Plan Your Own Canadian Cancer Society Plan Your Own Event Guide
Table of Contents 3. Introduction 6. Tax receipting information 4. Step-by-Step Guide Event Ideas Fundraising Opportunities Get Organized 8. Volunteers Logo Use Promoting Your Event Final Details 5. Set the Date Goal Setting Licenses Donations & Tax Receipts 9. Resources 11. Event Proposal Form Canadian Cancer Society Plan Your Own Event Guide, Aug 2012 JOIN the FIGHT! 2
Join the Fight! Holding a special event to fight cancer by fundraising for the Canadian Cancer Society is a great way to achieve your philanthropic goals, build community spirit and raise awareness for the cancer cause. No one should have to fight cancer alone. By holding a fundraising event for the Canadian Cancer Society you are making a difference in the lives of people with cancer. Why support the Canadian Cancer Society? When you donate to the Canadian Cancer Society as an independent fundraiser, you are joining thousands of others who want to fight back against the devastating impact of cancer on our lives, our families and our communities. The Canadian Cancer Society has more impact against more cancers, in more communities, than any other cancer charity in Canada. The Society does everything it can to prevent cancer, save lives and support people living with cancer. Our goal is to eradicate cancer and enhance the quality of life of people living with cancer. Where will your money go? The Canadian Cancer Society fights cancer in many ways. It funds outstanding research on all cancers, leads cancer prevention initiatives, provides valued information and support, and advocates for healthy communities on behalf of all Canadians. Research the Canadian Cancer Society is the largest national charitable funder of cancer research in Canada. Prevention the Society leads critical cancer prevention initiatives through public information, health promotion, community action and advocating for healthy public policy. Support the Society delivers caring practical support by providing welcoming accommodation at our lodges, transportation to medical appointments and financial support. Many find emotional assistance through CancerConnection and Camp Goodtimes. Canadian Cancer Society Plan Your Own Event Guide, Aug 2012 JOIN the FIGHT! 3.
Step-by-Step Guide We hope this resource kit will help you plan your event. Here are some key steps to guide you through this process: 1. Contact Us Canadian Cancer Society staff at regional offices can help you with ideas and provide you with information and support in planning your event. 2. Event Ideas Anything is possible with a little imagination but here are some suggestions that have worked for others: A-thon (spin-a-thon, yog-a-thon, book-a-thon) Car wash Fashion show Fitness challenge Gala Murder mystery Pancake breakfast Scavenger hunt Sports theme party (Grey Cup/Superbowl) Tournaments 3. Fundraising Opportunities Whether holding a new event or adding fundraising for the Canadian Cancer Society to an existing event, consider some revenue generating activities: Silent & Live Auction Ticket Sales Percentage of food and beverage sales Sponsorship Pledge-based activity (e.g. head-shave) Donations Sell an item Try fundraising online! Use our web tools to create your own personal fundraising page. It s fast and easy to do, plus online donations are on average double the amount of other donations. Check out: cancerevents.ca 4. Get Organized Form a Committee Organizing a successful event takes hard work and planning. An organizing committee can help oversee the management of your event. Recruit a team of enthusiastic volunteers with different skills and experience who can help you with all the various components of your event. Canadian Cancer Society Plan Your Own Event Guide, Aug 2012 JOIN the FIGHT! 4.
Step-by-Step Guide continued 5. Set the Date & Venue Schedule your event for a day that gives you enough time to plan and promote it. Make sure it s not competing with another event happening in your community and don t forget about holidays that occur throughout the year. Booking your event in an accessible location is crucial. Make sure it has all the amenities you need and if it s an outdoor activity be sure to remind participants to practice Sun Sense and always have a Plan B in case of rain. 6. Set your Fundraising Goal & Budget Set a fundraising goal for your event and plan how you expect to reach your goal. Create a budget to manage all expenses like rental equipment, fees, decorations, etc. and estimate the potential income from your fundraising activities. Determining your budget will help you to decide whether your fundraising target is realistic. Remember to always monitor your expenses. 7. Do you Need a License? Check with the Municipal Hall, Police, Gaming Policy & Enforcement Branch and Liquor Control and Licensing Branch in your city to determine if you need any licenses (e.g. raffles, liquor) and how long it takes to get them. Four to six weeks are needed for the processing of some permits. 8. Donations & Tax Receipts Donation cheques should be made out to the Canadian Cancer Society. Cash can be collected and exchanged for a bank cheque made out to Canadian Cancer Society. If you have a very large event planned, you might want to open a bank account in the name of the event. The Canadian Cancer Society is a registered charity and is eligible to issue tax receipts for donations at events that have submitted an event proposal form in advance. Some Canadian Revenue Agency conditions apply. For more information check out our tax receipting information sheet or go to the Canada Revenue Agency web site: www.cra-arc.gc.ca/tax/charities. Canadian Cancer Society Plan Your Own Event Guide, Aug 2012 JOIN the FIGHT! 5.
