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HANDBOOK
SENIORS INFORMATION AND ACTIVE LIVING FAIRS
2017 – 2018
A joint project between the Older Adult Centres’ Association of Ontario (OACAO)
and the Ministry of Seniors Affairs
AsatApril28,2017
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HANDBOOKINDEXWhatisanOACAOSeniorsInformationandActiveLivingFair?3 FundingSupporttoHostCentres 3-4 WhattheOACAOwillProvide 4
WhateachHostCentrewillProvide 4-5
TheComponentsofaSeniorsInformationandActiveLivingFair 5 TradeShow 6Seminars 6,7,8 OutcomeMeasures 8FinalReport–Informationtobeincludedinreport 8-9 OrderFormforPublicationstobeorderedbyOACAOFairsCoordinator 10 CopyofFinancialReportingDocument 11CopyofFinalReportSynopsisofStatisticalInformationDocument 12ParticipationEvaluationforOACAOSeniorsInformationandActiveLivingFair 13 ExhibitorsEvaluation 14LogoArtwork–OACAO,MinistryofSeniorAffairs,Canada150,Ontario150 15 ListofSampleDocumentsNeededforSeniorsInformationandActiveLivingFair16SampleofPromotionMaterialforSeniorsInformationandActiveLivingFair 17SampleofAgendaforSeniorsInformationandActiveLivingFair 18SampleofInvitationtoMayor,LocalMP&MPP’s 19SampleofInvitationtoPotentialExhibitors 20SampleofTradeShowApplication21
HANDBOOKFORHOSTING
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SeniorsInformationandActiveLivingFairs2017-2018
WhatisaSeniorsInformationandActiveLivingFair?
TheSeniorsInformationandActiveLivingFairisapubliceducationinitiative,developedinpartnershipbetweentheOlderAdultCentres’AssociationofOntario(OACAO)andtheMinistryofSeniorsAffairs(MSA),formerlytheOntarioSeniors’Secretariat(OSS),toincreaseseniorsawarenessabouttheprogramsandservicestowhichtheyareentitled,knowledgeonhealthyagingandlifestylesandrecognitionofseniorscontributions.
ThismustbeaFREEeventforolderadultsandseniorsinthehostcommunity;thereforetherewillbenochargeforOlderAdultsorSeniorstoattendtheeventorforrefreshmentswhichcouldincludeamealand/orhealthysnacks.
Fairmustbeatleastfour(4)hoursinduration.Itcanbelongertosuityoureventandcommunity.
WhynotuseyourOACAOSeniorsInformationandActiveLivingFairasanopportunitytocelebrateCANADA’s150thand/orOntario’s150thAnniversary?YourOACAOSeniorsInformationFairwouldbeawonderfulwaytomarkaveryimportantmilestoneinthehistoryofourbeautifulcountryandprovince.
FundingSupporttoHostCentres
FundingsupportisbeingprovidedtotheOACAObytheMinistryofSeniorsAffairs(formerlytheOntarioSeniors’Secretariat)forthedevelopmentandimplementationofthe2017–2018SeniorsInformationandActiveLivingFairs.
Therewillbeatotalof60Fairsawardedfunding.FairsmustbeheldMay15,2017throughMarch31,2018.
• OACAOMembersFirstTimeFairswillreceiveamaximumof$2,500.00
• OACAOMembersSubsequentFairswillreceiveamaximumof$2,000.00
• ElderlyPersonsCentre(EPC)Fairswillreceivemaximumof$2,000.00
EachapplicantmustsubmitanApplicationtotheOACAOofficeby:EarlyBirdAPPLICATIONDEADLINE:Monday.May8,2017forFairstobeheldMay15toAugust31,2017FinalAPPLICATIONDEADLINE:Monday,June5,2017forFairstobeheldSept.1,2017toMarch31,2018
OnceconfirmationhasbeenreceivedthatyourFairwillbefunded,achequewillbesentapproximately1monthpriortothedateoftheFairfor50%ofthefundingandtheremainderwillbesentoncetheFinalReporthasbeenreceivedandapprovedbytheOACAOofficenolaterthan30daysafterthedateoftheFair.Note:FinalReportmustfollowtherequirementsnotedinthisHandbook.
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AcceptableitemsthatmaybeincludedinyourFairsBudgetinclude:facilityrental,printing,advertising/promotion,honorariumsforentertainmentand/orspecialspeakers,audio/visualequipment,transportation(busrental),telephone,translationservices/languageinterpreters,postageandfood(healthymealorsnacksatamaximumcostof$12perpersonincludingtaxandgratuities),evaluationofthedayandFirstAidpresence.
