2016 annual charity bazaar - iwc sofia · 2016 annual charity bazaar the international women’s...

“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

2016 Annual Charity Bazaar Stallholder’s 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

Contents:

2016 Annual Charity Bazaar 3

Who are the Women of the IWC 4

IWC Charity Foundation information 5

How to get involved 8

Completing the Stallholders’ registration forms 13

General guidelines for organising your stall 14

Arranging donations 17

Submitting donors’ company details and logos 20

Sending ‘thank you’ cards after the bazaar 21

New in 2016 22

Contacts 24

2016 Annual Charity Bazaar

The International Women’s Club of Sofia (IWC) is pleased to announce that preparations are underway for its 22st Annual Charity Bazaar, scheduled to take place on Sunday, 4th of December at the Charity Bazaar Official Venue IEC.

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 52 countries were represented by 49 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 [email protected] 359 879 506 799

Ernesta Kazlauskaite-TsakonaAssistant Bazaar [email protected] 359 878 542 800

CHARITY FOUNDATION OF THE INTERNATIONAL WOMEN’S CLUB OF SOFIA, BULSTAT: 131254108 �3BANK DETAILS: SOCIETE GENERALE EXPRESS BANK, IBAN: BG78 TTBB 9400 1525 1794 52; BIC TTBBBG22

mailto:[email protected]


1. International Women’s Club (IWC)

We are members of a legally registered Foundation, founded in 1989 by international residents of the diplomatic and business communities. We are about 120 members representing more than 33 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 organizing 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].


http://www.iwc-sofia.org


2. IWC Charity Foundation

2.1. 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, recipients and local community;

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

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

2.2. 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

2.3. Beneficiaries in 2016Bulgarian Charities Aid Foundation • ‘The Soup Kitchen’ • Cedar Foundation • Light for Life Foundation • Karin Dom Foundation • Agapedia Bulgaria • Star of Hope Foundation • Tabitha Bulgaria Foundation • Centre for Protection of Rights in Healthcare • Child and Space Association • Pink Foundation • Teach for Bulgaria Foundation• Association ‘Children with oncohemathological diseases’• Family type centre for adults with mental disorders - Petrovo • Net for International Needs. Caritas Association • Center Dinamica • Down Syndrome Parents Association • Kofoed School for Self Help • Mother on Time Foundation • Rakitovo Self Suficiency Fund • Reflecting Learning Bulgaria • Solidarity • The Duke of Edingburg’s International Award• Usardie • Fortissimo Class


3. Annual Charity Bazaar

3.1. Basic PrinciplesThe Annual Charity Bazaar is the major charity event that collects the majority of funds for the causes supported by IWC. As an event of high importance there are some basic principles that have to be taken into account when organizing your stall.

3.1.1. It is an international eventThere are many countries involved and right from the beginning of its history the bazaar has been supported by Embassies and the diplomatic community. We appreciate all our volunteers and in return we hope they respect that this is wholly a charitable event with no room for political issues. To this end we do not allow any country maps or political material but of course your national flags are welcome.

3.1.2. It is a charity and not a commercial eventAs we are very proud of this spirit of charity for many years and would like to continue in this way, ALL THE PROCEEDS (100%) ARE donated to IWC for its supported charities. That means that all the costs related with setting up your stall, as well as servicing it, MUST be donated, sponsored and/or covered by volunteering.

3.1.3. VolunteersAll the work, help and organization of your stall HAVE to be donated. That means that there have to be no labour cost for organizing the stall and sales. Volunteers are donating their time and efforts for the charity and these efforts are respected. If there is need to pay for extra services then this has to be covered with a donation before the bazaar.

Apart from volunteers at countries stalls, we do have volunteers helping with the organization of the bazaar in general, for e.g. volunteers at the entrance, collecting trash in the halls and etc. Since, they take care of the areas of the bazaar, which are common for all the stalls, therefore we would like kindly ask for a small treat for them from every stall. If you could arrange some snack and drink package for the day of the Bazaar, it would be highly appreciated.

CHARITY FOUNDATION OF THE INTERNATIONAL WOMEN’S CLUB OF SOFIA, BULSTAT: 131254108 � 6BANK DETAILS: SOCIETE GENERALE EXPRESS BANK, IBAN: BG78 TTBB 9400 1525 1794 52; BIC TTBBBG22

3.1.4. The entrance is a donationThat means that people are entering with initial donation directly to IWC and not related to any stall. There might be people just making a donation and not attending the event or taking entrances as a present or for distributing between their business partners. At the end, any donation matters.

