fundraisingkit

Parenting with

Passion

fundraising kit

From the Desk of the Executive Director

KW Counselling Services is in the business of supporting

people in making changes in their personal life and

relationships. I have experienced first-hand the power

of counselling to help people find deep satisfaction and

well-being. People come to us with heavy hearts and

leave with a bounce in their step because counselling

really works! Yet every year the demand grows. For

example, our popular Walk In Counselling Clinic, which

offers a 1.5 hour session in a family’s moment of need,

has seen record visits with up to 96 visitor in one day!

The need now far exceeds our resources and we shall

be forced to turn people away if we can’t find more

support. I am deeply honoured to work in a community

that cares about the well-being of their neighbours

and I thank you for choosing to support us with your

fundraising activities. Thank you for joining us in creating

a community where no one is left behind, where

personal relationships are valued as our highest

achievement.

Leslie Josling

People come to us with heavy

hearts and leave with a bounce in

their step because counselling

really works!

fundraising kit

Contents

01From the Desk of the Executive Director

05Ways You Can Help!

02Why We Need Your Help

06Tips and Tricks

03You Can Make a Difference!

07Fundraiser Application Form

04Mohan’s Story

08Terms and Conditions

fundraising kit

20% of Canadians will personally experience

a mental illness in their lifetime. KW Counselling

Services offers counselling to people in their

moment of need. Thanks to our weekly Walk

In Counselling Clinic, no one needs to wait

more than a week to see a therapist. In order

to make our services as accessible as possible,

we offer them on a sliding scale based on

income. No one is turned away based on an

inability to pay. We rely on donations, grants

and sponsorships from community partners to

subsidize our service for those in need.

Approximately 36% of our funding comes from

government sources (Ministry of

Community and Social Services, Ministry of

Child and Youth Services, Region of Waterloo).

The remaining 64% comes from our community!

Research conducted by the University of

Waterloo and Wilfrid Laurier University has

demonstrated that services like our Walk

In Counselling Clinic are both clinically and

cost-effective. The people we serve tell us

that without our service, many of them would

instead end up in the hospital emergency room.

With your help, we can continue to offer

accessible and effective mental health

supports here in Waterloo Region.

Why We Need Your Help

20%

64%

of Canadians will personally experience a mental illness in their lifetime.

of our funding comes from our community

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You Can Make a Difference!

$2,500

$1,000

TEMPER TAMING

TOGETHER

TLC: TRUSTING

LOVING CONNECTIONS

$2,500 will allow two families to attend our eight-week Temper Taming Together emotions regulation group for parents and kids.

$1,000 provides healing counselling for a family whose children have experienced trauma from abandonment, abuse or neglect.

$500 provides counselling to a Spanish-speaking family struggling with the after-effects of political and social turmoil experienced in their country of origin.

$500

$100

SPANISH-SPEAKING NEWCOMERS’

GROUP

$100 will help subsidize a walk in counselling session

for someone who needs support.

WALK IN COUNSELLING CLINIC

$50 will help subsidize counselling for youth who identify as LGBTQ+.

$25 will help subsidize counselling for a woman who

has experienced intimate partner violence.

LGBTQ+

COUNSELLING

$50

$25

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Mohan’s Story

Mohan Thomas is

KW Counselling Services’

2016 Volunteer

of the Year Award

recipient.

Several years ago, I participated in a widely loved local cycling event,

which happened to be a fundraiser for KW Counselling Services (KWCS). A

few co-workers and I put a team together and we managed to raise

just over $700 for KWCS!

I decided to run the 2016 Toronto Waterfront Marathon, and to use it as an

opportunity to raise $5000 for KW Counselling Services. Over the course of

the next few months, however, I learned it’s something anyone can do.

Here’s what I learned:

1. Set a goal: Be clear about what

you’re aiming for, especially if this

is your first fundraiser. Goals keep

you motivated and also help

your supporters see what you’re

working towards.

2. You don’t have to reinvent the wheel: I quickly and easily set

up a fundraising page on Canada-

Helps (https://www.canadahelps.org)

and was off to the races. It’s a secure

and convenient way to manage a

fundraiser. Without any hassle, KW

Counselling Services received the

funding, and donors got their tax

receipts. You can share your fund-

raising page online, track progress

and thank donors.

3. Social media helps: Connect

with your friends and family over

social media about your cause.

Try not to be too wordy. Keep it

simple, concise, clear. Use pictures,

and have a clear ask! Share why you’re

passionate about the cause and how

their support helps. But don’t rely

solely on social media. Contact your

colleagues, friends and family directly!