**Staffsalariesarenotacceptableexpenses.
WhattheOACAOwillprovide:ApplicationswillbereviewedbytheFairsSelectionCommittee.EarlyBirdApplicantswillbenotifiedby:Wed.,May10,2017forFairstobeheldMay15toAugust31,2017FinalApplicantswillbenotifiedby:Wed,June14,2017forfairstobeheldSept.1,2017toMarch31,2018
TheApprovedapplicantswillreceivetheirfirstcheque(approximately1monthpriortotheevent)tobeplacedintotheHostCentreBankAccount.TheOACAOisresponsibleforprovidingafullReportandFinancialReviewtotheMinistryofSeniorsAffairsattheendofthefullprojectaswellasawrittenreportoneacheventwithrecommendationsofimprovementforfutureevents.WethereforerequirefullcomplianceofthetermsandconditionslistedinthesignedLetterofAgreement.
TheOACAOFairsCoordinatororarepresentativefromtheOACAOwillattendmostevents.Insurancecoverageforalleventsmustbeprovidedbythehostorganization.PleaseensurethatyourSeniorsInformationFairhasadequateliabilityinsurancecoveragetoprotectyourorganization.TheOACAOhasoff-premisescommercialgeneralliabilityinsuranceforthefairsaswell.
Important:TheOACAOFairsCoordinatorwillberesponsiblefororderingtherequiredpublicationsfromServiceOntariowhichwillbedistributedatyourFairs.TheGuidetoProgramsandServicesforSeniorsofOntarioandothergreatinformationwillbesenttoyourCentrewellinadvanceofthedateofyourFair.ThepublicationsmustbemadeavailabletotheMinistryofSeniorsAffairsstaffrepresentativewhowilldistributethemfromaboothtoyourparticipants.IftheMinistryofSeniorsAffairsrepresentativeisnotavailable,thepublicationsshouldbedisplayedanddistributedbytheOACAOrepresentative.IntheunlikelycasewhereneithertheMinistryofSeniorAffairsnortheOACAOrepresentativesareavailable,thentheMinistryofSeniorsAffairspublicationsshouldbedisplayedatareservedtableforparticipantstopickup.AllpublicationsthatareleftoverafterthefairwillremainwiththehostCentretobedistributedatfutureseniors’events.Wethankyouforyourcooperationonthis.
EachHostCentrewillberequiredto:
1. EstablishanOrganizingCommitteethatwillberesponsibleforthedevelopmentandoperationoftheFairintheirchosenlocationandwillconfirmthedate,locationandtimeoftheeventwiththeOACAO.
2. TheFairmustbeaminimumof4(four)hoursinlength.i.e.10:00am–2:00pm.3. Theremustbe2signatoriesonallcheques.4. Includedemonstrationsonhealthyandactiveaging.5. Take&submitdigitalpicturesoftheevent(s)sothataDVDcompilationofallFairscanbemade.6. Submitawrittenevaluationandfinancialreportbasedonastandardformatthatwillbeprovided
bytheOACAO.7. InvitethelocalMPP(s)andtheMayororReevetoparticipateintheFair.
Tofindoutyourcommunity’slocalMPPpleasecheckonlineat:www.ontla.on.ca/web/members/members_current.do?locale=en
8. DisplaytheMinistryofSeniorsAffairsandtheOACAOlogosonallprintedmaterial.LogosareprovidedintheHandbookonpg14.TheeventisbeinghostedbyyourCentreinpartnershipwiththeOlderAdultCentres’AssociationofOntarioandsponsoredbytheMinistryofSeniorsAffairs.
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9. HoldaTradeShowwithaminimumof15ExhibitorTables(moreisencouraged).EnsuringbalancedrepresentationofbothNot-for-ProfitagenciesandFor-Profitagencies.
10. ProvideExhibitorspaceattheTradeShowatnochargefortheOACAOandMinistryofSeniorsAffairs.
11. OACAOBusinessPartnersaretobeinvitedtoparticipateintheTradeShow(feesmaybecharged)RefertolistofOACAOBusinessPartnersforcontactdetails.(providedwithLetterofAgreement)
12. Insurance:PleaseensurethatyourSeniorsInformationFairhasadequateliabilityinsurancecoverage.
9COMPONENTSOFASENIORSINFORMATIONandACTIVELIVINGFAIR1. ATradeShow–minimum15Exhibitors-seenotesbelow.
2. Seminars–suggestedtopicsinclude:TaxCreditsandBenefitsforSeniors,Drivingfor
Seniors,FraudPreventionandFallsPrevention,ElderAbuse–seenotesbelow.3. ActiveLivingDemonstrations-DemonstrationsshouldtakeplacehighlightingActive
Livingopportunitiesforolderadults.ThesemaybeprogramsfromtheHostCentre.OtherideasmightbeaHealthyEatingpresentationordemonstration.
4. InformationPackagesforparticipants–printedresourcematerialsfromtheExhibitors,alistofsupportservicesandresourcesavailableinthecommunity.
