Tài liệu Live Red in support of the Heart and Stroke Foundation of Manitoba pdf

Table of ContentsAppendices A Live Red Event Registration form B Live Red CRMP Proposal Registration form C Live Red Resources Request Form D Live Red Event Budget Template E Media Relea

Live Red

in support of the Heart and Stroke Foundation of Manitoba

Table of Contents

Appendices

(A) Live Red Event Registration form

(B) Live Red CRMP Proposal Registration form

(C) Live Red Resources Request Form

(D) Live Red Event Budget Template

(E) Media Release Template

(F) Live Red Donation Tracking Sheet

(G) Live Red Event Wrap-Up Form

What is

Live Red?

Together, heart disease and stroke is the leading cause of death in Manitoba

You can help change this We invite you to join other leaders across the province

to make a difference in the lives of thousands of Manitobans affected by heart

disease and stroke Assist us in raising awareness and funds by hosting your own

Live Red fundraiser in support of the Heart and Stroke Foundation of Manitoba

(HSFM)

Overview

Live Red fundraisers are activities organized and hosted by members of the

community to raise funds and awareness in support of HSFM

Live Red activities incorporate fundraising, volunteer support and the promotion

of healthy living, which are pillars of HSFM As a Live Red organizer, you

exemplify both the Foundation’s need for volunteers to give their time and

donors to give monetary support

Why Live Red?

Live Red is a fun and exciting way to support HSFM There are many excellent

reasons to host a Live Red event: to have fun, to celebrate, to honour a loved

one, to promote health, or to make a difference in your community

Who can hold a Live Red fundraising activity?

Any individual, group, company or organization that would like to support the

fight against heart disease and stroke can register to hold a Live Red fundraising

activity Live Red activities will be evaluated on a case-by-case basis

Purpose of this toolkit

We’ve made it easy for you to host your own Live Red fundraiser This toolkit

is full of information and ideas to help make your fundraiser a success From

event or promotional ideas, to planning worksheets, HSFM guidelines and

inspirational stories – it’s all here! The material found in this booklet is also

available to download from the Foundation website at www.livered.mb.ca

Why HSFM needs your support

HSFM is a volunteer-based health charity, which leads in eliminating heart

disease and stroke and reducing their impact through the advancement of

research and its application, the promotion of healthy living and advocacy

Since HSFM’s inception in 1957, we have:

Y disbursed over $50 million locally to research, resulting in earlier diagnosis,

improved prevention programs and breakthroughs in treatment and recovery;

Y been recognized as a major authority on heart disease and stroke; and

Y cut the number of premature deaths from heart disease and stroke by 70%

Your guide to fundraising

success

“My father died from congestive heart failure and for this very personal reason, I am more than happy to support the Foundation, which benefits our community in so many ways HSFM is committed

to assisting third parties like mine

to succeed in their events I am very grateful for the moral support they have given me.”

-Rick St Croix, Owner

A Real Tradition Christmas Tree Lot

through Foundation-supported programs and services

Despite our progress, heart disease and stroke remains the number one cause

Y 90% of funds raised in Manitoba stay in Manitoba

Y 73% of money raised goes directly to the promotion of health, advocacy and research

Y 22% is reinvested into fundraising

Y 5% is used for administrationGet involved now! Contact HSFM today to start planning your Live Red fundraiser No matter how big or small, your efforts will make a lasting difference

in the lives of Manitobans

We hope you enjoy your Live Red experience Your help will enable us to continue to do what we do

Fundraising opportunities are as

limitless as your imagination You

• Heart healthy bbq / bake sale

• Heart healthy cook-off

• Heart healthy recipe book sale

• Point of purchase sale

• Wear Red Day

• Wine, cheese or food tastingRemember, the success of your fundraiser could very well make

a difference to someone close to you

more ideas

Getting Started

Planning a Live Red fundraising event can be fun and easy With the right

preparation and foresight, you are sure to reach your fundraising goals and have

a great time doing it!

Y Workplace Event is held by a place of business and may be targeted to

employees, customers or both An employee driven event is often organized

and managed by staff, e.g., casual days and office luncheons Events open to

the public or corporate stakeholders are often larger in scope and are more

likely to involve upper management Corporations may also organize Cause

Related Marketing Promotions (CMRP) These are point-of-sale promotions

during a specific timeframe, when a portion of sales from a product or service

goes to support HSFM For more information on CRMPs, refer to page 30

Y Community Event is a fundraising event that is open to the general public

and is organized by individuals or community groups

This manual provides a basic outline from which to start It also provides

supplementary information specific to corporate or community events in the

subsequent two sections If you need further information or guidance, please

contact the HSFM Live Red Manager

Organize a committee

Recruit enthusiastic, dedicated volunteers with a variety of skills to share the

responsibilities and to help you organize a successful event The type of event

you choose should fit the size, interest, talents and goals of your planning team

