Fundraising Event Toolkit

Plan Canada

Fundraising event

toolkit

Plan Canada volunteer fundraising Have you thought about fundraising to help improve the lives of children in developing countries but didn’t know where to begin? Do you have a great idea for a fundraising event but aren’t sure how to take it from concept to successful completion? Plan Canada’s fundraising event toolkit provides a step-by-step guide on how to organize an event that can make a valuable contribution to the vital work we’re doing around the world. Thanks to people like you who share a vision of a better world for children, we are able to provide millions of children, their families and their communities with a path out of poverty. Thank you! To answer your questions, this toolkit provides event ideas, organizing tips and other related information designed to help you maximize your fundraising success.

Contents of Toolkit About Plan – and how you can help .........................................................3 • What we do ...................................................................................................3 • How we work ................................................................................................3 • What is a volunteer “third-party” event? ..................................................3 Your event • Before you start ............................................................................................4 • Event ideas ....................................................................................................4 • Promoting your event ..................................................................................5 • Planning checklists .......................................................................................6 Resources – Helpful forms • Event proposal form .....................................................................................8 • Poster and flyer template .............................................................................9 • Financial summary form .............................................................................10 • Pledge form ..................................................................................................11 • Sample acknowledgement letter ..............................................................12 • Feedback form ..............................................................................................13 Appendices I. Plan Canada fundraising guidelines ..........................................................14 II. Plan Canada fundraising – tax receipts ...................................................15

About Plan – and how you can help

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Plan is a global movement for change, mobilizing millions of people around the world to support social justice for children in developing countries. Founded as Foster Parents Plan in 1937, Plan is now one of the world’s oldest and largest international development agencies, working in partnership with millions of people around the world to end global poverty. Not for profit, independent, and inclusive of all faiths and cultures, we have only one agenda: to improve the lives of children. Join us and plan to change the world.

What we do

Through our programs, in more than 65 countries, we give children, families and communities the tools they need to break the cycle of poverty and build sustainable solutions with measurable results for improving their own lives. Plan works with communities to build schools, educate teachers, dig wells, open health clinics, provide vocational training, innovate to improve crop yields, give people access to small business loans and much more. We do whatever is needed to create an environment in which children, families and communities can thrive.

How we work Of Plan’s 8,000 staff worldwide, nearly 90% are in the field, working hand-in-hand with local people to implement projects with the support of 60,000 well-trained volunteers. Our staff are highly-trained professionals and most were born or have deep roots in the areas we serve, bringing localized knowledge and customized programs to the needs of each community so development can take root and succeed over the long run. Plan also involves grassroots and regional organizations, as well as local and national governments to ensure improvements will last.

What is a volunteer “third party” event? An event organized by a volunteer, community group or company that is not an official Plan Canada activity is considered to be a “third-party” event. Acting independently and with Plan’s approval, third-party events are an important resource for raising funds to help us carry out our work in developing communities. When you organize a third-party event, you’re not only raising money to support Plan – you are also raising awareness about Plan and the important work we do. We ask that all events being held to support Plan Canada be compatible with our mission, vision, values and child protection guidelines. For Plan Canada’s Fundraising Guidelines, see Appendix I on page 14.

Your event

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Before you start Here are a few important things to consider before you start planning your event: • Get in the know. People are more likely to donate or volunteer to help if you can clearly articulate why a cause is important and why you need their support. • A good idea can sell itself. Brainstorm, research and test out your fundraising idea on friends, family and colleagues. Would they be likely to attend and/or give? • Know your audience. Who are you trying to attract to your event? Tailoring the size of your event to the size of your potential audience helps you narrow options for suitable events and venues, and will give you a better idea of how much advance planning and promotion will be required. • Set realistic goals. Setting a realistic fundraising goal helps motivate your team members and gives your supporters something to work towards. This often encourages them to be more generous to ensure you achieve your goal. • Keep expenses in check. Plan Canada strives to spend only 20% of funds it raises on administrative and other costs. Think about expenses and try to keep them in check to avoid any disappointment about the final proceeds you’re able to generate for donation. • Don’t over-commit yourself. Give yourself enough time and enlist adequate help to ensure all the elements of your event can be completed successfully. You might consider starting with a small event and work your way up to organizing larger events as you gain more experience. • Have a back-up plan. Make sure you have a contingency plan, especially if your event is dependant on unpredictable factors like the weather. Setting a rain date, or arranging an indoor venue as a backup, may take a bit of extra planning up front but it will help ensure that the results of your hard work aren’t limited by factors you can’t control. • Timing is everything. The timing of your event often determines how successful it will be. Check out whether there are competing events on the day or time you have chosen. To give your event special relevance, schedule its theme to coincide with special days. For example, have a St. Valentine’s Day bake sale, Christmas craft sale or swim-a-thon on World Water Day.