5. TheHostCentrewillprovideFREEHealthySnacksduringtheevent.
6. AllpromotionalandprintedmaterialmustdisplaytheOntariologoandtheOACAOlogo.LogosareprovidedinyourHandbookonpage14.TheeventisbeinghostedbyyourCentreinpartnershipwiththeOlderAdultCentres’AssociationofOntarioandsponsoredbytheMinistryofSeniorsAffairs.
7. FormalEvaluation(seeEvaluationSheetprovided)oftheeventincludingthenumberof
attendees,numberandlistofexhibitors,resourcematerialprovided,volunteerhours,inkindcontributionfromhostlocation,feedbackfromparticipantsandexhibitors,etc.(mandatoryrequirementofthereport).
8. FreeBoothSpacetobeprovidedforOACAOandtheMinistryofSeniorsAffairsatthefair.PublicationswillbeorderedbytheOACAOFairsCoordinatorfromServiceOntarioandwillbedeliveredtothehostlocationtohehandedoutatthisboothbytheMinistryofSeniorsAffairsformerlyOntarioSeniors’Secretariat(OSS).Pleasenote:donotputthesepublicationsintoinformationorparticipantpackagesastherepresentativefromMinistryofSeniorsAffairswouldliketohandoutthematerialinordertoengagewithparticipantsduringthefairs.
9. InvitetheOACAO’sBusinessPartnerstoyourevent.PleaseseeListof OACAOBusinessPartnersprovidedwiththeLetterofAgreement.
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TradeShowHostorganizationsmusthostaTradeShowwithaminimumof15exhibitorsaspartoftheirInformationFair.TablesshouldbeprovidedtoExhibitorstodisplayinformationontheirservicesandprogramsforolderadultsinaTradeShowformat.Not-for-ProfitorganizationsareNOTtobechargedtoparticipateintheTradeShow.PleaseensureyouhaveabalancedrepresentationofbothNot-for-ProfitagenciesandFor-Profitagencies.PleaseseethelistofNotforProfitexhibitorsthatyoucouldinvitetoyourfair.For-ProfitcompaniescanbechargedaNOMINALentryfee.ThereshouldbeabalancedratiobetweenNot-for-ProfitsandFor-ProfitExhibitorsthatarerepresentativeofyourcommunity.
OACAOBusinessPartnersmustbeinvitedtotheFairs(theymaybechargedanominalfee).AcurrentlistofBusinessPartnerswillbeprovidedtosuccessfulapplicantswithLetterofAgreement.
SeminarsItisrequiredthateachInformationFairinclude2to4seminarsonvarioustopicsofinteresttoolderadultsandtheirfamilies.Thiscouldincludetopicsonhealthyagingorawarenesstopics.Thefollowingtopicsarestronglysuggested.Othertopicsareuptothediscretionoftheorganizer.AgingSafelyintheNewMillennium–ElderAbuseOntarioCanyouanswerthefollowingQuestions?OnLineDating!!WhatdoIneedtoknowaboutthat?Didyouknowthatfinancialabuseisthemostcommonlyreportedabuseamongolderadults?Whatthetop3thingsyouneedtoknowbeforemovinginwithfamilyandfriends?What2thingsshouldyouhavetoprotectyourfinances?Howdoconartiststargetolderadults?TofindouttheanswerstotheseimportantquestionspleasecallElderAbuseOntariotoarrangeapresentationatyourCentre.ToarrangeapresentationpleasecontactMaureenEtkinat416-916-6728email:[email protected]–MinistryofGovernmentandConsumerServices-ConsumerProtectionOntariooffersinteractiveandinformativesessionsonconsumerrightsandpublicsafety.Ourworkshopswillhelpmembersofyourorganizationmakeinformeddecisionsintoday’smarketplaceandteachthemtorecognizeandavoidcommonscams.Ourinformationsessionscovermanydifferenttopics,including:Shoppingtips,Commonscams,Identifytheft,Door-to-doorsales,wirelessservicesandhomerenovations.TobookthisseminarcallErinWebbat416-292-9507oremail:erin.webb@ontario.caFallsPreventionTheFallsPreventionSeminarisaonehourprogramdesignedtoinformseniorsonhowtopreventfallsandmaintaintheirindependence.AvailableinEnglishandFrench,seniorswillbegivenpracticalinformationandthetoolstohelppreventfallsandtheseriousinjuriestheycancause.Theseminarwillalsolookathealthissuesthatputseniorsatriskoffallingintheirhomeandcommunity.ToarrangeforaseminarcalltheOntarioSeniors’Secretariatatinfoseniors@ontario.ca.Youmayhavealocalorganizationthatcouldofferthisseminaraswell.FireSafetyforOlderAdults–LocalFireDepartmentDidyouknowthatOntarioadults65yearsandolderareathigherriskofdyinginafirethananyotheragegroup?Oftenthesefireshappenwherepeoplefeelthesafest–intheirhomes.FireSafetyforOlderAdultsdiscussestheleadingcausesoffiresandprovideseasytipstopreventthemfromhappening.This45minutefreepresentationisdeliveredbylocalfiredepartmentpersonnelwithextensiveexperienceinfiresafetyeducation.TobookthispresentationpleasecalltheFireDepartmentinyourcommunity.
