2015 annual charity bazaar - iwc sofia · 2015 annual charity bazaar the international women’s...

2015 Annual Charity Bazaar Stallholders’ Pack

CHARITY FOUNDATION OF THE INTERNATIONAL WOMEN’S CLUB OF SOFIA, BULSTAT: 131254108BANK DETAILS: SOCIETE GENERALE EXPRESS BANK, IBAN: BG78 TTBB 9400 1525 1794 52; BIC TTBBBG22

“Once you choose Hope, anything is possible.”Christopher Reeve

“I slept and I dreamed that life is all joy. I woke and I saw that life is all service. I served and I saw that service is joy.”

Kahlil Gibran

“For it is in giving that we receive.”Francis of Assisi

Contents:

2015 Annual Charity Bazaar 2

Who are the Women of the IWC 3

IWC Charity Foundation information 4

How to get involved 5

Completing the Stallholders’ registration forms 6

General guidelines for organising your stall 7

Arranging donations 10

Submitting donors’ company details and logos 12

Sending ‘thank you’ cards after the bazaar 13

New in 2015 14

Contacts 15

Checklist 16

CHARITY FOUNDATION OF THE INTERNATIONAL WOMEN’S CLUB OF SOFIA, BULSTAT: 131254108BANK DETAILS: SOCIETE GENERALE EXPRESS BANK, IBAN: BG78 TTBB 9400 1525 1794 52; BIC TTBBBG22 2

2015 Annual Charity Bazaar

The International Women’s Club of Sofia (IWC) is pleased to announce that preparations are underway for its 21st Annual Charity Bazaar, scheduled to take place from 10:30 until 17:00 on Sunday, 6th of December at the Inter Expo Centre in Sofia, 147 Tsarigradsko Shausee Blvd.

Every year the Annual Charity Bazaar provides an opportunity for countries to proudly showcase their handmade crafts, music, souvenirs, folklore, national cuisine, clothing, literature and now even culture and tradition. At last year’s Bazaar, more than 49 countries were represented by 40 stalls.

Although the Bazaar presents us with a day of fun and entertainment, it also serves as the principal source of funding for the IWC’s selected charity projects. Thanks to the generous support of our embassies, donor community, as well as local and foreign businesses, the money raised through last year’s Bazaar was over 300,000.00 BGN.

This money is allocated to provide much needed humanitarian aid and fund educational, health and training programs throughout Bulgaria. Please visit the IWC website for further information on the projects we are currently assisting: www.iwc-sofia.org. This year we invite you to help us continue and expand the degree of assistance that we are able to give these programs. Hosting a stall provides an excellent opportunity for you to contribute to a good cause while representing your country and its particular products, or an area of interest.

We would be pleased to answer any questions you may have regarding the Bazaar or to provide further information. On behalf of the Bazaar Team, the IWC Board and our members, thank you for your time, continuous support and consideration.

Toi Castelló i ReñéBazaar Coordinator0879 506 [email protected]

Albena JonesAssistant Bazaar Coordinator0879 119 [email protected]


http://www.iwc-sofia.org

mailto:[email protected]


Who are the Women of the IWC

We are members of a legally registered Foundation, founded in 1989 by international residents of the diplomatic and business communities. We are 111 members representing more than 37 countries. We work to fulfil the objectives of the IWC by:

▪ Giving financial and material support to the selected projects of our Charity Foundation

▪ Welcoming and assisting newcomers to Bulgaria

▪ Furthering members’ knowledge and understanding of Bulgaria

▪ Fostering goodwill and friendship among club members

We have a great time participating in the various activities and events of the IWC and work year round to make the Annual Charity Bazaar a success. We serve as volunteers on the IWC Charity Committee, which is open to all IWC members. We help in fundraising efforts for the IWC Charity Projects by organising the Annual Charity Bazaar and soliciting donors from the community.

For more information on how to become part of the IWC visit www.iwc-sofia.org or write to [email protected].



International Women’s Club-Sofia Charity Foundation

Overview▪ IWC Charity Foundation has a proven long track record and an inspiring history;

▪ The Charity Foundation built a strong reputation as a trusted partner among donors and recipients;

▪ Over the years IWC Charity developed collaborative relationships with other charities and business entities;

▪ The Charity team monitors the entire process of each project – from applying for funding through mid-reports, site visits and receiving final reports.

