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Special Events
Coordinator’s
Manual - 2014
Section I: About GCWCC........................................................................................................................ 3
A Proud Tradition............................................................................................................ 3
Why Federal Employees and Retirees Value the Campaign........................................ 3
Keys to the GCWCC’s Success ......................................................................................... 4
Section II: Recipient Organizations ................................................................................................... 5
United Way Ottawa ......................................................................................................... 5
Centraide Outaouais ....................................................................................................... 6
HealthPartners ................................................................................................................ 7
Section III: Your Role as Special Events Coordinator ........................................................................ 8
What You Need to Know ................................................................................................ 8
Section IV: Planning a Special Event .................................................................................................. 9
Cost .................................................................................................................................. 9
Resources (Campaign Materials and Speakers) ........................................................... 9
What types of transactions generally do not qualify as gifts? ............................... 14
Tickets for Lotteries, Draws, Raffles and other Gaming Events .............................. 15
Auctions......................................................................................................................... 15
Golf Tournaments ......................................................................................................... 15
Section V: Fun Guide........................................................................................................................... 17
Intent - Raise Campaign AWARENESS/VISIBILITY..................................................... 17
Intent: Special Events that raise MONEY ................................................................... 22
More Special Event Ideas ............................................................................................. 24
Section VI: Educational/Awareness Tools ......................................................................................... 25
ANNEX A – Request for Incentives .................................................................................................... 27
All information about HealthPartners, Centraide Outaouais and
United Way Ottawa was provided by those respective organizations. Each is responsible
for the accuracy of its information.
2
Welcome
Welcome and thank you for joining us at the Government of Canada Workplace Charitable
Campaign (GCWCC)! Your role as a volunteer is absolutely vital to the success of this
campaign. The GCWCC team thanks you for your leadership and your participation. Be
assured that you have our solid backing every step of the way!
Section I: About GCWCC
As federal employees and retirees we are committed to serving our country and our
fellow Canadians. The Government of Canada Workplace Charitable Campaign (GCWCC) is
developed exclusively to help us make a difference in a very tangible way — and to
help to build strong, healthy, safe communities. Managed by United Ways across
Canada, this charitable giving campaign achieves this by supporting United Ways,
HealthPartners and other registered Canadian charities.
A Proud Tradition
From 1990 to 1996, United Way and HealthPartners participated in nearly 80 federal
campaigns across Canada. In 1997, the Treasury Board of Canada Secretariat expanded
the campaign so that donors could support any Canadian registered charity under a new
name, the Government of Canada Workplace Charitable Campaign.
In partnership with thousands of volunteers across the country, the national GCWCC
office, which is co-managed by United Way Ottawa and Centraide Outaouais, organizes
and promotes the government campaign nationally with the support of United Ways
across the country.
Since its inception, we have raised hundreds of millions of dollars through our annual
GCWCC — an impressive total that has made a difference in the lives of all Canadians.
Why Federal Employees and Retirees Value the Campaign
As one of the largest and most successful workplace fundraising campaigns in Canada,
the GCWCC has a direct impact on helping to improve the quality of life of people across
the country. For federal employees, this is its attraction — and its value. The GCWCC
offers us an opportunity, in one campaign; to touch the lives of others — by
supporting United Ways, HealthPartners or hundreds of other registered charities.
Beyond the direct impact of the GCWCC on improving people’s lives, we like the
efficiency and convenience of giving back in this way:
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1. It’s efficient: Through a centralized, streamlined administrative system, GCWCC
donations are processed very efficiently, which means that more of our gift goes
to where it is needed most. (For more information on fundraising and
administration costs, visit www.gcwcc-ccmtgc.org.)
2. Giving is easy: We can consolidate our annual charitable giving in one place.
We can also choose to give through payroll deduction — spreading our gift out
over the year and, therefore, minimizing campaign fundraising and
administrative costs. At the end of the year, the amount appears directly on our
T4 — no need to keep track of charitable receipts.
3. Donor choice: We can choose to support a wide range of social, health and
community agencies and organizations — large and small — that offer essential
services in our communities.
Keys to the GCWCC’s Success
As Canada’s largest annual workplace campaign, there are some common elements of
success from coast to coast. These include:
•
a tradition of generosity and community engagement among federal
employees and retirees;
•
100% face-to-face peer canvassing;
•
giving through payroll deduction;
•
support from all levels of management and unions;
•
effective recruitment and motivation of workplace volunteers;
•
•
support and guidance of campaign teams from United Ways GCWCC managers;
and
ongoing communication with donors, volunteers and managers.