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GetYourMoney!-UnderstandingOntario’sCreditsandBenefitsforIndividualsandFamilies-MinistryofFinanceAreyouandyourfamilymembersreceivingalloftheOntariotaxcreditsandbenefitsyouareentitledto?AreyoufamiliarwithgovernmentprogramsandresourcesthathelpallOntarians,includingseniors,parents,andpeoplewithdisabilities?Doyouknowyoumustfileyourtaxreturneachyear–evenifyoudon’toweanytax–toqualifyformanycredits,benefits,andprograms?Toarrangeforaseminar,callCarolineChartrandat1-866-668-8297(extension17018)[email protected]’sEstateAdministrationTax–MinistryofFinanceHowmuchdoyouknowaboutOntario’sEstateAdministrationTax(EAT)?Areyouawareoftherecentchangestothelegislation,thenewfilingrequirementsandcommonmisconceptionspeoplehaveaboutEAT?WhynotincreaseyourEATknowledgebyattendingthispopularseminar?Toarrangeforaseminar,callCarolineChartrandat1-866-668-8297(extension17018)orsendanemailtocaroline.chartrand@ontario.caPersonalDisasterPreparednessWorkshop–CanadianRedCrossDon’twaitforanemergencytohappen.Areyoureadytoleaveyourhomewithonly3moment’snotice?Isyourkitprepared?(Experiencinganicestorm,heavyfloodingorlongtermlossofelectricity)Areyoupreparedwhenadisasterstrikes?Areyourlovedonessafe?Disastercanstrikeanyone,anywhereatanytime.Secureyourfuture.IncaseofemergencybePREPARED!IfyouwouldliketoarrangeforaseminarintheTorontoareacall,SunnyKlerat416-480-2500Email:sunny.kler@redcross.ca.ForallotherareaspleasecontactyourlocalCanadianRedCrossatwww.redcross.ca/in-your-community/ontarioSeniorLicenseRenewalProcessforSeniors80YearsandOlder–MinistryofTransportation If your group is interested in hosting this presentation please call 416-235-3658 By attending this presentation, attendees will learn about:
• Trends and statistics for older drivers • The testing requirements for those 80 years and older • The collision reporting process for those 70 years and older • Signs of aging or medications as it relates to driving ability • Driving tips and some more recent rules of the road
SpeakingofBonesSeminar–OsteoporosisCanadaDid you know that bone is living tissue that is constantly changing? Do you know how much calcium and vitamin D you should be getting every day? Speaking of Bones addresses these issues and more in a presentation developed by Osteoporosis Canada for community and employee groups.The presentation provides basic information about osteoporosis and participants are invited to ask questions. It is delivered by a well-trained group of volunteers in areas where chapters of Osteoporosis Canada exist across Ontario. For more information on Speaking of Bones and to find out about booking a speaker in your area, please contact Tanya Long, National Education Manager, Osteoporosis Canada, [email protected], 416-696-2663, ext. 229. WinterDrivingForSeniors–MinistryofTransportationThispresentationwillfocusonthedrivingprocessandhowprimaryandsecondarytasksalongwithwhatwecallthe“humanfactor”canresultindangerousdrivingsituations.Seniorswilllearnhowtoproperlypreparethemselvesandtheirvehiclesforwinterdriving.TheywilllearnwhatkindofconditionstoexpectonOntarioroadsduringthewinterandhowtobestmanagetheseconditionsaswellashowtofindoutmoreaboutOntarioroadconditionsbeforetheytravel.Toarrangeforaseminar,pleasecontactLisaThompsonat416-235-5364oremail:[email protected]
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The ABCs of Property Assessment. The ABCs of Property Assessment is a seminar for seniors who want to know more about property assessment and how it works. During this free seminar, representatives from the Municipal Property Assessment Corporation (MPAC) will outline how they assess properties for their value and how the values relate to the amount of property taxes individuals pay to their local government.In addition to finding out more about how MPAC establishes assessed values for their homes, seniors will also learn what they can do about it if they don't agree with their assessed value. To learn more about this seminar or to book a seminar, call Lenny DelMedico at 905-508-4013 ext. 364 or call toll-free at 1-877-254-4670 ext. 364 and his email address is [email protected]. To book a seminar in French, call Michel Contact at 613-933-7249 ext 306 or call toll-free at 1-877-239-9643 ext. 306 or email at: [email protected]. OtherSuggestedTopicsforPresentationsatyourSeniorsInformationandActiveLivingFairs:1. FindingYourWay-WanderingPreventionProgram–AlzheimerSociety416-488-87722. WillsandPowerofAttorney–CallyourLocalLawyer’sOffice 3. AdvanceCarePlanningwww.advancecareplanning.ca 1-613-241-3663ext2314. HealthyEating5. AgeFriendlyCommunitiesOutcomeMeasuresParticipantEvaluations:AParticipantEvaluationFormcanbefoundattheendoftheHandbook.ThisevaluationformistobecompletedbyallparticipantswhoattendtheSeniorsInformationandActiveLivingFair.YourCentreName/CollaborativeNameistobeaddedtotheSurvey.**Pleasedonotmakeanychangestothisdocument.