Event ideas Use the following ideas to inspire, motivate and lead you on the way to your own extraordinary fundraising experience! • Auctions (art, silent, service) • Trivia night • Movie night • Sports tournament • Benefit concert • School dance • Rummage sale • Walk/Swim/Skip-a-thon • Casual day • Fifty-fifty draw

• Fashion show • Food sale • Gala event • Games tournament • Cook off • Charity speed dating • Casino night • Can/bottle drive • Benefit BBQ • Speaker series

Promoting your event

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Spreading the word about your event is critical to its success. Here are some tips on creating a buzz in advance of your fundraiser through posters, flyers, online and media activities.

Posters and flyers Use Plan’s poster (page 9), ensuring you include all pertinent event details to promote your event, or feel free to make your own. If you’re designing your own poster, send it to us for approval so we can help you check it against our child protection policies and brand guildelines before you display or distribute it.

Online promotion The internet, email and mobile text messaging are the quickest ways to let people know about your fundraising event. For example, email or text details of your event to everyone in your contact list, asking them to forward it to their friends as well. Internet social networking sites like Facebook, MySpace and Twitter are all great ways to spread the word about your event to all your friends. Also check out online event calendars serving your community such as municipal or community centre websites to see if they will accept a posting for your event. You can also create an online fundraising page through Plan Canada’s easy-to-use tool at plancanada.ca/fundraise

Media If you’re planning a large event, you might consider sending a press release to local newspapers, radio and TV stations to try to get editors interested in doing an advance story, covering your event or taking photos. Local news outlets love human interest stories, but they receive so many requests to cover fundraising events you often need to have a unique angle, so don’t be discouraged if they don’t respond to your release. If a reporter does contact you, tell them about your event, what you have planned, why you’re doing it, etc., but if a reporter has any questions about Plan, please refer them to us directly at 1-800-387-1418 or (416) 920-1654. The reporter can also direct questions to us by email at [email protected] If the media doesn’t cover your idea for a story, you can still get media promotion on their daily event calendars by submitting a media advisory a minimum of one week in advance (fax it if possible). Be sure to follow up with all media outlets a couple of days in advance of your event to make sure they received your advisory and intend to list it on their event calendars.

Sample Media Advisory TO: DATE/TIME: LOCATION: WHAT:

Media name, editor or reporter name Sunday, May 10th, 2:00-4:00 P.M. Greentree Park, 111 Oak St. Toronto, ON Mother’s Day Fashion Show for Plan Canada To celebrate mom and help children in developing countries, Sunshine Middle School will be holding their first annual Mother’s Day Fashion Show. Admission is $10 and the event will also include a silent auction and refreshments. All proceeds will benefit Plan Canada projects benefiting girls living in poverty in developing countries.

CONTACT:

For further information please contact: Your name, e-mail and phone number

Planning checklists

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Planning an event is easy if you’re organized. Use these step-by-step checklists to ensure you don’t forget anything that could help make your event a success!

Before your event q Brainstorm fundraising ideas – refer to our Fundraising Ideas on page 4 to get started q Check into any possible safety or legal issues such as whether permits are required q Determine how many people you will need to help you execute your plan q Enlist volunteers – friends, family, colleagues or other motivated people q Let Plan Canada know about your event by returning the Event Proposal Form (page 8) q Plan your budget q Find a suitable location q Schedule your event q Promote your event, ensuring all materials with the Plan name/logo are approved prior to use

During your event q Assign someone to be responsible for handling the donations q Have a Plan Canada Pledge Form (page 11) handy for donations of $25 or more q Display and/or distribute Plan Canada brochures

After your event q Collect the funds q Thank your donors, use our Acknowledgement Letter Template (page 12) q Complete the Financial Summary Form (page 10) q Compile all of your donation forms and money collected. Send to Plan Canada within two weeks of the event. See Appendix II for detailed tax receipt information q Learn from your mistakes … and successes! Evaluate your event and take note of what worked and what didn’t. Keep notes of useful contacts and share your learning experiences with Plan and other fundraisers by completing the Event Feedback Form (page 13).