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Section II: Recipient Organizations
United Way Ottawa
For more information on
United Way Ottawa,
visit: www.unitedwayottawa.ca
With your help, we are changing lives in Ottawa. Our mission is to bring people and
resources together to build a strong, healthy, safe community for all. Our vision is to
make the community measurably better through the work of United Way and others.
And our promise is to invest resources where they are needed most and will have the
greatest impact. These guide everything we.
While we are best known for our work raising and distributing funds to agencies that
help people in your community, we have evolved to be much more than that. Our
purpose is not only to improve people’s lives today, but also to create long-term,
measurable and meaningful social change in our community in the following areas:
1. Growing Up Great - Improve conditions for children and youth to
position them to reach their full potential
2. Belonging to Community - Improve opportunities vulnerable people
including seniors, immigrants and new Canadians, and people with
disabilities to contribute fully to their communities
3. Turning Lives Around - Improve conditions for the chronically homeless,
for youth facing addictions and for people and families dealing with
poverty, mental illness and violence
By focusing on a number of key community priorities, with strategies that include
investment, convening, research, and public policy and advocacy, we can achieve
measurable, meaningful change in this community. The agencies that work with us, and
whose work we support through investment, are critical to making change happen in
this city. Donors, other funders and social investors come to United Way as the bridge
between their own aspirations for change and the agencies and organizations that
make change happen.
Together we are improving the lives of people in Ottawa. CHANGE STARTS HERE.
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Centraide Outaouais
For more information about
Centraide Outaouais,
visit: http://www.centraide-outaouais.qc.ca
To invest in Centraide Outaouais is to invest in your community!
Centraide Outaouais’ mission is to mobilize people and draw resources together to improve the
quality of life of the most vulnerable persons in society and to help develop supportive,
inclusive communities. In light of its 67 years of experience and knowledge of community
needs, Centraide Outaouais’ role is being broadened to act as a community builder. In this
capacity, it identifies the most pressing needs, prevents issues from escalating and funds
innovative solutions.
A contribution to Centraide Outaouais is a direct contribution to better living conditions in your
community, whether it is in Gatineau or in the regional municipalities/districts of Pontiac, des Collines-de-l’Outaouais or Papineau. Centraide Outaouais serves a population of 358,872
people.
Thanks to rigorous control of expenditures, the numerous sponsors and the work of volunteers,
Centraide Outaouais ensures that administrative and campaign expenditures are maintained at
the lowest possible level.
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HealthPartners
For more information about
HealthPartners and its members,
visit: www.HealthPartners
HealthPartners.ca
HealthPartners: living proof of your donations at work
87% of Canadians — your family, your friends and your colleagues — will likely be affected by a
major illness or chronic disease such as cancer, heart disease, diabetes, Alzheimer's, Parkinson's, lung
disease, crohn's and muscular dystrophy. As our populat
population
ion ages, this statistic will increase. Under the
HealthPartners' umbrella, 16 of Canada's most respected health charities have been working together
since 1988. The funds raised by HealthPartners in workplaces across the country support life-saving
life
research
ch that is leading to better treatments and cures, and programs and services that are critical to
improving the lives of all of us who are touched personally or indirectly by major illness.
A donation to HealthPartners is an investment in people, in our ccommunities
ommunities and in our workplaces.
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Section III: Your Role as Special Events Coordinator
In conjunction with the Campaign Leader, the Special Events Coordinator is responsible
for planning and executing events. Generally, there are two types of events: those
which raise campaign awareness and visibility, and those which raise money to help
support important community initiatives.
A special event can last all day, a week, or just a couple of hours - the point is that you
are the project manager for the event and will need to plan and coordinate everything
from start to finish AND have fun doing it. The most important step in getting started to
plan an event for your campaign is to inform yourself. Speak with your Campaign Leader
and find out which events have worked best in the past within your organization and
ensure the timing meshes well with the overall plan. In addition be sure to speak with
your Treasurer to find out about licensing requirements and other financial requirements
(for example up-front fees or costs) that your event may have to abide by.
This guide is a great starting point to help you become knowledgeable about running
activities aimed at raising awareness and funds for the GCWCC.
What You Need to Know
Timing is everything!
In most workplaces, special events generate 8 to 10% of the overall money raised.
With that in mind, it is key that events be held after employees have been canvassed,
as participants should not perceive that their financial contribution to special events
replaces or lessens their personal pledge. Remember that special events should
complement your face-to-face solicitation campaign, not replace it.
The proof is in the pudding!
