CONTENTS BIKE FOR TYKES 2015 TEAM CAPTAIN TOOLKIT We re grateful for your leadership and support as a Team Captain in the Bike For Tykes corporate team spin event. This kit contains sections with documents and links to help you and your team with registration, fundraising, and organization. Our goal is for you to have a memorable and rewarding day together at Bike For Tykes. 1. First Step Registration. 2. Fundraising & Donations Management. 3. Marketing & Fundraising Support. 4. Preparations It s the Final Countdown 5. Help! 6. Appendices a. One Page Cheat Sheet Team Registration. b. Need the Visuals? Screen by Screen Team Registration. c. How to Funnel Fundraising to the Team Level. d. Pledge Form. e. Waiver. KEY EVENT DETAILS 1. Event Day Thursday June 18, 2015 from 10a.m. 2p.m. Registration desk opens at 8:30 am. 2. Location TD Courtyard. 3. Fundraising Each Team has a minimum fundraising requirement of $1000. 4. Benefitting 100% of participant donations support the Cancer Neighborhood at the Peter Gilgan Centre for Research and Learning. Every dollar raised can secure three dollars in grant funding for childhood cancer research. THE BOTTOM LINE Your efforts help children and teens live a better life during and beyond cancer, until no parent has to hear the words, Your child has cancer.
FIRST STEPS 1. Register Team a. Gather your teammate names, key details and register your team. b. Use the Team Captain Registration Cheat Sheet to register. c. Check as you go against the sample Registration Screen Shots. 2. Ask Teammates to activate their Account. a. After you register the team, advise your team mates to find their registration email and click the enclosed link to login and accept the online waiver. That s one less job for you before June 18. 3. Is there a costume in your BFT future? a. Are you a creative bunch? How about a costume theme for your team? The Best Team Costume Trophy and prize is hotly contested annually. FUNDRAISING & DONATIONS MANAGEMENT 1. Each team, regardless of size, has a minimum fundraising requirement of $1000. 2. Does your corporation have a matching program? Your Bike for Tykes fundraising may qualify for matching donations. 3. Can you arrange a fundraising event? Jeans Day, Jelly Bean guessing contest, Bake Sale, etc. 4. Encourage your team mates to send out emails to their colleagues, friends and families to make an online donation. It s an important cause and people like to help. 5. Remind your teammates that their online account helps them organize and track their donation requests and can help them use their social media accounts to promote their participation. 6. For fundraising tips, check out the Other Creative Ideas on our website under Corporate Toolkit. 7. Are you fundraising keeners? We have prizes and a Top Team trophy! 8. Individual Fundraising Prizes: We have fabulous individual fundraising prizes for the top 10 individual fundraisers. 9. Are your teammates collecting cash and cheques? a. Please provide them with a copy of the Bike For Tykes Pledge form. b. They can capture all donation details including donor email to key into their online account Fundraising Section Manage Cash & Cheques. c. Cheques can be mailed to Coast to Coast or the Captain/teammates can bring cheques to registration at check-in. d. Cash should be turned into a credit card donation using the donors details and a teammate s credit card. The team mate keeps the cash once the donation is processed. The donor will receive the tax receipt. e. A fundraising report is available to the Team Captain in the Fundraising Section Download Forms. 10. Does your team prefer to fundraise at the team level? Refer to our Team Level Fundraising Section. 11. Top Team Fundraising Trophy: It s back! Our Top Team Fundraising Trophy is up for grabs. Check our leader board to see how your team and your individual fundraisers are progressing. Click here: Bike For Tykes Leader Board 12. Keep an eye on how your team s fundraising is progressing. Send out team emails occasionally with kudos and tips as the funds start to roll in.