3.1.5. Donating proceedingsThe most important principle of the charity bazaar is that all the proceeds (income) of the bazaar MUST go for charity.

To multiply the donations you are encouraged to ask volunteers to work to make more proceeds from the initial donation. Try to have all the materials, utensils, machines etc. donated for the event and sell the final product at the day of the bazaar. We would like to make some examples of how this principle works:

a) If you are organizing tombola then you should have the items donated, persons selling tickets as volunteers and packaging donated or bought with money from a sponsor.

b) If you are serving drinks and food or with a waiter the materials for preparing the food and the drinks should be donated by the supplier, the waiter must be a volunteer or be paid by a sponsor. The proceeds should not cover these costs.

c) If you have a company providing you with some goods (food or non-food), you should not pay any money for it, but instead you should stress, that the reward for the company is advertising its name/brand/product on the event visited by more than 8000 visitors. This approach is welcomed since it combines the company’s involvement with the bazaar and at the same time promoting their business. The ethics and charity principles in this case require that the company should donate the products they sell, the labour of their workers and the use of their machinery or equipment. This way the initial donation is multiplied and results in more proceeds for charity.

d) We greatly value our direct donors who pay money directly for IWC. There are several classes of sponsors which receive their reward package depending on the amount donated. Further and more detailed information you will find in document: “Donor reward programme”.


3.2. How to get involved?

3.2.1. Organizing your stallOrganize a stall for your home country, or organize a stall to reflect a passion or area of interest. For example: glass painting, photography, donated artwork or crafts - the possibilities are endless!

3.2.2. Be a volunteer at IWC stallWe also need people to organize and work as volunteers at the IWC Stalls which are: Books, Clothes, Photos with Santa, Patchwork & Handicrafts and Toys.

3.2.3. Donate goods and/or servicesDonate 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.

3.2.4. Bring supplies and/or goods from your travels abroadIf you are planning to go to your home country the months before the Bazaar, you may think about taking souvenirs, non-perishable food or any other kind of items that could be sold at the Bazaar. As well, ask your friends back home to contribute with their own handmade souvenirs or goods that may be of interest for the public of Bulgaria.

3.2.5. Plan an eventIt could be benefit picnic, lunch, cocktail party, quizzes, karaoke or silent auction. The proceeds can be donated directly to the Bazaar or may be used to finance your stall’s goods.

3.2.6. Talk with others about the BazaarCommunicate to others the need for donors and volunteers to make the Bazaar even more successful than previous years.


3.2.7. Accept helpIf 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!

3.2.8. Be in touch with Bazaar Coordinator and Bazaar Teama) Assist with fundraising by getting in touch with the Bazaar Coordinator/Team and passing on any information about valuable contacts that might be useful for the Bazaar. Fundraising events can be done at any time of the year, not only before the Charity Bazaar, but starting from now.

b) In case you need extra volunteers for your stall please make a volunteer inquiry to the Bazaar Team.

IWC can help in promoting your event through our PR team. Let us know when the event will take place and we will announce it among our members, partners, donors and other related people. We can publish it on our Facebook page, website and other social networking.

3.3. Donors

3.3.1. How to contact donors? The easiest way is to approach the companies from your country that are operating in Bulgaria. You can find these companies through your Embassy or Chamber of Commerce. As well, ask all your contacts, acquaintances and relatives that own companies or know people who have their own companies. All the donations are very welcome, regardless of the amount. We have a list of donors from previous years at IWC office that can help you to find some donors.

3.3.2. Why is it beneficial to be a donor? We appreciate very much all the donations that contribute to raise more money to be distributed to all the Charities that we support year after year around Bulgaria. We are very happy to reward the companies that donate by making publicity of them before, during and after the event. The Charity Bazaar is a big event with more than 8,000 people attending that includes Sofia Community, Diplomatic and Expat Community as well as the Business Market. We offer to all the


donors the possibility to be there with their products and free publicity in reward of their contributions what is a big recognition taking into account how expensive is the publicity now a day. The rewards are based on the amount of the donation. Further and more detailed information you will find in document: “Donor reward programme”.

3.3.3. Other information related with being a donor a) All the donors will be asked to sign a contract with IWC to record their donations;

b) Donors who don´t agree to participate on a 100% donation base are not welcome in our event as this will make the event to become commercial and not charity.

