You can be the difference. Events for OSMH A Handbook for the Community

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1 You can be the difference Events for OSMH A Handbook for the Community

2 Hosting a Special Event Every year caring and passionate community members and groups organize special events and name the Orillia Soldiers Memorial Hospital Foundation (OSMH Foundation) as their charity of choice. These events help raise much needed funds for equipment and education programs at Orillia Soldiers Memorial Hospital (OSMH), and serve as an example of the outstanding community support that the hospital receives. Partnering with the OSMH Foundation for a special event ensures that every patient who comes through the doors of our Hospital receives the highest level of care they need and deserve. This handbook will help you get started in planning your Once you have your event approved you are well on your way to making a difference. All official OSMH community event organizers must fill out the appropriate forms before proceeding with their How We Can Help You We want your fundraising activity to be successful and we will do what we can to help you. Once our partnership is confirmed, the OSMH Foundation can assist you and your team in the following ways: Offer advice and expertise on event planning, licensing and or insurance coverage Provide a letter of endorsement to validate the authenticity of the event and its organizers Feature your event on our website and electronic touch screen within the Hospital main lobby The use of our In Support of Orillia Soldiers Memorial Hospital logo (subject to approval) Help with the printing of your marketing materials, including poster (up to 11 x 17, max. 50 copies) and printing of pledge forms (max. 100 copies) Provide tax receipts if required to donors (please see Issuing Charitable Tax Receipts Guidelines for full details) Lots of templates, resources and ideas to help you plan We are unable to provide: Mailing or lists Guaranteed attendance of OSMH or OSMH Foundation board members, staff, VIP s and/or volunteers at your event Media contacts or advertising outside of the Foundation s communication vehicles Funding or reimbursement for event expenses Ticket sales and/or corporate sponsorships Solicitation for prizes, auction items and/or awards

3 Plan Your Event There are so many great ideas for an Some popular ones are garage sales, golf tournaments, anything-athons, raffles, silent auctions, bake sales, company events and pledge events. For inspiration, visit our website and click on Events to get an idea of what other successful past events have been. After you have decided on your event, please fill out a Community Partnership Form and Release. A representative from the OSMH Foundation will contact you within two business days. Promote Your Event Promotion and publicity for your event will help to guarantee that it is a success. Media Tips and Templates: If your event is open to the public, let your local media know and send a news release to your local paper and radio station. Once your event is approved, the OSMH Foundation will be able to provide you with a template and tips to help you get noticed. Social Media: Create a Facebook group and update it as often as possible. Create an online giving page with Canadahelps.org. In addition to promoting your event through media, consider posting the information at your workplace, community center or other local businesses (with prior approval). Say Thank you Here s the most important step! Please let those who volunteered, participated and sponsored your event know how much you appreciate their support. Tell them how much money they helped to raise and the difference they have made.

4 Issuing Charitable Tax Receipts Guidelines The OSMH Foundation will issue charitable tax receipts upon request in accordance with the rules and regulations of the Canada Revenue Agency (CRA). Before offering a donor a tax receipt, it is critical that all event organizers know and understand all of the rules regarding charitable tax receipts. If there are any questions, or further clarification is needed, please contact us at any time. In general terms, a charitable tax receipt will be issued to recognize a charitable gift when that gift is a voluntary transfer of cash without any benefit or gain. To help determine if the gift is eligible for a tax receipt we request that you submit a completed Community Partnership Form and Release. If it is determined that tax receipts can be issued, submit the required tax receipt information (name, full mailing address, total donation value) within 30 days of your The tax receipt will be issued to the person/company who made the donation (unless the cheque issuer acts as a donation collector and issues a complete list of donor details and amount given). Tax Receipt Guidelines: Donations and Pledges If money or a pledge is given directly to the OSMH Foundation in the form of a cheque, cash, credit card or money order, then we can issue a charitable tax receipt to the person who gave the donation. Auction Purchases If someone purchases an item at an auction, they are receiving a benefit for their money and therefore a tax receipt cannot be issued. Purchase of a Ticket or Entrance Fee to an Event If someone purchases a ticket or pays an entrance fee they are receiving a benefit for their money and therefore a tax receipt cannot be issued. Sponsorship A tax receipt cannot be issued for event sponsorships because sponsors receive benefits in the form of recognition and advertising. We can however, provide a business acknowledgement letter confirming their sponsorship. Gift-In-Kind Donations Donations of products, services or gift certificates cannot be tax receipted. With proof of the donation (copy of bid sheets, auction donation forms, invoices, etc) we can provide a business acknowledgment letter confirming their donation.

5 Key Points to Remember A Community Partnership Form and Release must be completed and submitted to the OSMH Foundation prior to the proposed fundraising activity. Approval will be granted on a per event/promotion basis. Applicants must reapply annually for approval. The OSMH Foundation reserves the right to deny any applications for fundraising activity that does not complement the mission of, or project a positive image of the OSMH Foundation or OSMH. The OSMH Foundation will allow the use of the OSMH and\or OSMH Foundation logo and name in communications to the public and media to promote the agreed upon Any use of the OSMH and\or OSMH Foundation logo and name must be approved in writing, prior to its use. Publicity may not imply that the event is sponsored or co-sponsored by the OSMH Foundation, or that the Hospital is involved as anything but beneficiary. The event must be listed as the event name followed by In support of, or Proceeds to followed by Orillia Soldiers Memorial Hospital or the In Support of OSMH logo. The OSMH Foundation will have final approval of any promotional material created for the agreed upon The OSMH Foundation will incur no costs associated with the special The OSMH Foundation must be informed if another organization will benefit from this The OSMH Foundation and all related entities are not liable for any injuries sustained by event volunteers or participants related to the event benefitting the hospital, and cannot assume any type of liability for your The proceeds from the special event will be presented to the OSMH Foundation within 30 days of the event unless otherwise agreed in writing. The OSMH Foundation does not provide access, loan or give its mailing list for any special The OSMH Foundation will not partner with nor support events that promote the use of alcohol or tobacco, endorses a political party or candidate or appears to endorse a political agenda, discriminations against any person or group based on gender, race, class, economic status, ethnic background, sexual orientation, age, physical ability, and cultural and religious backgrounds. In order for tax receipts to be issued (if required), all relevant information must be received within 30 days of the Please see Issuing Charitable Tax Receipts Guidelines section for more information. Where applicable, the event organizers must provide proof that any required licenses and insurance have been established prior to the event (i.e. event liquor license). The OSMH Foundation is authorized to have complete access to all fundraising activities executed by third parties who claim to benefit the Hospital. Under no circumstances may an individual keep any portion of the proceeds as profit or compensation for organizing an