Community Events Toolkit

www.mackenziehealth.ca/foundation

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TABLE of CONTENTS

Meet Mackenzie Health ..…………………………………………3 About Community Events ..………………………………………4 What is a Community Event? How We Can Help What We Can’t Do

Event/ Fundraising Ideas ..………………………………………5

Steps to Organize a Community Event ………………………6 Budgeting Template ………………………………………………………….…..………….7 Event Sponsorship ..…………………………………………………………..…..………..8 Personal Fundraising Pages ……………………………………………….…..….…..9 Publicizing Your Event ……………………………………………………….…..….….10 Post-Event Checklist ………………………………………………….……………...……..11 Community Event Policies .………………………………….…12 Tax Receipting Logo Use Insurance Coverage Privacy Policy

FAQ’s ……………………………………………………………………13

Event Proposal Form ..……….………………………………..…14

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Mackenzie Health is a regional healthcare provider serving Southwest York Region (Richmond Hill, Vaughan, Thornhill and beyond), one of Canada’s fastest growing communities. Services provided include:

Emergency, Acute Inpatient, Complex Care, Rehabilitation, Diagnostic, Palliative, Ambulatory and Long-Term Care services. Mackenzie Health is a regional leader in the treatment and prevention of Stroke, Chronic Disease and Senior’s Health, and Chronic Kidney Disease.

Mackenzie Health has a two-hospital model of care that includes Mackenzie Richmond Hill Hospital and the future Mackenzie Vaughan Hospital, and a network of community-based services, helping create a world-class experience to meet the growing needs of our community. Mackenzie Health and its network of health services unite our community under one comprehensive healthcare provider, making navigating the system easier and improving access to care.

Mackenzie Health Foundation was established in 1977 and has raised over $93 million for capital projects, medical equipment, technology and educational opportunities for Mackenzie Health. Today,

Mackenzie Health Foundation is proud to work with our generous community to attract donations to support the advancement of patient care at Mackenzie Richmond Hill Hospital, as well as raise the community portion of funding to build and equip the future Mackenzie Vaughan Hospital. Donations from our friends and neighbours enable Mackenzie Health to provide specialized and compassionate care that is close to home for families in our community.

Meet Mackenzie Health

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Community events are fundraiser activities created and organized by businesses, organizations, or individual volunteers. From golf tournaments, to yard sales, to fashion shows and beyond, community events are a great way to get involved. Every event contributes to raising vital awareness towards improving health care in York Region, demonstrating that the community has a strong belief in the services and programs offered by Mackenzie Health. Community events are a key component of the Foundation’s annual fundraising goals and every effort and contribution makes a difference!

Offer funding or reimbursement for expenses Guarantee promotion and or media coverage Guarantee Hospital/Foundation representation at an event Sell tickets/table Share or provide mailing lists of donors or prospects Fund the purchase of tables, tickets or sponsorships Solicit donations, sponsorships or prizes for community events Apply for applications for gaming licenses, e.g., bingos or raffles Provide access to celebrities or other community or Hospital leaders

What is a Community Event?

How We Can Help: Advice and expertise on event planning and revenue generation Resources, lists and ideas to assist with the planning Arrange for staff/ volunteers to attend events and cheque presentations

(if appropriate) Approval for use of Mackenzie Health logo, subject to guidelines Letters of support to validate the authenticity of an event Promotional materials, including signage/posters/banners Charitable tax receipts, if applicable Access to personal fundraising web pages:

http://mhf.akaraisin.com/personalfundraisingpages Promotion of your event, logo and pictures on social media/website

What We Can’t Do:

For more information on hosting your event, please contact:

Mackenzie Pitcher, Special Events Coordinator Mackenzie Health Foundation

Tel: 905-883-1212 ext. 7807 Fax: 905-883-2034 mackenzie.pitcher@mackenziehealth.ca