Events should be strategically chosen and should not be overdone to prevent donor
fatigue. When planning a special event, choose one that has already proven effective
in your workplace and see Section V for a list of special event ideas. One of the most
important goals of a successful event is employee involvement.
The saying “plan the work and work the plan” really applies to special events. Sound
logistics planning is absolutely essential to the success of an event. It is wise to have
a contingency plan and be prepared for every possible situation (e.g. what if it rains
and your event is outdoors!).
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Section IV: Planning a Special Event
Before you start, ask the following questions….
•
•
•
•
•
What do you want to accomplish? Raise campaign awareness/visibility?
Promote team building? Raise money? Show appreciation to employees.
Has your organization tried this event before? Was it successful? How much
money did it raise/cost? How many employees participated? Was senior
management involved?
How much time is needed to plan and execute? What are your resources? Do
you have a budget? Who will organize it? Will you have key speakers and
invitees? Who will write the speeches?
Do you need special approval (from within your organization), do you need
a license or a permit? What are the timelines involved to obtain this approval,
a license or permit?
Did you share your proposed calendar of events with your Treasurer,
Campaign Leader and GCWCC Manager, so it can be part of your organization’s
campaign plan? Remember your Treasurer is required to “approve” all events
prior to them taking place.
Cost
Special events can incur substantial costs. If the head of your organization approves,
you could approach outside organizations to donate/sponsor supplies, services or
prizes, (Example letter see ANNEX A).
Due to some organization’s internal policies, a request for incentives is not feasible. In
this case, look for internal organizational incentives, such as lunch with the head of
your organization, or the use of a coveted parking spot. Find what is special within
your organization that could be used as a prize? Creativity is key. As well, take a hard
look at the amount of money you can realistically expect to raise. Few things are as
disheartening as a well-intentioned special event that fails to meet its financial
objective.
Resources (Campaign Materials and Speakers)
United Way Ottawa, Centraide Outaouais and HealthPartners offer Guest Speakers and
Leadership Speakers in both official languages to give testimonials and share their
stories. For more information see Section VI: Educational/Awareness Tools.
You may also borrow GCWCC promotion material such as banners and flags to use at
your event.
For more information please speak to your GCWCC Manger or visit the GCWCC website at:
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http://gcwcc-ccmtgc.org/en/campaign-volunteers/campaign-tools/national-capitalregion
Licensing of Charitable Gaming
Charitable gaming refers to games of chance permitted by a license under the Criminal
Code (Canada). They typically include bingos, raffles, 50/50 draws, and other social
gaming events, such as a charity casino or raffle. A license must be obtained, for any
special event on the Ontario side of the National Capital Region, if all of the following
conditions are met:
- A prize can be won (money, goods, services, etc. - donated prizes are
included);
- An entrance fee must be paid to be entitled to a chance to win (e.g., a ticket);
- Incentive (early-bird) draws if restricted to donors only;
- There is an element of chance.
Notes:
1. Applications must be filed with the Alcohol and Gaming Commission of Ontario
(AGCO) office, at least 30 days before the start of the event.
2. The GCWCC office has been instructed by the provinces to refuse monies from
charitable gaming, if a license was not obtained for that event.
3. Your organization is responsible for the license (application and report).
4. Due to provincial legislation, charitable gaming is not allowed in the
province of Quebec.
The AGCO application form must be filled out in the name of your organization and
include approval from the City of Ottawa and a Letter of Agreement from United Way
Ottawa (as managers of the GCWCC). The application is then mailed to AGCO with the
required application fee and supporting documents.
It can take up to six weeks to receive your license. Therefore, if you anticipate
needing a license, please contact AGCO as soon as possible.
Overview to Obtaining a License
1 Applying for a license
A governmental organization may apply for license by:
determining what type of activity will be conducted;
obtaining the appropriate application forms from the province in which the
activity will be conducted and completing the form according to the
instructions;
obtaining the letter of approval from the City of Ottawa;
obtaining a letter of agreement from United Way Ottawa (please discuss with
your GCWCC Manager).
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Once the application is approved, the gaming authority will issue a license directly
to the applicant. United Way/Centraide is not authorized to distribute licenses.
2 Recording the event proceeds
Once you have conducted your activity in compliance with all rules and
regulations, it is required that all proceeds of the event be recorded on the
GCWCC Special Event Form. Check your licence conditions to see if the money
raised must be deposited separately from other special event proceeds. If there
are no special conditions submit the form and monies to your Treasurer.
