Going Beyond Care

for our community

Let's Get Started! Thank you for your interest in organizing an event to support North York General Hospital Foundation. You have the power to make a direct impact on the community where you live and/or work; community events are a great way for an individual, group or organization to raise funds to support North York General Hospital. To start planning your event, fill out our event proposal form or contact Kristina Cundari at kristina.cundari@nygh.on.ca or 416.756.6802.

NYGH Foundation can provide the following assistance• Offer event planning advice/expertise• Discuss ideas and best practices• Provide resources: check lists, templates and documents to assist you in planning and

organizing a successful event• List your event on the NYGH Foundation website with a link to your website, and promote

your event on our Facebook page• Once your event is approved, we will provide NYGH Foundation logos and/or wordmarks• Provide a letter to validate the authenticity of your fundraising event once your event

proposal form has been approved (this will help you secure sponsors)• Help to find a speaker for your event (subject to availability)• Issue tax receipts, according to NYGHF policies and CRA guidelines

NYGH Foundation cannot provide the following assistance• Funding or reimbursement for event expenses• Guarantee specific foundation or hospital staff attendance and/or participation at your event• Apply for gaming licences or insurance• Mail/email lists of NYGH donors or sponsors• Administrative, or volunteer help/support• Manage your revenue/expenses• Send e-blasts on your behalf

Event ideas include, but are not limited to• Dress down days at the office• Walks, runs or races• Company picnics• Bake sale • Cocktail party or BBQ• Golf tournament

Please email the following Event Proposal Form to Kristina Cundari, Corporate and Community Engagement Coordinator.Email: kristina.cundari@nygh.on.ca

Once completed, Kristina will contact you within 5 business days to discuss your plans and answer any questions you may have.

Name of individual, business, school or organization proposing the event:

___________________

Contact Information

First Name: __________________

Last Name: __________________

Address: __________________

Suite: __________________

City: __________________

Postal Code: __________________

Email: __________________

Phone: __________________

Briefly describe the event

How will funds be raised (check all that will apply)? Donations Silent/Live Auction Ticket sales Product Sales Corporate Sponsorship Other (if other please specify)

Please check the raffle licensing policy for compliance.

Please note: All necessary permits are the responsibility of the event organizer and North York General Hospital Foundation requires evidence of all permits/certificates.

Insurance LiabilityPublic liabilities insurance is the Event Organizer’s responsibility

PromotionYes No Would you like your event listed on our website?Yes No Would you like to request a NYGH representative to attend your event?

For further assistance contact Kristina Cundari at kristina.cundari@nygh.on.ca

Please review our Third Party Fundraising Guidelines for more details.

Event Licensing – Alcohol and Raffle (if applicable)Yes No Will alcohol be served?Yes No Does the venue have a valid liquor license?Yes No Is a Special Occasions Permit required?

Event Details

Name of event: __________________

Date of event: __________________

Event location address: __________________

Estimated attendance: __________________

Cost to participate: __________________

Estimated contribution to the foundation: _____

Third Party Fundraising Event Guidelines For approved third party events/promotions, the Third Party Event Organizer(s) (“Event Organizer(s)”) and NYGH Foundation are required to adhere to the following guidelines:

The Event1. The Event Organizer agrees to carry out the event as per the Event Proposal which has been

approved by NYGH Foundation.2. The Event Organizer agrees to inform NYGH Foundation of any changes to the event that

have not been outlined in the Event Proposal.3. The Event Organizer agrees to obtain all necessary permits, licenses and insurance for the

event and provide copies to the foundation a minimum of 7 days before the event.4. Event staffing is the responsibility of the Event Organizer.

Promotional Materials & Licensing5. NYGH Foundation will, in its discretion and upon prior written approval, allow the use of its

name and logo by the Event Organizer to promote the event.6. Any use of the logo must have written approval prior to its use.7. The Event Organizer agrees that all promotional materials associated with the event clearly

state the percentage of net proceeds that will benefit NYGH Foundation, including on tickets printed for the event.