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-Parties-

Gala/Silent Auctions

Birthday/Anniversary Parties

Dinner/Dances

Barbeques

Holiday Celebrations

Restaurant Grand Openings

-Sporting Events-

Tournaments

Game Nights

Walk/Run Event

Biking Events

Polo/Horse Races

-Sales and Shows-

Bake Sales

Yard Sales

Fashion Shows

Talent Shows

Car Washes

Theatre/Concert Events

Book Sale

Craft Show

Art Auction

-A-Thons-

Run/Walk-A-Thon

Dance-A-Thon

Skate-A-Thon

-Employee/ Corporate Events-

Dress-down days

Proceeds from Holiday parties/birthdays/ anniversaries

In Honour donations for special occasions

Designation of a certain percentage of company sales or services (for a week, month, or another appropriate time frame) to Mackenzie Health; Advertise incentive with appropriate signage to encourage customer patronage and to promote sales

-Shopping Centres-

Designate a “Mackenzie Health Day” and involve merchants to plan something to raise funds for the hospital during that day

Organize and charge a participation or admission fee for a fashion show, fair, etc.

Designate Mackenzie Health as the recipient of an already developed fundraising initiative

Event/ Fundraising Ideas

The following are some ideas for your community fundraiser. We suggest thinking of something you enjoy doing (e.g. biking, barbeques) and working to add a fundraising component into that.

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1. Brainstorm

Talk with friends and family about fundraising ideas that excite you. You may wish to refer to ideas in this handbook to help you. Be as creative or as simple as you wish.

2. Set a Goal and Plan a Budget

Be sure to set a goal that is both a challenge, but also attainable. The Proposed Budget chart will help you identify your revenues and expenses (See Page 7).

3. Set a Date

Plan ahead! Look at a calendar to ensure the best possible date. It may also be useful to check out Mackenzie Health Foundation’s Event page (http://mhf.akaraisin.com/common/Event/Contact.aspx?seid=6108& mid=57) to ensure that you are not double booking an event day, in order to have the best possible turnout.

4. Register Your Event

Please fill out the Event Proposal Form (See Page 14) and submit it to the Foundation Event Coordinator for review/approval.

5. Form an Event Planning Committee

Form a planning committee consisting of enthusiastic and dedicated volunteers. This will ensure you have a variety of individuals to bring ideas, skills and connections to the table.

6. Recruit Volunteers

Volunteers play a crucial role in both the planning and the execution of an event. Be sure to recruit reliable, dependable, and available volunteers. It is often useful to organize a volunteer orientation prior to the event to ensure that all volunteers are prepared and understand they roles and responsibilities on the day of the event.

8. Plan a Timeline/ Outline Logistics

To keep your event on schedule, develop a timeline of important tasks and due dates. Determine legal, insurance, liability, permit, and safety issues that you may need to address. Many permits/ licenses take several weeks for approval, be sure to plan far in advance.

9. Promote Your Event

Promotion is the key to making your event a success. Utilize social media and local media outlets.

10. Collection of Funds

We ask that you return all funds to the Mackenzie Health Foundation within 30 days of your event or prior to December 31, whichever is soonest.

11. Thank You

The most important step is to thank all those who participated and/or supported your event. They will appreciate hearing how much of a difference they have made – especially if you tell them how much money they helped you raise.

Steps to Organize a Community Event

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Budgeting Template

NET INCOME (TOTAL INCOME minus TOTAL EXPENSES) $______________________________________________________________________

Estimated proceeds to be given to Mackenzie Health Foundation: $______________________________________________________________________

INCOME EXPENSES

Tickets/Admission: #___x $_____ = $ _____________________

Rental Fees: $ ______________________________________

Sponsors: $ ___________________________________

Labor: $ ______________________________________

Donations: $ ___________________________________

Entertainment: $ ______________________________________

Pledges: $ ___________________________________

Food: $ ______________________________________

Underwriters: $ ___________________________________

Printing/ Graphics: $ ______________________________________

Other Income (list in detail): $ ___________________________________

Supplies: $ ______________________________________

Description: $ ___________________________________

Decorations: $ ______________________________________

Description: $ ___________________________________

Postage: $ ______________________________________

Description: $ ___________________________________

Other Fees (list in detail): $ ______________________________________

TOTAL INCOME: $ ___________________________________

TOTAL EXPENSES: $ ______________________________________

Budgeting

* Please refer to Page 4 to see how Mackenzie Health can help.

