international women’s club annual charity bazaar 2017 · the international women’s club of...

CHARITY FOUNDATION OF THE INTERNATIONAL WOMEN’S CLUB OF SOFIA, BULSTAT: 131254108

BANK: SOCIETE GENERALE EXPRESS BANK, IBAN: BG78 TTBB 9400 1525 1794 52; BIC TTBBBG22

International Women’s Club Annual Charity Bazaar

2017

Stallholders’ Pack



Contents:

2017 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 8

General guidelines for organising your stall 9

Arranging donations 13

Submitting sponsors’ company details and logos 14

New in 2017 16

IWC Boards and Bazaar Contacts 17

Checklist 18



2017 Annual Charity Bazaar

The International Women’s Club of Sofia (IWC) is pleased to announce that

preparations are underway for its 23rd Annual Charity Bazaar, scheduled to take

place from 10:30 until 19:00 on Sunday, 3rd of December at the Inter Expo Centre in

Sofia, 147 Tsarigradsko Shose 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 2016 year’s

Bazaar, more than 57 countries were represented by 60 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, sponsors community, as well as

local and foreign businesses, the money raised through last year’s Bazaar was over

377,000.00 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.

Lilly White

President

0879 119 152

[email protected]

Mihaela Dobre

Charity Bazaar Coordinator

0879 506 799

[email protected]

http://www.iwc-sofia.org/




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 more

than 100 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 organizing the Annual

Charity Bazaar and soliciting sponsors from the community.



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

sponsors 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 2016

• Agapedia Bulgaria Foundation • Association for Children Bonitatis

• Association “Child and Space” •Association “We exist” • Association Caritas Sofia

• BCAF – Bulgarian Charities AID Foundation • British Embassy • Center Dinamica

• Children with Oncohemotologic Diseas • Crevoluntary • Daughters in Bulgaria

• Down Syndrom Parent Association • Fortissimo Foundation •Foundation “Teach for

Bulgaria” • Foundation EUPHONIA • Foundation SIRAK • Foundation VEDNA

• House for Medial Social Care • KARIN DOM Foundation • “Light for Life“

Foundation • “My Child” Foundation • Petrovo – Family type accommodation for

adults with mental disorders • PINK Foundation • Sdrujenie USARDIE • Sdrujenie

ARZ Solidarnost • Tabitha Bulgaria Foundation •The Duke of Edinburgh’s

International Awards - Bulgaria

For more information contact Mrs. Iliana Zlatareva, Charity Chairperson –

0893 357 585 [email protected]

mailto:[email protected]



Find more about our projects on: https://iwc-sofia.org/charity-projects-portfolio-2/


BANK: SOCIETE GENERALE EXPRESS BANK, IBAN: BG78 TTBB 9400 1525 1794 52; BIC: TTBBBG22

How to get involved

Organize a stall for your home country, or organize 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 organize 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 sponsors 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 15.


BANK: SOCIETE GENERALE EXPRESS BANK, IBAN: BG78 TTBB 9400 1525 1794 52; BIC: TTBBBG22

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.

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 organizers’).

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 Centre 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 Centre 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

sponsor(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 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 two days and this year we

will do the same with set up on Friday 1th and Saturday 2th 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 cash

Some 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.



Pricing

All 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 Stallholders

We will provide more support and assistance should it be required. On

Friday, 3rd of November 2017 , 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 posters

Posters 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 Svetlana Yanakieva or

Angelina Makreva – advance ticket sales responsible.

Entertainment

In 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 Svetlana Yanakieva, no

later than November 4th. Due to advertising and printing, there can be no

extensions.

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.



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.



Access bracelets

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

appropriate access bracelets. As the number of volunteer workers over the years has

increased, so has the cost of providing bracelets. This year volunteer bracelets will be

issued according to the size of stall, as follows:

3mx3m = 6 bracelets

6mx3m = 9 bracelets

9mx3m = 12 bracelets

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 events

We 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 sponsors as stated above. You may bring

donated items directly to the IWC office or call 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 sponsors

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 sponsors. In case there has been no specific instruction by the

Sponsors, 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 sponsor 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 Mihaela Dobre. This brochure can be

a very useful tool when approaching sponsors 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 sponsors

This year we have several ways of acknowledging our sponsors. All sponsors

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 sponsors pages, in the 2017 charity Bazaar ‘Thank You’

brochure and on their chosen country stall, where available.

All sponsors will receive complimentary entrance tickets for the bazaar

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

Sponsors up to 1,000 BGN

Sponsors who donate up to 1,000 BGN (in cash, goods or services) will have

their logo and/or name appear on the IWC Bazaar newsletter.




