Grande Prairie & District SPCA
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HELP > THIRD PARTY FUNDRAISING
Third Party Fundraising

Host an event and help us fulfill our mission to help as many animals as we can!

The Grande Prairie & District SPCA relies on the willingness of many individuals and organizations that generously initiate fundraising events and activities to raise money in support of Grande Prairie & area orphaned animals.

We deeply appreciate the commitment and investment of time and financial resources required in the successful execution of such initiatives. We are eager to support you in planning and executing your event. Your time and efforts will benefit the thousands of injured, neglected and abandoned animals that the GPSPCA cares for each year. No matter how large or small, your contribution will make a difference in the lives of our animals.

In order that the Grande Prairie & District SPCA and the third Party have a clear understanding of expectations in the execution of such endeavors, and so the GPSPCA can assess whether we are able to participate in the particular initiative, Third Party Fundraising Guidelines have been developed. Third Party individuals or organizations interested in donating proceeds from their events must read the Third Party Fundraising Guidelines.

What is a Third Party Activity?

A Third Party activity can be defined as any fundraising initiative brought forward by an individual (s), community group, service club, or business external to the Grande Prairie & District SPCA who wish to raise money through a planned activity that is designed, managed and financially resourced by the external participants.

All event applications must be approved by our Fundraising Committee prior to promoting or executing any third party event. Please submit an Event Proposal Form at least one month before the event date.

How the Grande Prairie & District SPCA can help.....

The Grande Prairie & District SPCA can provide the following assistance once your event has been approved:

  •  Advice on event planning to ensure a successful event
  • Limited promotional supplies, such as handouts and brochures
  • Tax Receipts, if applicable, or receipting support according to Canada Revenue Agency Guidelines.
  • A letter of support validating the authenticity of the event

The Grande Prairie & District SPCA cannot supply the following:

  • Funding or reimbursement for any event expenses
  • Donor contact information
  • Guaranteed staff representatives to attend or participate in the event
  • Permits, licenses or insurance
  • access to Celebrities or Sponsors

Third Party Fundraising Guidelines

General

  • The Event Proposal Form must be submitted to the Grande Prairie & District SPCA one month prior to publicizing or holding the event
  • The name and logo of the Grande Prairie & District SPCA are registered trademarks. You will not be permitted to use them without receiving prior written permission. The event must show sufficient potential for income and/or community awareness for the Grande Prairie & District SPCA to warrant the use of name and/or Logo.
  • The Grande Prairie & District SPCA reserves the right to withdraw the use of its name at any time, and will not assume any costs that may be involved in doing so.
  • If the event is cancelled, the event organizer agrees to contact the Grande Prairie & District SPCA at least 48 hours prior to the event.
  • The Grande Prairie & District SPCA will not assume any legal or financial responsibility.
  • The Grande Prairie & District SPCA is not responsible for any damage or accidents to persons or property.

Promotion

The Grande Prairie & District SPCA reserves the right to work with the event organizer on promotional and/or publicity efforts.

  • If the logo or name of the Grande Prairie & District SPCA is to be used in any printed form (i.e.) brochures, flyers, posters, banners, etc.) it must be approved by the Grande Prairie & District SPCA prior to production.
  • All information released to the media must be reviewed by the Grande Prairie & District SPCA prior to distribution.
  • The event organizer assumes complete responsibility for making media contacts. It must be made clear the Grande Prairie & District SPCA is not the organization requesting the participation of the media
  • Existing Grande Prairie & District SPCA advertising in newspapers, on television or radio must not be used to benefit the event.
  • Promotion of the event to the Grande Prairie & District SPCA staff and volunteers can occur internally at the discretion of the Grande Prairie & District SPCA.

Financial

The Grande Prairie & District SPCA has a legal obligation to be consistent with Canada Revenue Agency guidelines. To ensure there is a distinction between the Grande Prairie & District SPCA & all third party events, the event organizer must handle all monies until the official donation is submitted to the Grande Prairie & District SPCA

  • All promotional materials must clearly state the percentage of the proceeds that will benefit the Grande Prairie & District SPCA
  • Money raised must be received within 60 days of the event.
  • A financial accounting of the event income and expenses may be requested by the Grande Prairie & District SPCA

Tax Receipts

The Grande Prairie & District SPCA is a registered charity and will be pleased to issue charitable tax receipts upon request if the following Canada Revenue Agency conditions apply:

  • The Grande Prairie & District SPCA requires an accounting record detailing donations and expenses of your event.
  • The Grande Prairie & District SPCA reserves the right to audit the financial records pertaining to your event.
  • Income tax receipts will be issued to those who have not received a product or tangible item in exchange for their donation.
  • Tax receipts can be issued to event donors providing the following conditions are met:
    • The Grande Prairie & District SPCA charitable registration number is displayed on all event materials
    • The Grande Prairie & District SPCA receives a clearly written list of the names and addresses of the Donors, together with their donation amount.
  • The Grande Prairie & District SPCA cannot issue tax receipts for donated services or paid services (ie., Graphic Design, advertising, entertainment, ect.)

Event Planning
Brainstorm ideas and decide on an event. Here are a few ideas to inspire you:

  • A-Thons – walk, skip, bike, dance, knit, swim.
  • Auctions – use donated goods, handmade items etc.
  • Arts and crafts shows
  • Bake sales
  • Birthday parties or personal celebrations
  • Bring your dog to work day
  • Car washes
  • Galas
  • Garage sales
  • Head shave
  • Theme parties
  • Pet washes
  • Raffles
  • School events
  • Sporting events and tournaments
  • Door to Door Donation Collection for SPCA Animals

Be sure you've chosen the right type of event. The type of event you choose should fit the size, interests, talents, goals and time availability of you group. You want the event to be fun to plan and organize, as well as attended.

Identify your audience. Who is you event for? Your neighbors, coworkers, friends, family, church or school group?
Form a planning committee. Recruit enthusiastic people to help you. Your committee should have enough members to share the work and represent a variety of skill. Appoint a coordinator or committee chair. Assign roles and tasks for all committee members.

Set the date and location. Schedule your event for a day, time and location that provides you with plenty of time to plan and properly promote it; and also convenient for those who will be attending.

Set realistic and measurable fundraising goals. It is important you know all your costs before embarking on an event. This will help you monitor your expenses. It will also help you determine your fundraising goal.

Determine your budget. Identify possible sources or income and all expenses. The lower your cost, the higher the contribution; something everyone will feel good about.

Develop a timeline. Draw up a critical path – what needs to happen when and who is responsible for doing it.

Determine how money will be collected and handled. Work with the Grande Prairie & District SPCA staff to determine a plan for tax receipts.

Determine legal, insurance liability, permit and safety issues you may need to address.

Develop a publicity/promotion plan. Flyers, posters, and other promotional materials will help generate awareness and excitement about your event.

Submit an Event Proposal form to the Grande Prairie & District SPCA. The Special Events coordinator will contact you to review any issues or concerns after your application has been reviewed.

Solicit sponsors

Invite participants

Create an event day schedule and checklist

Layout how the venue will be set up

Plan set up and tear down

Submit proceeds to the Grande Prairie & District SPCA. Please allow three to four weeks from the date for tax receipts to be issued (where applicable)

Here's the most important part, please acknowledge everyone who participated in or supported your activity and let them know how much you appreciate their help. Be sure to let them know how much money was raised.

Event proposal Forms must be approved by the Grande Prairie & District SPCA prior to publicizing or holding the event.