Community Fundraising Kit. How you can make a difference

Transcription

1 Community Fundraising Kit How you can make a difference

2 Thank you for enquiring about fundraising for Guide Dogs Tasmania. We are excited that you have chosen to fundraise for Guide Dogs Tasmania. With the help of passionate people like you, together we can ensure that every person who needs a Guide Dog gets their life changing partner. This Community Fundraising Kit will help you register your own fundraising event or initiative. It contains everything you need to know to get started including guidelines, activity suggestions and information about your responsibilities as a fundraiser. If you have any further questions please contact our Community Fundraising and Public Relations Officer on or kristy.wright@guidedogstas.com.au

3 Inside your Community Fundraising Kit About Guide Dogs Tasmania Regular Giving and Sponsorship How your fundraising will help How to fundraise for Guide Dogs Tasmania How do I let people know about my event? How we can help Use of our name and logo Media and publicity Fundraising ideas Money matters Your responsibilites as a fundraiser Other ways you can help Forms for you to use Fundraising Registration Form Offer to Fundraise Fundraiser Results Summary Form Donor Record Form

4 About Guide Dogs Tasmania Guide Dogs Tasmania is the only organisation raising and training Guide Dogs in Tasmania. We have been providing Guide Dog mobility services to Tasmanians who are blind and vision impaired for over 60 years. Owned and operated by VisAbility, we work closely with individuals in assisting them to achieve their goals, and we are available to provide ongoing support as those goals change. We have offices in Hobart and Invermay and our Guide Dog Team travel throughout the state to provide mobility training and support to Guide Dog Handlers. Training Guide Dogs and providing support to the vision impaired members of our community requires money. Unfortunately, Government support doesn t go close to covering our costs. If you believe in what we do, and want to show your support, we would appreciate your donation, no matter how big or small.

5 Regular Giving and Sponsorship As well as holding fundraisers for Guide Dogs Tasmania, you can give a regular donation by becoming a Puppy Love Learner Member. From as little as $15 per month, you will be helping to fund the puppies breeding, veterinary care, feeding, Puppy Raising and ongoing assessment. And if you are part of a group or business, we can provide three different options for becoming part of our family of sponsors: Puppy Love Sponsorship Sole sponsorship of a Guide Dog Pup at $35,000, with naming rights Syndicate Sponsorship For a minimum of $5,000, be part of a group of people that will help a pup get into its harness Business Engagement Including in-kind support, workplace giving and staff volunteering With the assistance of our sponsors and partners we can make a positive difference to the community by developing skills, optimising choices and creating opportunities for Tasmanians who need Guide Dogs. Become a sponsor and change lives, including your own. For more information on becoming a Member or Sponsor visit: guidedogstas.com.au/puppy-love/puppy-loveoverview/

6 How your fundraising will help Every donation you make to Guide Dogs Tasmania is important, and goes a long way in helping us cover the costs associated with training a Guide Dog. Here is how your fundraising will help: $60 will help cover the cost of a crate and bedding for a new puppy $200 will help cover the cost of a set of Learner coats for the duration of one puppy s training $360 will enable the purchase of a leather harness for a Guide Dog $880 will cover the cost of a Placement Pack for a new puppy, including bedding and grooming equipment $1,500 will help provide veterinary care for one pup for one year $3,000 will purchase a new puppy from a special Guide Dog breeding centre And $35,000 will cover the full cost of breeding, raising and training a Guide Dog. Each dog takes up to two years to train, and the impact a Guide Dog will have on someone s life is priceless.

7 How to fundraise for Guide Dogs Tasmania Step 1 Decide what type of fundraising activity you would like to organise and determine what s required to host this activity. Step 2 If you choose not to use the Everyday Hero platform (see next page), complete and sign the Fundraising Registration and Offer to Fundraise forms included in this kit and post, or fax them back to us. Your form needs to be lodged with us at least two weeks prior to your activity commencing. Step 3 We will send you a Letter of Authority to confirm we ve received your details and have approved your activity, or explain why we cannot approve your activity. Quick Fundraising Tip #1 Make your event your own Explain to your supporters why you re trying to raise money, the specific uses the money can be put to and why you are personally moved to support your cause. If you have a story tell it! Step 4 Get ready to fundraise! Step 5 Within 14 days of finishing your event, send the funds you ve raised to Guide Dogs Tasmania, along with the Fundraiser Results Summary Form. Step 6 If any donors require a receipt, record their details on the Donor Record Form included in this kit and send this back to us with the funds raised. We ll post receipts to each individual. It is your responsibility to ensure that all figures reconcile. Step 7 We will acknowledge your fundraising efforts with a certificate of appreciation.

