Got an idea for an activity? Ready to make it happen? The Foundation is happy to lend a helping hand. Check out our various online resources designed to make effective planning a snap and provide smart advice to make your fundraising event a success.
These are just a few of the possible activity ideas. All you need is the drive to succeed and a little help from your friends.
Consider a donation of matching funds: get your company to match the donations you raise personally.
The Foundation’s Role
When planning a benefit for the Foundation, keep in mind that we will need to work with you since the Foundation and IUCPQ’s image and reputation are at stake. The key points below will help you get a sense of the Foundation’s role and involvement in your activity.
Your activity will require communications material. Remember: you must obtain the Foundation’s approval before distributing any visual or promotional material. Use of the Foundation’s logo must respect our graphic standards, and use of our name and any variants of it must be approved beforehand by the Foundation and IUCPQ.
The Foundation reserves the right to withdraw from your project if it has valid reasons to disapprove of the use made of its name or logo.
You, or your organization, are responsible for promoting your benefit. However, the Foundation will post benefit details on its website.
Ticket or other sales
The IUCPQ Foundation is in no way responsible for selling tickets or other items. Plan on having one volunteer for every 10–20 tickets/item to be sold.
Responsibility and liability
You are solely responsible and liable for commitments made by your organizing committee. The IUCPQ Foundation cannot be held responsible or liable for any legal proceedings arising from your event.
Your organization is responsible for handing all event proceeds over to IUCPQ within 60 working days of the activity. The Foundation reserves the right to demand a financial report or detailed budget.
Receipts for tax purposes
The Foundation can issue receipts for all charitable donations, upon request. Under federal and provincial tax legislation receipts can be issued only for the net amount of the donation. Receipts cannot be issued for sponsorships.
Still have questions? Contact Marie-Eve Leroux at 418-656-4999, extension 3675 or email@example.com.
Planning a Successful Event in 10 Steps
All successful events have one thing in common: careful planning. Here are few handy tips to help you get off on the right foot.
NOTE: Before getting started, it’s important to evaluate the event’s fundraising potential versus the effort it will take. If your project seems liable to demand large amounts of time and money, with no guarantee of success, you may want to look into other kinds of activities.
Figure out exactly what you want to do
Your project will involve a major time commitment, so choose one that is personally meaningful and fun to organize.
Get the Foundation's approval
Don't get ahead of yourself — talk to the Foundation before proceeding. We can provide several different types of assistance.
Ask for our help
Once the Foundation has approved your event, we can provide the following types of support:
- Guidance and feedback
- Access to Foundation promotional materials
- Promotion of your event on the Foundation website
- Presence of a Foundation team member at your activity (where possible)
- Permission to use the Foundation's image and logo
Form an organizing committee
Round up people who truly care about your cause and, more importantly, are willing to lend their skills. Build a team of positive, dedicated volunteers and don't forget that you'll need people with varied skillsets (finance, sales, logistics, communication, etc.). Make a realistic timeline and divvy up jobs so everyone is working with their strengths. Keep a master checklist of every job to be done right up until event day.
Set an objective
Nothing gets the troops motivated like a realistic, measureable goal. Take the time to add up anticipated expenses, and always plan on a certain percentage for surprises. Don't forget that in-kind sponsorships and contributions are a great way to keep expenses down. Remember that cutting expenses increases the amount you can contribute to a great cause.
Identify a target audience
Define the target audience for your activity. Who is likely to be interested? No event can be successful if people don't come.
Set a date
Choose a date that works well for both your organizing committee and your target audience. Don't leave any room for unpleasant surprises. Check local events calendars to make sure there aren't any conflicts with similar events.
Spread the word
Tell the world! Use as many different channels as you can to advertise your activity:
- Company/organization website
- Word of mouth
- Local media
- Community websites
- School and community groups
- And more
Once the Foundation has approved your activity, you are free to use our name and logo. Remember that all printed material must be approved prior to printing and distribution.
Once your activity is complete, you have 60 working days to give the profits to the Foundation. Get in touch with a member of our team to find out more about issuing tax receipts to donors and participants.
Thank everyone who contributed
Everyone who helped with your activity deserves recognition — thank them! It can't hurt to mention how successful your event was and how much money was raised.
Making It Work
Soliciting donations is the basis of any successful fundraising campaign. Some helpful tips:
Make the first donation. This will get the ball rolling and lend you credibility with potential donors.