Choose your event

Talk to your committee, friends, family, networks and colleagues to find an idea

for an event that really excites you Keep your audience in mind when making

your decision Try to find an event that hasn’t been overdone and offers a good

opportunity for others to get involved The more creative you are, the more

likely people will attend and help you raise money and awareness for heart

disease and stroke

Think of a fun, creative name people will remember and the name will sell your

vision to potential supporters

Register your Live Red event with us

Once you have decided on the details, it is important to review the Foundation’s

Live Red Event Guidelines These guidelines help to ensure your Live Red

fundraiser fits with our Foundation’s policies, mission and goals Next, fill out a

Live Red Registration Form (Appendix A) and submit it to the Live Red Manager

at least one month prior to the event

To request Live Red resources and/or promotional support, submit a Live Red

Resources Request Form (Appendix C) along with your event proposal

Questions to ask yourself before choosing your Live Red event

Y What is my level of commitment?

Y Who is my desired audience?

Y What resources are available?

Y What type of event addresses the three questions above and fits with my interest, talents, schedule and goals?

Ways we can provide support for

your Live Red fundraiser include:

• Event planning advice and

expertise

• HSFM representative for cheque

acceptance or attendance at an

event whenever feasible

• Letter of support to be used to

validate the authenticity of your

Live Red fundraiser

• Use of our name and/or logo

• Use of promotional materials,

such as HSFM posters, banners,

stickers, donation boxes, and

heart-shaped balloons (when

available)

• Small prize giveaways (if

available)

• Health education resources;

• Nutrition, health, and physical

activity expertise provided

by the Foundation’s Health

Promotion staff in certain

in making further contributions to support HSFM For security and tracking,

we recommend donors make their donations by cheque, made payable to the Heart and Stroke Foundation of Manitoba All cheques should be submitted to you in order for you to track and submit to the Foundation

Set goals and budgetHow much money do you reasonably expect to raise? Consider your audience when selecting your participation fees, product prices and goals Be sure to communicate your goals to all those involved Use the Live Red Event Budget Template (Appendix D) to help you identify all potential income and expenses Choose a date

Choose the date and time very carefully Be mindful of any other fundraising event going on that may be competition for your event When you set your date, make sure you have sufficient time to plan and to get the word out

Find a time of year that works best for your event and stick with it Every year planning will get a little easier and participants can plan for it even earlier.Create a “to do” list

Develop a list of everything that needs to be done before your event Assign a volunteer and completion date to each task Try working back from the date of the fundraiser to get a better idea of timing If time is tight, change your date.Schedule the event

Book the location well in advance to guarantee availability Choose a location that is easily accessible to all and has sufficient capacity, space and parking Pick

a location where the event can grow if you’re planning for this to become an annual activity

Permits, insurance & safetyCheck well in advance of the event to see if there are any special permits, contracts, licenses and/or insurance required For example, you may need to obtain a liquor license, liability insurance and/or a venue rental contract For information on obtaining a liquor license, refer to the Manitoba Liquor Control Commission website at www.mlcc.mb.ca HSFM is not responsible for securing permits or insurance

ThemeAdding a theme to your event can make it more fun for both Live Red planners and participants Try to carry the theme through from promotion and printed materials to prize giveaways and decorations Great themes include: holidays (Valentine’s Day, Halloween), Era (50’s, 60’s or 70’s), Western, Hawaiian Luau or Mexican Fiesta

Great ways to raise money

Create buzz for your Live Red event to ensure its success Effective marketing

will ensure people know about your event, get excited about it and support it!

Once your event has been approved, the Foundation can post your event

on the Foundation website and in our Hearts and Minds newsletter We also

developed a HSFM Fact Sheet that may help inspire support Post the HSFM

Fact Sheet in a common area, attach it to event invitations, or quote some of the

information when soliciting support Ask the Live Red Manager for a copy

• Define your goal and audience

What do you hope to accomplish through your marketing and publicity?

Who are you trying to reach with your marketing? How can you best reach

and attract this audience?

• Choose marketing vehicles

There are a variety of marketing vehicles available to you, depending on your

audience, resources and time Posters, flyers, letters, invitations, faxes, phone

calls, displays, word of mouth, Internet, email, advertising, media releases,

and media event listings all help spread the word and create momentum

• Posters and Flyers

You can develop your poster or customize one of our two Live Red poster

templates Complete a Live Red Resources Request Form to make your

order Posters should be posted at least two or three weeks before the event

• Internet/Website

The Internet is an excellent way of distributing your advertisement Post a

copy of your flyer or event poster on your website or company intranet if

you have one Also consider posting your event on social networks like www

facebook.com and www.myspace.com, if appropriate

• Email

Email can be an effective advertising tool if done correctly Do not send ads

to people who haven’t actually given their address to you If you want to

spread the message, ask others to send the information to their contact lists

Remember to BCC your email invites to protect their privacy Recommend

people forward emails only to those whom they believe would be interested

in attending

• Media Publicity

Think about what type(s) of media are right for your target audience Contact

local media such as newspapers, television and radio, as they are often

willing to announce special fundraising events free of charge Ask the Live

Red Manager for a current media contact list

• Public Service Announcements (PSAs)