3.4. Organizing your stall with Goods

3.4.1. How to price properly goods on your stall? If we want to raise as much money as possible, we need to price the goods to sell properly. Pricing properly means that prices in comparison with the prices existing in the market outside the Bazaar would be not too cheap, not too expensive and just right to maintain a good level of the bazaar.

3.4.2. Mind the quantities of goods of your stallWhen setting up your stall, you need to bear in mind that it needs to look good and full during all the working hours of the bazaar. Calculate the right amount, so that you don´t run out of product too early especially talking about food. The peak hours are between 11:00 and 15:00.

3.4.3. Discount policy and usage of leftoversGoods maybe discounted during the last hour of the bazaar in order not to keep leftovers especially concerning food. Please, be reminded as well, that the goods you cannot sell, may be sold at the Post Bazaar. More information about the Post Bazaar will be given further on.


3.5. Stallholder’s ResponsibilitiesThe Stallholder is responsible for the overall good running of his stall. This includes:

3.5.1. Make sure that all proceeds go to CharityTo make sure that the basic principles of the Charity Bazaar and the 100% donation basis is accomplished at all times with no exceptions.

3.5.2. Treat your donors properlyTake care of full-range communication with the donors of your stall. The Stallholder is the one generally in charge of finding donors and providing all the goods to be sold at the stall.

a) Contact your donors/sponsors for donations and inform them of the rewards of their donations;

b) Ask for their logos to be display as part of the publicity reward;

c) Convince your donors/sponsors to sign a contract with IWC regarding the donations;

d) Allocate them complimentary tickets as one of the reward of their contribution;

e) Invite your donors/sponsors to the Thank You Cocktail.

3.5.3. Manage your Volunteers a) Make sure you have the right amount of volunteers to run the stall during all the day of the Bazaar and that they are with the proper attitude, corresponding with the main principles of the Charity Bazaar,

b) Instruct all your volunteers regarding the event rules and make sure that they would be following them. In case of any discrepancy, kindly contact the Volunteer Coordinator and/or Bazaar Coordinator.

3.5.4. Control IWC badges Distribute them among volunteers/goods deliveries and make sure that they would be used ONLY by volunteers helping at your stall/good delivery people (not to their friends, family members etc.). Please have in mind that IWC badges should be used only for volunteering/good

delivering purposes, therefore collect them immediately after their usage.


3.5.5. Supervise the decoration and equipment of your stalla) Order the equipment from IEC only that is really needed, taking into account that we must pay for all of it;

b) Make sure that you keep the IEC equipment in good condition and not ruin it with decorations;

c) Maintain the good relationships with other stalls and don’t steal furniture belonging to other stalls. If you need more equipment, please refer to IWC Bazaar Team.

3.5.6. EntertainmentThe Stallholder is encouraged to present the stall with some kind of cultural event as part of the entertainment program in order to present the culture of his country and raise more attention to the stall.

3.5.7. Manage finance properlya) Collect the float from the IWC Treasurer before the Bazaar starts;

b) Return ALL THE PROCEEDS collected within the day of the Bazaar back to IWC Treasurer. In order to avoid the huge queuing after the Event, please bring proceeds collected several times within the day of the Bazaar.

3.5.8. Mind security requirementsAs this event is very busy, crowded and intense, therefore follow and make sure that all your volunteers follow all the instructions from Police, Ministery of Interior and Private Security Companies regarding the security of the event.

3.5.9. Mind the atmosphereContribute to the good and peaceful atmosphere during all the process. We are all working for the same cause, with charity spirit and solidarity.

MAKE THE WORLD COME TO YOU !!!!


5. 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, but not later than October 20. 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 when filling up part 2:

5.1. ElectricityIt 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 be bringing any coolers or microwave ovens, as we need to advise the Inter Expo Center of the total number of these items.

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

5.3. OtherThe 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/

6. General Guidelines for organizing your stall

6.1. Stall setup and display

The 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 3 days and this year we will do the same with set up on, Thursday 1st, Friday 2nd and Saturday 3rd of December 2016. Although the official sale day is Sunday, December 4th, 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.

6.2. Distribution and handling of cashThe Stallholder will be the responsible person for the money raised and the only person able to access the treasury room. 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 (advisably min. every 2 hours of the day of the Bazaar ) 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. However, 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.


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.

6.3. 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.

6.4. First-time StallholdersWe will provide more support and assistance should it be required. On Thursday October 5th, 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 later.