Premium Sponsors 1,000+ BGN

Sponsors who donate 1,000 BGN or more (in cash, goods or services) will be

able to have individual banners in the halls and increased logo size on the main

banner and in the Thank You Brochure. Their logo will also appear in IWC Bazaar

newsletter.

All individuals who would like to donate will have their name printed on a

large “Thank You “ banner, and published on IWC Bazaar newsletter and will be

invited to our Thank You Cocktail event.

The banner will be posted on the day of the event at Inter Expo Center,

providing we have their permission to do so.

IWC Strategic Partners

Strategic Partners helping IWC will receive 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 sponsors a Sponsor 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 sponsors

All sponsors are entitled to receive two complimentary entrance tickets for

the Bazaar, but as there are more than 400 sponsors 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 sponsors’ tickets well in advance (before 6th November). For our

larger sponsors, the 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 sponsor, which may be different than the address in the company’s sponsor

contract. Companies who send details after 6th November may not be able to

receive complimentary tickets for the bazaar due to a backlog and possible postal

delays.



Submitting sponsors’ company details and logos

Sponsors information

Please send us a list of your sponsor 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 sponsor (see previous paragraph). In order to do this your

sponsors 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 sponsors to send company information regarding

contracts 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 sponsor 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 sponsors, we will not know

that they have supported you. If you have the same sponsors as last year, please,

ask them to re-send and update their information.




Company Logos

If you have the same sponsors 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 sponsors and those, who have changed their logos since last year’s bazaar. Please

forward sponsors’ logos to [email protected]

You are welcome to display your sponsors’ 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.

Sending ‘Thank you’ cards after the bazaar

We will provide Stallholders with ‘Thank you’ cards, in electronic form,

which you can send to sponsors.

PLEASE NOTE:

It is your responsibility to provide us with your sponsors’ logos In

order for us to acknowledge them properly in IWC communication

materials!

PLEASE NOTE:

Logos received after 11th November will not be listed on any of

the screens and banners on the day of the bazaar due to required

production time.



New in 2017

Vegetarian or Gluten Free food

We would like to encourage you to mark vegetarian dishes with a ‘vegetarian’

sign, and Gluten Free food with an appropriate tag as we have found that the

number of people looking for this type of food has increased.

Hall no.4: Entertainment & Dining

This year hall no.4 will be open for:

1. Entertainment – a large stage with a designated changing room for the

exclusive usage of the performers;

2. dining area – with tables and chairs for people to rest and eat;

3. Lactation rooms for mums and babies;

4. Child care area – managed by Wonder Group;

5. Area designated for a variety of Art & Craft activities;

6. Pictures with Santa

… and other entertainment activities designated to promote actively the

beauty and tradition of your countries.

Bazaar 2017 Facebook page

Please check regularly our Facebook for updated information.

Please provide a brief description and a picture that represent your stall so we

can promote it on IWC Charity Bazar face book page.

Online Stallholders and Entertainment registration

You can register your stall online on the International Women’s Club website

starting with 4th of October 2017.

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

Hall no.2 and no.3 This year in order to allow all visitors to have a easier understanding of the location of each stall we will have stalls arranged by continents.

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



Board members contacts

Lilli White Diana Michaels-Christofer President Vice-President [email protected] [email protected] +359 879 119 152 +359 879 119 150 Iliana Zlatareva Mary Gulett Charity Chairperson Treasurer [email protected] [email protected] +359 879 119 154 +359 879 506 800

Bazaar team contacts

Aldona Krajewska Honorary Member of Bazaar Team

[email protected] +359 888 903 496

Mihaela Dobre Albena Jones Bazaar Coordinator Assistant Bazaar Coordinator [email protected] [email protected] +359 879 506 799 +359 988 935 985 Annamaria Giannakos Elisaveta Petrusheva Logos PR and Media [email protected] [email protected] +359 897 070 777 +359 898 707 777 Svetlana Yanakieva Martina Mihaylova Advance Ticket/Entertainment Entertainment Assistant [email protected] +359 879 280 092 Ernesta Kazlauskaite-Tsakona Veronika Ivanona Volunteers Coordinator Volunteers Assistent [email protected] +359 878 542 800 +359 888 662 906 Angelina Makreva Zarina Benoun-Takova Sponsors & Foundraising Coordinator Sponsors Contracts [email protected] [email protected] +359 898 598 222 +359 2 951 6117











Checklist

Stallholder Registration Form completed

Sponsor’s Logos to Annamaria Giannakos by 11 November

Entertainment Entry Request to Svetlana Yanakieva by 4 November

Volunteer’s registration to Ernesta Kazlauskaite by 15 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.

IWC Charity Bazaar 2017

Date: 3rd December 2017

Inter Expo Center – 1784 Sofia

Blvd. Tsarigradsko Shose no.147

international women’s club annual charity bazaar 2017 · the international women’s club of...

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