Newspapers will often run a calendar of community events They require a

sentence or two about the event, including the event name, description, date,

Posters and flyers could include:

• logos of sponsors

• your logo if you have one

• an eye-catching visual to attract attention to it

• an email and phone number

• door prizes

• theme

Consider planning your event for

one of these HSFM recognized

dates

• February: Heart Month

• March: Nutrition Month

• World Health Day (in April)

• May: Physical Activity Month

• World Hypertension Day (in

May)

• June: Stroke Month

• World Heart Day (in September)

• November: CPR Month

• National Philanthropy Day (in

November)

When booking a venue, inform

the owner or manager that your

event is a fundraiser for charity

and, in some instances, they may

reduce or even eliminate rental

fees HSFM can provide a letter of

support to authenticate your event

time, location, contact information, and the benefiting charity The deadline for daily newspapers is usually one week before the print date and two weeks for weekly papers

Radio and television stations will often air community announcements Send event information to stations approximately four to six weeks prior to the event date

Give media your contact information so they can reach you with any questions

• Online Community CalendarsMany local television stations have online calendars and anyone is welcome to post event information on their website Visit each website of interest to learn more

• Media Releases

If you are doing something really unique or creative, you may be able to attract media attention Sending a media release is the best way to introduce your event to the media The media release should include contact and event information Keep in mind the key to getting coverage is uniqueness and a personal touch Refer to the Media Release Template (Appendix E) to help you get started

• Media Kit

A media kit is a package of more detailed information about your Live Red event The kit can include: a one-page media release, a poster or flyer, an invitation to the event, background information such as the history of the event, and story ideas to help them see how they could cover your event Place information neatly in a folder with a cover page detailing the contents of the folder and your contact information

• Send stories and pictures of the event to the media that they might be interested in using If you are planning an annual event, all of this publicity can help make the community more aware when next year’s event rolls around Publicity after the event may also bring in additional participation and support

Any communications produced by Live Red fundraisers must:

Y specify what percentage or amount of funds will go to HSFM; and

Y clearly show the Foundation is the charity of choice/recipient of support and not the organizing party

Any use of the Foundation’s name in print or in the media must be approved by the Foundation

pre-Financial management

We suggest one or two committee members are assigned the task of managing funds Your “Financial Managers” should keep records and develop procedures for managing all financial transactions related to your event.They should also set procedures for cash handling and storage on event day, i.e safe or cash box If cash transactions are expected, a sufficient cash float should be prepared Use

the Live Red Donation Tracking Sheet to track donors and their contributions.

Prize giveaways

Prize giveaways can serve as great incentives for participation Choose prizes

that appeal to everyone, such as gift certificates or tickets to a concert or

sporting event If you are in need of a few small prize giveaways for your event,

we may be able to provide them to you

Food

The HSFM website has many delicious heart healthy recipes appropriate for a

variety of Live Red events There is also a ‘HeartSmart Guide for Special Events,’

which is available on the HSFM website Should you have any further nutritional

questions, please contact one of the Foundation’s Nutrition Managers at (204)

949-2000

Create an event timeline and checklist

Draft an itinerary for the event and ensure all organizers have a copy Make a list

of assigned duties so all volunteers understand their roles Remember to bring

your Live Red resources It is always better to be over prepared

Photography

Take pictures, collect funds and most importantly have fun!

Helpful tips for securing sponsorship

Securing sponsorship for your Live Red event is one of the ways you can reduce

your event expenses and increase your contribution to HSFM

Before contacting potential sponsors, here are things you should consider:

participants are expected at your Live Red event? This will help you determine

the scope of your event and the reach your sponsors will receive

• What companies do you want to approach? Do your friends, family,

neighbours or co-workers have any contacts with companies you are trying to

solicit for sponsorship? Is there a company that “fits” well with your event?

• Local businesses may be hesitant to give cash to a new event, but may support

it with in-kind gifts Once the event has a proven track record, businesses may

be more inclined to give cash

Sponsorship Packages

Develop a personalized sponsorship request letter for each potential sponsor

State exactly the kind of support you are requesting, i.e., a particular product or

Tips for the perfect picture:

Y The best photos usually feature small groups, including the key people involved

Y Take pictures that capture the theme of your event For instance, if it is a sporting event like a golf tournament, take action pictures of participants

on the putting green

Y Take as many pictures as you can outside When inside, remember to use the flash and avoid taking pictures in front of

a window

Y Take original photos that reflect the mood of your event Something original will more likely get noticed by the media and will make for better publicity for your event

Every payday, staff are asked to

contribute a dollar or more to the

fund in exchange for being able to

participate in casual dress Friday.