Charity Support Expertise▪ Emergency Level Assistance

▪ Support to Disabled People

▪ Social Integration of orphan teenagers

▪ Women’s Issues

▪ Equal Access to Education and Educational & Training

Beneficiaries in 2015 Bulgarian Charities Aid Foundation • ‘The Soup Kitchen’ • Cedar Foundation •

Light for Life Foundation • Karin Dom Foundation • Agapedia Bulgaria • Star of Hope Foundation • Tabitha Bulgaria Foundation • Smile Bulgaria Foundation • Centre for Protection of Rights in Healthcare • Child and Space Association • Pink Foundation • Teach for Bulgaria Foundation• Lora Foundation • Association ‘Children with oncohemathological diseases’ • Fortissimo Class • Association Usardie • Council of Refugee Women in Bulgaria • ‘Refugee Project’ - joint initiative between CVS Bulgaria & Caritas Sofia • Family type centre for adults with mental disorders - Petrovo • Animus Association • Net for International Needs.

For more information: Maria Ilieva, Charity Chairperson – 0879 119 154 Asiya Alexandrova, Charity Logistics Support – 0879 119 153


How to get involved

Organise a stall for your home country, or organise a stall to reflect a passion or area of interest. For example: glass painting, photography, donated artwork or crafts - the possibilities are endless! We also need people to organise and work as volunteers at the IWC Stalls which are: Books, Clothes, Photos with Santa, Patchwork & Handicrafts and Toys.

Donate new and used clothes, books, toys, handicrafts etc. The IWC continually accepts donations of various articles. Those items that don’t go for sale at the Charity Bazaar are distributed to orphanages and associations in need. We would also appreciate donated goods or services for our fund raising events.

Offer to bring supplies and goods back from your travels abroad.

Plan an event such as a benefit picnic, lunch, cocktail party or silent auction. The proceeds can be donated directly to the Bazaar or may be used to finance your stall’s goods.

Communicate to others the need for donors and volunteers to make the Bazaar even more successful than previous years.

Volunteer inquiries for extra volunteers should be directed to Ernesta Kazlauskaite-Tsakona, Volunteers Coordinator, [email protected] no later than November 14.

Accept help. If someone offers to help you, please accept. Nothing is more discouraging than to offer help and to be told that it is not needed. If you have enough help already, please pass the volunteer’s name on to the Volunteers Coordinator and we’ll put them to work!

Assist with fundraising by getting in touch with the Bazaar Coordinator and passing on any information about valuable contacts that might be useful for the Bazaar.


Completing the Stallholders’ registration forms

The Stallholders’ Registration Form consist of two parts - Part 1, which registers your participation in the Bazaar, and Part 2, which gives information about the ‘furniture’ you will need for your stall.

This year there are several ways to submit your registration. You can register online at the IWC website: www.iwc-sofia.org/christmas-charity-bazaar/what-it-is-about/. Also an electronic version of the form is available for you to complete and return by e-mail or you can fill out the attached registration form and hand the hard copy to a bazaar team member.

Please complete and return the Stallholders’ Registration Form Part 1 as quickly as possible. You can think about tables and chairs later. NOTE: It is useful to have more than one contact number and e-mail address (other than the organisers’).

It is important that you advise us of the following:

Electricity. It is vital that you indicate on your form how many plug sockets you will need. Your stall will be placed as close as possible to an outlet, if you need one. If you are using electrical items, please

- ensure the cables are long enough;- bring extension cables;- bring a power board with a surge protector.

Also indicate if you will be bringing any coolers or microwave ovens, as we need to advise the Inter Expo Center of the total number of these items.

Wall space. It will be possible for your stall to have wall space for displays. Please indicate if you require wall space.

The Inter Expo Center supplies a prearranged quantity of FREE tables, chairs and plug outlets. The IWC will be charged for any additional quantities of these items. We will also be charged for the use of shelves, fridges, bars, vitrines, microwaves or special lighting, so please keep this in mind, if you request them. We suggest that, if possible, you bring these items. Or perhaps you could ask your donor(s) to supply them or pay for them.

Thank you!


http://www.iwc-sofia.org/christmas-charity-bazaar/what-it-is-about/

General Guidelines for organising your stall

Stall setup and displayThe IWC Bazaar is an exciting event – almost like having the whole world under

one roof! It is a chance for visitors to go from country to country in one afternoon. Be creative with your stall and make it as attractive as you can. Change your theme and decoration from last year’s, to keep your stall interesting. Perhaps you can add more or different props, costumes, etc.! Also plan your stall so that you can accommodate customers with ease.