Talk to them about the agency, why

you’re involved, and how they can

support your goal. Find ways to make

it resonate with folks around you.

4. Don’t be afraid to ask for help: The whole KWCS team was so

supportive and helpful during the

process - it really didn’t feel like I

was doing this alone.

5. Be creative, but keep it simple: The single most effective tactic I

used was running a fundraising

lunch at work with the support of a

local restaurant which donated food.

Find a way to engage people with an

activity or event. Turns out most

people like delicious food!

And you know what? We did it!

The donations and support came

in as direct responses to emails,

in-person asks, and the fundraising

lunch. It’s possible - you can do

it yourself, or get some friends

together and work as a team. It

has a real impact, and I guarantee

you’ll surprise yourself. I was

lucky to build an even stronger

relationship with KW Counselling

Services in the process. As a result,

I’ve started volunteering with their

fundraising committee, which gives

me a way to stay connected with

the organization and the great

work it’s doing!

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Coffee MorningAsk a local bake shop to donate goodies, brew up some java and

invite co-workers to grab a bite and a hot cuppa joe in exchange

for a donation!

Car WashA classic car wash never goes out of style! Pro tip: work with a

property management company and set-up where people can get

their cars washed while they do their shopping or run errands, like

at a home improvement or grocery store!

Bake SaleEnlist the help of some friends to bake yummy treats and sell

them at work or at school. Consider baked goods that are nut

free, using colours that mirror those of KW Counselling Services

(purple and white) or low in calories but high in taste!

Continued on the next page

Ways You Can Help!Host your own event in support of KW Counselling Services. Events that are

organized independently ensure that donor dollars are maximized.

Need an event idea? How about:

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BBQFire up the grill and invite the neigh-

bourhood! Include burgers for the adults

and hot dogs for the kids - don’t forget a

vegetarian option! Have a secret potato

salad that everyone raves about? Offer

the recipe to the highest bidder and

watch the cash fly in!

Carnival/FairFolks love family-friendly activities and

what’s more family-oriented than a fair

or carnival? Look to Pinterest for tips and

ideas on how to make popular carnival

games at home and ask local businesses

to donate prizes

Lasagna-festTake orders for lasagna (or any food) for

lunch at the office. Donate the proceeds

to KW Counselling Services.

Fashion ShowReach out to local independent clothing

retailers and see if they’d like to collaborate

to raise money for KWCS!

Garage SaleGarage sales are hugely popular in

Southwestern Ontario so why not clean

out your closets and basement for the

cause? Not only will you gain space but

you’ll be supporting those in need!

Golf TournamentFrom longest drive to closest to the pin,

there are many different ways to host

a successful tourney for the golfers in

your life. K-W is home to many different

golf courses so look to work with one

that can offer you a great rate

A-thon (swim, walk or run)Ask for donations by pool lap or kilome-

tre and push yourself to go as far as you

can. Let your donors know what you

expect your total distance to be

Dress Down FridaysIf you work somewhere that doesn’t

normally offer casual Friday’s than this

may be a good choice for you! Talk with

management to see if they’ll allow jeans

for one day only and then solicit dona-

tions from your co-workers

Casino NightFor your friends and family that love to

glam it up, host a casino night fundraiser.

There are lots of party game rental com-

panies in the area who may be willing to

work with you for a discounted rate

BingoGet those dabbers out and practice your

best bingo-calling voice. Bulk bingo

tickets and calling cards are available

for purchase online or make your own.

Make sure you have dabbers in KWCS

colours available for purchase!

Silent AuctionAuctions bring out the competitive

nature in all of us and when you’re

hosting a fundraiser that’s not a bad

thing. Try contacting new businesses

that are looking to build their brand as

they are more apt to donate

Hockey TournamentWe live in a hockey town. There, we said

it. Remember that ice time is always

cheaper during the day and then rally

the troops.. Bonus points to teams that

wear jerseys in KWCS colours

Gift Basket RaffleA little different than a silent auction -

use donated items to build gift baskets

and then get your friends, family and

co-workers to buy tickets to try and win

the gift basket of their choice

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Tips andTricks

Date of event• Check local community event calendars to make

sure your event doesn’t conflict with a major event

• Give yourself plenty of time to organize and solicit

donations

Venue• Where will your event be held? What will you do if it

rains or if the weather is otherwise inclement?