We also hold events throughout

the year to add to the fundraising

total At the end of the year we

donate the raised money to 12

selected organizations We chose

to give to the Heart and Stroke

Foundation because heart health is

something that affects everyone in

our organization, and we recognize

the important contribution the

Foundation makes to the health of

all Manitobans.”

-Wendy Hegg,

Chair, Casual for a Cause Committee

Manitoba Blue Cross

a specified dollar amount You should also state its purpose, for example a silent auction item or prize give-away Include event details, such as the date, location and time The HSFM Fact Sheet may serve as a helpful resource for creating your sponsorship letters Ensure your letter states who you are and the event is

in support of, not hosted by, HSFM Clearly state the recognition available to sponsors such as name or logo recognition on event signage, recognition in a program, website, etc Provide both your email and phone number so they can easily contact you We also recommend that you state a sponsorship deadline

so businesses will not put your request aside and forget about it

Follow-up

A follow-up phone call is just as important as the sponsorship letter Wait a week after sending your letters before making follow-up phone calls Again, when talking with sponsors it is important that you inform them that you are not soliciting on behalf of HSFM, but rather you are raising funds to support the Foundation You should also clearly communicate to potential sponsors how their gift will be recognized

Do not promise charitable tax receipts Sponsorship gifts are not eligible for charitable tax receipts Sponsors receive a material benefit, such as promotion

or advertising in return for their contribution and are not eligible to receive a charitable tax receipt They may be able to claim their contribution as a business expense for tax purposes

TrackingTrack all companies, organizations and individuals that sponsored your Live Red event Keep records of the contact person and sponsorship received This information is needed for sponsorship recognition and for drafting thank you letters post event

Thank your supportersRemember to thank all sponsors with a personalized letter Do this within a few weeks of the event Provide details on how successful the event was and how their support contributed to its success It is always a nice touch to add photos

of the event in an email or in your thank you letters Sponsorship thank you letters are important in helping secure their continued support for future Live Red events

Submitting funds

We ask that all funds and paperwork be collected and submitted to HSFM within 30 days of your event Please submit a Live Red Event Wrap-Up Form (Appendix G) along with your contribution

I If tax receipts are not required Simply submit your Live Red contribution to the Foundation If sending one cheque to cover all non-receiptable donations, be aware that the person whose name is on the cheque is the only person who will receive the acknowledgement letter

On event day, consider bringing:

• a credit card processor

if accepting credit card transactions

• tables and chairs for registration

• camera

• directional signs

• First Aid kit

• guest handouts and name tags

• health education brochures

• donor pledge forms

• donation tracking sheet

• collection box

ii If requesting tax receipts

HSFM, like all other charities, must follow all Canada Customs and Revenue

(CRA) tax receipt guidelines Refer to the Charitable Tax Receipt Guidelines

and the CRA website – www.cra-arc.gc.ca for more information on the

eligibility of receipts CRA rules are complicated so please direct your

questions to HSFM or a CRA representative

We ask that you submit the full names and addresses of all donors requesting

receipts (Appendix F)

Say thank you

It is important to properly recognize and most importantly thank your

supporters While in the planning stage keep track of your supporters, i.e.,

participants, sponsors and volunteers, so no one is missed Thank them with

a letter, phone call and/or at the event Communicate how much was raised

and what their support means to you All receipt recipients will also receive a

personalized thank you letter from the HSFM Live Red Manager

Evaluate your event

Take time to evaluate soon after the event while the details are still fresh in your

mind Evaluation is a proactive approach to improving your event year after year

You may want to consider distributing a questionnaire at a volunteer windup

meeting

Contact HSFM

We would love to hear how things went and to see pictures of your event If you

would like us to post pictures on the Foundation website, please send them

electronically to the Live Red Manager

Celebrate your success

Take pride in all your hard work and community commitment

Thank you for your interest in HSFM and for your commitment to a heart healthy

future Manitobans like you make it possible for the Foundation to support

• Event Signage

• Names/Logos on promotional or print material

• sponsor product samples

“On the last Friday of every month

workplace employees from different

businesses throughout the community

pay two dollars to wear jeans for the

day I think it’s a win-win situation

My niece just had surgery yesterday

She was suffering from Tachycardia,

a condition where blood doesn’t flow

correctly through the arteries She

had been waiting for years for her

surgery, and thanks to funding they

were finally able to open a facility in

Manitoba that could do that I think

it’s important to do what we can to

help out.”

-Karen Creasy, Jeans Day Organizer

Brandon Sun

Evaluating your event

• Did the event meet goals and

objectives? Why or why not?

• What would you do differently

next time?

• What items were overlooked on

the checklist?

• Was the event well attended?

• How could the event be

improved?