Last year we were able to set up on the previous two days and this year we will do the same with set up on Friday 4th and Saturday 5th December. Although the official sale day is Sunday, each Stallholder can opt to sell from their stall on Saturday. However, keep in mind that if you allow early shopping from your stall, it is important to maintain sufficient quantities of goods and to keep your stall looking attractive for Sunday’s official opening.

Distribution and handling of cashSome stalls find it useful to designate one person to be responsible for the money. It

is vital that you use a cash box or money belts, as you are responsible for the money until you hand it over to the treasurer.

It is also advisable to make regular visits to deposit money with treasury, not only for security reasons but also to avoid long delays depositing at the end of the day.

The treasurer will provide a Float (small notes or coins for change) of 100 BGN to any stall that requests it on their form.


IMPORTANT!

The IWC Charity Bazaar is a strictly non-political event. You are invited to join with a display of your culture, i.e. food, costumes, songs and dances,

but this is not the place to make any political statements. Any stall that does not comply with these rules or which displays material deemed to be

offensive to other participants, will not be allowed to take part in the bazaar.

PricingAll prices marked on the merchandise being sold should be in BGN (Bulgarian

Leva). It is recommended that pricing is completed by the day before the Bazaar.

First-time StallholdersWe will provide more support and assistance should it be required. On Thursday

October 1, we are planning to organise a special meeting for First-time Stallholders who would like to know more about the Bazaar; how things are organised, details about set-up on Saturday, or the projects of the Charity Foundation. The venue will be announced.

Before the Bazaar, the Stallholders will meet at the Inter Expo Center and will be able to see where their stalls will be positioned. There will be a third Pre-Bazaar meeting where Stallholders will receive final briefing information, which should help you to complete your planning.

Entry tickets and postersPosters in sizes A3, A4 and A5, plus Entry and Complimentary Tickets will be

available at November’s Monthly Coffee Morning. You will be also able to obtain posters by contacting the IWC office and tickets by contacting Nara Vasconcelos – advance ticket sales.

EntertainmentIn addition to the entertainment that will be provided outside the halls throughout

the day, we encourage the stalls to offer their own entertainment or events. A map and event schedule will be distributed to visitors. If you would like to include your information in the schedule, please contact Bogdana Angelova, no later than November 6th. Due to advertising and printing, there can be no extensions. Please allow for no more than one performance per stall, but if you have something very interesting to offer, let us know, if there is space in the programme we will contact you. Usually there is a great demand for performances, and under normal circumstances you will be able to perform only once.


PLEASE NOTE:If you want a cash float, please pre-order it as

floats will not be available on Bazaar day! You can collect your float on Saturday, before the day of the Bazaar.

Identity badgesIt is absolutely necessary for every person working at a stall to have the

appropriate identity badge. As the number of volunteer workers over the years has increased, so has the cost of providing badges. However, the badges can be shared by more tan one volunteer and can be passed many times throughout the day from one person to another. Therefore, this year volunteer badges will be issued according to the size of stall, as follows:

3mx3m = 6 badges

6mx3m = 9 badges

9mx3m = 12 badges

Need help organising your stall?• Find others who are interested in participating in the Bazaar.• Meet to get ideas and to see what supplies you will need.• Take advantage of travels abroad to stock up on materials for your stall.• Plan to fundraise so you have resources available for your stall.

Fundraising eventsWe will gladly receive donations that could be used for the IWC Fundraising

Events (i.e.: airline tickets, electronic equipment, paintings, gift certificates, etc.) and we will arrange to acknowledge these donors as stated above. You may bring donated items to Matti-d on IWC Monthly Coffee Mornings, or contact the IWC office to arrange for them to be picked up.


Arranging donations

Many stalls organise their own financial sponsorship through companies with which they are affiliated. We are very happy for you to arrange your own sponsorship and indeed welcome it, but because of the large numbers of donors involved we have developed a sponsorship policy. Companies or individuals can make donations in two ways:

1. In-kind (products to sell at your stall, or services)

2. Financial contribution

Any donations gained by the Stallholders must be used in the way instructed by the Donor. In case there has been no specific instruction by the Donor, the Stallholder would be required to use the donations in the best interest and benefit to the IWC foundation.

