ALZ-MTL Guide Financement 2015 EN v04...Casino Celebration of a momentous occasion, such as a...

GUiDEOrganizing a fundraising event to benefi t the Alzheimer Society of Montreal

2 || GUIDE || Organizing a fundraising event to benefit the Alzheimer Society of Montreal

Partners’ Circle 4About Alzheimer’s disease 4Mission of the Alzheimer Society of Montreal 4 PlAnnInG An EvEntChoose an activity 5 InItIAl StEPS 6Determine the date and location of the event 7Set your financial target and budget 7Obtain the necessary permits 7Issue tax receipts 7Recruit volunteers 8Team up with the Society – approval process 8 PrOMOtE thE EvEnt 10Word of mouth 10Posters 10Social media 10Local media 10The Society’s online communication tools 11 FOrM | Fundraiser Proposal 12Names and addresses of your organizing committee members 12Your event 13Your sponsors 13Your budget: revenues and expenses 13Tax receipts 13Staying in touch with the Society 13Requesting the presence of Society representatives 14 DOnAtIOn FOrM 15

acknowledgements and photo creditThank you to all participants and event organizers for allowing us to reproduce the photos in the present guide.© 2015

Table of Contents

Organizing a fundraising event to benefit the Alzheimer Society of Montreal || GUIDE || 3

partners’ circleThe Alzheimer Society of Montreal’s Partners’ Circle brings together people who want to get involved and make a difference in their community, either by organizing a new fundraising event or by turning an existing event into a fundraiser. Become part of a fellowship of individuals who share their interests and skills for a good cause!

about alzheimer’s diseaseAlzheimer’s disease is the most common form of dementia, next to vascular dementia. A progressive and degenerative disease, it causes a number of symptoms including a gradual loss of memory, judgement, or ability to function, which may lead to difficulties in making decisions and interfere with activities of daily living.

mission of the alzheimer society of montrealFounded in 1981, the Alzheimer Society of Montreal is committed to alleviating the social and personal consequences of Alzheimer’s disease and related disorders, as well as promoting research into their causes, and finding a cure.

See the person, not the disease…


Choose an Activity Organizing a fundraising event is a great way to get friends and family together, have fun, and raise awareness and money for a cause important to you, such as Alzheimer’s disease and related disorders.

here’s a list of fundraising ideas:

50/50 raffle

Alzheimer’s coffee break

Athletic contest

Barbecue

Bazaar, knitting, baking, antiques sale

Bottle or can collection drive

Bowling night

Breakfast fundraiser

Car-wash with students, seniors, firefighters or others

Casino

Celebration of a momentous occasion, such as a championship or lottery win, or a TV series finale

Community or themed dinner

Corporate or supplier matching gift program

Denim Day at work

Donations instead of birthday gifts

Friday or Saturday night dance

Games night

Garage, book or record sale

Gift-wrapping counter (Valentine’s Day, Easter, Christmas, etc.)

Golf or other kind of tournament

Halloween costume contest

Happy hour

Karaoke

Lemonade or iced tea stand

Musical picnic


Mystery night

Office game or challenge

Oyster party

Raffle for services (caregiving, community or cleaning services)

Sale of souvenirs, baked goods, etc.

School reunion

Silent auction

Social activity

Sport team-building activity

Tea, wine-and-cheese, or other tasting party

Theme or costume party

The fundraising event, sponsored or not, can be as straightforward as a knitting marathon, as daring as bungee-jumping, or have a theme such as a memory game tournament. Age and physical fitness are no barriers to organizing a fundraiser; all it takes is an idea, the determination to see it through, and informing the Alzheimer Society of Montreal.

As a third-party fundraising event organized to benefit the Society cannot be held without prior written authorization, it is important to complete the Fundraising event proposal to benefit the Alzheimer Society of Montreal form and send it to:

Financial Development Coordinator Alzheimer Society of Montreal 4505 Notre-Dame Street West Montreal, Quebec H4C [email protected]: 514 369-0800 | Fax: 514 369-4103

After receiving and reviewing your proposal, we will do our best to answer your questions and coordinate our efforts to get your event off to a good start. With more than 30 years of experience in planning, organizing and evaluating fundraising activities, we are in an ideal position to provide information, advice and guidance to ensure your event is successful. It ShOUlD bE nOtED that the Society reserves the right to refuse any activity that does not respect its mission, values, or goals.