Events may be coordinated at any time throughout the year and often develop into annual events Organizers strive to create a mutually beneficial relationship that helps to improve the health of Manitobans In return, the Foundation is able

to offer various services and resources to support fundraising efforts

Registration HSFM is extremely grateful to those who wish to organize Live Red fundraising events in support of its health programs and research After you have read and agreed to these guidelines, we ask you to submit a Live Red Event Registration Form (Appendix A) at least one month prior to your event.The registration process allows us to be aware of your plans so we know how best to assist you.General

• HSFM reserves the right to refuse support of Live Red fundraising events that conflict with its mission or that it believes will negatively affect the reputation

of the Foundation

• HSFM reserves the right to benefit from similar third party fundraising events

• HSFM will not assume financial or managerial responsibility of a Live Red event

• When soliciting for cash or gifts, a third party must not state or imply representation of the Foundation It should be made clear that they are an outside party helping to raise funds in support of the Foundation

• Live Red events cannot fundraise by canvassing door-to-door

• HSFM cannot supply receipt books for Live Red fundraising events

Promotion

• The Heart and Stroke Foundation of Manitoba name and logo are registered trademarks Permission must be given in advance by HSFM for the use and context of the Foundation name and logo on any promotional materials and/

or advertising associated with the fundraiser Written permission must first be granted before “Heart and Stroke Foundation of Manitoba” or “HSFM” is used for any purpose

• HSFM reserves the right to withdraw consent to use its name or logo at any time if such use could damage the Foundation’s reputation in the community

• Authorized use of the HSFM logo does not constitute an endorsement

of any specific business, product or service The Live Red events will be promoted and carried out in a manner to avoid statement or appearance of endorsement

• All information released to the media must be reviewed and approved by the Foundation prior to distribution

• The Foundation cannot promote or generate publicity for your event outside

of a newsletter and/or website posting

Live Red Event Guidelines

• HSFM cannot mail promotional material out to existing donors or provide

donor contact info

• The relationship between the event and HSFM should be made clear - the

event is held in support of, and not hosted by, HSFM You may use one of

the following phrases, or something similar, in order to communicate the

relationship:

• Proceeds from this event will go to the Heart and Stroke Foundation of

Manitoba Use the term partial or net proceeds if appropriate

• The (name of the event) will benefit the Heart and Stroke Foundation of

Manitoba

• Your ticket purchase helps us support the Heart and Stroke Foundation of

Manitoba

Liability

• HSFM assumes no financial or legal liability associated with Live Red events

and is not responsible for any resulting damage, loss or injury

• HSFM does not insure any Live Red fundraisers It is the responsibility

of Live Red organizers to ensure that they have the necessary insurance

coverage, licenses and permits and that they are compliant with all relevant

legal requirements Such documents must be in the name of the Live Red

organizer and not HSFM

Financial

• HSFM shall be entitled to 100% of the charitable portion raised for HSFM

This amount is equal to the total event proceeds less any direct expenses

generated by the event In the event that multiple charities are being

supported, please ensure it is clear on all promotional materials

• HSFM will not provide financial assistance and will not be responsible for any

expenses incurred by the Live Red event

• All net funds should be submitted to HSFM within 30 days after the

conclusion of the Live Red fundraiser In the event that you cannot meet the

30-day deadline, please contact our office

• A detailed, accurate and up-to-date accounting record of all event proceeds

and disbursements must be prepared and provided to the Foundation upon

request

Charitable Tax Receipt Guidelines

HSFM, like all other registered charities, must adhere to the Canada Revenue Agency (CRA) Income Tax Act when issuing charitable tax receipts A sample of these regulations is provided below To learn more about charitable tax receipts visit www.cra-arc.gc.ca or contact our office at (204) 949-2000, as we are always happy to answer your questions directly Issuing inappropriate charitable tax receipts can put our charitable status in jeopardy so please do not promise any kind of receipt without first discussing it with HSFM

It is important that you understand the rules about tax receipts BEFORE you plan your Live Red fundraiser It is your responsibility to communicate decisions surrounding tax receipts to the event participants Please be sure you have discussed the situation with the HSFM Live Red Manager and that you are clear about what can be receipted

In general, a gift is made and a receipt may be issued if all three of the conditions listed below are satisfied

• Some property, either in the form of cash or a gift-in-kind, is transferred

by a donor to a registered charity and the value of the gift can be determined;

• the property is given voluntarily; and

• there is a clear intent to donate

Is there a minimum donation amount required for a tax receipt?

Yes, a minimum donation amount of $15 has been established by HSFM due to the various costs associated with receipting

Whose name goes on the tax receipt?

The receipt must be made out to the entity listed on the cheque The individual owner can only receive the receipt if they are the true donor, for example, the donation is made by a personal cheque, cash or credit card

A corporation often issues one cheque representing donations collected from its employees For example, this practice is common for workplace casual days Although the corporation’s name appears on the cheque, the gift was, in fact, that of the corporation’s employees In this case, the corporation will not be issued the charitable tax receipt

Can HSFM issue receipt booklets to third party fundraisers?

No, HSFM cannot supply receipt booklets There are CRA regulations that

we must adhere to with regards to charitable tax receipts We have no way of ensuring that these regulations are followed if receipt books are distributed to

third parties

Can a receipt be issued for the price of a ticket to an event?