8 How do I let people know about my event? You can use posters, flyers, , websites, blogs, social networking, telephone, the media, publications and good old fashioned word of mouth to promote your event. If your friends, family, colleagues and other networks are social media and users, consider creating your own online fundraising page through a website like Everyday Hero. Online fundraising with Everyday Hero is fun, easy and effective. Within minutes, you can build your own personal fundraising page and send it out to all of your friends and family, asking them to support you, because it is important to you and your cause. An Everyday Hero fundraising page will allow you to accept donations online, so you don t have to worry about collecting money, handling cash or writing receipts; the proceeds come directly to us. You can also upload photos, write blog entries and keep track of your Everyday Hero total via the page s Hero Meter. Quick Fundraising Tip #2 Visit and search for Guide Dogs Tasmania. Don t be afraid to ask more than once People mean to donate, but sometimes it gets pushed to the bottom of the pile and they forget. It usually takes more than one round of asking to nudge everyone into action, so don t feel embarrassed about asking people again.

9 How we can help Once we have approved your fundraising, if you re not using Everyday Hero, we can provide some advice and assistance for your event. We can provide Guide Dogs material and resources such as stickers, bookmarks and Puppy Banks (small money boxes) to collect loose change in and assist with your fundraising Approval to use our logo on authorised material A Guide Dogs Tasmania representative and Ambassador Dog, subject to minimum amount raised* (contact us for more information on this) Tax receipts to donors if all their details are provided to us A Letter of Authority to show that your event has our approval and is genuine A thank you certificate once your fundraiser has finished Unfortunately, we cannot provide Funds or reimbursement for any expenses incurred Assistance in organising and/or marketing your event Staff or volunteers to help coordinate or run the event Contact lists for you to use in promoting your event (due to privacy legislation) Applications for permits, licences or insurances required (these are the responsibility of the organiser) Prizes, auctions or raffle items Insurance cover

10 Use of our name and logo The Guide Dogs Tasmania name and logo cannot be used in any way without express permission from Guide Dogs Tasmania. If you would like to use any branded items in your fundraising activity, please discuss this with us first to ensure they are within our branding guidelines. Please do not use variations of our name such as Guide Dogs Association or Guide Dogs for the Blind. When naming your event, please note that our name should not be used as part of the event name as this would indicate that the event is being hosted by Guide Dogs Tasmania. However, we encourage the use of our name to indicate that funds will support the organisation. The following are some examples of acceptable and unacceptable name use: Acceptable This event proudly supports Guide Dogs Tasmania Funds raised will go towards training Guide Dogs in Tasmania Not acceptable Guide Dogs Tasmania Fun Run Association for the Blind of Tasmania Market Day Guide Dogs for the Blind Morning Tea Your communications must also clearly state the amount or percentage of funds raised that will go to Guide Dogs Tasmania. Under no circumstances are organisers allowed to manufacture, sell or licence any goods bearing the name or logo of Guide Dogs Tasmania, otherwise known as unofficial merchandise.

11 Media and publicity We can provide you with more information on our organisation and what we do, and our website is a great starting point: guidedogstasmania.com.au We can also provide feedback on any media releases you wish to send out. Unfortunately, we can t liaise with the media on behalf of fundraisers. What to include when sending out anything to media: What your fundraiser is called When you are holding your fundraiser How much you aim to raise (Enough to buy a puppy?) Why you are fundraising for Guide Dogs Tasmania (Is there a special connection?) Quick Fundraising Tip #3 Don t set your target too low! You may be surprised by how deep your supporters will dig to help you get across the line to reach your goal. Raise as much as you possibly can for your chosen cause by trying to set an ambitious, but achievable, target.