8. The Event Organizer understands that NYGH Foundation will not provide its mailing and/or donor list to third parties.

9. NYGH Foundation will need to approve ALL promotional materials including brochures, flyers, advertisements, publicity and media communications in relation to its participation in the fundraising event.

10. The Event Organizer is responsible for making all media contacts and ensuring that it is clear that NYGH Foundation is not the organization requesting media coverage.

11. NYGH Foundation will, at its discretion and based on availability, provide existing in-house promotional materials.

Proceeds to the Foundation12. The Event Organizer will submit to NYGH Foundation the net proceeds from the event

together with a complete expense and revenue statement within 60 days of the event.13. The Event Organizer must provide a complete list of donors to NYGH Foundation which

includes: full name, address, email address, amount given and amount to be receipted, list and value of benefits received for donation.

14. Receipts cannot be issued by NYGH Foundation for proceeds of an event; receipts are only issued for direct donations where the donor receives no benefit for the contribution. For more information, please see the following link: www.cra-arc.gc.ca/chrts-gvng/chrts/prtng/gfts/whts-eng.html

15. Documentation to support tax receipting for donations must be provided

Going Beyond Care

for our community

to the Foundation within 60 days of the event.16. NYGH Foundation agrees to issue tax receipts on donations of $20 or more, and in

accordance with Canada Revenue Agency guidelines. It is the Event Organizer’s obligation, prior to the event, to confirm with NYGH Foundation the specific policy for issuance of tax receipts with respect to the event.

Sponsorship17. NYGH Foundation will not solicit sponsors on behalf of the Event Organizer, nor will it

provide sponsorship contacts.18. Any Third Party contacting potential sponsors must disclose the nature of the third party

arrangement and must position NYGH Foundation as a recipient of proceeds, not the host of the event.

General19. The Event Organizer agrees to follow the Imagine Canada's ethical guidelines for

fundraising events. For more information, please see the following link: http://www.imaginecanada.ca/sites/default/files/www/en/ethicalcode/ethical_code_handbook_en.pdf

20. The Event Organizer agrees that it will not look to the foundation for funding or reimbursement for any expenses it may incur.

21. The Event Organizer agrees not to retain any of the proceeds as profit for organizing the event. If event expenses are greater than the funds raised, the Event Organizer is responsible for paying those expenses.

22. NYGH Foundation will not assume any legal or financial liability associated with the event.23. NYGH Foundation is not responsible for any accidents or damage to persons or property

that may occur during the course of the event and the Event Organizer will obtain suitable insurance for the event.

24. All sporting events require participants to sign waivers.

Cancellation Policy25. Either party has the right to cancel the event a minimum of 21 days before the event with

written notice.26. In the event that the event is terminated by either party, the Event Organizer shall

immediately cease its use of all logos and any promotional materials.

I have read, understand and agree to the Event Guidelines identified above

Authorized Event Organizer Name: ________________________

Authorized Event Organizer Signature: ________________________ Date: __________

Foundation Signature: ________________________ Date: __________Kristina Cundari Corporate and Community Engagement Coordinator

We appreciate receiving photos from your event. Any event

photos submitted to the Foundation may be used by the

Foundation to recognize your contribution and/or promote

fundraising activities. By submitting them you are giving full

permission for the Foundation to collect, use and disclose the

photographs, electronic images and/or video images in any social

media, broadcast, telecast and/or written account of the event.

Third part event Toolkit Pre-Event

Fill out NYGH Third Party Event Proposal form, review the guidelines, and submit to Kristina.cundari@nygh.on.ca Brainstorm and set fundraising goals Form an event committee and delegate committee tasks Set a date Create a budget Develop an action plan Source venues Identify and solicit sponsors Set up online fundraising page with ticketing platform Create and send out invitations Determine all aspects of the event (rentals, food, beverage, entertainment, décor) Secure licenses and permits Promote the event (NYGF will re-post on our social platforms, and put your event on our community calendar of events) Recruit event volunteers Create a day of agenda Delegate tasks for day of event

Post-Event

Remember to thank everyone who participated Wrap up financials and submit them to your NYGH representative Meet with your committee to debrief Register with NYGH for next year so we can continue to go beyond care together!