3 Reporting the results
The gaming authority issues licenses for which an activity report is required no
later than 30 days after the completion of the event. Failure to submit a report in
the prescribed timeline may have an impact on your organization’s or agency’s
eligibility for subsequent license applications. In addition to the report, you will
need to provide the gaming authority with a copy of the deposit slip(s), which is
unique to every license. Consult with your Treasurer. Similar to the application
process, send a copy of the report and of the deposit slip(s) (if applicable) to your
GCWCC Manager. You should also keep a copy for you records.
11 Steps to Obtaining a Gaming License in the Province of Ontario:
1. Obtain a written permission from the City of Ottawa
Please send an e-mail to Bertillia Christian, with your event details.
Bertillia Christian
By-Law Service Assistant
City of Ottawa
By-law and Regulatory Services Branch
735 Industrial Avenue
Ottawa, ON K1G 5J1
tel.: 613-580-2424 ext. 44182
fax: 613-580-2818
email: [email protected]
www.city.ottawa.ca
She will promptly send you a written permission (City of Ottawa approval letter) and
you can then proceed.
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2. Obtain and complete the bingo/raffle form
To obtain the forms, please visit:
BINGO - http://www.agco.on.ca/forms/bi/6002_g.pdf
RAFFLE - http://www.agco.on.ca/forms/bi/6004_g.pdf
For assistance in completing the forms, call AGCO at: 1-800-522-2876
3. Sign the form
Two members of your organization must sign the application (United Way Ottawa GCWCC does not sign).
4. Prepare your certified cheque or money order
(Made out to: The Ministry of Finance) - No personal cheques will be accepted.
*Please contact the Gaming Registration Officer at 1-800-522-2876 if you require
assistance with calculation of license fees and minimum/maximum prize values for
the event.
5. Fax the following documents to your GCWCC Manager at: 613-228-6730
• the application form
• the City of Ottawa approval letter
Note: you may also email a PDF copy of the above documents to your GCWCC
Manager.
6. The GCWCC Manager will prepare a letter of agreement and will send it back to you
by fax or via email (PDF document).
7. Mail complete application, (all documents below)
• the application form,
• the City of Ottawa approval letter
• the certified cheque or money order
• United Way Ottawa letter of agreement
Important: please call 1-800-522-2876 and obtain a "contact name" before
you mail your documents.
Gaming Registration Officer
Alcohol and Gaming Commission of Ontario (AGCO)
90 Sheppard Ave. East, Suite 200, Toronto, Ontario M2N 0A4
*Applications should be sent approximately 30 days before the event (45 days for
new applications)
8. The province of Ontario will issue your license and send it directly to you.
9. For accounting purposes, dollars raised from the event must
deposited/accounted for separately from all other special events or fundraising.
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be
10. Prepare the Final Report
• A report must be filed within 30 days of the end of the event.
• To obtain reports:
Bingo- http://www.agco.on.ca/forms/bi/6348_g.pdf
Raffle - http://www.agco.on.ca/forms/bi/6347_g.pdf
For assistance in completing them, please contact the Gaming Registration Officer 1800-522-2876
•
•
•
The same two members of the organization/agency who have signed the request
must sign the report (United Way/Centraide Ottawa - GCWCC does not sign)
Deposit slips must be attached to the report
The report is mailed to your contact (see #7) at AGCO
11. Send a copy of the final report to your GCWCC Manager by fax at: 613-228-6730
Receipting Monetary Gifts and Gifts In-Kind
CRA guidelines state clearly that a gift is a voluntary transfer of property for which the
donor receives no benefits in return. In other words, an income-tax receipt cannot
be issued if the donor receives anything in return for a monetary gift or a gift in-kind.
The term “gift in-kind” usually refers to property other than cash and gifts of service.
Issuance of an official charitable tax receipt may not acknowledge contribution of
services, as a gift must involve property. Services, such as time, skills or efforts, are
not considered property and do not qualify for tax receipting.
The gift-in-kind request form must be used when someone provides an item to be used
for fundraising activities such as silent auctions. The completed form with proof of fair
market value must be submitted to GCWCC along with the monies raised. A charitable
tax receipt may be requested for monetary donations made through certain special
events (for example a walk/run event where someone “sponsors” a participant). The
completed Special Event Monetary Donation Tax Receipt request form with the donors’
complete home mailing address must be submitted to the GCWCC along with the money
donated. To ensure timely processing, the request form(s) must be included in the
Treasurer’s envelope with the corresponding special event form the item was used to
fundraise for. Please ensure you have a discussion with the Treasurer as they are
responsible for the submission of the necessary forms and money to the GCWCC.
