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Hosting an Event FAQs
When should I hold my event?
Whenever works for you and your guests! It is completely up to you and the type of event you want to hold! Some things to consider are:
- Will there be other events/holidays going on in your network or community that might compete with your event?
- Consider the lifestyles of your guests to decide on timing. If it’s a group of professionals, after work during the week might be best. Weekends in the summer or near holidays are always a challenge in terms of attendance.
- It is best to let people know about your event approximately 6 weeks in advance.
Who should I invite?
Think about your friends, family, colleagues or people you’re connected to through other social networks. Think about who in your network is open to charitable causes or learning about the issues facing women and girls in Canada. Of course, this isn’t to say that you can’t invite people who are new to the idea of charitable giving – it’s a great way to teach women (and men!) about how they can make a huge difference in the lives of women and girls.
On average, you can expect about 25%-50% of your invitees to attend. So, if you would like 10 guests, we recommend inviting 25 – 30 people. Keep in mind some people may just not be available, and situations always arise on event day that change people’s plans.
How can I save on costs?
Consider who you know who could donate in-kind items for your event. For example, do you know anyone who could donate catering, drinks, or dessert for your event? If there is a theme, is there a local business that would want to help you and promote their business (ie. services, a venue, products, printing etc). You could also co-host with a friend or two to split the responsibilities!
How do I set a fundraising goal? Why is it important?
Setting a fundraising goal for your event is a great way to get your friends more involved in achieving your vision. It also helps for your guests to know what to expect.
Some things you can consider when setting your goal are:
- What kind of event do you want to host? If it’s dinner and cocktails, you could calculate the average amount each person would spend on that in a restaurant and make that the donation ask amount. If it’s a clothing swap, you could ask everyone to donate their shopping budget for an item they are coveting right now.
- Consider the number of guests you will invite and determine an average amount that you hope each will give. (What if ten guests gave an average of $50 and five more gave $100 each? Total goal =$1,000). Communicate your goal in your invitation.
- Be fearless, you are not asking for yourself, but on behalf of thousands of women and girls across Canada.
I am planning on having a raffle or lottery at my event. Do I need a license?
Gaming and lotteries including bingos, 50/50 draws, gambling, raffles or games of chance often have special considerations that require permits. Please visit http://www.agco.on.ca for more information.
Legally, all raffles must be registered with your local municipality. There is a processing time of approximately 8-10 weeks to receive a raffle license and your prize cannot change afterwards. The Canadian Women’s Foundation will not apply for a raffle license on your behalf.
We recommend that instead, you hold a Promotional Draw. You can run a draw without acquiring a license, but you must offer the tickets for free, asking instead for a donation for the ticket.
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Can Canadian Women’s Foundation issue tax receipts for my event?
The Canadian Women’s Foundation is committed to following all rules and regulations regarding tax receipting set out by the Canadian Revenue Agency (CRA). It is very important that you understand the rules about tax receipts before you plan your event.
Unfortunately, we cannot issue tax receipts for the costs associated with your event. We will issue tax receipts for all financial donations of $20 or greater, if applicable and approved in advance by the Foundation.
Should I issue tax receipts for my event?
Do you believe that receiving a tax receipt is crucial to the success of your event?
If the answer is NO, you will be saving yourself and the Foundation many hours of work by deciding not to issue tax receipts. We would be happy to offer you a thank you letter for any gifts received.
If the answer is YES, please be sure to review our tax receipt guidelines to ensure that tax receipts are available. If you intend on offering tax receipts, this must be approved by the Foundation at least 30 days in advance of your event.
Can Canadian Women’s Foundation help promote my event?
Once we have received complete details of your event, and if your event is open to the public, we can post the event on our Events Calendar. Unfortunately, we cannot send your event information out to our donors and supporters but we encourage you to create a Facebook event and link to our Facebook page at www.facebook.com/CanadianWomensFoundation
Can Canadian Women’s Foundation connect me with sponsors?
Unfortunately we cannot connect you to our sponsors or corporate partners. Once again, consider your personal network. What is your favourite restaurant? Who do you know that works in the printing business? Personal requests directly to people you know are most successful.
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Why do I need to register to Host an Event?
By registering, we can provide you with the support and materials that you need to hold a successful event – including online donations, sample sponsorship proposals and media releases if needed, and tips and tricks for how to make your event a huge success.
Registering online also allows your friends and family to make donations directly to the Canadian Women’s Foundation, which means you don’t need to worry about submitting cash and cheques!
This will also help us promote your event (if applicable) on the Canadian Women’s Foundation event calendar.
What happens after I register online?
A member of the staff at the Foundation will contact you to discuss details of your event and answer any questions you might have. We’ll also provide materials you can use when talking about the cause, and the donation materials your guests will need to fill out for tracking, tax receipt and recognition purposes.
How do I set up my personal fundraising page?
1. Select the "Register to host an event" button
2. Fill out your personal information. This includes contact information and will require you to create a username and password for your account.
3. Select your fundraising goal. This is how much you hope to raise through your event. Don't forget to aim high. Your friends and family will want to help you reach your goal.
4. You can now customize your page by adding photos, videos and personal messages.
5. Start fundraising! You can now send emails to friends and family asking for their support. You will receive a confirmation email to the email address you provided – please check your junk mail folder if you do not see it. This email will provide you with a link to your personal fundraising page, as well as confirmation of your username.
Can I change the template emails that I send to sponsors or for RSVP?
The emails contain standard Canadian Women’s Foundation language that cannot be edited, however, we encourage you to use the message box above each email to write in your own message. Using the emails sent from this system will make donation and RSVP – tracking easier.
What do I do if I have additional questions?
If you have any further questions, please contact us at firstname.lastname@example.org
Please make sure to state your question clearly and provide contact details so that a member of the Foundation team can follow up.