ExhibitorEvaluation:AnExhibitorEvaluationFormcanbefoundattheendoftheHandbook.ThisevaluationformshouldbefilledoutbyallExhibitorswhoparticipateintheTradeShow.
FinalReportTheFinalReportwithallFinancialDocumentationistobesubmittednolaterthan30daysaftertheconclusionoftheevent.ItissuggestedthatyousendyourFinalReportbyCourierorRegisteredMailtopreventitfrombeinglostintransit.PleaseusetheFinalReportPackagethatwillbeemailedtoyourCentre.PleasesendtheFinalReportto:
ShelleyWesseling,FairsCoordinator
55EvergreenDrive,Whitby,OntarioL1N6S6Phone:905-728-2358Email:[email protected]
QuestionscanbeaddressedtoShelleyWesselingortotheOACAOoffice
SueHesjedahl,ExecutiveDirectoratsue@oacao.orgor905-584-8125orTollFreeat1-866-835-7693
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InformationtobeIncludedintheFinalReport:
1. CompilationoftheresultsoftheEvaluationFormsprovidedinthefairspackage.2. Statisticaldata–numberofparticipants-seniors,family,members,In-KindContributions:
StaffTimeand$Valueofthattime,#ofvolunteers,volunteerhoursandotherimportantdata.3. DetailedlistingofallExhibitors.4. SampleProgram/AgendaoftheDay.5. SampleofPromotionalMaterials.6. Samplelettersofinvitationtoexhibitors,guestspeakers,demonstratorsandpoliticians.7. FinancialReportwithallsupportingreceiptsetc.8. PicturesindigitalformatonaCD(someofwhichwillbeincludedintheFinalReportsubmittedtotheOntarioSeniors’Secretariat.9. Commentsforimprovement.10. CopiesofMediaCoverage.
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ORDERFORMFORPUBLICATIONS:PLEASERETURNTHISFORMWITHYOURLETTEROFAGREEMENTTheSeniorsGuidestoProgramsandServicesarenowprintedin16differentlanguages.Pleaseseethelistbelow.TheOACAOwillbeorderingtheseguidesfromServiceOntarioandwillhavethemdeliveredtoyourCentrewellinadvanceofyourfair.TheseguideswillbedistributedbyastaffrepresentativefromtheMinistryofSeniorsAffairs(MSA)totheparticipantsatyourfair.ThiswillgivetheMSAstaffpersonanopportunitytoengageinconversationwiththeparticipantsattheFairandtopromotethemanyprogramsandservicesintheSeniorsGuidestoProgramsandServices.PleaseDONOTputtheseguidesintoinformationorgoodiebagsthatyoudistributetotheparticipantsof
yourfair.AllpublicationsthatareleftoveraftertheFairwillremainwiththeHostCentretobedistributedatfuture
seniors’events.Pleaseprovidethefollowinginformation:DateofFair:______________________________CentreName:_____________________________________________________________________________________ContactName:_______________________________________Tel.#:______________________________________AddressPublicationstobedeliveredto:______________________________________________________
Publication Language PublicationNumber NumberRequired
GuidetoProgramsandServices ENGLISH 025744 GuidetoProgramsandServices FRENCH 025745 GuidetoProgramsandServices ARABIC 025753 GuidetoProgramsandServices CHINESE 025746 GuidetoProgramsandServices FARSI 025751 GuidetoProgramsandServices GUJARATI 025750 GuidetoProgramsandServices ITALIAN 025747 GuidetoProgramsandServices KOREAN 025752 GuidetoProgramsandServices POLISH 020893 GuidetoProgramsandServices PORTUGUESE 020898 GuidetoProgramsandServices PUNJABI 025748 GuidetoProgramsandServices RUSSIAN 025755 GuidetoProgramsandServices SPANISH 020889 GuidetoProgramsandServices TAMIL 025749 GuidetoProgramsandServices URDU 025754 GuidetoProgramsandServices VIETNAMESE 020891 YouCANPreventFalls! ENGLISH 025822 VousPOUVEZEvitezlesChutes! FRENCH 025824 WhattodoifyouFall? BILINGUAL 010612 GuidetoAdvanceCarePlanning ENGLISH Notcurrentlyavailable BeingrevisedGuidetoAdvanceCarePlanning FRENCH Notcurrentlyavailable BeingrevisedGuidetoAdvanceCarePlanning CHINESE Notcurrentlyavailable BeingrevisedPowerofAttorneyKits ENGLISH 007399 PowerofAttorneyKits FRENCH 007400 HowisYourDriving BILINGUAL 020611 PleaseletmeknowthenumberofeachoftheabovepublicationsthatyouwouldlikemetoorderforyourOACAOSeniorsInformationandActiveLivingFair2017-2018.