A charitable tax receipt may be issued for the purchase of a ticket to a charitable

event, but NOT for the entire ticket price The value of goods and services

received (not including taxes), such as dinner or prizes will be deducted from

the receipt amount

For example, if the price of a ticket to attend a dinner is $100 and the value of

the dinner is $40, a receipt may be issued for the $60 difference Please note:

it is the value of the goods and services received and not the cost that will be

deducted from the tax receipt amount The value is the price that a customer

would normally pay to receive that product or service It is acceptable to take

into account group or banquet rates The cost to supply the dinner in the above

example may be $20, but it is the price or $40 that will be deducted off the tax

receipt amount

The CRA refers to these goods and services received in exchange for a gift as

the Advantage In the above example the advantage is the value of the dinner,

i.e $40

In situations where the cost or portion of the cost is covered by a sponsor or

corporation, the same rule applies, the value that the product or goods would

normally be sold for is still the advantage amount Only the price paid beyond

the total value of the advantages received is eligible for a tax receipt

What do you mean by clear intent to donate?

The CRA maintains that in order for receipts to be issued there must be a clear

intent by the donor to enrich the charity, otherwise the gift is not considered

a donation and is not tax deductible According to the CRA, the value of the

benefits received in exchange for a gift cannot exceed 80% of the gift amount;

otherwise a tax receipt cannot be issued For example, a person pays $100 to

attend a benefit dinner, the value of the dinner is $40 and the value of a gift bag

received is $45, then the total advantage is $85 or 85% of the ticket price and

therefore cannot be receipted

However if the value of the benefits received is of nominal or insignificant value

then a tax receipt may be issued for the full gift amount According to the CRA,

if the value of the advantage does not exceed the lesser of 10% of the value of

the gift and $75, then the value of the advantage is considered to be zero For

example, if the price to attend the benefit dinner is $200 and the value of the

dinner is $15, then a receipt may be issued for the full gift amount of $200 This

is because the value of the advantage is less than 10% of the gift amount

Can I receive a tax receipt for the proceeds of the sale of a product or

service?

Yes, funds sent in as proceeds from the sale of a product or service are tax

deductible to the seller, but not to the buyer

Can a receipt by issued for a donation of service?

Contributions of services are not property and therefore do not qualify as gifts for purposes of issuing official charitable receipts However, a charity may issue an official donation receipt if an entity provides a service to the charity, the charity pays for the service and the entity then returns the payment to the charity as a gift The CRA recommends that in this situation, the parties should proceed by way of an exchange of cheques to ensure the presence of an audit trail

What is a gift-in-kind and are they eligible for a tax receipt?

“Gifts-in-kind” are gifts of physical property and according to the CRA are eligible for tax receipts A receipt may be issued for the value of an item before taxes HSFM requests that organizations donating a gift-in-kind provide an invoice stating the value (not cost) of the item as of the date of the donation A gift-in-kind does not include a gift of service

Can sponsorship gifts receive a charitable tax receipt?

No, a payment from a business for which the business receives a material benefit, such as promotion or advertising in return cannot be issued a charitable tax receipt However, for tax purposes, the business may be able to claim the contribution as an advertising expense In other words, a business may deduct gifts made to registered charities from taxable business income

Can a receipt be issued where door or achievement prizes are issued to event participants?

Yes, but not for the full cost of the event The retail value of all such prizes is to

be aggregated and allocated evenly amongst all attendees Furthermore, the allocated amount must not exceed 80% of the ticket price For example, 10 people purchase $20 tickets to attend a benefit dinner and in exchange receive

a chance to win prizes valued at $50 The value of the prize advantage works out

to be $5 per person ($50/10 people) Since the value of the achievement or door prizes is less than 80% of the ticket price, then donors will receive tax receipts in the amount of $15 ($20 - $5)

Can a receipt be issued for the purchase of a prize draw?

No, you have purchased a chance to win a prize No part of the cost of a raffle ticket is a gift which may be receipted for income tax purposes

Can property donated for sale at an auction be considered a charitable donation?

Yes, how the charity uses donated property is generally not relevant in determining whether the donor has made a gift to the charity

Can a receipt be issued for the purchase of an auction item?

Yes, but only if the bid amount exceeds the value of the item by 20% The

amount of the receipt is equal to the difference between the bid amount and

the value of the item

Can a charity issue an official donation receipt when it receives a donation

of a gift certificate?