The IWC will provide Stallholders with our donor request letters in both English and Bulgarian on electronic IWC letterhead. You may also request a copy of the bazaar ‘Thank you’ brochure by contacting Toi Castelló. This brochure can be a very useful tool when approaching donors on behalf of the IWC. You can also download the letters and view the charity brochure online on the IWC website, www.iwc-sofia.org, in the Charity Bazaar section.

Acknowledging donors This year we have several ways of acknowledging our donors. All donors

irrespective of the size of donation will be recognised by having their name and/or logo on the TV screens in both halls on the day of the bazaar, they will appear in the IWC website charity donor pages, in the 2015 charity Bazaar ‘Thank You’ brochure and on their chosen country stall, where available.

All donors will receive complimentary entrance tickets for the bazaar

All donors will be invited to our Thank You Cocktail reception.

White 1,000+Companies or individuals who donate 1,000 BGN or more (in cash, goods or

services) will have their logo and/or name appear on the large banner in the foyer of the IEC on the day of the bazaar.



Blue 5,000+Companies or individuals who donate 5,000 BGN or more (in cash, goods or

services) will also be able to have individual banners in both halls.

Silver 10,000+Companies or individuals who donate 10,000 BGN or more (in cash, goods or

services) will also have an individual banner in the foyer and increased logo size on the main banner and in the Thank You Brochure.

Gold 20,000+Companies or individuals who donate 20,000 BGN or more (in cash, goods or

services) will have a further increase in the size of the logo for the banner and the Thank You Brochure. The logo will also appear in the newsletter.

Diamond 30,000+Companies or individuals who donate 30,000 BGN or more as a cash donation will

underwrite the costs of the bazaar and will afford the donor all of the above and will also include the following:

Their logo and/or name will be the largest and most prominent to appear on the banner and in the Thank You brochure. Their logo and/or name will also have a prominent position in the IWC newsletter, on the IWC website and with a link to their own website.

Their logo and/or name will appear on all promotional material to include tickets, posters, flyers, and the entertainment programme on the day.

Their logo and/or name will appear in all media promotions including, video clips in the metro stations, all press releases, radio and tv interviews.

With all Bazaar donors a Donor contract will be signed which could be used for tax reduction purposes in compliance with Bulgarian Corporate Income Tax Act.

Helping us distribute tickets to donorsAll donors are entitled to receive two complimentary entrance tickets for the

Bazaar, but as there are more than 400 donors involved, sending tickets in the post is a costly and time consuming affair. Therefore, we ask for your help to distribute the tickets. Please coordinate with the IWC office and arrange a convenient way to receive your donor’s tickets well in advance (before 6th November). For our larger donors, the IWC


office will be happy to send the tickets, you will need to confirm by sending an e-mail to [email protected] with the name and postal address of the donor, which may be different than the address in the company’s donor contract. Companies who send details after 9th November may not be able to receive complimentary tickets for the bazaar due to a backlog and possible postal delays.

Submitting donors’ company details and logos

Donors informationPlease send us a list of your donor companies showing the amounts, value and

type of goods to which they have committed themselves. For every donation a contract will be drawn up, a certificate of donation will be issued and the company will be acknowledged as donor (see previous paragraph). In order to do this your donors need to submit the following details:

Name of company: (In Bulgarian and English)

Type of donation: financial/goods/services (name the type)

Amount/Value: (if donating goods, a list of goods and/or description and quantity, is requested)

Bulstat:

Address of registration:

Address for correspondence: (if any different)

Name of financially responsible person: (in Bulgarian and English)

Contact person:

Tel.:

E-mail address:

Name of stall/country being supported:

Please instruct your donors to send company information to [email protected] with the name of the company written in the Subject of the e-mail. Remember that the earlier we receive the information, the quicker it will be dealt with. Companies who send their information later in the process may have to wait until after the Bazaar to receive their contracts. The company making a donation will receive a donor contract by e-mail and will be required to send us two signed copies of that contract. The IWC will return their copy signed by the IWC President. We would normally send two complimentary tickets together with signed copy of the contract.




If we do not receive information about your donors, we will not know that they have supported you. If you have the same donors as last year, please, ask them to re-send and update their information.