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Initial StepsAs an important first step, canvass your relatives, friends, acquaintances and co-workers to determine who would be willing to put their skills and network of contacts to work for an event benefiting the Alzheimer Society of Montreal. Your aim is to surround yourself with the right people to plan and promote the event.

This is also the time to find out who is a proficient user of social media (Facebook, Twitter, etc.) to help you appeal for donations online. Notify our fundraising experts in advance to make a secure online donation on our website. Web-based donation platforms are a safe and effective system for both organizers and donors. It’s a known fact that the average online donation is double that of the average cheque donation.

The Internet is becoming more widely available and accessible to all age groups, including people with Alzheimer’s disease. Also, older generations often have the financial means to make more generous donations. Online donation platforms ensure more accurate donor information is received, which make it easy to issue an automated official charitable donation receipt that provides the donor with tax deductions or tax credits.

Online giving also helps cut expenses: rising postage, administration and handling costs mean an organization like the Alzheimer Society of Montreal must spend up to $1.50 to mail each donation receipt!

Determine the date and location of the eventStart planning your event well enough in advance to give you time to organize, promote, and manage it. Ensure you choose a date that does not conflict with other fundraising activities conducted by the Alzheimer Society of Montreal or other organizations. Select a venue that is accessible to all participants and supporters, including people with limited mobility. Make sure it has all the features and amenities you need to make your event a success. Keep expenses to a minimum and set aside about 10% of your budget for last-minute or unexpected costs.


Set your financial target and your budgetEstablish a budget to cover all your expenses (material, advertising, decorations, venue and other rentals, etc.) and determine your projected revenue to ensure your fundraising target is realistic, attainable, and measurable.

Obtain the necessary permitsIf your event involves holding a raffle, selling goods, or serving alcohol, make sure you, as the organizer, get the necessary permits from the appropriate authorities: the municipality, the borough and/or the Régie des alcools, des courses et des jeux du Québec. www.racj.gouv.qc.ca

Issue tax receiptsThe Alzheimer Society of Montreal issues a receipt for a charitable donation in compliance with the requirements of the Canada Revenue Agency (cra). As such, every donor who gives $10 or more to the Society is eligible to receive, upon request, an official donation receipt in order to claim a tax credit. Note, however, that a tax receipt can only be issued to a person who makes a cash, cheque, or credit card payment, or an online payment via the secure donation system on our website. www.alzheimer.ca/en/montreal

If you have any questions about the benefits of donating or the issuance of a tax receipt, contact us or go to the cra. www.cra-arc.gc.ca/chrts-gvng/menu-eng.html

It should be noted that all donations raised in connection with the event must be remitted within 30 days of the event to the Alzheimer Society of Montreal, along with a list of all the donors showing their first name, family name, full mailing address, one or more phone numbers and/or e-mail addresses.


recruit volunteersDepending on the size of your event, you might want to ask people to be part of your organizing committee. The Alzheimer Society of Montreal recommends this approach as a way to make sure all the tasks related to your activity are carried out. Find reliable and enthusiastic people who possess the requisite skills and relevant experience to volunteer on your team. Delegate tasks according to individual abilities so as to distribute the workload more evenly.

Having the support of a few good friends, relatives, or co-workers will prove invaluable on the day of the event. Make posters to recruit volunteers and to advertise the event; put them up on community bulletin boards, send them to local newspapers, and share them on social media. Remember that word-of-mouth publicity can be extremely effective.