Set a fundraising goal• This way you’ll have a good idea of where you stand

and keep your goal thermometer updated, showing

donors how close you are to your goal

Create an online fundraising page• CanadaHelps is our preferred online fundraising

partner. Fundraising pages can be created at:

https://www.canadahelps.org/en/fundraise/

Budget management• If you have to spend some of your own money

on expenses, plan to raise three times as much as

you spend

• Create an excel spreadsheet to help you keep

track of your spending

• Consider: liquor license, permits, gaming license, etc.

Create a buzz• The most cost-effective method of creating

awareness about your event is by using your social

media channels. The more people that talk about it,

the higher your chance of success

• Reach out to local media outlets to get listed in

community calendars and to request coverage of

your event

Ask for help!• Your friends and family want to help you succeed,

and they’ll likely help you plan and organize your

event. All you need to do is ask!

• Reach out to local businesses for sponsorships or

donations, you never know who could have a

personal connection to KW Counselling Services

Maximize donations• Maybe someone’s company matches employee

donations

• Run smaller fundraisers alongside your main event

Tax receipts• Know ahead of time what eligibility requirements are

for a tax receipt from KW Counselling Services so that

you can answer confidently when your donors ask

• KWCS follows Canada Revenue Agency tax receipt

guidelines

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Fundraiser Application Form

Page 1-2

The following package contains a Fundraiser Application Form as well as Terms and Conditions outlining important information about holding a fundraiser to benefit KW Counselling Services. We ask that you kindly complete the application and submit it to Scott Williams (swilliams@kwcounselling.com) before you move forward with your fundraiser. We will then provide you with:

• a Letter of Support that validates the authenticity of the fundraiser

• a limited number of KW Counselling Services promotional items for your fundraiser

(e.g. brochures, balloons and/or pledge forms)

• KW Counselling Services logo (for promotional materials)

• a KW Counselling Services representative or volunteer to attend fundraiser (subject to availability)

• tax receipts (if applicable)

• promotion of your event on our social media challenges as appropriate

Name of group/company:

Contact Person:

Mailing Address:

City: Prov: Postal Code:

Phone Number:

Email:

Event Date:

Event Time:

Event Location:

Event Location Address:

City: Prov: Postal Code:

Briefly describe the event:

Expected number of attendees:

What is your revenue goal?

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What proceeds will be donated to KW Counselling Services?

All proceeds (no expenses to deduct from amount raised)

Net proceeds (all proceeds minus expenses from the fundraiser)

Partial proceeds (e.g. $2 from every ticket sold will be donated)

Partial proceeds with more than one beneficiary of funds (e.g. another charity).

Please provide name(s) of other beneficiaries:

NOTE: all promotion/advertising for the fundraiser must clearly indicate the exact portion of

proceeds (e.g. all, net or partial) to be donated to KW Counselling Services

Does your fundraiser require tax receipts?

Yes No

Note: KW Counselling Services is a registered charity and will comply with all CRA guidelines related to charitable tax receipting. If you think your fundraiser will qualify be sure to ask KWCS in advance.

How are you planning to promote your fundraiser?

Please identify the types of materials you plan on developing:

Poster Flyer Brochure Website Social Media

Other (please specify):

I am requesting to use the KWCS logo: Yes No

I require a Letter of Support: Yes No

I am requesting following materials (please include desired quantities):

Brochures ___________________________

Balloons ____________________________

Pledge sheets _______________________

KW Counselling Services is fully committed to creating a safe, welcoming and diverse environment for all

community members, it is therefore imperative that all events connected with us support our mission and values.

We would be happy to provide a limited number of promotional materials for your event. We cannot

guarantee staff or volunteer attendance at your event, we will do our best to provide you with resources and

assistance to make your event successful.

Please read the following and sign below to verify that you understand these restrictions.

I, ____________________________________________ agree that the KWCS name and logo are registered

trademarks. Prior to publicizing or holding the event I understand KWCS must approve this proposal and

use of name or logo. By publicly naming KWCS as the beneficiary of our event, I (on behalf of event organizers)

agree to donate the full amount of the proceeds (after expenses) raised within 30 days following the event.

Signature: ___________________________________________________ Date: _________________________

Signature: ___________________________________________________ Date: _________________________

Page 2-2

fundraising kit

Terms and Conditions

As an event organizer(s) hosting an independent fundraiser to benefit KW Counselling Services, I agree to abide by KW Counselling Services (KWCS) mission, vision and values and the rules and requirements outlined by the Canada Revenue Agency, Donor Bill of Rights, the Ethical Fundraising and Financial Accountability Code, KW Counselling Services, Ontario Division Privacy Policy and the following terms and conditions:

Financial and insurance:KWCS will not fund or reimburse

for event expenses or be responsible

for any financial losses or unsettled

accounts should the event not

succeed financially. KWCS will not

underwrite or insure any indepen-

dent fundraising events.

