Fundraising/Event Manual

Transcription

1 Fundraising/Event Manual Planning an event in support of Camp Trillium Camp Trillium provides camp and support to children affected by cancer. A place where they can come with their families, to relax and enjoy life again. We do not receive government funding, Camp Trillium is completely funded through donation.

2 Camp Trillium Thanks for choosing Camp Trillium as beneficiary for your fundraising event. Without your support we could not provide camp to children affected by childhood cancer. Camp Trillium provides year round camps and support programs throughout Ontario including family weekends, teen weekends, Trillium in the Community and Winter Camps. Cost to send campers to Camp Trillium Family of 4 (5 days) $2500 One child for a week $1000 Cost for one day $125 All Camp Trillium programs are offered at no cost to our families. We rely on the generous support of donors and volunteers. Camp Trillium Trillium Childhood Cancer Support Centre 940 Queensdale Avenue East Hamilton, ON L8V 1N4 Phone: Fax: CAMP Charitable Registration Number: RR00001 camptrillium.com

3 Fundraising Event Ideas By organizing a special event, and getting your community involved in helping Camp Trillium you are helping thousands of campers facing cancer heal and recover. Host a sports tournament Open an online fundraising campaign Make a viral video Connect with your classmates (Lunch program donations, funny hat day, pajama day) Host a street carnival or BBQ Raffle tickets Turn your favourite activities into a fundraiser! (Walking, running, basketball, yoga, reading, videogames, dancing) Grow your hair, or shave your hair or have crazy hair! Host a dinner Have a concert Contact local businesses to help your event

4 Event Planning 5 W s How will you take your event to the next level? How can you maximize how much you raise and how smoothly the event goes? It s all in the planning. WHO?: Who will organize your event? Who will the sponsors/partners be? Who is your target audience? How will you attract your target audience, and how many are you expecting? Who are you raising this money for? WHAT?: What are you going to do in the event? What will the name be? What will the menu have? What is the event about? What guests will you invite? What will the theme be? What will the dress code be? What will the entry fee be? What are the highlights of the event? What will you do to promote your event? What will your budget be for the event? What kind of staff or volunteers will you be looking for? How many? WHERE?: Where will you plan the event? Where will you hold the event? Venue Selection tips here. WHEN?: When are you going to hold the event? Make sure your event doesn t collide with national holidays, other events in the city, or poor weather days. WHY?: Why do you want to hold this event? What is your objective? Defining event objectives right off the hop is very important, as it gives your event a clear direction.

5 Amazing Event, now what? Collect Funds Camp Trillium can help make your event a little easier by potentially creating a fundraising website for your event. With a customized website you can collect donations before the event, or after. Plus we can add pictures from years previous. When at the event, it is important to use our Camp Trillium Pledge Sheets, and make sure all information is filled out so we can issue tax receipts. SHARE YOUR EVENT! Where to send donations: Attn: Carrie Arnold Camp Trillium 940 Queensdale Ave E. Hamilton, ON L8V 1N4 THANK YOU Don t forget to send special thank you s to participants, sponsors and donors. Every donation makes a BIG difference to children affected by childhood cancer, a message of thanks can make the difference in making your event a success! ***All cheques to be made out to CAMP TRILLIUM*** Do you have photos or videos from your event, send them over! We love to share our fundraisers success! Send to: carriea@camptrillium.com

6 How we can help your event! Once the details of your event have been finalized, be sure that all the paperwork has been completed and you have filled out the Community Event Agreement Form. Camp Trillium can provide the following to help out your event: A Camp Trillium Enthusiast can be present upon availability to answer questions, and event planning support. Promotional Materials that show what fundraising dollars do for Camp Trillium including newsletters, logos, videos, magnets and more. Fundraising Tools including donation forms, pledge forms, accounting forms and online fundraising pages. Letters of support and logos to prove you and your event are working with Camp Trillium. Post-event support including thank you letter templates, and appropriate recognition. Friendly reminder: In order to use our logo, your event must be registered through Camp Trillium. We must approve all public materials that host our logo and brand.

7 Standards of Camp Trillium Events It is the event organizer s responsibility to communicate to sponsors, participants and the general public that Camp Trillium is the beneficiary of the event and is not conducting your community event. All promotional materials created by the event organizer must be submitted and approved by Camp Trillium prior to being printed or released to public audiences. The event organizer is responsible for obtaining all necessary permits, licenses and insurance for their event. Camp Trillium will not assume any legal or financial liability at a third-party community event. Camp Trillium is not responsible for any damage, accidents to persons or property at such an event. Camp Trillium cannot provide the following: Funding or reimbursement for event expenses Donor or Sponsor lists Further advertising for your event, outside of our online capabilities Applications for gaming licenses. Eg: bingos, raffles, liquor or insurance. Prizes, auction items or awards Tax receipts for cash or in-kind donations that were not directly received at the Camp Trillium camps or office. For information and guidelines for tax receipts in Canada, please visit

8 Social Media Guide Facebook Be sure to like the Camp Trillium Facebook page at facebook.com/camptrillium When you name Camp Trillium in your Facebook posts type before our name. Twitter Follow Camp Trillium at twitter.com/camptrillium In your tweets so we can find your tweets. Using #Hashtags are a great way to track conversations on Twitter. Instagram Follow us at CampTrillium Post your and we will repost pics of your event! Camptrillium.com