Running Fundraising Events

Planning

Prepare a timeline for all aspects of the event: Every event has a planning stage, set-up, the event itself and follow-up items like clean up, posting event results etc. Make sure to review it frequently.

Enlist a group of volunteers to help: Assign specific responsibilities to each person. Check to make sure the volunteer understands the task and when it is to be completed. Remember to ask the volunteers for their ideas/suggestions and thank them for their help. Don’t try to do it all by yourself! 

Prepare name tags for guests: This will assist staff in identifying ministry executives, union representatives, agency speakers, and special event donors/sponsors. Introduce your special guests at the beginning of the event, as many employees may not know who they are, or what their role is.

Involve senior executives in your special event: Senior management participation encourages all employees to join in and can make the event more fun (a senior manager in the dunk tank, a CEO gets their head shaved for donations, executive members washing cars etc.). You might ask your senior management to throw out a challenge to another ministry, branch or division for participation percentages or dollars raised!

Hold a special event on a Tuesday, Wednesday or Thursday: Many employees are out of the office on a Monday or Friday. Invite agencies to participate as speakers or to set up a display - this raises the awareness of how the funds are spent in the community.

Advertise: This will ensure that all staff is aware of up-coming events and prizes. As well, it will promote participation and raise awareness of the Community Fund campaign. Use creative advertising, your website, colourful displays, emails, posters and newsletters and include details of the event such as date/location/time/prizes/cost/ contact person etc. Prior to the start of the event, send out an email reminder to all staff. Schedule sufficient time for employees to attend the event, such as over coffee or lunch breaks. Be sure to post the event's progress and announce the dollars raised and prizewinners once the event is complete.

Guidelines For Submitting Proceeds From a Fundraiser

The proceeds from all fundraisers are included in the total dollars raised by each ministry/entity. They do not count toward participation percentages. A separate Fundraiser Form must be completed for each fundraiser. This enables the Community Fund office to enter the fundraisers into our database, thus ensuring that the proceeds will count toward your total dollars raised. 

Tax receipts are not issued to individuals who donate an item as a prize for fundraising. Please contact the Community Fund office if you are asked to provide a receipt for a donated item.

All coin must be rolled in bank wrappers. Any other substitute is unacceptable. Not only does it make verifying the amount of money an easier task, but also it is a huge time-saver for the office staff.

• No cash/cheques should be sent in house mail. Please send proceeds to the Community Fund office via courier or have it hand-delivered.
• If in doubt, please contact the Community Fund office prior to submitting your fundraiser proceeds
• Tax receipts are not issued for fundraisers. If in doubt, please contact the Community Fund office.

Cost versus Benefit

Depending on the kind of special event you are running, there may be very real costs involved. An effort should be made to solicit the donation of supplies, services, prizes, and facilities from senior management, fellow staff members or local businesses. You will want to compare the estimated cost of the event to the amount of money you expect to raise. Charge a reasonable fee to participate, as costs may not be covered if your ticket price is too low, or it may not be worth the effort expended if the dollars raised are low. People are generally willing to be generous for a good cause.

Consider the best use of your prizes - would you raise the most money from an item at an auction or raffle? Spread the prizes out over the campaign instead of awarding them all at once, increasing the opportunity to raise additional funds.

Photographs of your event can be emailed to employees, posted on bulletin boards, you website, or published in a newsletter. The Community Fund staff is happy to receive photographs of your event and may include them on our website!