Step-by-Step Guide continued Tax Receipting Guidelines for Independent Fundraising Events The Canadian Cancer Society is proud to be your charity of choice. These next two pages outline the Canada Revenue Agency (CRA) tax policies that apply to donation tax receipts. To ensure a successful event, please read these guidelines before undertaking your event. Independent fundraising events (IFEs) are those organized by enthusiastic people like you who hold their own events to raise funds for the Canadian Cancer Society with limited involvement from the Society. The planning and expenses associated with the event are the responsibility of the event organizer. However Society staff can provide guidance, support collateral and the use of our Proud Supporter logo. As well, the Society can provide tax receipts to event participants/ donors provided CRA guidelines are followed. IFE Tax Receipting & Reporting in Compliance with CRA Regulations IFE organizers wishing to request tax receipts from the Canadian Cancer Society for event participants must gain approval prior to the event and must comply with certain requirements for record-keeping and financial accountability. In accordance with CRA's regulations, when an independent fundraising event takes place that the Canadian Cancer Society was not aware of in advance, the Society must not issue tax receipts. Tax Receipts Donors to your event are eligible for tax receipts if they donate directly to the Canadian Cancer Society (e.g. writing their cheques out to the Society) these donations will be credited to your fundraiser since your event inspired the donations to the Society. Event organizers must submit their list of donors and money soon after their events end to prevent delays in receipting donors. Donations of less than $25 will not be receipted unless specifically requested. The total amount that the Society receives must be equal to or greater than the amount of tax receipts to be issued. When planning your event, please consider how you will cover event expenses. For example: a registration fee, concession stand proceeds, sponsors fees or other non-receiptable money. Event organizers should plan how they will cover event expenses. Event Organizers can t claim all event donations for themselves because other people have donated to the cause as well. For more information on Gifts and Tax Receipting, read further. You can also visit the Canada Revenue Agency s website at www.cra-arc.gc.ca Canadian Cancer Society Plan Your Own Event Guide, Aug 2012 JOIN the FIGHT! 6
Step-by-Step Guide continued Tax receipts can only be issued if a donation is made without a personal advantage being received. Tax receipts can t be issued for purchasing raffle tickets or auction items. When donors pay registration fees or purchase merchandise at fair market value, no receipt can be issued. Sponsorship fees are amounts paid to support a charity event in return for advertising or other benefit, therefore no official tax receipt may be issued. In order to issue tax receipts to IFE donors, the Canadian Cancer Society requires the following information about the event, donors and donations: Copy of the signed Event Proposal Form Copy of the Financial Summary Spreadsheet Listing of the cheques received and reconciled to the total dollar amount of the receipts to be issued. Completed IFE donation forms, noting: Date of the event Name of the event Full names and addresses of donors requiring a receipt Event Information Required for Gifts with Advantage In some circumstances the donor receives an advantage with their donation or registration fees (usually a golf tournament or dinner event). In all cases where a donor has received an advantage (greens fees, dinner, prizes), the event will require a split receipting (advantage) calculation. Split receipting involves creating a breakdown of the fair market value of all advantages received and calculating the amount of each donation, amount of advantage per donation and amount eligible for receipt. In accordance with CRA regulations the Canadian Cancer Society is unable to issue receipts for any third party fundraising event where the donor receives an advantage for their donation if the above information has not been provided. To ensure your donors are eligible for tax receipts, please contact your local Society office for a split receipting template and guidance on filling it in. We are here to help! Thank you for again for raising funds for The Canadian Cancer Society! The Raiser's Edge constituent number that was set up to record event donations (your local Canadian Cancer Society office will provide you with this number). Canadian Cancer Society Plan Your Own Event Guide, Aug 2012 JOIN the FIGHT! 7
Step-by-Step Guide continued 9. Recruit Volunteers Do you need helpers on the day of your event? If so, determine what duties need to be done and assign them to your volunteers. To recruit volunteers for your event, consider posting on an appropriate website, community message board, local paper or through word of mouth. 10. Use of Canadian Cancer Society Name & Proud Supporter Logo To assist you with promotion and authenticity, the Society can provide a Proud Supporter logo for your event materials (posters, letters, t-shirts, etc). To ensure that the Canadian Cancer Society identity is represented correctly, we ask that any promotional materials bearing the Society s name or logo be approved by the Society. 11. Promote your Event! Promote your event with posters or other traditional methods but don t overlook online opportunities. You can ask your Canadian Cancer Society regional office to upload event details to our website. If you have something larger in mind, there is an opportunity to use our online fundraising resources. Also consider submitting a release or story to your local media outlets (print, radio, television). For media outreach tips, check out our media how-to guide. Social media is free and very effective! Facebook and Twitter are also great ways to get the word out about your event. 12. After the Event Now it s time to count and submit the funds you ve raised to your local Canadian Cancer Society office within 90 days. It s best to have two or more volunteers count money to reduce errors and theft. Proud Supporter Logo for use on event materials. Please do not stretch, remove elements, or alter the colours of this logo. Remember to thank those who helped to make your event a success. When their efforts are recognized they ll be more excited to help at your next fundraising event. Don t forget to showcase your success! Send us your top five photos and consider letting your local media know the highlights and outcome of your event. Canadian Cancer Society Plan Your Own Event Guide, Aug 2012 JOIN the FIGHT! 8.