Ifyouhaveanyquestionspleasedonothesitatetocallmeat905-728-2358.ThankYouShelleyWesselingOACAOFairsCoordinatorshelleyw2008@hotmail.com
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SENIORS INFORMATION and ACTIVE LIVING FAIRS FINANCIAL REPORT BUDGET TO ACTUAL 2017-2018
Supporting documents, receipts, invoices etc. must be provided within 30 days after the Fair.
Type of Application (must check one): First Time Fair: ___ or Subsequent Fair: ___ or EPC Fair: ____
ORGANIZATION NAME: __________________________________________________________
DATE OF FAIR: _________________________________________________________________
INCOME: BUDGET ACTUAL Funding Request: OACAO member First Time Fair Max. $2,500.00 ____ $ OACAO member Subsequent Fair Max. $2,000.00 ____ $ Elderly Persons Centre (EPC) Fair Max. $2,000.00 ____ $ Other Revenue: (please list) $ $ $ $ TOTAL INCOME: $____________ $____________ EXPENSES: Facility Rent $ $ Printing $ $ Advertising/Promotion $ $ Honorariums/Entertainment/Speakers $ $ Food – Healthy Snacks $ $ Audio Visual Equipment Rental $ $ Transportation (Buses) $ $ Translation Services/ Language Interpreters $ $ Postage $ $ First Aid (St. John’s Ambulance) $ $ Other: (please list) $ $ $ $ TOTAL EXPENSES: (excluding in-kind) $_______________ $____________ Staff Planning Time cannot be included in Expenses
Balance: Total Income minus Total Expenses should be $0 (Note: unspent grant funds must be returned to OACAO)
$_______________
$____________
IN KIND CONTRIBUTIONS: Please estimate this information for your application for fairs funding
Confirm information for your Final Report.
Value of Staff Time donated by the Centre :$xx $ $ # of Volunteers / Total Number of Hours # Vol. #Hours # Vol. # Hours Value of Volunteer contribution based on $11.40/hr $ $ Value of Other In-Kind Services (i.e. Maintenance) $ $ TOTAL VALUE OF IN-KIND CONTRIBUTIONS:
$______________ $ ____________
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FINALREPORTSTATISTICALSYNOPSISFORSENIORSINFORMATIONANDACTIVELIVINGFAIR2017-2018
CENTRENAME:_____________________________________DATEOFEVENT:__________________
DONATIONS Space: Sponsors:DoorPrizes:
STAFFTIME
Total#ofStaff:Total#ofStaffHours:$ValueofStaffHours:#HoursPlanningEvent:#HoursHostingEvent:
VOLUNTEERS
Total#ofVolunteers:Total#ofVolunteerHours:BreakdownofVolunteerPositionandHours:(example)Co-Chairs:PlanningCommittee:EventVolunteers:Other:
PARTICIPANTS
Total#AttendingtheEvent:DemographicInformationforParticipants(bestestimate):20-50#50-55#56-65#66-75#Over75#Unknown#
EXHIBITORS
Total#ofExhibitorsParticipating:Total#ofNotForProfitExhibitors:Total#ofForProfitExhibitors:Total#andtypeofDemonstrations:PleaseattachacompletedListofExhibitorstoFinalReport.
EVALUATIONS Total#ofEvaluationsCollected:PleaseattachcompilationofEvaluationDatatoFinalReport.
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OACAOSeniorsInformationandActiveLivingFairParticipantEvaluationForm2017-2018
DateofFair:_____________________NameofCentre:_________________________ThankyouforattendingourSeniorsFair!Pleasetellusaboutyourexperiencetoday!
7. OverallHowwouldyouratethefairtoday?
EXCELLENT VERYGOOD GOOD POOR
8. Howimportantisyourhealthtoyou?
VERYIMPORTANT
IMPORTANT SOMEWHATIMPORTANT
NOTIMPORTANT
9. Pleasecheckyourage
50-55 56to65 66to75 Over75
10. Whatotherinformationwouldyouliketoshareaboutyourexperiencetoday?Doyouhavesuggestionsforfuturefairs?________________________________________________________________________________________________________________________________________________
DON’T FORGET TO HAND THIS IN AT THE REGISTRATION DESK THANK YOU!! HAVE A VERY HAPPY, HEALTHY AND ACTIVE DAY!!