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5 Ways to Secure a Sponsorship 1. Create a sponsorship package

Create a letter explaining who you are, and the details of your event/the cause you are supporting Outline the benefits the company will receive through sponsoring the event Have the Mackenzie Health Foundation write a letter which will validate your event to sponsors

2. Sponsorship Levels What type of sponsorship are you looking for? Determine how you can recognize your sponsors (i.e. logo

placement, website recognition or appreciation at the actual event) Determine how each level of sponsorship will differ from the next Offer V.I.P. services for top sponsors

3. Create a list of who you will contact for sponsorship Personal contacts are a great place to start! Consult with the Foundation on who you are planning to solicit

4. Approach sponsors early! The more time you allow for securing sponsorship the greater your success will be!

5. Thank you and Feedback Thanking your sponsors before, during and after the event will show your gratitude and potentially secure sponsorship for your next event Get feedback from your sponsors/participants See Thank You letter template on Page 11

Be sure to invite your sponsors to the event!

Event Sponsorships

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Personal Fundraising Pages

Steps to Create a Personal Fundraising Page

1. Visit our website to get started http://mhf.akaraisin.com/personalfundraisingpages

2. Click “Create a Personal Page”

3. Fill in your contact information accordingly

4. Create a username and password

5. Set up your personal page

6. Make the first donation to kick start your goal

7. Enter the participation centre

8. Launch your fundraising campaign Customize your personal page Import your contact list into your address book E-mail family and friends to solicit donations using the e-mail centre Embed your fundraising badge into your blog or external sites by copying the

link for fundraising badge

9. Manage your fundraising and enter offline pledges Monitor individual responses, send e-mails and thank donors using

follow ups Track donations using donation history Enter offline pledges to accurately track fundraising totals

Don’t forget to: Upload your photos Write a heartfelt personal message Update your fundraising goal

Ways to promote your page: E-mail everyone you know Add the link to your social network site Add link to your e-mail signature

Get involved with Mackenzie Health Foundation by creating your own personal fundraising page. You can run an online fundraising initiative, provide information about your event and reach out to all your friends and family with this easy-to-use online tool. Creating your own personal fundraising page is a great way to get supporters to a page that you’ve personalized with your images and stories. We provide you with all the tools you need to personalize your page and get the word out! Our robust communication tools help you drive people to your page to make donations and also enables you to track your progress. The possibilities are limitless!

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Publicizing Your Event

Media Alert Template

[Your Logo Here]

MEDIA ALERT

Contact: [Event Contact Name] Phone: [Contact Phone Number]

Name of Event

Who: [Number of Event Attendees and Noteworthy Guests]

What: [Name of Event] benefiting the fundraising efforts of [Organization's Name]

Where: [Event Location]

Why: [Include Fundraising Goals Here]

About Mackenzie Health: Mackenzie Health will soon include two full service hospitals and a network of community based services, helping create a world-class health experience to meet the growing needs of our community. The two hospitals include: the future Mackenzie Vaughan Hospital and the existing Mackenzie Richmond Hill Hospital. Both hospitals will offer core healthcare services. Mackenzie Health and its network of health services unite our community under one comprehensive healthcare provider, making navigating the system easier and improving access to care. This is exciting news for Southwest York Region. Our community highlighted the need for improved healthcare and expanded hospital services close to home and Mackenzie Health is proud to announce a new and innovative approach to healthcare in our community.

Publicizing Timeline: These tips and tools will help optimize publicity of your event through the media at very little cost. A timeline is important in planning a publicity strategy for your event. Keep this timeline in mind as you put together a publicity plan:

3-4 months prior to the event: Identify your target audience based on demographics, interests and location, and develop a targeted media list. 4-6 weeks prior to the event: Distribute media materials (i.e. media alert, Facebook posts, Twitter posts, etc.) 2 weeks before the event: Make follow-up calls and send e-mails to media who received the information. 1-2 days before the event: E-mail and/or fax a media alert with the basic information about your event (who, what, where, when, why, etc.) to the TV news assignment desks and photo desks at the daily newspapers.