Company LogosIf you have the same donors as last year and you have already sent their logos to

the IWC, you do not need to send them again. Please send logos only for new donors and those, who have changed their logos since last year’s bazaar. Please forward donors’ logos to [email protected].

You are welcome to display your donors’ logos at your stall.

In order to guarantee good quality for printing materials, logos need to be supplied in a professional manner, please, note that we can’t accept Word files (DOC or DOCX). Please send a good quality JPG for the web site and good quality (vector) EPS, AI, PNG or PDF for the Banners.

Donors information

Sending ‘Thank you’ cards after the bazaarWe will provide Stallholders with ‘Thank you’ cards, in electronic form, which you

can send to donors.


PLEASE NOTE:Logos received after 13th November will not be listed on any of

the screens and banners on the day of the bazaar due to required production time.

PLEASE NOTE:It is your responsibility to provide us with your donors’ details In order for us to acknowledge them properly in IWC communication materials!


New in 2015NikuldenAs this year bazaar will be on the same day as the Bulgarian ‘Nikulden’, we will

have a display of fish dishes at the Bulgarian stand, so that everybody can enjoy this Bulgarian tradition. We would also like to encourage you to prepare your own fish dishes in order to join the festivity and honour this local tradition.

Vegetarian foodThis year we would like to encourage you to mark vegetarian dishes with a

‘vegetarian’ sign, as we have found that the number of people looking for this type of food has increased.

IWC CookbookMany people have noticed how delicious the food you prepare for the bazaar is.

Therefore we would like to put together a special souvenir book with a selection of recipes with dishes that will be presented at the stalls during the bazaar. Please write to Elitsa on [email protected] and send her your special recipe.

Online Stallholders and Entertainment registrationYou can register your stall online on the IWC website: www.iwc-sofia.org/

christmas-charity-bazaar/what-it-is-about/.

Post Bazaar saleG-8 Cultural Centre will be hosting a post Charity Bazaar sale on the 12th and 13th

December. They will provide tables and additional volunteers. If you have anything left after the bazaar and you wish to join this event, please bring the goods to 8 William Gladstone St. not later than 10th December. with a list of goods description as well as highest and lowest price for each item, to make it easier for people manning the stall to provide a discount on a sale if needed.


Bazaar 2015 Facebook pageWe have created a Charity Bazaar 2015

event on the IWC-Sofia Facebook page, please check it regularly for updated information.


http://www.iwc-sofia.org/christmas-charity-bazaar/what-it-is-about/

Board members contacts


Albena JonesAssistant Bazaar Coordinator

[email protected]+359 879 119 151

Nara VasconcelosAdvance Ticket [email protected]+359 888 010 860

Aldona KrajewskaHonorary Member of Bazaar Team [email protected]+359 888 903 496

Elisaveta PetrushevaPR and Media

[email protected] +359 898 707 777

Angela [email protected]+359 879 119 152

Becky Ruth [email protected]+359 879 119 150

Maria IlievaCharity Chairperson


Toi Castelló i ReñéBazaar Coordinator


Kelsa [email protected]+359 879 506 800

Bazaar team contacts

Violeta SabchevaEntertainment Assistant

[email protected]

+359 878 225 465

Elitsa LingorskiLogos/[email protected]+359 2 951 6117

Sandra TopalskaDonors Coordinator

[email protected]+ 359 885 039 071

Bogdana AngelovaEntertainment [email protected] +359 889 623 566

Zarina Benoun-TakovaDonors [email protected]+359 2 951 6117

Ernesta Kazlauskaite-Tsakona Volunteers Coordinator








Checklist

Stallholder Registration Form completed

Donor’s Logos to Elitsa Lingorski by 13 November

Entertainment Entry Request to Bogdana Angelova by 6 November

Volunteer’s registration by 14 November

Provide details to Stallholders’ Coordinator regarding:

Float

Stall size

Electricity

Wall space

Food sales

To do / bring:

Price all items in Bulgarian leva

Cash box or money belts

Extra trash can/bin and liners

Utensils, etc for any food preparation

Extension cables & power boards if required

Table dressings

Paper, pens, coloured markers, price tags or stickers, bags.


Bazaar address:Inter Expo Center147 Tsarigradsko Chaussee(opposite Metro Cash & Carry)

2015 annual charity bazaar - iwc sofia · 2015 annual charity bazaar the international women’s...

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