Before the Bazaar, the Stallholders will have the chance to meet at the Inter Expo Center and will be able to see where their stalls will be positioned. There will be a 3rd Pre-Bazaar meeting where Stallholders will receive final briefing information, which should help you to complete your planning. Further details about the date of visiting IEC, as well as regarding the 3rd Pre-Bazaar meeting will follow later.

6.5. Entry tickets and postersPosters in sizes A3, A4 and A5, plus Entry and Complimentary Tickets will be available for you to pick them up at November’s Monthly Coffee Morning. As well, for your convenience, you will be also able to obtain posters by contacting the IWC office and tickets by contacting Annamaria Giannakos, who is responsible for advance ticket sales.

6.6. 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 Yana Petkova (who is responsible for Entertainment), no later than November 6th.. Please note, that in usual practise a stall is allowed to have only 1 performance on the day of the Bazaar, however if you have something extra outstanding to offer, let the Entertainment Head (Yana Petkova) know and according to availability we will see how your request could be fulfilled.


6.7. 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 and identifications. Therefore, this year the volunteer identifications will be issued according to the size of stall, as follows:

3mx3m = 8 badges

6mx3m = 12 badges

9mx3m = 18 badges

In case you consider, that your stall needs more badges, we kindly ask you to contact respective person of the Bazaar Team (dedicated person will be announced via e-mail later) and place your request. Based on the request’s reasoning, as well as availability we will see how we can accommodate your request. In one or another way, the request for additional badges should not exceed more than +25% of the original amount of badges provided by default to the stall according its size.

6.8. 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.

• Plan to fundraise so you have resources available for your stall.

• Take advantage of travels abroad to stock up on materials for your stall.

6.9. 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 item to IWC Monthly Coffee Mornings, or contact the IWC office to arrange for them to be picked up.


7. 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 Zarina Benoun-Takova. 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.

While having negotiations with potential donors, for sure you will need to talk “business”, therefore for your convenience please find below the Donor Reward Program, which describes specifically which benefit package the Donor receives for a respective donation he does.

7.1. Donors Reward Program 2016

7.1.1. All donors irrespective of the size of donation will be recognised by having their name and/or logo on:• TV screens in both halls on the day of the bazaar.

• IWC website charity donor pages.

• 2016 charity Bazaar Thank You Brochure.


http://www.iwc-sofia.org

7.1.2. As well, all donors will:• Have a possibility to advertise their company’s name/logo within the stall they are

cooperating. Advertising within the stall is completely open in terms of the format, however should be in agreement with stallholder, as well as technical requirements of the stall.

• Sign a contract which could be used for tax purposes in compliance with Bulgarian Corporate Income Tax Act.

• Receive complimentary entrance tickets for the bazaar.

• Be invited to IWC Thank You cocktail reception.

7.1.3. Apart from above, depending on donation size, donors will have individual benefits, which are described per tailor-made Reward Scheme, stated below:

No Category Amount donated in BGN, cash, goods and/or services

Advertising position

Benefits

1. White1000 and

more

Within the Bazaar

1. Company’s name and/or logo placed on large banner— donors’ wall in the foyer of the IEC of the day of the Bazaar.

2. Blue5000 and

more

1. Company’s name and/or logo placed on large banner — donors’ wall in the foyer of the IEC of the day of the Bazaar. 2. Individual company’s banner placed in the hall of the event on the day of the Bazaar. Basic Blue package includes max. 1 standard size (1 m x 2.2 m) banner. In the case of a company wishing to have more banners, or to have them double/triple etc. size, an additional donation of min. 500 leva per 1 banner/extra standard size will apply.

3. Silver8000 more

1. Increased in size (in comparison with other donors) company’s name and/or logo placed on large banner — donors’ wall in the foyer of the IEC of the day of the Bazaar. 2. Individual company’s banners placed in the halls of the event on the day of the Bazaar. Basic Silver package includes max. 1 standard size (1 m x 2.2 m) banner. If the company desires to have more banners, or to have them double/triple etc. size, additional donation of min. 500 leva per 1 banner/extra standard size will apply. 3. Company’s name and/or logo placed in a specially designated advertising spot (hanging backlit banner or column) in the foyer of IEC. The Basic Silver package includes max. 1 advertisement position, e.g. either a backlit banner or column. If the company desires to have both or more banners/columns, depending on availability, an additional donation of min. 1000 leva per 1 advertising item will apply.