PLEASECHECKONE YES NO1. Didtheinformationyoureceivedtodaymakeyoumoreawareof
theprogramsandservicestowhichyouareentitledto?
2. Didtheinformationyoureceivedtodaymakeyoumoreknowledgeableaboutmakinghealthy,activeandproductivelifestylechoicesandtheimportanceoflivingahealthyandactivelifestyle?
3. Didtheinformationtodayincreaseyourknowledgeonhowandwheretogetthesupportyoumightneedinyourcommunity?
4. Isitimportantforyoutogetthisinformationinthefuture?
5. Willyoutellyourfriendorfamilymemberabouttheinformationyouhavelearnedtoday?
6. WouldyoucometoanotherSeniorsInformationandActiveLivingFairinthefuture?
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OACAOSeniorsInformationFairs2017-2018HostCentresNameHere
OACAOSeniorsInformationandActiveLivingFairExhibitorsEvaluationForm
1. WasyourtimewellspentdisplayingyourproductsandservicesattheFairtoday?Yes__No__Comments:__________________________________________________________
2. Wereyousatisfiedwithspaceandlocationyouwereassigned?Yes__No___Comments:__________________________________________________________
3. DidyoufeelthattheFairwaswellorganized?Yes__No__Comments:__________________________________________________________
4. DidtheFairmeetyourexpectations?Yes__No__Comments:__________________________________________________________
5. WouldyouattendanotherSeniorsInformationFairasanExhibitorinthefuture?
Yes__No__Comments:__________________________________________________________
6. WhatimprovementscouldbemadetoenhancethesuccessoffutureFairs?____________________________________________________________________
ManythanksforyourattendanceatourFairtoday.WetrulyappreciateyoujoiningourCentreinhelpingusprovideseniorswithinformationaboutprogramsandservicesintheircommunitiesthat
willhelpthemtoliveahealthyandactivelife.
YOURCENTRELOGOHERE
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LOGOS(Artwork)
ThelogosbelowaretobeusedonALLprintedmaterial.RemembertoaddtoallpromotionandpublicitymaterialthattheeventishostedbyyourCentreinpartnershipwiththeOlderAdultCentres’AssociationofOntarioandsponsoredbytheMinistryofSeniorsAffairs.
1. InsertyourCentrelogo2. InserttheOACAOlogo3. InserttheMinistryofSeniorsAffairslogo
Ifyouclickonthelogosbelowyouwillbeabletocopyandpasteontoyourpromotionaldocuments.
OlderAdultsCentres'AssociationofOntario
MinistryofSeniorsAffairs(MSA)(BlackLogoonWhitebackground) Below the logo, add the wording:
This event is hosted by YOUR CENTRE NAME in partnership with the Older Adult Centres’ Association of Ontario (OACAO)
and sponsored by the Ministry of Seniors Affairs (MSA)
Cet événement est organisé par le Centre de santé communautaire de l’Estrie en partenariat avec l’Association des centres pour aînés de l’Ontario (ACAO) et parrainé par le Ministre des aines affaires.
Canada 150 Logo ___ Ontario 150 Logo
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ListofSamplesofDocumentsNeededforSeniorsInformationandActiveLivingFair
1. PromotionalMaterial
2. Agenda
3. InvitationtoMayorandLocalMPPandMP’s
4. InvitationtoCorporateCommunityOrganizations
5. InvitationtoNot-for-ProfitCommunityOrganizations
6. TradeShowApplicationFormforCorporateandNotforProfitOrganizations
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Sample: Promotional Information
SeniorsCentreofOntario
SeniorsInformationandActiveLivingFair
Suggestedinformationtobeincludedinyourpromotionalmaterial:
• TradeShowincludinginformationfromvariousSeniorsServiceproviders• ActiveLivingDemonstrations• Housinginformation• Retirementandnursinghomes• Homesupportinformation• Safetytipsandfraudprevention• Displaysbyseniors’clubs• Informationonrecreationactivities• Entertainment• Complimentaryhealthysnack,teaandcoffee• Multi-culturalpresentations• Doorprizesandgrabbags
OfficialOpeningbyMayorandMPPat10:30am
Wednesday,October18,201710:00am-4:00pmFreeAdmission
SeniorsCentresofOntario123SunnysideLane,Anywhere,Ontario
Formoreinformation,pleasecall(555)123-4567
Thiseventishostedby(YourCentreNameHere)inpartnershipwiththeOlderAdultCentres’AssociationofOntario(OACAO)andsponsoredbytheMinistryofSeniorsAffairs.
