event will be managed by you. When you fundraise through our website, the funds go directly to us. Make sure you account for this when managing event costs, as we can t send those funds to you. Check out what donations we can provide receipts for, before making any promises. All permits and insurance are your responsibility, but we can help with the process. Once you submit a proposal, we ll send helpful tools like poster designs and our logo, which will help with promotion. But we also want to make sure you protect the use of our logo so it visually looks good, and is only used when fundraising for us. So you re agreeing to send us your promotional materials before you print and/or send them out. Run any letters by us before you send them out to potential sponsors. We can t accept funds from any companies that go against our mission (ex. tobacco industry). The Sign Off I have read, understand and agree to the statements above and on the second page of this document. I also understand that it is my responsibility to further review all the information on the Ontario Lung Association website & within the DIY Fundraising Toolkit. DIY Fundraiser OLA Representative Name Signature Date Signed Name Signature Date Signed (See page 2 for more detailed information about this agreement) 9

The Handshake Logistics and Responsibilities The DIY Fundraiser will immediately notify the Ontario Lung Association (OLA) of any changes to the nature of the event and/or date or its cancellation. They are responsible for event logistics such as selling tickets, volunteer management, initiative logistics and permits. The DIY Fundraiser assumes financial responsibility, as the OLA is unable to provide seed money or to reimburse costs. In signing this agreement, the DIY Fundraiser understands the OLA is not to be named in any part of a bank account or similar opened to manage the finances. The DIY Fundraiser takes responsibility to ensure permits, insurance and licencing is arranged for as required in my district (independently or in conjunction with OLA as appropriate.) This also releases and indemnifies the OLA from any loss of property, accidents that necessitate medical attention, or any damage resulting at or from the Event and any costs arising therefrom. The OLA reserves the right to cancel this Agreement and the use of its name and/or website in the event that the Event is cancelled or if the OLA has serious concerns about the way the project is being implemented. Should such circumstances occur, the DIY Fundraiser will be provided 24 hours notice. The OLA is not responsible for financial or other damages that may result from this cancellation. Donations and Receipting The DIY Fundraiser may offer their donors and participants tax receipts through the OLA per the guidelines of the Canadian Revenue Agency. The DIY Fundraiser will have access to information about managing donations in the DIY Fundraising Toolkit in addition to having questions answered by staff. The DIY Fundraiser should make use of the tracking tools made available to ensure the timeliest provision of receipts to donors. Any letter of solicitation for donations must be reviewed by an OLA staff representative prior to use and we welcome & encourage conversations regarding sponsor and in-kind donor prospects. The Lung Association does not approve of fundraising aligned with corporations whose mission is in conflict with our organizational priorities. (Specific industries in question include tobacco companies and can be further discussed for clarification.) Marketing Materials and Support The OLA will ensure provision of our In support of Lung Association logo. It will be provided with agreement that the DIY Fundraiser will submit any materials with this logo for review prior to use. Other Lung Association logos are not permitted for use without express consent. Online Fundraising I understand that if I decide to raise funds through the OLA fundraising portal, I will not have access to funds raised through there since they will automatically be entered into the OLA system. 10

The Donation Process The Ontario Lung Association staff will cover how this topic relates to your plans. We have generalized information below to outline the basics of receiving donations, submitting them to The Ontario Lung Association and issuing of tax receipts. The information provided here is based on our process that follow Canadian Revenue Agency guidelines. Tax Receipts for Cash Donations Individuals who provide cash donations without receiving a product/service or entry to an event, can be issued a tax receipt for the full amount. In some situations a partial tax receipt may be provided for the amount paid above the cost of the product/service/event. This is strictly at the discretion of our Chief Financial Officer and must be approved in advance. Tax Receipts for In Kind Donations Products or event tickets that are donated to your fundraiser will be evaluated on an individual bases for their qualification for a tax receipt. The best way to ensure a tax receipt can be issued is to have a receipt with the retail value marked donation. Submitting Donations When you submit a donation to The Ontario Lung Association we recommend using the donation information form or pledge form. This is the best way to ensure you have captured all the donor data we require to issue a tax receipt where applicable. If your donors are sending their gifts directly to The Ontario Lung Association in the mail or over the phone, please ask them to mention they are giving in honour of your initiative so we can include this in your total. If you are using our online fundraising website and receive donations in person, you can include them in the amount on your website by entering them as an offline donation in your profile. Please ensure they are clearly labeled as offline donations when the funds are submitted to The Ontario Lung Association so we can confirm the gift on the website. Forms of payment we can receive The Ontario Lung Association can accept: Cash Cheques* American Express Money order* Visa MasterCard Made out to The Lung Association or Ontario Lung Association. Please submit any cheques within two weeks of receipt so we can process in a timely fashion for your donor. 11

The Mission To be the recognized leader, voice and primary resource in lung health to enable all people to breathe with ease. Fulfilling Our Mission While there are quite a number of programs and activities we partake in, here are the highlights of each area. Education Printed literature (fact sheets) provided for the public and health care professionals including educational books for children Facilitate seminars, workshops and our annual Better Breathing Conference for professionals working within the respiratory field We offer provider education programs mandated to develop, implement and evaluate accredited continuing medical education in partnership with by The Ministry of Health and Long-Term Care Provide information and education related to air quality and radon to the public Patient Support We facilitate the Breathworks program which provides support and information to COPD patients and their families Our Asthma Action program provides educational resources and programs including the Lung Health information line We are working with partners to develop pulmonary maintenance exercise programs We support COPD support group meetings Our Journey 2 Quit work book for quitting smoking is offered to the public at no cost Lung Research Research funds are organized by our Ontario Thoracic Society (OTS) and Ontario Respiratory Care Society (ORCS) Our annual Breathe Gala brings together our corporate partners, researchers and health care professionals to celebrate and fundraise for lung research grants 12

Advocacy Participated in bringing about change including smoke-free Ontario legislation, stricter controls for youth-targeted tobacco products, smoke-free cars for children and phasing out of Ontario's coal-fired electricity-generating plants We are working with the Ontario government to develop a Lung Health Action Plan to see our health care system include more preventable measures for lung disease Meet with patient support groups to hear their concerns related to municipal and provincial bodies to learn where the needs are greatest Provide exciting and interactive learning experiences on a variety of topics including smoking products and smoke free movies through the Youth Advocacy Training Institute Research Programs 10% Fundraising 8% Administration 7% Your Donations; Investing in Lung Health The Ontario Lung Association is committed to meeting the goals of our mission through programs and services in addition to funds that are allocated for lung research. A full annual report is published each year of the previous fiscal including audited statements. In our Services + Programs 75% 2013-14 report this was the reported allocation of general expenses and we apply this basis each year. See our latest annual report 13