R esources

Helpful forms

Plan Canada fundraising event proposal form Thank you for your interest in Plan Canada. Please send us this proposal form so we can endorse your event and the use of our name and logo. Today’s Date: ________________________

Tell us about yourself. Main Contact Name: ___________________________________________________ Mailing Address: ____________________________________________________________ Street

City

_________________________ Email address



Province

________________ Telephone

Postal Code

________________ Fax

Please select the category that best describes you: Individual q Business q School q Community/Social Club q Service Club q Other q If “Other”, please describe__________________________________________ Do you currently sponsor a child? Yes q No q If “Yes”, please indicate your Donor ID Number ______________

Tell us about your event. Event name: ________________________________________________________ Venue name: ________________________ Event date and time: _________________ Location: _________________________________________________________________

Street

City

Province

Postal Code

Estimated donation to Plan Canada: $____________ q

Do you agree to submit donation within two weeks of the event date?

q

Do you understand and agree to send all publicity material to Plan Canada for approval prior to printing/distribution?

q

Do you understand and agree to Plan Canada’s Third Party Fundraising Guidelines (page 14)?

Signature of applicant________________________ Print name_______________________________ Date_________________

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What: When: Where:

Benefiting Plan Canada plancanada.ca

1-800-387-1418

Charitable Registration Number 118928993RR0001

Plan Canada financial summary form

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Thank you for your support. To ensure transparency in all of our fundraising activities, please complete the form below and enclose it with the Plan Canada Fundraising Pledge Form and the proceeds from your event. Mail all documents and funds raised to Plan Canada within two weeks of your event. Event name: ________________________________________________________ Event organizer: _____________________________ Phone: ___________________

Event revenue summary Amount ($)

Donors (#)

Cash*/cheque donations (receiptable)** Special event donations i.e. ticket sales, sponsorship (non-receitable) Totals

*Please do not mail cash to Plan Canada. If you receive cash donations, please write a cheque for the equivalent amount, ensuring to include donor names and contact information on the Plan Canada Pledge Form. All cheques can be made payable to Plan International Canada Inc. **Please refer to Appendix II for information on tax receipting guidelines.

______________________________________ Signature _____________________ Date

Plan Canada fundraising pledge form

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Information collected must be complete and legible to receive a tax receipt. Tax-receipts will be issued automatically for all donations of $25 and over. All cheques must be made payable to Plan International Canada Inc. We respect your privacy. The personal information you share with us will be used to process your donation, provide you with opportunities to help children in need and communicate with you about our work. It will not be sold, traded or rented to any other organization. PLEASE PRINT

Event name: _____________________________________ Event organizer: ________________________Phone:________________________

Donor Name

Address (include apartment #)

City, Province

Postal Code

Phone number

Donation amount

Total

Thank you for your support! Plan Canada 95 St. Clair Avenue West, Suite 1001 Toronto, ON Canada M4V 3B5 T: 416-920-1654 F: 416-920-9942 Toll-free: 1-800-387-1418 plancanada.ca E-mail: [email protected] Charitable Registration #: 1892 8993 RR0001

Plan Canada fundraising sample acknowledgement letter

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To acknowledge a job well done, don’t forget to thank those most important in making your event a success. Showing appreciation isn’t just the polite thing to do – it can also make it easier for you to get supporters for your next event. Use the text below and e-mail, mail or use points from the letter to personally thank your key supporters, sponsors and fellow team members for their valued contribution to your event.

Dear Friends, Thank you for supporting my fundraising event, Event Name, held on Event Date at Event Location. Proceeds (specify percentage if applicable) will be donated to Plan Canada. Funds raised will support sustainable solutions that create lasting change for children, families and communities in developing countries. Plan is one of the world’s largest development organizations, working in more than 65 countries worldwide on critical issues affecting millions of children. By donating to Plan, you join a growing network of Plan supporters who are helping communities in some of the poorest regions of the world create an environment in which children can thrive. Sincerely, Joe/Jane Fundraiser

Plan Canada fundraising feedback form

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To help other dedicated fundraisers like yourself, and to help us provide the necessary tools our supporters need to make their events successful, please take a few moments to tell us about your fundraising experience.

Event summary: Briefly describe your event: _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ What was your fundraising goal? $ _______ How much did you raise? $_________ How many people attended your event? _____ How did you promote your event? qInvitations to friends/family/co-workers qInternet/Websites qFacebook or other social media qPosters or signs qRadio/Television qWord of mouth What would you consider to be the strengths and/or weaknesses of your event? _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ What recommendations do you have for future events or other fundraisers? _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ Did you find Plan Canada’s Fundraising Toolkit useful? Yes q No q What recommendations would you make to improve the Fundraising Event Toolkit? _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ Can we feature your story on our website and/or in promotional materials? Yes q No q

Thank you for your feedback. Please fax, e-mail or mail this form back, attention: Development Team at: Fax: 416-920-9942 Email: [email protected] Mail: Plan Canada 95 St Clair Avenue West, Suite 1001 Toronto, ON M4V 3B5

APPENDICES Appendix 1: Plan Canada fundraising guidelines

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Before you begin planning your event, it’s a good idea to review Plan’s guidelines below to make sure your event qualifies as a third-party fundraising activity.