In all cases where you have a request for either a Gift-in-kind or special event monetary
tax receipt request, contact your Treasurer before a commitment is made. Your
Treasurer will then contact their GCWCC manager as United Way Ottawa must approve all
”special event” tax receipt requests. United Way Ottawa must comply with all CRA
requirements for receipting and, when necessary, will consult with CRA representatives
to determine eligibility for income-tax receipts.
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** Do not promise tax receipts without gaining prior approval for the receipt from
your GCWCC Manager. Please note: Tax Receipts may not be issued for Gift-in-Kind
donations received for use as incentive prizes (for early-bird, blitz day or volunteer
appreciation draws)
Generally, a gift is made if ALL THREE OF THE CONDITIONS listed below are satisfied.
1.
A donor transfers some property - usually cash - to a registered charity;
2.
The transfer is voluntary (any legal obligation to make a donation would cause
the donation to lose its status as a gift); and
3.
The transfer is made without an expectation of return. With limited exception,
no benefit of any kind may be provided to the donor.
What types of transactions generally do not qualify as gifts?
Transactions that do not qualify as gifts include:
• a court ordered transfer of property to a qualified donee;
• the payment of a basic fee for admission to an event or program;
• the payment of membership fees that convey the right to attend events, receive
literature, receive services, or be eligible for entitlements of any material value
that exceed 80% of the value of the payment;
• a payment for a lottery ticket or other chance to win a prize;
• the purchase of goods or services from a charity;
• a donation for which the fair market value of the advantage or consideration
provided to the donor exceeds 80% of the value of the donation;
• a gift in kind for which the fair market value cannot be determined;
• donations provided in exchange for advertising/sponsorship;
• gifts of services (for example, donated time, labour);
• gifts of promises (for example, gift certificates donated by the issuer, hotel
accommodation);
• pledges;
• loans of property;
• use of a timeshare;
• items used as incententive prizes (deemed donation to organization and not
charity); and
• the lease of premises.
For additional information, consult the Canada Revenue Agency website link on
charitable giving: http://www.cra-arc.gc.ca/chrts-gvng/chrts/prtng/gfts/menueng.html
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Organizations and agencies are often in situations where the eligibility for a tax receipt
may be questionable. Here is a sample of some of CRA guidelines on specific
fundraising events and activities.
Tickets for Lotteries, Draws, Raffles and other Gaming Events
If an individual purchases a ticket for games of chance, such as a lottery, draw or raffle
to win a prize, a receipt cannot be issued because in return for the ticket price, the
individual receives an opportunity to win a prize. Simply, a payment for a lottery ticket
or other chance to win a prize is not a gift.
Auctions
All monetary gifts and some gifts in kind donated for a charity auction may be
receipted if their value can be determined. Note that the value of an item is not
determined by the price at which it was sold. Many exceptions apply. Please discuss
receipts with your GCWCC Manager prior to promising a receipt. Only gifts which meet
CRA guidelines will be considered for receipting.
Golf Tournaments
CRA has strict guidelines concerning tax receipts and charity golf tournaments. Prior to
undertaking such an activity, please review the CRA guidelines and be sure to consult
your GCWCC Manager.
Link to CRA guidelines: http://www.cra-arc.gc.ca/E/pub/tp/itnews-26/itnews-26-e.html
Important Notice
The information provided on licensing and income tax receipting is the most accurate
information available at this time. However, new provincial and Canada Revenue
Agency (CRA) guidelines may be issued after this document’s final edits, which may
affect issuing of licenses or receipts. All rules and regulations are subject to change
without prior notice and United Way Ottawa, as mangers of the GCWCC, are obliged to
comply in order to retain its charitable status.
Results to report to core team
The coordinator/organizer of a special event should prepare a report for their Campaign
Leader/Core Team following the event. This helps in the planning of special events for
the following year. The report should indicate the amount raised, what costs (if any)
were associated with running the event, the amount of effort required to plan and
execute the event, the number of volunteers required including the amount of time
required of them, the amount raised and other information including recommendations
with regards to repeating the event in future years. Below is a sample report:
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Name of Event:
Objective of Event:
Dollars raised (if applicable):
Cost (if applicable):
Net raised:
Actual volunteer resources:
Actual volunteer time required:
Actual number of participants:
General feedback/
advice for next year:
Completed by (name):
Date:
__
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Section V: Fun Guide
Intent - Raise Campaign AWARENESS/VISIBILITY
Barbecue: Sizzling Fundraising
Cost of running event:
Degree of difficulty:
This event raises:
License required:
High
High
Awareness & Money
No
Keys to success:
•
•
•
•
•
•
•
•
•
Advertise in advance what you will be serving at the barbecue.