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Thank You Letter Template

[INSERT DATE] Dear [NAME], I wanted to personally thank you for [participating or supporting] the [NAME OF YOUR EVENT] and [EVENT DATE]. Your generosity helped raise more than $ [DOLLAR AMOUNT RAISED] to support Mackenzie Health to advance patient care at Mackenzie Richmond Hill Hospital, as well as helping to raise funds to build and equip the future Mackenzie Vaughan Hospital. Mackenzie Health simply could not do what it does, providing exceptional health care close to home, without special events and the generous support of a caring community. Thank you again for your contribution. Sincerely, [YOUR NAME]

Post Event Checklist

Congratulate: First, congratulate yourself and your committee for your successful event. Your commitment and

dedication is a shinning testament of your support of Mackenzie Health.

Submit Proceeds: Submit your event proceeds to your foundation representative within 30 days of your event, or prior to December 31st, whichever is soonest.

Say Thank You: Thank your event participants, including donors and sponsors, by sending them an e-mail, card or letter. See Thank You letter template below.

This will encourage your supporters to consider participating in your event again, leading it to become an annual initiative that will generate funds for Mackenzie Health for years to come!

Post-Event Publicity: Send in a picture of your event along with the amount raised to your local newspaper to celebrate your event with the community. You can also send us your pictures of your event, we would love to see them!

Plan for Next Year Once your event has wrapped up, organizers should review and evaluate the event from start to

finish. This will not only outline major successes, or minor downfalls, but it will also help to reconcile any loose ends that may have been forgotten about or missed. It can also be useful to

distribute a survey to all of your participants to better understand event day logistics.

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Policies The organization/individual(s) organizing the event agrees to:

Submit the Events Proposal Form. Maintain a positive and professional image at all stages of the event process and give Mackenzie Health and Mackenzie Health Foundation positive exposure and increased awareness. Ensure benefits are directed to Mackenzie Health Foundation. Use its own mailing list for the event.

Tax Receipts

Mackenzie Health Foundation is committed to following all rules and regulations regarding tax receipts set out by the Canada Revenue Agency (CRA). This is imperative to protecting our charitable status. If tax receipts for your participants is a major consideration in the likely success of your event, then please review the tax receipting guidelines before you make any final decisions regarding your event. It is your responsibility to communicate decisions surrounding tax receipts to the participants of the event, so please be sure you have discussed your situation in detail with Mackenzie Health Foundation and that you are clear about what you can and cannot offer. Please refer to “A Guide to Tax Receipting Events” for further information on tax receipting.

Logo Use As guardians of the Mackenzie Health brand, it is vital that we respect and follow the guidelines in

an effort to achieve the quality and consistency that defines a strong identity. Once your event has been approved by Mackenzie Health Foundation, the event organizer will receive a high-resolution copy of our Mackenzie Health logo. Usage of logo on materials must be approved by Mackenzie Health Foundation.

Accountability and Insurance Coverage

Mackenzie Health Foundation will not assume any legal and/ or financial liability associated with your event, nor will Mackenzie Health Foundation be named in, or sign contracts on behalf of the event organizer(s), nor will a contract be signed or obligations be made on behalf of the Foundation without the Foundation’s approval and written consent. All contracts should be viewed by the Foundation before signing. Mackenzie Health Foundation’s event insurance policy does not extend to your event. Organizer(s) are required to arrange for appropriate insurance coverage for your event. By accepting the terms and conditions set forth in the Community Event Proposal Form, the event organizer(s) clearly understand that they are accepting responsibility for claims that may arise as a result of the event. Special event insurance will be in the name of the third party organizer. Any sporting events require all participants to sign waiver forms waiving any physical, personal, and or financial liability.

Privacy Mackenzie Health is committed to protecting the privacy of its donors, volunteers, and other

stakeholders, and their personal information. We value the trust of those we deal with, and of the public, and recognize that maintaining this trust requires transparency and accountability in our treatment of the information you choose to share with us. For further information, please refer to our complete privacy policy on our website: http://mackenziehealth.ca/about_foi_page.php?id=455

Community Event Policies

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1. Can you mail information about my event to Mackenzie Health donors? Mackenzie Health cannot e-mail or mail information to donors. However, the Mackenzie Health

event team would be happy to list your event on our online calendar.