Going Beyond Care

for our community

Third party event Toolkit Create a Budget

Ensuring your registration and sponsorships cover expenses will allow you to stay on track to successfully meet your financial goals.

Sample Budget Tracking Template

Please Note: If you require any tax receipts you must submit your budget to the Foundation

REVENUE PROJECTED ACTUAL

Ticket sales

Raffles

Silent Auction

Total Revenue: $

EXPENSES PROJECTED ACTUAL

Venue

Printing fees

Decor

Total Expenses: $

PROJECTED ACTUAL

Balance

Third party event Toolkit Donation Tracking for Tax Receipts

Event Name: ________________________________________Event Organizer: ____________________________________

Charitable receipts for income tax purposes will be issued for $20 or greater. All contact information including, name, mailing address, phone number and email must be recorded. Receipts will only be issued for monetary donations. Tickets, raffles and sponsorships do not qualify. Please submit the tracking sheet with the proceeds to your event to North York General Foundation.

Name AddressCity/

ProvincePostal Code

PhoneNumber

E-mailAddress

Donation Amount

Cash, Cheque or eTransfer

Tax Receipt (Y/N/M)

Bob Smith 101 Smith St Toronto, ON M5S5M5 416-666-6666bobsmith@ bobsmith.com

$50.00 Cash Y

Third party event Toolkit Ticketing and Marketing Collaterals

By utilizing the snapd TIX application (to manage your registration, tickets, and/or attendees, including FREE ticketing) our team can work with you to develop a strategic and comprehensive plan. This will help facilitate an increase for your event in both revenue and operational efficiency for your event.

snapd will provide FREE tailored marketing solutions, which may including:• Print Ads• Digital Ads• Event PR (Print & Digital) • Event Calendar Listings (Print & Digital) • Digital Communications • Online Ticketing & Event Expertise • Social Media

• Facebook pushes• Twitter pushes

• Web Support • Other

snapd will provide expert personnel to assist you in making your event a success! For more information, please contact Jessa Griffith at jgriffith@snapd.com or 905-953-7977 x164.

Promoting your Event

• Promote your event on our Calendar of Events• Social Media (all NYGH social media)

Sample Photo ReleaseEvent Recording Notice

By attending NAME OF EVENT, you agree to be photographed and/or filmed and give permission to use your likeness in promotional and/or marketing materials.

Third party event Toolkit Sample Solicitation Letter

DateBusiness NameAddressCity Prov PC

Dear <insert_name_here>,

I am writing to respectfully request a gift-in-kind donation for third party event/fundraiser name on date at location. The funds raised through Event Name will support North York General Foundation and its valuable work in our community.

Event Name will be raising money for X program/ equipment name at NYGH (describe importance of this piece of equipment or program)

We would be grateful if you could support us by donating name of requested item, be specific, e.g.food, prizes, products, etc. Your thoughtful contribution will help us raise greatly needed charitable funds for name of equipment or program.

We will be happy to show our appreciation by acknowledging your business name or logo on sign, banner, etc. at the event.

I will be following up with you shortly, but in the meantime, if you have any questions, please don’t hesitate to contact me at (contact email or phone number).

Thank you so much for taking the time to consider this request.

Warmly,

Name of Event OrganizerThird Party Event Name

Going Beyond Care

for our community

Third party event Toolkit Sample Thank You Letter

Dear <insert_name_here>,

On behalf of Event Committee Name, we would like to personally thank you for supporting and participating in the event name. Your investment is Going Beyond Care for the health of our shared community, and we are truly grateful for your generosity.

Brief description of event. The evening was a success, and we are happy to let you know we raised we raised X for X program at NYGH – describe the event and amount raised.

Once again, let me express my genuine gratitude for your support. We look forward to your support in the 2017 Event Name.

With warm regards,

Name of Event OrganizerThird Party Event Name