Have your tickets on sale at least 1 week ahead of time so you will have an
idea of how much food is required.
Purchase meat at a reduced cost based on volume.
Visit a wholesale distributor to negotiate a donation of supplies (plastic
plates, utensils, etc.).
If you are feeding a large number of people, have at least four to five gas
barbecues.
Encourage Senior Management to participate as key guests/speakers/servers
Decorate, provide music/entertainment.
Provide the chefs with GCWCC aprons.
Make sure you have vegetarian menu items (i.e.: veggie burgers)
Bake Sale: Cooking Up Some Fun
Cost of running event:
Degree of difficulty:
This event raises:
License required:
Low
Low
Awareness & Money
No
Keys to success:
• Arrange for employees to donate baked goods
• Advertise in advance with posters, memos and bulletins
• Recruit volunteers to help set up, serve and clean up
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Silent Auction
Cost of running event:
Degree of difficulty:
This event raises:
License required:
Low
Medium/High
Money/High
No
Keys to success:
•
•
•
•
Solicit prizes early
Request items from staff – cottages, condos, paintings, skilled labor
Market event
Allow 3-5 days for momentum and closure of action
Elevator Toll: The Ups and Downs of Fun
Cost of running event:
Degree of difficulty:
This event raises:
License required:
Low
Low
Awareness & Money
No
Keys to success:
•
•
•
Get Senior Management approval to charge a toll for all those using the
organizational/agency elevator on a particular day
Ask an employee to collect a toll from every patron using the elevator
Give each toll payer a label to wear to avoid being charged on subsequent
elevator rides
Interorganizational Pentathlon: Friendly Competition
Cost of running event:
Degree of difficulty:
This event raises:
License required:
Low
Medium to High
Awareness
No
Keys to success:
• Schedule noon-hour events each day of the week (therefore, a pentathlon)
• Schedule fun events like: a paper airplane throwing contest, shooting
crumpled paper into wastebaskets, an obstacle race (an added twist is to
push Senior Management sitting in chairs/tricycles around a course of
pylons), a briefcase toss
• Encourage organizational/agency sectors to enter employees in each event
• Hold finals in the main lobby where employees can cheer on their co-workers
• Encourage interorganizational competition
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Amazing Race
Cost of running event:
Degree of difficulty:
This event raises:
License required:
Low
Medium
Awareness & Money
No
Keys to success:
•
•
•
Market event to entire staff
Find locations that increase awareness of GCWCC
Go to Mission, shelter, what $10.00/per pay can impact entire theme should
be impact based
Mini-putt: A Stroke of Genius
Cost of running event:
Degree of difficulty:
This event raises:
License required:
Medium
Medium
Awareness & Money
No
Keys to success:
• Advertise in advance for foursomes to enter (BYOP — Bring your own putter)
• Charge a flat fee per foursome. Solicit prizes from contacts/suppliers
• Develop a scorecard for participants
• Set up mini-putt golf course throughout hallways, offices, elevators, etc
• Be creative. Construct water traps with buckets, sand traps made out of
popcorn, etc
• Lowest score wins
Coffee Cart: Midnight Madness
Cost of running event:
Degree of difficulty:
This event raises:
License required:
Low
Low
Awareness
No
Keys to success:
• Arrange for volunteers to push a coffee and doughnut/goodies cart through
building during night shifts
• Distribute coffee and doughnuts/goodies along with GCWCC campaign
information to all shift employees
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Carnival of Fun: Flea Markets, Book Sales, Palm Readings
Cost of running event:
Degree of difficulty:
This event raises:
License required:
Low
Medium
Awareness & Money
No
Keys to success:
• Arrange for people to donate used articles (i.e., books, toys, etc.)
• Have volunteers available to sort, price and display wares. Include a fortune
teller/palm reader booth where Senior Management will read your fortune
Chili Lunch: Hot Fun
Cost of running event:
Degree of difficulty:
This event raises:
License required:
Medium
Medium
Awareness & Money
No
Keys to success:
• Ask staff members or a wholesale distributor for a donation of supplies or a
discount
• Advertise in advance with posters, memos and bulletins
• Sell tickets in advance to help make the luncheon run smoothly
• Prepare chili, rolls and salad in advance
• Set up early in the morning, simmering chili in slow cookers
• Approach Senior Management to do the serving
• Have a chili cook-off and invite employees to bring in a batch of their best!
