planning a successful event in support of youth without ... · planning a successful event in...
TRANSCRIPT
Planning a successful event in support of
Youth Without Shelter
YWS MISSION Youth Without Shelter (YWS) is an emergency residence and
referral agency serving homeless youth between the ages of
16-24. We provide independent shelter, committed to diverse
client-focused services, in a safe non-judgemental environment.
YWS VISION Ending homelessness, one youth at a time, one step at a time.
6 Warrendale Court, Toronto ON M9V 1P9
Tel: 416.748.0110 Fax: 416.748.2169
[email protected] www.yws.on.ca
Charitable registration no. 119307817 RR0001
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ABOUT YWS Thank you for selecting Youth Without Shelter as the beneficiary of your fundraising event.
The support of third party fundraisers is vital to helping YWS provide shelter and support
programs to 50 youth at one time. The time and financial resources you and your group will
invest in this initiative are deeply appreciated.
WHAT YOUR SUPPORT ENABLES $25 provides one youth with a safe place to sleep for one night at YWS.
$56 provides waffles and pancakes for one week for breakfast for all 50 YWS youth.
$75 provides one youth in the YWS Stay in School Program with a “welcome package” in-
cluding a blanket, pillow, sheets, towel, laundry bag, alarm clock, and hygiene kit.
$150 provides one “On The Move” package to a youth moving out for their own for the first
time through the YWS Housing Program which contains such basic necessities as bed linens,
blanket, pillow, dishes, cutlery, pots, towels, and laundry detergent.
$200 provides one week of juice for all 50 YWS youth.
NEED ASSISTANCE? Contact Development Specialist, Poonam Saini
416.748.0110 ext. 37
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FUNDRAISING EVENT IDEAS The possibilities for a fundraising event are endless! Here’s a few ideas to get you started.
IN YOUR COMMUNITY
Host a fundraiser in
your community:
Bake Sale
Car Wash
Dog Wash
Garage Sale
Gift Wrapping Services
Lemonade Stand
IN YOUR SCHOOL
Have a challenge within
classes or donate “ticket
sales” from events:
Carnival
Fashion Show
Raffles
School Dance
Sports Day
Talent Show
IN YOUR WORKPLACE
Engage employees at
your workplace to
donate through fun
events:
50/50 Draw
Dress Down Day
Pancake Breakfast
Potluck Lunch
ON YOUR SPECIAL DAY
Celebrate an occasion
by asking guests to do-
nate in lieu of receiving
gifts or in lieu of favors:
Anniversaries
Bar/Bat Mitzvahs
Birthdays
Holidays
Weddings
A-THON
Ask family/friends to
pledge donations for
participating in an
activity you enjoy:
Bowl-a-thon
Dance-a-thon
Run-a-thon
Skate-a-thin
Walk-a-thon
WITH YOUR FRIENDS
Invite friends to a
fundraiser you put
together:
Afternoon Brunch
Casino Night
Cooking Night
Dinner Gala
Girls Night In
Kareoke Night
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FUNDRAISING EVENT PLANNING CHECKLIST Not sure where to get started? Follow the event planning checklist to help you begin!
Develop a Plan What type of event are you going to host?
When and where is your event taking place?
How much money would you like to raise?
How will you raise this money?
How are you going to promote your event?
Does your event require a license (raffle, bingo, alcohol)?
Create a Budget How much money will you need for your event? (Think of costs such as sugar for
a lemonade stand or pancake mix for a Pancake Breakfast).
What’s Your Fundraising Goal? Remember what your support enables and create a goal for yourself! You may
wish to provide a safe night for one youth at YWS for one month and raise $750 or
you may wish to raise $3000 for 20 “On The Move Packages”.
Every donation make a difference in the lives of youth living at YWS!
Complete and submit the YWS Third Party Fundraising Form
Hold your event!
Donate Proceeds to YWS Depending on your fundraiser, your guests may donate online or you may have
cash or cheques (made out to Youth Without Shelter). Be sure to include
completed donation forms if tax receipts are required.
Share Your Success Share with participants how much you raised and
share photos with YWS! Remember to thank everyone involved!
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HOW YWS CAN SUPPORT YOU Remember to complete a YWS Third Party Fundraising
Form. This lets us know you’ll be planning an event and we
can ensure we are there to help you as needed. Here’s how
YWS can help you with your event:
Dedicated Staff Member The YWS Development Specialist is available to help you
along the way! Contact 416.748.0110 ext. 37 or
[email protected] if you have any questions.
Logistical Support YWS is pleased to review your event plan and budget
before you get started.
Promotional Material YWS can provide you with brochures, fact sheets, annual
reports, newsletters, and videos.