7.2. Donor ContractWith 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.

7.3. Helping us distribute tickets to donorsAll donors are entitled to receive 2 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 Gold and Diamond 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 to confirm by sen Keep in mind, that for Donors, whose postal details, you will provide us later than Nov. 9th due to a backlog and possible postal delays, we can not guarantee complimentary tickets to arrive on time. Therefore, please mind the timing.

4.

Gold (Key

sponsors – max. 2)

15 000 and more

Within & outside the

Bazaar

1. Increased in size (in comparison with other donors) company’s name and/or logo placed on large banner —donors’ wall in the foyer of the IEC of the day of the Bazaar. 2. Individual company’s banner placed in the foyer of the IEC of the day of the Bazaar. Basic Gold category package includes max. 2 standard size (1 m x 2.2 m) banners. In the case of a company wishing to have more banners or to have them double/triple etc. size, an additional donation of min. 500 leva per 1 banner/extra standard size will apply. 3. Company’s name and/or logo placed in a specially designated advertising spot (hanging backlit banner or column) in the foyer of IEC. Basic Gold category package includes max. 2 advertisement positions. If the company desires to have more banners/columns, based on availability, an additional donation of min. 1000 leva per 1 advertising item (electric banner or column) will apply. 4. Tailor-made agreement for 1 year to advertise the company (on an individually agreed format) at IWC events (including Thank You cocktail), printed materials (e.g. Newsletter) and other publicity channels (e.g. FB, verbal/electronic announcements for IWC members).

5.

Diamond (General sponsor- max. 1)

30 000 and more

1. Biggest in size (in comparison with other donors) company’s name and/or logo placed on large banner — donors’ wall in the foyer of the IEC of the day of the Bazaar. 2. Tailor-made agreement on Company’s name/logo promotion in the premises of IEC (halls, foyer, entrance, corridors, cloakrooms, etc.) on the day of the Bazaar (e.g. it could be banners, flags, posters, special signs, columns, backlit banners and other advertising materials). 3. Tailor-made agreement for 1 year to advertise the company (on the format agreed individually) at IWC events (including Thank You cocktail), printed materials (e.g. Newsletter) and other publicity channels (e.g. IWC website, IWC profile on FB, verbal/electronic announcements for IWC members). 4. Company’s logo and/or name placed on all printed materials of the event, e.g. tickets, posters, flyers, and the entertainment programme on the day. 5. Company’s logo and/or name will appear in all media promotions including, video clips in the metro stations, all press releases, radio and TV interviews.



8. Submitting donors’ company details and logos

8.1. 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, we would like kindly ask for your cooperation while providing us with below stated information about your Donor:

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 collect the above mentioned information about the Donor and send us via e-mail [email protected] with the name of the company written in the Subject of the e-mail. In case, if the Donor is comfortable to do it by himself, please kindly pass him the requirements of the information to be provided, as well as the e-mail address the information to be received. Remember that the earlier we receive the information, the quicker it will be dealt with. Companies who provide 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 via e-mail and will be kindly requested to send us two signed copies of that contract. The IWC will return their copy signed by the IWC President.



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, re-send or kindly ask them to re-send and update their information.

8.2. 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. Forward donors’ logos to [email protected].

As well, please do not forget, that as per Donor Award Package,you are welcome to display your donors’ advertising materials, logos included, 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

9. Sending ‘Thank you’ cards after the bazaarWe will provide Stallholders with ‘Thank you’ cards, in electronic form, which we would strongly encourage you to send to donors.


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!

PLEASE NOTE:Logos received after 14th November will not be listed on any of the screens

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


10. New in 2016

10.1. Bazaar Working HoursDue to big demand from our public to extend the working hours, the IWC Charity Bazaar 2016 will take place from 10:30 until 19:00. We believe that with 2 more hours we will give the change to a bigger number of visitors to attend the event and to enjoy it in a more relax and pleasant way as people will not be concentrated at the same time frame during the day.

For this reason, we advise you to fill up and decorate your stall so that it looks nice and full all the day long.

You will need to foreseen the right amount of volunteers to make shifts during all the day. Please, don´t hesitate to contact our Volunteer’s Coordinator, Veronika Ivanova at [email protected] if you need help in finding volunteers for your stall. However, please note, that your request of “extra” volunteers needed for your stall should be placed to Volunteer’s Coordinator no later than by 18th of November, 2016.

10.2. Entry donationThe entry donation will be 4 lv for adults and 2 lv for pensioners, disabled people and children from 12 to 18 years old. Children under 12 years old are free of charge.