Stay positive. Your enthusiasm and conviction will have a huge impact on your results. The more motivated you are, the easier it will be to rally the troops around a cause that means a lot to you.
Know your cause. Be well-informed so you can answer any questions that come up. Tell people about your financial target—and exactly what can be accomplished with that amount.
Figure out what you need ahead of time. Before settling on an approach, evaluate your needs, including money, products, and services. Decide on a “suggested donation.”
Talk about it—with everyone you meet. A good way to fine-tune your approach is to start with your family and friends. Then you’ll be ready to pitch your event to other people in your network like colleagues and suppliers. Make a list of businesses you patronize and contact them directly—you may be able to get a sponsorship. Keep in mind that you won’t get anything without asking—soliciting donations is essential!
Plan your pitch. Take the time to evaluate the person or organization you are going to be pitching to and tailor your approach accordingly. It would be a shame to ask for too little if the person could give more. The opposite is true as well: always make sure to ask for an appropriate amount.
Time your solicitation with people’s pay periods. Payday, or the day after, is often the best time to ask for a contribution.
Surround yourself with a winning team. Other people may well be in a position to help you with soliciting donations and other related jobs.
COMMUNICATIONS AND MEDIA RELATIONS
Use social media. Facebook, Twitter, and other social media platforms are free and powerful. Invite your Facebook friends and Twitter followers to be part of your activity. Social media are also a great space for sharing inspiring stories that explain why you have chose to support the Foundation. Be active, keep people in the loop, and encourage them to share the news with their own contacts.
Post a sign. Bulletin boards at the community center, grocery store, or library are great places to post a sign advertising your activity.
Send out a press release. Media outlets are always on the lookout for newsworthy stories, and your project may well fill the bill. Write or phone your local paper or radio station to see if they can help spread the word. You never know: They may even want to interview you, which just might bring people outside your network on board. When approaching the media, the important thing is to focus on what makes your activity special. What sets it apart from similar fundraising activities?
Advertise your event with your email signature. Add a sentence to your email signature and a link to your personal website.
Send out a solicitation email. Draft a standard email and send it to all your contacts, with a link to your personal page where they can donate online.
Frequently Asked Questions
How can I organize a benefit activity?
Start by simply filling out the registration form. Once your activity has been approved by the Foundation, a member of our team will be in touch to guide you through the steps involved.
Will the Foundation promote my benefit activity?
Yes. We can list your event it in the Activities section of our website. Upon request we will also add the name, date, place, and brief description to our activities calendar.
What if there’s another activity similar to mine?
You should check out the Activities section of the website to get an idea of the type of activities organized to benefit the Foundation. This will help you better plan your own activity.
Will the Foundation help me find sponsors for my benefit activity?
The Foundation can help you target businesses that are a good fit for your event. But it’s your responsibility to approach businesses and solicit sponsorships and donations once you have drawn up a list.
Can the Foundation partially or wholly fund my benefit activity?
No. Under no circumstances can the Foundation assume the costs of an activity or advance you funds.
Can I issue tax receipts for donations made through my activity?
Yes. To issue tax receipts you must supply a complete list of donors including full name, full address, payment method, and donation amount.
Can in-kind sponsors receive an income tax receipt?
No. In-kind sponsors receive visibility by being associated with your event; they are not eligible for an income tax receipt.
Will everyone who participates in my activity receive an income tax receipt?
It’s essential to get in touch with a member of the Foundation team to learn about eligibility for income tax receipts. If your activity qualifies for income tax receipts, you must provide a complete list of donors including full name, full address, payment method, and donation amount.
I have a lot of questions about income tax receipts.
Will the Foundation provide promotional material for my event?
Once your project has been approved, the Foundation can provide a range of promotional material such as banners, signs, and documentation about IUCPQ and the Foundation.
Can I use the Foundation’s donor list to invite people to be part of my event?
The Foundation’s donor list is confidential. We have a strict confidentiality policy that does not allow us to disclose names or share donors’ personal information.
Do I need a permit, license, or insurance to hold an event?
Some types of fundraising events require a permit from the Québec government’s Régie des alcools, des courses et des jeux. Go to www.racj.gouv.qc.ca for an application form. Once the form is completed, please send a copy to the Foundation for our records. Hyperlien
If you choose to hold your event in a public space, you may need a certificate of insurance. Contact the person responsible for events at your event venue.