It should be noted that the Alzheimer Society cannot provide staff or volunteers to help with third-party fundraising activities. It is also not in a position to guarantee the attendance of any of its staff or volunteers, offer prizes or rewards, or apply for permits or — obviously — reimburse any costs incurred.


team up with the Society | Approval processThe Alzheimer Society of Montreal provides its logo to help publicize, lend credibility, and increase visibility of the event; the logo must be featured on all promotional material, such as posters, correspondence, and t-shirts. The material must first be approved by the Society prior to being printed or distributed. Using the logo or visuals is not authorized for related or parallel activities. Please remember that your fundraising activity is independent of the Alzheimer Society of Montreal. As such, an individual, group, or third-party organizer is not authorized to act as representative of the Society.

All printed and promotional material must be endorsed with one of the following statements:

This event seeks to provide financial support to the Alzheimer Society of Montreal, a charitable organization registered with the Canada Revenue Agency (cra) / Registration number: 10798 7448 RR0001

or

Event organized by XYX, for the exclusive benefit of the Alzheimer Society of Montreal, a charitable organization registered with the Canada Revenue Agency (cra) / Registration number: 10798 7448 RR0001

nOtE: Under no circumstances shall it be mentioned anywhere that the Alzheimer Society of Montreal is sponsoring the event.

To ensure the Society’s correct representation, its Financial Development Coordinator must officially approve all promotional material or communication bearing the Society’s name and/or logo prior to its production or distribution.

the Alzheimer Society of Montreal reserves the right to examine all promotional material relating to it or Alzheimer’s disease and related disorders to ensure the information is up to date, accurate, and reliable.

Documents and materials must be submitted sufficiently in advance for the review and approval process to be completed. One week is generally enough in most cases, but more time may be needed for events with more elaborate plans or special requests.

If you wish to use the Alzheimer Society of Montreal’s logo and/or visual material you must include your request in the fundraising event proposal form. To receive a copy of this form, contact the Financial Development Coordinator, at 514 369-0800.


Promote your Fundraising EventPromoting and publicizing your event is crucial to its success. While there are many ways to do this, here are a few tried-and-true methods:

Word of mouthKeep in mind the basic fundraising principle: you have to ask to receive. This is why it’s important to talk constantly about your event and with everybody — friends, relatives, neighbours, co-workers, associates, acquaintances — and ask them to become involved and spread the word through their personal and professional networks.

PostersAsk local stores, community organizations, libraries, and other public places to display your poster.

Social mediaFree, effective, and convenient, social media is a powerful tool to get the message out fast and often! Facebook, Twitter, and LinkedIn are a great and cost-effective way to spread the word about your event and the cause you’re supporting.

local mediaReaching out to local or community media outlets – weekly newspapers, radio and TV stations – is an inexpensive way to announce the event to a vast audience, raise awareness of Alzheimer’s disease and related disorders and, of course, make a direct appeal for donations. Before contacting the media, you must be ready to:

answer questions relating to participation costs and your fundraising target

have your name and photo published

share your personal story to explain why you’re raising funds to benefit the Alzheimer Society of Montreal

take part in interviews; you must speak on your behalf only, and not on behalf of the Alzheimer Society of Montreal. We don’t expect you to be an expert on the Society or the disease. If a media representative asks questions about the disease, treatments, our organization or anything not related to the event, have that person contact the Communications Coordinator at 514 369-0800.


the Society’s online communication toolsThe Alzheimer Society of Montreal can help promote your event to target audiences, such as members and volunteers of the Society, health-care partners and providers, who are involved personally or professionally with the disease or related disorders, through its:

online event calendar www.alzheimer.ca/en/montreal

Facebook page www.facebook.com/Montreal.Alzheimer

To take advantage of these tools, please contact the Alzheimer Society of Montreal, who will be pleased to help you promote your event. We will need a description of your event (what, where, when, why, and how much you want to raise) and a photo of the organizing committee, both of which must be authorized for publication by one or more committee members. Thanks to these tools and our Web platform, publicizing your event has never been easier.


—— FORM ——Proposal for a fundraising activity to benefit the Alzheimer Society of Montreal

IMPOrtAntYour proposal must first be approved by the Alzheimer Society of

Montreal before you even begin to organize and promote your event.The review and approval process takes approximately two weeks.Follow the tips and suggestions provided in the Organizing a

fundraising event to benefit the Alzheimer Society of Montreal guide.