Communications Support When appropriate, YWS can list your event on our website
at yws.on.ca/events and/or share your event on our social
media (Facebook, Twitter, Pinterest, Instagram). YWS can
also provide letters of support and allow use of our “Proud
Supporter of” logo. Please know all materials with the
YWS logo must be approved beforehand.
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FUNDRAISING EVENT GUIDELINES We’re happy that you have chosen to support Youth Without Shelter but please be aware of
a few things before you begin your event planning. It is the event organizer’s responsibility
to communicate to sponsors, participants, and the general public that Youth Without Shelter
is the beneficiary of the event and is not conducting the event.
All promotional material must be submitted and approved by YWS before printed/released.
The event organizer is responsible for obtaining necessary permits, licenses, and insurance.
YWS will not assume any legal or financial liability at the third-party event or responsible for
any damage, accidents to persons or property at such event. YWS will retain the right to re-
view financial statements and internal controls of the event if necessary.
YWS CANNOT PROVIDE:
Funding YWS cannot cover the expenses for any parts of your event.
Sponsor List YWS cannot provide a list of potential sponsors or donors for your event.
Application YWS cannot complete applications for licenses or insurance.
Prizes YWS cannot providing items for raffles, auctions, or awards.
Attendance YWS is happy to spread the word about your event but cannot guarantee
staff, volunteers, or donors to attend. A YWS representative may be able to attend your
event upon availability.
Additional Promotion YWS cannot advertise your event in our newsletter or other
materials aside from the YWS website and social media.
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ISSUING TAX RECEIPTS YWS must adhere by Canada Revenue Agency (CRA) rules and regulations in order to issue
tax receipts.
Tax receipts F.A.Q. What is the minimum donation to receive a tax receipt?
$15 or greater.
Can YWS issue a tax receipt to guests who pay for a ticket to my fundraising gala?
Tax receipts cannot be issued in cases where the donor has received something in
return, such as dinner, entertainment, parking, etc.
What information do you need from a donor to issue their tax receipt?
Full name and address.
How long does it take to issue a tax receipt?
Donations made online through yws.on.ca are issued an automatic tax receipt via e-
mail. Any other donations received by YWS will be issued a tax receipt within one
week from the time the funds are submitted.
Can companies or individuals sponsoring my event receive a tax receipt?
Sponsors are not eligible for tax receipts as they are receiving advertising/promotion
through your event in return.
For more information on tax receipting, please visit the Canada Revenue Agency (CRA)
website at cre-arc.gc.ca.
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USING SOCIAL MEDIA TO PROMOTE YOUR EVENT A great way to promote your event is through social media.
Like the YWS Facebook page at: Youth Without Shelter (YWS).
Create a Facebook event page for your fundraiser and invite your friends.
Use @Youth Without Shelter when mentioning YWS in your posts to link to the
YWS page.
Follow the YWS Twitter page at: @YWSToronto.
Use hastag #YWSTO and/or @YWSToronto when mentioning YWS in your
Twitter posts.
Follow the YWS Instagram page at: @YWSToronto.
Use hashtag #YWSTO and/or @YWSToronto when mentioning YWS in your
Instagram posts.
Tag @YWSToronto in your fundraising event photos.
Follow the YWS LinkedIn page at: Youth Without Shelter.
Share an update about your fundraising event to your connections.
This is especially great for workplace campaigns.
Subscribe to the YWS YouTube channel: YouthWithoutShelter.
Share any videos promoting your event or after your event. Be sure to share
the link on your other social media pages.
Follow the YWS Pinterest page at: YouthWithoutShelter
Share a flyer about your event on your Pinterest page.
Send YWS a copy of your flyer and it will be posted on the
“Community Events” board.
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TAX RECEIPT FORM Please complete the following form for each donation eligible for a tax receipt.
Event Name: ________________________________________________________________
Event Organizer: _____________________________________________________________
Date of Event: _________________________
Yes, I would like to receive e-communications about Youth Without Shelter and ways to
get involved. Please add me to your e-list.
E-mail address: _______________________________________________
Signature: ___________________________________________________
PAYMENT METHOD
Cash
Visa Card
Master Card
Cheque
CONTACT INFORMATION
Full Name
Address
City, Province
Telephone #
Credit Card # (if applicable)
TOTAL DONATION $
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EVENT ACCOUNTING SUMMARY For accounting purposes, please complete the following information.
Event Name: ________________________________________________________________
Event Organizer: _____________________________________________________________
Date of Event: _________________________
I declare that the above information represents the true accounting from the event.
Signature: _______________________________
Printed Name: ___________________________
Date: ___________________________________
EVENT REVENUE AMOUNT NOTES
Registration
Sponsorships
Donations
Other
EVENT EXPENSES AMOUNT NOTES
Venue Rental
Food & Beverage
Promotion
Printing
Others