2. Can you help me find sponsors for my event? Mackenzie Health can work with you to help brainstorm and come up with a list of appropriate sponsors for your event, but we cannot approach corporations or individuals on

your behalf. The Foundation event team has information available for you on how to secure sponsorships, including sample sponsorship packages and ask letters.

3. Can you help me get media for my event? Can you send out a press release for me? Unfortunately, Mackenzie Health Foundation cannot promote or generate publicity for your

event. The hospital contacts media for news about treatment, research and care initiatives only. We do however have resources available to you on how to generate media interest for

your event as well as a sample press release template you can customize for your event.

4. Can you pay my event expenses or forward me money to pay expenses? Mackenzie Health Foundation cannot make any payments or provide any funds to cover your

event.

5. I just completed my event. When do I need to send in the funds from my event? We kindly ask all event organizers send in the funds within 30 days of the event taking place

in order to ensure proper stewardship of your supporters. Additionally, under Canada Revenue Agency (CRA) guidelines, in order for funds to be eligible for income tax receipting

in any given calendar year, Mackenzie Health Foundation must either have received the gift by the last business day of December or the gift must be postmarked prior to December 31st.

6. I would like to run a raffle at my event. Do I need a license? Gaming and lotteries including bingos, 50/50 draws, gambling, raffles or games of chance often have special considerations that require permits. Please visit http://www.agco.on.ca/

for more information.

Legally, all raffles must be registered with your local municipality. There is a processing time of approximately 8-10 weeks to receive a raffle license and your prize cannot change

afterwards. Mackenzie Health Foundation will not apply for a raffle license on a third parties behalf.

We recommend holding promotional draws. You can run a draw without acquiring a license, but you must offer the tickets for free. Asking instead for a donation for the ticket.

Mackenzie Health will not endorse/ support or accept donations from events that are not able to be licensed specifically, gaming events.

7. Can I issue tax receipts for my event? Please refer to Mackenzie Health Foundation’s “A Guide to Tax Receipting Events” for an extensive outline of rules and regulations (available upon request).

Mackenzie Pitcher

Special Events Coordinator Tel: 905-883-1212 ext. 7807 Fax: 905-883-2034

Frequently Asked Questions

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Community Event Proposal Form

Contact Information

Individual or Organization planning this event:______________________________________

Contact Name:____________________________________________________________

Mailing Address:___________________________________________________________

City:___________________ Province:________________ Postal Code:________________

Telephone: Home_______________ Business_______________ Mobile________________

Fax: _________________________ Email Address: _______________________________

Event Description Name of Proposed Event:

Brief Description of the Proposed Event/Inspiration:

Event Date: _______________________ Event Time: _____________________________

Event Location/Address: ____________________________________________________

Will this be an annual event? [ ] Yes [ ] No

Has this event taken place before [ ] Yes [ ] No

How many people do you anticipate will attend the event? ______________________________

How will funds be raised e.g. ticket sales, raffles, pledges, etc.?___________________________

______________________________________________________________________

Do you request a member of the Foundation to speak or volunteers at your event? [ ] Yes [ ] No Do you require an electronic copy of our logo? [ ] Yes (.jpg) [ ] Yes (vector file) [ ] No Will your event require tax receipts? [ ] Yes [ ] No

I have read and understand, and agree to the Community Events Policies and Guidelines with specific reference to following:

Mackenzie Health Foundation will not assume any legal and/or financial liability, nor cover insurance costs for community events.

Event organizer(s) will submit net proceeds from the event together with all related financial reports including a complete list of event expenses and revenues within 30 days of the event.

Complete commitment to following the Canada Customs and Revenue Agency Regulations regarding tax receipting.

Any use of Mackenzie Health Foundation logo and name must be approved in writing, prior to its use.

Mackenzie Health Foundation privacy policy, meaning we will not provide nor give out its mailing and/or donor list to event organizer(s) or mail out promotional material to the Mackenzie Health Foundation donor database.

Any community events involving licenses and fees will conform to government regulations. Mackenzie Health Foundation will not fill out applications for license/ permits the event may require.

Name: _____________________ Signature:_______________________Date: _________

Thank you for your support! Charitable Registration No. 11930 6215 RR0001