Resources Online resources: Media how-to guide Tax receipting and Gaming guidelines for licensing Event proposal form Sun Sense information Fundraising ideas Online fundraising tools at cancerevents.ca Canadian Cancer Society Online Supporter Store: to order branded promotional materials to use along with your fundraising event, visit supportccs.com. A portion of your purchase is donated directly to the Society Contact us for more tools: Sample budget Sponsorship ask letter Poster Pledge forms Event proposal form Please see pages 11-12 for event proposal form. Canadian Cancer Society regional contacts Greater Vancouver Region Huda Al-Saedy Phone: 604 215-5203 Fax: 604 253-8403 halsaedy@bc.cancer.ca Fraser Valley Region Tracy Waters Phone: 604 817-1126 Fax: 604 533-8511 twaters@bc.cancer.ca Vancouver Island Region Tracie Clayton/Debi Dempsey Phone: Tracie 250 414-4245/Debi 250 889-3179 Fax: 250 382-8130 tclayton@bc.cancer.ca ddempsey@bc.cancer.ca Southern Interior Region Trail Tara Kowalchuk Phone: 250 364-0403 tkowalchuk@bc.cancer.ca Kelowna Shannon Jolley/Tessa Derksen Phone: 250 762-6381 (Shannon x105/tessa x104) Fax: 250 762-8855 Toll-free: 800 403-8222 sjolley@bc.cancer.ca tderksen@bc.cancer.ca Cranbrook Phone: 800 656-6426 Northern Region Marjo Van Helvoirt Koop Phone: 250 564-0885 Fax: 250 563-0385 mvhkoop@bc.cancer.ca Yukon Region Regional Office Phone: 867 668-6440 Fax: 867 668-6442 yukon@bc.cancer.ca Canadian Cancer Society Plan Your Own Event Guide, Aug 2012 JOIN the FIGHT! 9.
Cancer Facts Cancer is the number one health concern today and the leading cause of premature death in Canada. Two in five Canadians will be diagnosed with cancer in their lifetime and one in four die of the disease. Lung cancer is the leading cause of cancer death for men and women in Canada. Cancer progress Sixty-two per cent of Canadians diagnosed today will survive five years after their diagnosis in the 1940s only 25 per cent survived. About half of all cancers can be prevented through healthy living. Twice as many children survive cancer today than they did in the 1950s. Thank you for becoming a cancer-fighter. Canadian Cancer Society Plan Your Own Event Guide, Aug 2012 JOIN the FIGHT! 10.
Event Proposal Form Thank you for thinking of the Canadian Cancer Society (CCS), BC & Yukon Division for your fundraising. If you (or your organization) wish to host an Independent Fundraising Event (IFE) to benefit the CCS, we request that you submit a completed proposal to the Society for approval. Please email, mail, fax or bring this form to your local CCS office. Once your fundraiser has been officially approved, a signed copy of the attached agreement form will be forwarded to the event organizer along with additional information to help you get started with your fundraising. PLEASE NOTE: This application must be approved by the Canadian Cancer Society, BC and Yukon Division prior to publicizing or holding your fundraiser. Contact information Name of Organization (if applicable): Please select the category that best describes you: Corporation School Community Service Club Individual Other Name of Primary Contact person: Title (if applicable): Mailing Address: City: Postal Code: Home #: Cell #: Work #: Email: Fax Number: Event information Event Name: New Returning Event Date: Event Location: What inspired you to hold this event? Please describe your event and how the funds will be raised (i.e. ticket sales, raffle, auction, pledges, online fundraising, proceeds from sales). Financial information Please provide us with your best estimates of the following general budget information: Total Expected Revenue: $ Expenses: $ Anticipated Net Revenue: $ Amount/Percentage of Net Revenue to be given to the CCS*: Date contribution to CCS is expected: *If funds from your event will be shared, please list all beneficiaries and break down proceeds to each. Would you like tax receipts for your fundraising activity? Yes No Have you read the CRA guidelines on tax receipts? Yes No Will you be engaging in any gaming activities? Raffle 50/50 Draws Bingo Other: Support provided by the Canadian Cancer Society At the discretion of the local office, the CCS would be pleased to provide you with a small supply of promotional materials for your event. Please indicate which of the following you would like to receive: CCS Informational brochures Donation forms CCS Banner Event Poster Template In order for us to fulfill your requests for support, at least 2 weeks notice is preferred. Marketing/Publicity information Will media be attending the event? Yes No Will promotional materials, such as flyers, posters or advertisements be printed? Yes No Would you like to request the use of our Proud Supporter Logo? Yes No Canadian Cancer Society Plan Your Own Event Guide, Aug 2012 JOIN the FIGHT! 11.