Liability:Independent event organizer(s)

will not hold KWCS accountable or

responsible for any and all actions,

causes of actions, claims, damages,

losses, injuries, expenses, costs

(including legal fees), charges and

liabilities arising out of or in

connection with the management

and holding of a independent

fundraising event.

Right of refusal:KW Counselling Services reserves

the right to refuse or relinquish

involvement in any independent

fundraising event that does not

meet with its approval without any

liability or obligation.

Licenses and fees:If licenses and/or permits are

required for an event, the

independent event organizer(s) is/

are solely responsible for obtaining

and paying for this documentation

and must ensure they conform to

all government regulations (federal,

provincial and municipal). Please

note that Special Occasions Permits

(SOP) are required only for events

where alcohol is being sold and/

or served anywhere other than in a

licensed establishment or a private

place. If you are applying for a SOP,

you must do so under your own

name and may NOT use the KW

Counselling Services name or

charitable registration number on

your application. If your event falls

into this category and you require

further information, please visit

http://www.agco.on.ca/

Event revenue submissions:All proceeds from a KW Counselling

Services independent fundraising

event must be submitted within 30

days of the event to KWCS, unless

otherwise agreed to.

Event cancellation policy:KWCS independent event organizer(s)

must notify KWCS immediately if

the event is cancelled or postponed.

KW Counselling Services logo:No promotional or wearable

materials including collateral,

advertisements, t-shirts, publicity

and/or media communications

bearing the KWCS logo will be

printed or displayed without

KWCS’s prior review and approval.

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Promotion:It is the responsibility of the indepen-

dent event organizer(s) to promote

their event. KW Counselling Services

cannot guarantee we can provide

any promotion or advertising of the

event. This includes writing and

issuing media releases, requesting

media (e.g. journalists or television

cameras) to attend an event, booking

advertising space in publications/

online or distributing flyers.

Lottery schemes (including raffles):According to the Alcohol and

Gaming Commission of Ontario,

lottery schemes may be defined as

any scheme which has the following

three components: a prize;

payment of a fee; and a chance to

win. Typically, these may include

bingos, raffles, games of chance,

50/50 draws, break open tickets

and social gaming events held by

charitable or religious organizations.

In order to conduct a lottery scheme,

a lottery license is required.

Sponsorship:Any sponsors participating in a

KWCS independent fundraising

event must comply with

KW Counselling Services mission,

vision and values and business

practices. KWCS will not solicit

or approach donors, sponsors,

supporters or corporations on

behalf of any independent fundraising

event nor will contact or e-mail lists

be provided.

Tax receipting:KW Counselling Services is a regis-

tered charity and therefore is eligible

to issue tax receipts. The following

rules and regulations have been

developed by the Canada Revenue

Agency and as a registered charity

the agency must abide by these

rules in order to maintain our chari-

table status. KWCS can issue income

tax receipts under the following

conditions:

Pledges and donations:• Tax receipts can be issued to event

participants and donors following

the event, if the agency is provided

with a list of names and addresses

(including postal code) of the

individuals to be receipted, as well

as the amounts. In addition, the

total funds donated must equal or

be in excess of the amount to be

receipted.

Tickets:• If planning an event where tickets will

be sold (e.g. gala or dinner/dance),

contact Scott Williams (swilliams@

kwcounselling.com) prior to setting

your ticket price to ensure all Canada

Revenue Agency guidelines are

met. The receipt value depends on

factors such as ticket price, meals,

complimentary items or giveaways

and door prizes.

KW Counselling Services cannot issue tax receipts for:• In-kind sponsors who donate

products (e.g. food or items for a

silent auction) and receive promo-

tional benefits. Please note that if no

promotional benefits of any kind

are given, they may be entitled to a

Letter of Acknowledgement.

• Donated services such as hiring

someone/thing for an event (e.g.

tent set-up or entertainment).

• Product sales (e.g. t-shirts)

For additional receipting information

on tax receipting guidelines, please

contact KW Counselling Services or

visit the Canada Revenue Agency

website at www.cra-arc.gc.ca.

Photos/video:KW Counselling Services has

permission to use any photographs

or video of an independent fund-

raising event that are submitted by

the event organizer or taken by a

KWCS representative for recognition

or promotional purposes in any

media and territory in perpetuity.

Representation requests:While KW Counselling Services

will try to accommodate requests

for a KWCS representative or speak-

er to attend an event or cheque

presentation KWCS cannot

guarantee availability.

Terms and Conditions Continued.