Terms and conditions In order for Plan Canada to endorse events held on its behalf, organizers need to agree to the following terms and conditions: • Prior approval to hold a third-party event is required. Approval is based on the type, theme and financial viability of the event. Plan Canada reserves the right to withhold the use of its name from any event it feels is inappropriate. • Complete and submit the Event Proposal Form (page 8) at least 10 business days prior to your event. The form can be e-mailed to [email protected], faxed to 416-920-9942 or mailed to our Toronto office • All events must be compatible with Plan’s mission, vision, values and child protection guidelines. Refer to plancanada.ca/aboutplan for details. • Plan Canada must approve all promotional/advertising copy featuring Plan’s name and logo. • If you are using images of children in your promotion, all photographs or images used must be decent and respectful and not portray the children as victims. • If you are planning on using images of your sponsored children, please contact our office as you will be required to fill out our Guidelines and Acknowledgement Form for Use of Child Images and/or Child Information. • Taking commission, for any purpose, on funds raised as part of a third party event is prohibited. • Plan assumes no legal or financial liability associated with the event. Third-party organizers are required to underwrite all costs and Plan Canada will not incur any costs. • Plan Canada requires that event organizers use satisfactory financial controls, and funds raised must be sent to Plan Canada within two weeks of the event date. • Plan Canada issues official income tax receipts in accordance with the guidelines set by the Canada Revenue Agency. Refer to cra-arc.gc.ca and page 15 of this toolkit for details. • Involvement of Plan staff and volunteers will be at the discretion of Plan Canada and will be based on availability, location and the nature of the event. • Where applicable, insurance and/or gaming and liquor licenses must be obtained and copies submitted prior to the event.

Appendix II: Plan Canada fundraising –Tax receipting

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Plan would be happy to issue official receipts for income tax purposes upon request. All gifts must meet the conditions defined by Canada Revenue Agency (CRA) in Interpretation Bulletin IT-110R3 Gifts and Official Donation Receipts and where appropriate the split receipting guidelines identified in IT Technical News Bulletin #26 to qualify for an official receipt • Tax receipts can only be issued to those who have not received an advantage – a product or tangible item in return for their donation. Purchase of raffle tickets, admission tickets, green fees, auction items and performances, are a few examples of gifts that are generally not eligible for a tax receipt. If, however, donation receipts are to be issued for the charitable portion of a ticket price, the portion must be clearly identified and different from fair market value* as determined by the CRA. Please discuss this split-gift receipting with Plan staff while planning your event. • Official receipts can only be issued to event participants, when the organizer provides Plan with a list, including the names and addresses of the individuals who made donations. Donations of $25 or more will receive a tax receipt, which are usually sent out in February of the following year. Use Plan Canada’s Fundraising Pledge Form (page 11), to compile this information. • If a corporation or business wishes to receive a donation receipt, the receipt will be issued only if the CRA criteria are met. For example, corporations cannot receive advertising or promotional value in return. (Most companies prefer to claim contributions as a business expense because of a greater tax advantage). • Gift-in-Kind receipts are issued at fair market value* for material goods. A contribution of merchandise that is inventory or other donation which is deductible as a business expense will not be eligible for a tax receipt. An exception will be made if the donor intends to add back into income the fair market value of the gift. The value of the receipt will then offset the add-back value of the gift. • Plan will not issue donation receipts for donated services. *Fair Market Value Fair market value is the highest price that the property or good would bring, in an open and unrestricted market, between a willing buyer and a willing seller who are knowledgeable, informed, prudent and who are acting independently of each other (arms-length transaction). • Fair market value does not include taxes, commission, etc. • The fair market value of goods and property with an estimated value of $1,000 or more needs to be determined by an independent professional valuator. • If the fair market value cannot be established then a tax receipt cannot be issued.

Plan Canada fundraising event contact information If you have questions or require clarification on fundraising for Plan, please contact us at: Plan Canada 95 St. Clair Avenue West Toronto, Ontario M4V 3B5 Phone: 416-920-1654 ext. 215 Toll Free: 1-800-387-1418 ext. 215 Email: [email protected] plancanada.ca/fundraise

“Never doubt that a small group of thoughtful citizens can change the world. Indeed, it is the only thing that ever has.” Margaret Mead

Thank you!

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