For those who would like to make a bigger donation, there is a 40 lv entry donation called “all-inclusive ticket” that gives the opportunity to enter the bazaar at 9 am for the VIP shopping before the main public, to attend the opening ceremony at 10 am with a special guest of honor, and which includes a shopping bag, enriched with some surprise presents from the Sponsors of the Bazaar.

10.3. On-line Tickets SellingThis year we are planning to have an on-line ticket selling, which details will be provided for you later on via e-mail.

10.4. Open Air Christmas MarketFor the first time at the IWC Charity Bazaar, there will be an Open Air Christmas Market at the parking lot of IEC. This will be as a great enrichment of the usual existing Bazaar set-up, since it will not only bring the special atmosphere to the event, but as well accommodate the needs all



types of the visitors of the Event (e.g. people who are keen for more food & entertainment set-ups, as well as smokers).

In case your stall is interested to have a place at the outside area, please apply for it on the application form. Also, please note, that your stall can have “inside-outside stall” combination, e.g. you can have a part of your stall inside (for instance 3 metres) and the other part (another 3 metres) outside. In this case, you will be definitely the one, who would capture all type of the visitors of the Bazaar!

The stalls that have a space outside will be allowed to use gas device for cooking purposes.

10.5. IWC PassportThe IWC Passport is a collectable sticker book suitable for kids of all ages and collectors of country flags. The idea behind the creation of the book is to increase fundraising of the IWC Charity Bazaar while promoting cultural diversity in a fun way.

The audience participating will approach the IWC stall in order to acquire the IWC Passport and proceed to go around the country stalls to complete the passport with flag stickers and answering a question from each country.

All the participants who complete the IWC Passport will receive a symbolic prize. At the end of the day, we will make a tombola at the inner stage for a big prize to be handed

We encourage all the stalls to take part in this project and get more visits than ever. Please get in contact with Johanna Alcantara at +359884192407 or via e-mail [email protected] for more information and assistance.

10.7. Volunteers Wrist BandsFor security reasons and better and faster control of the main door the day of the Bazaar, for all volunteers (including the Stallholders) instead of usual paper/plastic badges, we will be using wrist bands of different colours. In this way, apart from being more cost effective, it will be easier to manage and distribute and less time consuming for the office and bazaar team.



10.8. Bazaar LogoWe are proud to announce that we have a logo for the IWC Charity Bazaar designed by one of our member, Anja Nolte.

This logo will be used from now on with all the matters related to the bazaar together with the IWC logo.

For your convenience, please find the mentioned logo, below:

11. Board members contacts


ANGELA BIRD President [email protected] +359 879 119 152

KELSA SMITH-MOUSKOUROVA Treasurer [email protected] +359 879 506 800

TOI CASTELLÓ I REÑÉ Bazaar Coordinator +359 879 506 799 [email protected]

NADYA WUISAN-BRATANOVA Vice-President + 359 879 119 150 [email protected]

MARIA ILIEVA Charity Chairperson [email protected] +359 879 119 152

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12. Bazaar team contacts


ALDONA KRAJEWSKA Honorary Bazaar Team Member +359 888 903 496 [email protected]

TOI CASTELLÓ I REÑÉ Bazaar Coordinator +359 879 506 799 [email protected]

ERNESTA KAZLAUSKAITE - TSAKONA Assistant Bazaar Coordinator + 359 878 542 800 [email protected]

ELISAVETA PETRUSHEVA Printing materials and Municipality Coordinator +359 898 707 777 [email protected]

VERONIKA IVANOVA Volunteers Coordinator Phone number 0888662906 [email protected]

JOHANNA ALCANTARA IWC Passport Coordinator +359 884 192 407 [email protected]

ZARINA BENOUN-TAKOVA Donors contracts and Office support +359 2 951 6117 [email protected]

TANYA PEYKOVA Bazaar Team Assistant Cell Phone: +359 878 388 040 [email protected]

ANGELINA MAKREVA Sponsors /Fundraising Coordinator Tel +359 898 598 222 [email protected]

MAYA METODIEVA Sponsors Assistant Mobile: +359 887 686 777 [email protected]

ANJA NOLTE PR Coordinator +359 888 311 993 [email protected]

ANNAMARIA GIANNAKOS Logos and Advance tickets sales +359 897 070 777 [email protected]

YANA PETKOVA Entertainment Coordinator +359 879 119 151 [email protected]

MARTINA MIHAYLOVA Entertainment Coordinator +359 888 586 318 [email protected]



























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