No, the gift certificate is similar to a pledge and like a pledge, cannot be

receipted Rather, the retailer is entitled to claim the cost of the property

transferred to the certificate holder as a business expense

Requesting receipts

After the event, in a timely manner, please provide the Foundation with a list

of supporters, full addresses including postal codes, and the amounts of each

individual who would like to be receipted The total funds donated must equal

or be in excess of the amount to be receipted We cannot issue receipts for

more than the donation amount

Tip: donations can be tracked by using the Live Red Donation Tracking Sheet

available for download at www.livered.mb.ca A sample tracking sheet can

be found in the Appendix of this toolkit We recommend that you use the

electronic version of this form, which you can submit by email to www.livered

mb.ca

Contact usLive Red ManagerPhone: 949-2000Email:

livered@heartandstroke.mb.caHeart and Stroke Foundation

of Manitoba

6 Donald StreetWinnipeg, Manitoba R3L 0K6Phone: (204) 949-2000Toll Free: (888) 473-4636Fax: (204) 957-1365Email: info@heartandstroke.mb.cawww.heartandstroke.mb.ca

Events

Live Red in the workplace

Thank you for your interest in supporting HSFM through a Live Red workplace

fundraising event

Why Live Red?

Live Red is a great way to align charitable giving with core business interests

in order to achieve business objectives In turn, your support allows the

Foundation to increase our research commitment and extend our public reach

to benefit the heart health of all Manitobans Live Red events and

Cause-Related Marketing Promotions allow your organization to make a significant

social investment while maximizing the impact of your philanthropic budget

A Live Red Workplace event is a fundraising event aimed at employees and

organized and managed by staff, e.g., casual days and office luncheons Larger

corporate events open to stakeholders or the general public can also be

organized

Regardless of whether you are senior management or an hourly employee,

anyone can plan a Live Red fundraising event Live Red in the workplace is a

fun and enriching way to get all of your co-workers or employees involved in

philanthropy Live Red is also a great way to encourage your workplace to adopt

a heart healthy lifestyle in order to reduce their chances of developing heart

disease and stroke and to reduce downtime in the workplace

Why Live Red in the workplace?

Live Red in the workplace is a great way to:

Y raise funds in honour of a co-worker, friend or family member affected by

heart disease and stroke;

Y boost employee morale and employee loyalty;

Y encourage team building and leadership skills;

Y give staff the opportunity to relax and have fun;

Y increase employee motivation and retention;

Y get involved in the community;

Y get to know your co-workers;

Y work together for a common cause;

Y acquire skills, knowledge and experience;

Y celebrate employee and organization successes; and

Y promote your organization’s commitment to its community

This section focuses on helping workplaces plan the most successful Live Red

workplace fundraiser possible We have provided detailed information on how

to plan, organize and promote fundraising events within your workplace

Aligning your business with the Foundation will

• raise your corporate profile,

• help build your reputation for, corporate social responsibility,

• build key corporate and community relationships,

• help reduce the devastating effects of Manitoba’s leading causes of death and disability

Since 80% of Canadians have

at least one risk factor for heart disease or stroke, Live Red closely supports the needs and interests

of key stakeholders, including customers, employees and their families, local communities and business partners

RecognitionCompanies participating in Live Red workplace fundraisers may be recognized

on the Foundation website and newsletters In addition, fundraisers that raise

a minimum of $1,000 will also be recognized in HSFM’s annual report An organization that matches the amount raised by employees will also receive a certificate of appreciation and a tax receipt for its charitable contribution.Your role

As the Live Red event organizer, you have creative control on how your Live Red fundraising event fits into your workplace Please maintain open comminication with HSFM’s Live Red Manager so we are aware of your plans, allowing us to best support your efforts and to correctly answer public inquiries Please ensure you act as an independent party hosting an event in support of HSFM and not a representative of the Foundation

Registration processHSFM asks that your Live Red workplace event follows all Live Red Event Guidelines Once you have read and agreed to these guidelines, HSFM asks that you submit a Live Red Event Registration Form (Appendix A) at least one month prior to your Live Red activity We will review it and advise you when it is approved

Recruiting volunteersOften larger workplaces have event organizing or social committees in place If

no such committees are in place at your workplace, create one Find volunteers who have a variety of skills and who are passionate about your goals to help your Live Red vision come to life

Personal invitations are always most effective A volunteer recruitment email, memo and/or newsletter blurb are all great, easy ways to reach all employees Posters in common areas like a staff room or lunch room can also prove to be

an effective recruitment tool Remember to post the information in the Human Resources office as well

Choosing your Live Red eventConsider incorporating Live Red in an already established workplace event, such as a holiday party or a staff barbeque You might plan your event around

a product launch, corporate announcement, or corporate anniversary Review the events that your workplace participates in throughout the year and identify activities that could support Live Red This can be done as easily as designating

a portion of participation fees to HSFM

How to raise funds at your Live Red eventThere are various ways to raise funds at your Live Red workplace event:

• participation fees

• ticket sales

• donation boxes

As the Live Red event organizer,

it is also your responsibility to:

• customize your Live Red

fundraising event to fit with

your organization’s values and

culture;

• complete, sign and return the

Live Red Event Proposal Form

to the Foundation (Appendix A);

• facilitate and manage the event;

• maintain open communications

with HSFM;

• act within HSFM’s Live Red

Event Guidelines (Appendix C);

• ensure that HSFM receives its

contribution, in full, within 30

days;

• prepare and provide HSFM with

a donor list of those individuals

and corporations that are

requesting a tax receipt; and

• thank all participants and

sponsors.