MARKETING & FUNDRAISING SUPPORT Here are Marketing materials to help recruit team members and to assist with fundraising. 1. Link to the 2014 Photo Gallery for great photos of the children ambassador, team spinners, etc. 2. Link to our Videos. 3. Link to our Corporate Toolkit with: a. our logo. b. our social media coordinates. c. our 2015 poster (to be coming soon but great to hang up in the lunchroom or outside your door or in your cubicle). d. creative fundraising ideas. 4. You ll receive our email blasts to keep you up to date. Consider making the email a PDF and sharing information with your donors. 5. Your fundraising dollars at work at the Cancer Neighbourhood of the Peter Gilgan Centre for Research and Learning: our model is that 100% of your fundraising dollars go to the Cancer Neighbourhood and here are some examples of how those fundraising dollars are used: a. Sequencing a child's cancer: $1200. b. FISH analysis of a new diagnostic marker: $600. c. MRI of a tumour: $500. d. Bottle of nutrients to grow cancer cells: $200 e. Cost of investigational drugs: varies... can realistically be between $500-$10000 per dose f. For every dollar invested in research at the Cancer Neighbourhood, they are able to secure $3 in grant funding which means your fundraising is a good investment! 6. CHECK IN FOR THE LATEST SCOOP on our website: Event Updates & Details.
PREPARATIONS IT S THE FINAL COUNTDOWN! 1. Your team mates should log into their account to accept the online waiver. If they don t log into their account, please provide them with a paper waiver you ll hand in at registration. 2. Use the Team Captain Fundraising report to get totals by teammates. 3. Verify if your teammates and/or yourself have cheques to submit. Ensure cheques have either been recorded on a donation form or in their online account. It will appear on your report if so. 4. Are you wearing costumes? Remind everyone to bring their accessories. 5. Assign your team members to timeslots of 30 mins or an hour. They switch on the hour and half hour during the 4 hour period from 10 am to 2 pm. Team members spin as a relay. If your team has: a. one participant, the solo spinner spins all 4 hours continuously please advise info@bikefortykes if you are a one person team! b. two participants, each spinner spins 2 hours each, either one after the other or alternating over the 4 hour period; c. four participants, each spinner spins one hour, one after the other; d. six participants, two spinners spins for one hour and 4 spinners ride 30 mins each, in any order you want one after the other; and e. eight participants, each spinner spins for 30 mins, one after the other. 6. Tell your team members what time they spin at. Request that they check in at Registration, to receive their technical t-shirt, a minimum of 20 minutes before their timeslot and to help them find your bike. 7. Watch for the Event Details email blast which will be sent on Monday June 15 with: a. Maps to the Toronto Athletic Club and Adelaide Club where your team can change and shower on the day of the event compliments of the Bike for Tykes; b. A Link to the bike map to find out where your team bike will be located; 8. If you would like to arrange for a team or corporate group photo at the Bike for Tykes, please contact Lori O Hara-Hoke at lori.ohara-hoke@macgillivray.com. HELP! Please feel free to reach out to us at info@bikefortykes.com if you have any general questions. Please contact Liz Chornenki, liz.chornenki@ctcacf.org, 647-352-6470 at Coast to Coast Against Cancer for help with the following: a. Registering online. b. Changes to registered team members or large format teams. c. Help with donations and tax receipts. d. Mailing in donation cheques.
BIKE FOR TYKES - TEAM CAPTAIN TOOLKIT APPENDICES 1. One Page Cheat Sheet Team Registration. 2. Need the Visuals? Screen by Screen Team Registration. 3. How to Funnel Fundraising to the Team Level. 4. Pledge Form. 5. Waiver.