Co-workers can judge the chili on taste, texture and fire value
Potluck and Cookbook: Gourmet Fun
Cost of running event:
Degree of difficulty:
This event raises:
License required:
Low
Low
Awareness & Money
No
Keys to success:
• Ask each staff member to contribute a dish for the potluck luncheon
• Encourage them to bring in the recipes for their dishes
• Organize the recipes later to create a staff cookbook
• Sell the cookbooks later to raise money for your campaign
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Hunger Awareness Event: Educational
Cost of running event:
Degree of difficulty:
This event raises:
License required
Medium
Medium
Awareness & Money
No
Keys to success:
• Hold the event during lunch time when people will be hungry
• Ask each participant to pay five or ten dollars as the entry fee ticket price
• Participants each pay the same amount, but do not know if they will receive
the “wealthy” lunch (i.e.- many & various food items), the “normal” lunch
(i.e.- moderate amount of food items), or the “impoverished” lunch (i.e.very little food at all)
• Participants get to experience the daily meals for three very different socioeconomic classes
• The aim is to raise awareness about hunger in the community
Homelessness Awareness Event
Cost of running event:
Degree of difficulty:
This event raises:
License required
Low
Medium
Awareness & Money
No
Keys to success:
• Prior to the event, have volunteers collect change to support their stay as a
homeless person for a day
• Have volunteers collect cardboard boxes and create makeshift homes to put
in the lobby of the building
• Volunteers take shifts sitting in boxes as employees walk by and take notice
• The result is to show that homelessness does exist in our community,
whether you see it or not
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Intent: Special Events that raise MONEY
Loonie / Toonie Race
Cost of running event:
Degree of difficulty:
This event raises:
License required:
Low
Low
Money & Awareness
No
Keys to success:
•
•
•
•
Stick a strip of double-sided tape on the floor or on a table along a
designated route
Collect coins a few weeks before the event
Ensure volunteers are available to encourage participation
Encourage passers-by to give loonies or toonies
50/50 Draw
Cost of running event:
Degree of difficulty:
This event raises:
License required:
Low
Low
Money & Awareness
Yes
Keys to success:
•
•
•
•
Verify with your GCWCC Manager regarding licensing obligations (Charitable
Gaming is illegal in the province of Québec)
Designate volunteers to promote and collect monies for the event
Ensure that all employees have an opportunity to participate
Tickets or coupons are utilized to identify the winners
Auction: Bidding Wars
Cost of running event:
Degree of difficulty:
This event raises:
License required:
Low
Low
Money & Awareness
No
Keys to success:
•
•
•
•
Reserve a room for the auction
Ask each employee to donate one item of interest to be auctioned off
Ask Senior Management in your organization/agency to be guest/celebrity
auctioneers
Advertise the auction in advance, and perhaps even combine it with a
potluck lunch
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Bingo:
Cost of running event:
Degree of difficulty:
This event raises:
License required:
Medium
Medium - High
Money & Awareness
Yes
Keys to success:
•
•
•
•
•
Verify with your GCWCC Manager regarding licensing obligations (Charitable
Gaming is illegal in the province of Québec)
Negotiate with contacts/suppliers for donation of prizes
Reserve and set up bingo location early
Have Senior Management call out numbers
Illegal in the province of Québec
The “Idol” contest: Talent Show
Cost of running event:
Degree of difficulty:
This event raises:
License Required:
Medium
High
Money & Awareness
No
Keys to Success:
Why?
•
•
•
•
Creates awareness of the GCWCC Campaign
Popular, high energy and entertaining event
Generates a positive work atmosphere
Increases dollars raised for GCWCC
•
•
Schedule event later in the campaign, after canvassing is complete
Find a location conducive to music stage set-up; high traffic open space
area, which provides good visibility for audience; can be night club type
venue
Advertise for musical talent, performing individuals or groups
Screen test all acts to ensure quality and content
Recruit judges and emcee for main event
Get donated prizes for winning acts
Signal the day with GCWCC balloons at all entrances
Set agenda to finalize timing
Include opening remarks by Senior Management on the importance of GCWCC
support, impact to community and campaign update
Publicize main event with names of participating acts
Decorate the location with posters, balloons, other
Plan for food and/or refreshments
How?