YOUR Centre LOGO HERE
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SAMPLE AGENDA
SeniorsInformationandActiveLivingFair
SeniorsCentreofOntario123SunnysideLane,Anywhere,Ontario
AGENDA–Monday,October16,201711:30a.m.–12:30p.m.Registration12:00p.m.–1:00p.m.Lunch1:00–1:15p.m.OpeningRemarks: President MinisterofSeniorsAffairsorrepresentative(ifinvitedandattending)MP’sOfficeMPP’sOffice Mayor
MunicipalCouncillorMinistryofSeniorsAffairsstafforRegionalRepresentative
OACAO1:15–2:15p.m.TaxCreditsandBenefitsforSeniorsPresentation2:15–3:00p.m.FraudPreventionPresentation3:00–3:15p.m.Break3:15–3:45p.m.ActiveLivingDemonstrations4:15–4:30p.m.OlderAdultCentres’AssociationofOntarioClosingRemarksfortheday.Thiseventsponsoredby(YourCentreNameHere)inpartnershipwiththeOlderAdultsCentres’
AssociationofOntarioandsponsoredbytheMinistryofSeniorsAffairs.
YourLogoHere
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Sample: Letter of Invitation to Mayor, Reeve, MPP of Local MP
ItisreallyimportantthatyouinviteyourLocalMPPtoyoureventastheyarethepeoplethatapprovethefunding!!!
Usingappropriateletterhead–separateletterstoeachofthefollowing:
September1,2017
1. Mayor:XXXXX 2.MPP:XXXXXXX3.MP:XXXXXXXX
Insertaddress
DearMayorXXXXX:DearMs.XXXXXX:
TheXYZSeniorsCentreishostingaSeniorsInformationandActiveLivingFaironWednesday,October11,2017.YouarecordiallyinvitedtobringgreetingsfromtheCityofAnywhere,OntarioORProvinceofOntarioandtojoinMPPXXXXX/MayorXXXXXincuttingtheribbonfortheOfficialOpeningoftheday.
Ihaveenclosedaprogramoftheday’seventsandalistingofsomeoftheexhibitorsthathavealreadycommittedtoparticipating.
Weanticipateapproximately400peoplewillattendtheday’seventsofexhibits,activities,seminars,entertainment,foodandfun.
Pleaseadvisemeat555-123-4567bynolaterthanMonday,October1sttoconfirmyourparticipationinthisveryspecialday.IlookforwardtoseeingyouonOctober9th.
Sincerely,
President
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Sample: Letter to Potential Exhibitors at your Fairs
SeniorsCentresofOntario
123SunnysideLaneAnywhere,[email protected]
SeniorsInformationandActiveLivingFair2017-2018
Wewouldliketoinviteyoutoparticipateinthisspecialevent.ThiswillbeheldattheABCSeniorsCentre,Anywhere,Ontario.Thisisafreeadmissioneventforthepublictoattend.
WHEN: Wednesday,October18,2017 10:00am-2:30pm
WHERE: ABCSeniorsCentre
COST: FOR-PROFIT:$50.00per6′table(includestable,2chairs&advertising)NOT-FOR-PROFIT:FREE Giveawaysatyourdisplaywouldbeappreciated.
PROPOSEDADVERTISING:(dependinguponsponsorship) SeniorsCentreSeasonalBrochureorNewsletter
AnywhereGuardian
LocalNewspaper
AnywhereParks&Rec.Fall/WinterBrochure
AnywhereTourismGuide
SeniorsDirectory
ForeverYoung“Happenings”
SilverandGoldMagazine
BulletinBoardsandFlyers.
Ifinterestedpleasecompletetheattachedform.Please-mailitordropitinbyAug.30,2017.Chequesaretobemadepayableto:AnywhereCentre.Anyquestions,pleasecalltheSenior’sCentreofficeat555-123-4567.
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SAMPLEOFTRADESHOWAPPLICATIONFORM
Senior Centres of Ontario 123 Sunnyside Lane Anywhere, ON HOH OHO (905)728-2358
Seniors Information and Active Living Fair 2017
Thursday, October 18, 2017
10:00a.m.-2:00p.m.
Trade Show Application Form
Space is limited, so please respond by September 19, 2017.
Name of Organization: ___________________________________
Address: ______________________________________________
Contact Name: _________________ Position: ________________
Telephone #: __________________ E-mail: __________________
Organization Type (please circle): COST: FOR-PROFIT: $50.00 NOT-FOR-PROFIT: FREE
Type of Display: (Nothing can be affixed to walls)
Floor based Banner: ________ OR Table Top ________
Height (above table): _______
Hydro Required: ___________
Cheque Enclosed (if applicable): $ ______________
A confirmation will be sent before October 3, 2017 along with event agenda and brochures for distribution.
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