OrGAnIZEr(S)

Individual Company Educational Institution Association/Organization

Other (specify) ______________________________________________________________________________

Family name _________________________________ First name _______________________________________

Full name of the organizer _______________________________________________________________________

Name of your group/event _______________________________________________________________________

Address _______________________________________________________________________________________

City _______________________________ Province ______________________ Postal Code _______________

Tel. | work | home | cell.

E-mail _____________________________________ E-mail _______________________________________

nAMES AnD ADDrESSES OF YOUr OrGAnIZInG COMMIttEE MEMbErS

TiTle(Mr. / Mrs.) firsT naMe faMily naMe address ciTy posTal code Tel. e-Mail

What inspired you to choose the Alzheimer Society of Montreal as the beneficiary for your fundraising activity?

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________


YOUr EvEnt

Name or description ____________________________________________________________________________

Location _____________________________ Date, time, duration _______________________________________

Name of contact person __________________________________________________________________________

Address _______________________________________________________________________________________

Tel. _____________________________________________ E-mail _______________________________________

YOUr SPOnSOrS

List your prospective sponsors:

______________________________________________________________________________________________

______________________________________________________________________________________________

YOUr bUDGEt

Provide a detailed breakdown of projected income and expenditures for your proposed activity.Gross income

descripTion anTicipaTed incoMe

ToTal gross incoMe $

Expenditures

descripTion planned expendiTures

ToTal expendiTures $

anTicipaTed neT incoMe (Total gross income less total expenditures) $

tAx rECEIPtS

Will tax receipts be issued for donations? YES NO

Indicate if you would like to receive our paper donation forms. If YES, how many? ________ NO

StAYInG In tOUCh WIth thE AlZhEIMEr SOCIEtY OF MOntrEAl

Please indicate if you wish to receive our e-newsletter (and help us reduce our production and mailing costs), which is filled with information and updates about the Society as well as past and upcoming events. YES NO

My e-mail address(es) ___________________________________________________________________________


PArtICIPAtIOn OF AlZhEIMEr SOCIEtY OF MOntrEAl rEPrESEntAtIvES

Would you like to have one or more of our employees attend or take part in your event? If YES, how many? ________ NO(If YES, please inform us at least 30 days before the event. Due to the many requests we receive, we cannot always guarantee that someone will be available on the day of your event.)

Would you like to receive brochures about our programs and services? If YES, how many? ________ NO

Is there any other promotional material or products that we can provide you with? YES, please specify:_______________________________________________________________ NO

nOtE

✔ The Alzheimer Society of Montreal does not encourage or condone door-to-door or pyramid-style sales, or fundraising specifically for an individual. Moreover, it does not advance funds towards the costs of third-party fundraising events.

✔ All event-related material must be approved by the Society before it is produced or distributed.

✔ The event organizing committee and/or organizer will not hold the Society liable in any way whatsoever.

✔ No claim can be made against the Society for expenses incurred as part of or arising from the event.

✔ The Society will not be held responsible for any financial loss or for any commitments taken by the event organizing committee.

✔ The Society is not responsible for ticket sales related to a third-party fundraising activity.

✔ The organizing committee must first obtain the Society’s approval before asking a public figure to be an event spokesperson.

by signing this document, I (we) acknowledge having read and understood the conditions applying to the organization of a fundraising event to benefit the Alzheimer Society of Montreal.

family name, first name (block letters) signature date



Complete the form and send it to: The Financial Development CoordinatorAlzheimer Society of Montreal4505 Notre-Dame Street West Montreal, Quebec H4C [email protected] | Tel 514 369-0800 | Fax 514 369-4103


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missionThe mission of the Alzheimer Society of Montreal is to alleviate the social and personal consequences of Alzheimer’s disease and related disorders, promote research and lead the search for a cure.

The first regional Alzheimer Society in Quebec, founded in 1981

The first Alzheimer Society in Canada to set up support groups for people with Alzheimer’s disease, their families and caregivers

Alzheimer Society of Montreal4505 Notre-Dame Street West Montreal, Quebec H4C 1S3Tel 514 369-0800Fax 514 [email protected]/en/montreal

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