Team Captains Before registering, gather: the name, email address, and technical shirt size of each confirmed teammate. Register Your Bike For Tykes Team! 1. On www.bikefortykes.com, click Register to reach the fundraising website. Returning Participant? Enter your login and password. New Participant? Click on the button to Create New Account. Accept the waiver. 2. Register as a Team Captain by clicking Create A Team. a. Enter your team information, b. Set your goal, c. Leave permission questions selected. 3. Create Your Account a. Name, Work Address, Email, Login & password b. Set Fundraising Goal c. Leave permission questions selected if possible d. Answer key questions, especially for t-shirt size e. Click Add Others to add your teammates. 4. Add Your Teammates a. Add each teammate. Be sure to key in teammate s email address. b. Answer key questions, especially for t-shirt size (they can modify). c. Team members receive a confirmation email with a link and login to accept the waiver. (Captains will be asked to follow up if teammates forget.) d. Add Others or Continue if you re done adding teammates for now. 5. Do you have more than 8 spinners? Fantastic! a. If you have more riders than slots on the bike: contact info@bikefortykes.com b. We will split out your riders between two bikes. c. Remember that each bike has to raise the $1000 minimum fundraising requirement. 6. Confirm your registration & customize your personal page. 7. (Optional) Start Fundraising Now. a. Have the system send you an email you can personalize and you email out OR use the system s email function. b. Share your efforts to participate and make a difference. You can share your page on various social media platforms. Need help? Contact Liz Chornenki at CTCACF: liz.chornenki@ctcacf.org. 647 352 6470 Copyright 2015, Coast to Coast Against Cancer Foundation. All Rights Reserved. All trademarks, logos, goodwill and brand indicia shall be protected and all rights enforced. Coast to Coast Against Cancer Foundation P.O. Box 17, 20 Queen Street W., Toronto ON M5H 3R3 Charitable No. 8282 52346 RR0001 www.coasttocoastagainstcancer.org
3/24/2015 TEAM CAPTAIN REGISTRATION Click Register Do You Already have an account? START REGISTRATION Yes I have registered before. Validate your name & email. No, I am a new participant. Accept the waiver 1
3/24/2015 CREATE YOUR TEAM Click Create A Team 1. Select Your Team Type: 4, 6, 8 Member team 2. Enter a creative team name including company, i.e. TD Tykes, Hicks Morley Rollers. 3. Have a team motto or someone you re riding for? Enter it here. 4. Set a challenging goal. A larger goal will encourage your donors to give more. 5. PERMISSION QUESTIONS: Please keep both buttons selected. CREATE YOUR ACCOUNT (part 1) 2
3/24/2015 CREATE YOUR ACCOUNT (part 2) 1. Enter an inspiring fundraising goal! 2. Make your own donation now or wait. 3. PERMISSION QUESTIONS: please keep options selected. a. You re only contacted with regards to this event. b. Let your donors find your page. c. If you re a top fundraiser, permit your name to display the scoreboard. d. You can alter how your name appears on the scoreboard. 4. How many times have you participated in BFT? 5. Are you affiliated with our partner, Coast to Coast? 6. VERY IMPT! Select your technical short sleeve size. 7. Get ready to register other confirmed teammates, click Add Others ADD YOUR TEAM 1. Enter your teammate s first and last name. Click Use My Address to paste in your work address. 2. VERY IMPT! Change the email to your teammate s. 3. PERMISSION QUESTIONS: please keep options selected. Your teammate can change these options. 4. Select Registration Type: Volunteer (extra fundraisers) or Team Spinner. 5. How many times have your teammate participated in BFT? 5. Are they affiliated with our partner, Coast to Coast? 6. Select your teammate s technical short sleeve size. They can change this. 7. More teammates to add? Click Add Another, otherwise click Continue. 3
3/24/2015 READY TO REGISTER & CUSTOMIZE YOUR PERSONAL PAGE? Optional: Start Fundraising Now Click SKIP THIS STEP at the bottom if you just wish to finish registration. 4
3/24/2015 YOU RE READY TO SPIN! DIRECT FUNDS TO THE TEAM 1. Team Captain can send emails with link to donate at the Team level 2. Team Members do not have this functionality by default. 3. TEAM CAPTAIN METHOD: a. Login & Click on Team Tab b. Click on Recruit Team Members this email is used to recruit members and/or team level donations. c. Change to red text to ask for just donations: Our team is striving to build a future of hope for children living with and beyond cancer. We know you could help us make a difference as a team member on donor to Tweedle Beetle Battle. Just click on my team page to register donate https://secure.e2rm.com/registrant/teamfundraisingpage.aspx?langpref=en CA&TSID=(!TeamSolicitationID) 4. Send the email to your potential team donors. 5. Send the email to your teammates. They can forward it to their potential team donors. 5
3/24/2015 DIRECT FUNDS TO THE TEAM Team Members can get their own copy of the Team Link. a. Login & Click on Team Tab b. The link to copy & paste is at the bottom of the Team Progress Table. c. Do NOT copy the link from within an email! 6