12 Fundraising ideas There are plenty of fun ways to fundraise for Guide Dogs Tasmania. Here are just a few ideas to get you started: At work! Dress down day Forget the office wear and go casual for a day Foreign currency Collect and convert your colleagues foreign currency Go without your morning coffee Donate morning coffee expenses each day for a week Swear jar Have everyone put a gold coin in every time they swear Run a sweepstake On how many times your colleagues make coffee Be social! Barbecue Hold a fundraising barbecue for Guide Dogs Tasmania everyone loves a barbie! Karaoke evening Warm up those vocal chords and ask a local pub to host Host a themed party Maybe a Halloween ball or Dining in the Dark event? *see next page for more on Dining in the Dark Run a quiz Who will be the Einstein out of friends and colleagues? Move night Hold a cinema night with all your friends and family Compete! All day event Host an event like darts or bridge at your local pub Bake-off See you who make the best cake, biscuits or slice Race Egg and spoon, three-legged race anything goes! Other ideas Gumboot throwing, wheelbarrow racing, best joke the list is endless!

13 Dining in the Dark... Want to hold a breakfast, lunch or dinner with a difference? You can help to raise vital funds for Guide Dogs Tasmania and support Tasmanians living with vision impairment by hosting your own DINING IN THE DARK activity. Simply organise a breakfast, lunch or dinner with your collegues or mates and spend part of the meal blindfolded, with the lights out, or by candlelight. Ask your guests to donate what they would usually spend on a meal out to Guide Dogs Tasmania instead, and help light up the lives of Tasmanians living with blindess or vision impairement. Because no-one should be alone in the dark. Register now by calling

14 Money matters You must take all reasonable steps to ensure that your expenses do not exceed a fair and reasonable proportion of the gross proceeds obtained from the event. A guide is that expenses should not exceed 20% of the gross proceeds. It is your responsibility to ensure there is enough income to enable donors to receive receipts from Guide Dogs Tasmania. We take no responsibility for this if your expenses exceed donations received. Once your event or activity has been completed, fill in the Fundraiser Results Summary Form in this Kit and send it back to us with the money you raised within 14 days of your event/activity taking place. Do not send cash by post as there is a risk that it will not reach us - please send a cheque, call us or deliver personally to our Hobart or Launceston offices. Donor Receipts We can issue individual receipts for tax deductions for supporters of the event if that supporter makes a donation of $2 or more. If supporters would like receipts, please collect and record their information on the Donor Record Form included in this kit and let them know you are giving those details to us. If you are using Everyday Hero to fundraise online, receipts will automatically be provided to your supporters.

15 Your responsibilities as a fundraiser It is your responsibility as the organiser to ensure appropriate financial management of your fundraising event. Here are some guidelines to help you. If you are not using the Everyday Hero platform, the fundraising activity must only proceed once the Fundraising Activity Registration and Offer to Fundraise forms are submitted to and approved by Guide Dogs Tasmania and the organiser has received a Letter of Authority. The event will be conducted in the organiser s name, who will be solely responsible for managing the fundraiser in an appropriate and responsible way. The organiser must ensure that the activity is run in accordance with relevant Tasmanian charities legislation and must obtain any permits, authorities or licences needed. For example, permits are required by councils and shopping centres or events in their area/on their premises and State government permits are also required for the conduct of raffles or prize draws. The organiser is responsible for ensuring the safety of the event, including organising appropriate public liability insurance and providing first aid services if required. Organisers must request approval for the use of our name on any communications and cannot under any circumstances use our photos or logo without permission. The organiser holds all funds raised from the public on behalf of Guide Dogs Tasmania until the fundraiser is completed and needs to make sure that the funds are kept in a secure place and are sent to us within 14 days of the event taking place. The organiser must ensure that costs incurred in organising the fundraiser are fair and reasonable.

16 Your responsibilities as a fundraiser cont. Children under the age of 16 years of age must be accompanied by an adult when collecting donations. The organiser agrees to release Guide Dogs Tasmania to the fullest extent permissible under law for all claims and demands of any kind associated with the event, and indemnify Guide Dogs Tasmania for all liability or costs that may arise in respect to any damage, loss or injury occurring to any person in any way associated with the event caused by your breach of these responsibilities or your negligence. We reserve our right to terminate our support for the fundraising activity/event at any time if it appears that there is a likelihood of the organiser failing to meet any of the above responsibilities. Quick Fundraising Tip #4 Make sure you contact all your potential supporters In addition to close friends and family, don t forget to contact any other groups you may have connections with: former colleagues, old school and college friends, friends who have moved out of the area or overseas, members of sporting clubs you belong to, or committees you are part of.