Privacy statement We respect your privacy. The Society collects your personal information in order to process your request to organize an event for the Canadian Cancer Society. We may also contact you from time to time with information about other ways you can help us in our fight against cancer. If you prefer not to receive this kind of communication from us, or for more information about our privacy practices, visit www.cancer.ca, call 1.800.663.2524, or email donorservices@bc.cancer.ca. Independent Fundraising Events policies Independent Fundraising Events are a very important component of the fundraising activities of the CCS. Beyond the funds raised, these events help create awareness about the Society and bring new support to our organization. In order to ensure Independent Fundraising Events have a positive impact on the Society s public image, the following policies must be followed: 1. CCS logos are registered trademarks; unauthorized use is prohibited. All materials bearing the Canadian Cancer Society s name and/or Proud Supporter Logo must be submitted to the Society s office prior to printing. 2. All event advertising must clearly indicate the exact portions of proceeds to be donated to the Canadian Cancer Society. 3. Official tax receipts will only be issued in accordance with CRA guidelines. The final decision to issue official tax receipts rests with the Canadian Cancer Society. 4. Event expenses may not be paid from tax-receiptable donations. All donations requiring a tax receipt must be received in full by the Canadian Cancer Society. 5. If there is to be any gaming activities at your event (i.e. raffle, bingo or 50/50 draw), a gaming license is required by law. The licensing process may take up to 10 days to complete. Application can be made online at www.pssg.gov.bc.ca/gaming. Please contact the Gaming Office at 1.800.663.7867 to discuss your gaming proposal prior to applying. 6. The Canadian Cancer Society does not approve the following types of fundraising: Programs that involve professional fundraisers, telemarketing and/or an agreement to raise funds on a commission, bonus or percentage basis (with the exception of cause-related marketing programs developed with corporate partners). Third-party fundraising aligned with a corporation whose mission is in conflict with our organizational priorities. Specific industries in question include tobacco; alcohol; food; pharmaceutical, biotech, and medical devices and equipment; complementary and alternative medicines/therapies; personal cancer screening and testing products; pesticides and herbicides; and artificial tanning (using ultraviolet rays). 7. The Society s special event insurance policy does not extend to this event. Independent fundraisers are required to arrange for appropriate insurance coverage for the event. By accepting the terms and conditions set forth in this application, the event organizer clearly understands that they are accepting responsibility for claims that may arise as a result of their event. Agreement for Independent Fundraising Event benefiting the Canadian Cancer Society, BC & Yukon Division I, (the IFE Organizer) agree to organize and implement an IFE on.(date) with previously specified proceeds to benefit the Canadian Cancer Society. The IFE shall be described and referred to publicly as follows: Please check to indicate you have read the following statements: The Organizer agrees to use only the authorized name and/or logo of the Canadian Cancer Society in any media and printed materials relating to their event (if name and/or logo are to be used). No cost or liability associated with this event shall be incurred by the Canadian Cancer Society. The Organizer agrees to remit funds to the Canadian Cancer Society within 3 months of the event. The Canadian Cancer Society agrees to provide the Organizer with recognition commensurate with the level of giving. The Organizer agrees to provide all staffing and volunteers for their event. The Organizer agrees to use its own mailing list for the special event. The Organizer will obtain all necessary permits, licenses and insurance. The Organizer agrees to follow the Canadian Cancer Society s tax receipting policies that adhere to Canada Revenue Agency standards. The Canadian Cancer Society reserves at any time the right to withdraw the use of its name. If the fundraiser is cancelled, the Organizer will notify the Canadian Cancer Society prior to the planned event day. Signed: Print Name: Date: (Organizer) Signed: Print Name: Date: (Canadian Cancer Society) Canadian Cancer Society Plan Your Own Event Guide, Aug 2012 JOIN the FIGHT! 12.