•
•
•
•
•
•
•
•
•
•
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•
•
Benefits
•
•
•
•
Decide on voting system (judges’ decision, audience, ballots, other)
Set-up information table on GCWCC
Allows everyone to have fun in support of GCWCC
Allows everyone to learn a little more about impact to community
Generates organizational pride and good morale by demonstrating musical
talent
Good team building for managers and employees
More Special Event Ideas
•
•
•
•
•
•
•
•
•
•
•
•
Dunk your Deputy
GCWCC inter-organizational Hockey Tournament
Golf Tournament
Frisbee Tournament
Soccer Tournament
Door decorating contest
Paperclip sculptures contest
Walk-a-thon
Shoe shine by Senior Management
Jail and bail Senior Management
Coloring contest for employees’ children ($1 or $2 per entry)
Mini-Olympics (three-legged race, briefcase toss)
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Section VI: Educational/Awareness Tools
In addition to the ideas listed in the previous pages, resources are available from the
GCWCC office to support educational events: HealthPartners@work, Speakers Bureau,
and GCWCC videos. These events are designed to educate donors and raise awareness in
your workplace.
HealthPartners@Work
The HealthPartners@Work program, formerly HEALTH CHECK, has been redesigned to
capture the attention of employees in the workplace and give them an intimate and
interactive opportunity to learn about living with chronic disease. The program
demonstrates through active involvement what people living with chronic disease
experience every day and aims to increase the understanding of what life is like for
those affected Canadians and their families.
The program is an introduction to HealthPartners, 16 of Canada’s most trusted national
health charities, and the chronic diseases they represent that will most likely affect
87% of Canadians.
During the Government of Canada Workplace Charitable Campaign (GCWCC),
HealthPartners@Work is offered free of charge to Government of Canada employees at
their workplace and are available to organizations upon request.
To book HealthPartners@Work, please contact Jolene Maxwell either by email
([email protected]) or phone (613-562-1471).
Speakers’ Bureau
The GCWCC Speakers’ Bureau is made up of volunteers, staff and beneficiaries of
Centraide Outaouais, HealthPartners and United Way. Speakers tell their compelling
stories of how a program or service funded through the GCWCC, has changed their lives
or the lives of people they know. They speak from the heart and their messages will
motivate and inspire your colleagues to continue to support the campaign. Speakers
are available for both French and English or bilingual audiences. Consult your
Campaign Leader to gain information on any potential speakers you may have from
within your organization, or book a trained GCWCC speaker by logging on to:
http://www.gcwcc-ccmtgc.org/en/running_a_campaign/campaign_toolbox.php
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Seeing is Believing Tours
Seeing is Believing (SIB) tours are great opportunities to visit the agencies and
organizations that receive funding from Centraide Outaouais, United Way Ottawa and
HealthPartners. Here you can actually see for yourself how your donations are helping
people in our community. The GCWCC hosts several SIBs prior to the start of the
campaign. The response for these tours is tremendous; therefore we strongly encourage
you and any of the campaign team members in your organization to register for the SIB
tours. Space is limited so register as early as possible, once you have received your
invitation.
Organizations may also host their own SIB tour. Your GCWCC Manager will make the site
arrangements. Organizations are only responsible for arranging (and paying for) the bus
and the inviting of their employees.
Community Action Days
Another valuable experience for campaign volunteers or organizational staff is to participate
in the Community Action Days (CAD). CAD brings people together to volunteer with a
specific agency or community project to provide a helping hand for up to one day. This can
be a great team-building event for campaign teams or workplace employees; together you
can make a difference in your community.
We highly recommend this activity and invite you to register early, please consult the
events list on the UWO website, or through your GCWCC Manager.
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ANNEX A – Request for Incentives
Sample Letter: Request for Incentives
Dear_________________:
The Government of Canada Workplace Charitable Campaign (GCWCC) of the National
Capital Region conducts an annual fundraising campaign among federal employees of
more than 100 organizations/agencies and federal retirees, on behalf of three partners:
United Way/Centraide Ottawa, Centraide Outaouais and HealthPartners/Partenairesanté
The GCWCC is a model of generosity and compassion for those in the community in need of
care and support.
In conjunction with this year’s campaign, [Organization/Agency Name], is planning
[Name Event] to be held on [Date]. Such events go a long way toward ensuring our goals,
and thus those of the GCWCC are met. Last year, our [organization/agency] raised more
than [dollars] on special events.
For this year’s [Name Event], I am soliciting prizes which will be awarded during the
event. The sponsor, of course, will receive full acknowledgement and visibility in our
campaign.
Your support for this very worthwhile cause would be greatly appreciated. Further
information may be obtained by contacting the undersigned at [Telephone/Fax numbers].
Sincerely,
Special Events Coordinator
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