17 Other ways you can help Fundraising is just one way you can help make a difference to the lives of Tasmanians who are vision impaired. There are many ways you can show additional support for Guide Dogs Tasmania, including: Making a donation, including online at guidedogstas.com.au/how-to-help-us/donate/ Joining our Puppy Love regular giving program: puppylove.com.au Making regular donations through Workplace Giving or payroll deduction Becoming a Puppy Raiser or Boarder Purchasing Guide Dogs merchandise from our office Hosting a Guide Dog Collection Box (Mini Dog) or Puppy Bank (money box) in your workplace or home Remembering us in your Will Becoming a Community Fundraising Volunteer and helping out at events or with our Collection Dog Program Guide Dogs Tasmania 164 Elizabeth St Hobart TAS 7000 PO Box 82 North Hobart TAS 7002 Tel: Fax: (03) admin@guidedogstas.com.au Website: guidedogstas.com.au

18 Fundraising Registration Form If you are not using the Everyday Hero platform, please complete this form and return a signed copy to Guide Dogs Tasmania, PO Box 82, North Hobart, TAS CONTACT DETAILS Name of Volunteer Fundraiser/Event Coordinator:.. Name of Community/Company/Group (if applicable):... Mailing Address:.. Suburb:..State: Postcode:. Contact Phone: Mobile: EVENT OR ACTIVITY DETAILS Name of Fundraiser Event/Activity:.. Description of Fundraising Activity:.. Date of Event/Time Frame of Activity:.. Fundraiser Venue: Venue Address:

19 Brief description of fundraising activity, including how funds will be raised: EVENT HISTORY Please supply us with any relevant background material (i.e. annual event, previous attendance etc)... Why did you choose Guide Dogs Tasmania as the beneficiary of your fundraiser? How did you hear about fundraising for Guide Dogs Tasmania?... What would you like included in your fundraising kit? Guide Dogs Tasmania stickers Guide Dogs Australia bookmarks A4 Poster Letter of Authority Puppy Banks (small money box) to assist with fundraising How many:

20 Offer to Fundraise I,...(Fundraiser s name) offer to hold my Fundraising Event (Event name) in accordance with those terms and conditions of the Guide Dogs Tasmania Guidelines attached. I understand my obligations with regards to sending the proceeds raised to Guide Dogs Tasmania within 14 days. I agree to conduct my event in a manner which upholds Guide Dogs Tasmania s integrity, professionalism and values. I agree to inform Guide Dogs Tasmania if the details of my Event deviate from those stated on this Offer Form. Signature Date: /../.. If you are under 18 years of age, please have your parent / guardian / teacher sign this form on your behalf. Name of nominated adult supervisor: Contact Phone:..Mobile: Disclaimer: Guide Dogs Tasmania reserves its rights to withdraw its approval for the fundraiser/event at any time if it appears that there is a likelihood of the Fundraiser failing to adhere to any of the terms and conditions. Please allow two weeks from sending this form to receive confirmation from Guide Dogs Tasmania.

21 Fundraiser Results Summary Form This form is to be completed once your fundraiser is completed and returned to Guide Dogs Tasmania within 14 days. Name of event:...date held: /./.. Full name of organiser... Mailing Address:...Suburb:.State: Postcode: Contact Phone: Mobile: ... Total (gross) income generated by the fundraiser: $...With deducting of expenses (as shown): $... Therefore, I have enclosed the total net proceeds of: $...Your signature:... Please check that the following items are submitted together with this form: Funds collected (but please do not send cash by mail). Please make payments to Guide Dogs Tasmania. Completed Donor Record Form (if receipts required). Expenses Incurred Date Supplier Paid Description of Purchase $ Amount

22 Donor Record Form For donors who would like a receipt, please fill out the below table and send back to Guide Dogs Tasmania with the funds raised. We will send receipts directly to these donors using the details provided below, so please ensure they are accurate, complete and legible. Please note: Tax deductible receipts cannot be issued if goods or services are received in return for a donation (including the purchase of auction items and raffle tickets, for example). Only donations of $2 or more are tax-deductible. Title Name Address Phone Donation amount