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THIRD PARTY
EVENT TIPS
Thank you for thinking about sponsoring a fundraising event in support
of the residents at St. Patrick’s Home of Ottawa. The support we
receive from our community has a direct, positive impact on our
charitable, not for profit long term care Home and assists us in
providing the high quality care for which we are renowned. The funds
raised through your hard work will be used to support equipment where
there is the greatest need.
The
following is a step‑by‑step guide to implementing a special event.
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Choose your event
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What type of
event will achieve your objective(s)?
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How much money
does the committee want to raise?
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What type of
event is best for the expertise of the committee?
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What type of
event has a history of being successful?
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Choose the
appropriate location.
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Build
your committee
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How many people
will you need to implement the event?
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What type of
expertise do you need on the committee – for example marketing,
finance, tickets sales, logistics and decorating?
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Select the right
chair – one who has the time and skills to lead the committee and
ensure success.
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The meetings will
increase in frequency as the event date approaches.
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Agendas are
required at every meeting – with clear discussion items and the time
to be taken for each agenda item.
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The agenda should
be adhered to and the meetings kept on time.
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Ensure minutes
are taken at the meeting – including what was discussed, decisions
made and who is responsible.
An agenda
template is included in the tool kit – Appendix
I
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Create a critical
path
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Well-defined
goals, careful scheduling, detailed actions and contingency plans
are the keys to successful execution.
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Ensure your date
is suitable for the event and audience.
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Ensure your event
does not conflict with Foundation or community events.
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Create a
checklist for executing the event on the day including:
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set-up;
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agenda for the
event;
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equipment
required - tables/chairs, tents, linens, rentals, decorations,
staging, coat-rack, electricity requirements, parking, AV support,
transportation, signage, sanitation (garbage pails, portable
toilets), wheelchair access, emergency plans;
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take-down and
clean up.
A critical
path template is included in the tool kit –
Appendix II
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Assign tasks
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Create a budget
| Please note all budgetary
expenses are the responsibility of the organizing committee.
The Foundation does not supply an expense budget for
events. |
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Identify
everything that will cost money and everything that will raise
money.
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From this list
create a budget of total expenses, and a projection of total income.
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Ask businesses to
donate items in the budget to offset costs.
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If the event uses
tickets to generate income, ensure they are priced correctly.
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Ensure the
committee feels comfortable with the projected outcome.
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Redraft the
budget starting with expenses if necessary.
A budget
template is included in the tool kit – Appendix
– III
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Evaluate your
event
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Go back to the
original objectives.
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Did
the event raise the projected revenue?
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Did
you profile St. Patrick’s Home of Ottawa?
An Evaluation
form is included in the tool kit – Appendix IV
The evaluation form
is very helpful information to pass to new committee members and helps
ensure retention of information.
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Send thank you
cards/letters to volunteers, sponsors, and attendees (as
appropriate).
The Foundation Office
would like to thank you for your time and commitment to raising funds
for St. Patrick’s Home of Ottawa, Inc. The lives of our residents will
be impacted today and for many future years.
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