• prize draws

• auctions

• pledge forms

• product sales

Remember that you always have the option of making your Live Red

contribution in memory or in honour of someone affected by cardiovascular

disease

Gift matching

Many companies will match the funds raised by their employees in order

to support and encourage their charitable activities Check to see whether

your company has a gift matching policy in place Organizations that match

employee donations will receive a HSFM certificate of appreciation and a tax

receipt for its charitable contribution

Promotion

Get the word out! Promotion is essential to build support for your Live Red

workplace fundraiser Be creative and have fun with your promotion Promote

your event well in advance so participants can plan ahead to attend Provide

a contact phone number and email address and put one person in charge of

RSVPs It is also recommended that you call and personally invite participants, as

individuals are less likely to turn your invitation down when approached

one-on-one

Please ensure HSFM pre-approves all media and communications that contain

the Foundation name or logo before print or distribution Please send materials

to HSFM’s Live Red Manager to initiate this process and allow at least two weeks

for HSFM to review and respond to your request

The Foundation can help promote your Live Red event in our donor newsletter

and on the Foundation website Please contact the Live Red Manager for more

information

How to gain the support of your workplace

Y Consider creating a health information display in your workplace in order to

encourage participation HSFM has a variety of health education resources

and fact sheets available free of charge or for a minimal fee based on cost

recovery To order your materials, complete a Live Red Resources Request

Form (Appendix C) and at www.livered.mb.ca

Y Your workplace may be more inclined to help if their contributions are made

in honour or in memory of a co-worker affected by heart disease or stroke

Y Talk with your co-workers and managers one-on-one to solicit their support

Personal invitations are generally the most effective

Y Registration can be done by email or on a signup sheet posted in a common

area of the organization

Event

• Try not to schedule events around popular vacation times like July and August, before or after long weekends or during the holiday season

• Choose the day carefully

A Tuesday, Wednesday or Thursday is often best for employee events

• Events can be planned during or outside of work hours, depending on your organization’s policies If outside

of work hours try to hold the event during lunch hour or right after work in order to increase participation

• Live Red events during work hours can serve as a great way to recognize employee’s hard work while rewarding employees with a break from their regular work day

Have funKick back and have a blast on event day! Take pride in your fundraising efforts

Great Live Red event ideas for your workplace

A-thon of any kind - Organize a triathlon, walk, bike, skate or run event in support of HSFM? Events like these help promote active living while raising significant funds for HSFM Charge a participation fee, encourage participants to collect pledges, and donate the proceeds of food and beverage sales

Auctions - Auctions are a terrific way to raise funds Consider offering heart healthy auction prizes, such as sporting goods, heart healthy gift baskets and stress relievers, like a stay at a local spa Maximize your charitable contribution by requesting sponsorship from the business community Consider holding a dinner, social or lunch in conjunction with your auction

Baby picture match game - Invite employees to try their luck at matching baby pictures to co-workers and/or management Charge a participation fee and award

a prize to the individual with the most correct matches

Casual day - Dress casual, wear red or wear corporate colours for a participation fee Workplace Live Red casual day fundraisers are very popular and simple to plan

Dinner, gala or social - Coordinate an evening of dinner and dancing in support

of HSFM Benefit dinners are great for rewarding employees and for promoting their work in the community To save costs, try to organize the dinner within your workplace If your organization doesn’t have a space suited to this type of event, consider renting a hall or banquet room See if any of the companies near you provide discounts for charitable fundraising events

Dunk tank - People donate money for a chance to dunk co-workers, supervisors

or executives

Family day - Organize a heart healthy BBQ, lunch or picnic and include activities like mini golf, go-carting, face-painting, caricatures, scavenger hunt and/or a carnival Raise money for HSFM by selling tickets to these activities and designate the proceeds of any food and drink sales Add an educational element by

displaying HSFM resources that educate families on the importance of healthy living

Fitness lunch session - Arrange for a trained fitness professional in Pilates, Yoga, golf, etc during lunch and charge employees a participation fee

Grand opening/launches - Raise awareness and profile of your organization, while raising funds for the Foundation Hold a barbeque, prize draw or party and designate the monies raised to HSFM

Jail - Prisoners have to call on co-workers to collect donations and post bail.Lunch money - Ask everyone to bring in sandwiches for a day and donate what they would have normally spent on lunch

Office olympics - Split employees up into teams and have all players pay a

Promotional ideas include

• posters and sign up sheets

in common high traffic areas

like the employee lunchroom,

Prize giveaways can serve as great

incentive tools to encourage staff

participation Be creative when

choosing prize giveaways Great

ideas include: day off or half day off

with pay, sporting event or concert

tickets, gift certificates, corporate

logo items or a heart healthy gift

basket