BIKE FOR TYKES 2015 www.bikefortykes.com in support of Coast to Coast Against Cancer Foundation Char.#: 8282 52346 RR0001 NAME PHONE # TEAM EMAIL FUNDRAISING INFORMATION 1. Tax receipts can be issued if the donation is $20 or more and the full mailing address and email address is provided. 2. Please make cheques payable to Coast to Coast Against Cancer Foundation. 3. Best practice: Enter cash/cheque pledges into your online fundraising account. Then download your Results Report to bring to check in. 4. Direct your donors to your online fundraising page for donations to be made via PayPal, or credit card. 5. Submit your pledges by 2pm on June 18th to be eligible for Top Individual Fundraising Prizes 6. To have cheque donations processed before the event, please enter the donor information into your fundraising account, download a Results Report and mail to the Coast to Coast office at 20 Queen Street West, PO Box 17, Toronto, ON M5H 3R3. 7. Personal information collected by Coast to Coast Against Cancer Foundation is used only for registration and results purposes, and to process donations. Name REQUIRED FOR TAX RECEIPT by Canada Revenue Street Address City Province Postal Code REQUIRED FOR TAX RECEIPT E- mail Address Amt$ Cheque or Cash TOTAL CASH/CHEQUES RECEIVED: $ Privacy Information for Donors: The personal information we (CTCACF) collect will only be used to provide you with tax receipts, to verify that the information you have provided is correct, and to send you information about future CTCACF events, unless you write "No" on the same line as your personal information above". We will not share or sell your personal information with any third party except those who are acting as our service providers to process your pledges. Thank you for your generous donation in support of children and teenagers with cancer. Coast to Coast Against Cancer Foundation PO Box 17, 20 Queen Street West, Toronto ON M5H 3R3 Charitable No. 8282 52346 RR001 www.ctcacf.org
Bike For Tykes Charity Spinning Event In consideration of the acceptance of my application to participate as an entrant, competitor or volunteer in the Bike For Tykes in support of Coast to Coast Against Cancer of Toronto on June 18, 2015 (the Event ), I agree on behalf of myself, my heirs, executors, administrators, successors and assigns, or any minor(s) for whom I am signing, to release, waive and forever discharge Coast to Coast Against Cancer, its Bike for Tykes Committee and Organization, the Cambridge Group Inc., any organization supplying bicycles for the Event, The Cadillac Fairview Corporation Ltd., Toronto-Dominion Centre Leaseholds Limited and ONTREA Inc., City of Toronto and all other sponsoring and supplier organizations, companies and sanctioning bodies, and all their respective affiliated companies, successors and assigns and all their respective officers, officials, employees, volunteers, organizers, contractors, representatives, elected and appointed officials, of and from all present and future claims, demands, damages, costs, expenses, actions, and causes of action, in respect of death, injury, loss or damage to the person or property and all liabilities of any kind, known or unknown, arising from my participation in this Event, whether as a participant, competitor, volunteer, or otherwise, whether prior to, during or subsequent to this Event or in related activities even though such claim or liability may arise out of or be contributed to by negligence or fault of any of the aforesaid. I further undertake to hold and save harmless and agree to Indemnify all of the aforesaid from and against any and all liability incurred by any or all of them to any third party arising as a result of or in any way connected with my participation in the Event. Event shall include but not be limited to all activities, events and services in any way connected to the Event. Personal information collected by Coast to Coast Against Cancer is used only for registration and results purposes, and to process donations. Personal information will not be shared with other companies or organizations. I know that participating in physical fitness events is a potentially hazardous activity and I warrant that I am physically fit to participate in the Event. By signing below, I grant permission to all the foregoing parties to use my name, likeness and identity in any photographs, videos, motion pictures, recordings, or any other record of the Event in perpetuity, throughout the world in any media now known or developed later, for any legitimate promotional purpose. Consent may be withdrawn by contacting our Privacy Officer at contact@ctcacf.org. BY SIGNING BELOW, YOU CONFIRM YOUR AGREEMENT TO THE TERMS AND CONDITIONS OF THIS AGREEMENT (INCLUDING, WITHOUT LIMITATION, PARAGRAPH 1) ON BEHALF OF YOURSELF. I am 19 years old or older: if not,a parent or legal guardian must also sign below. Signed this day of _, 2015 Participant Signature: _Witness Signature: Participant Name: Witness Name: Parent or Legal Guardian Signature: Relationship: Parent Legal Guardian (please check one)