So you want to fundraise for the Sexual Assault Support Centre of Waterloo Region? That’s fantastic! SASC relies on the generosity, creativity, and talent of people like you, who do so much to support us and our work! 

A third-party fundraiser is any independent group or individual activity where SASC has no fiduciary responsibility and little or no staff involvement. Third-party fundraisers are an excellent way for individuals and groups to help us transform the lives of survivors, their loved ones, and our community as a whole. 

This online toolkit is meant to be a helpful guide for you as you plan, promote, execute, and complete your event plans from the time of application to the final donation. 

First, there are some terms and conditions that you will need to read before you begin your fundraising journey! 

Click the headers for more information, or download a PDF copy of this Toolkit by clicking the Button Below.

DOwnload a pdf version of the toolkit

Third-Party Fundraising Terms and Conditions

If you have an idea for an event that will benefit SASC, please review these important points:

1. Although we actively encourage third-party fundraising events, all events must be approved by SASC in advance. This is an important safeguard to preserving the integrity of our name and our commitment to raising the funds necessary to fulfill our mission cost-efficient and effectively.

2. SASC does not endorse any fundraising activity that is not in line with good fundraising practices or that does not fit with our Centre’s values. The organizers of third-party events do not represent SASC. This should be clear in all dealings with the public, sponsors, and supporters. Those organizing third-party fundraising events are not authorized to speak to the media on behalf of SASC.

3. We will review your proposal and do our very best to contact you within approximately seven (7) business days. While we are able to provide guidance for your event, we do not have the personnel to handle the organizational and administrative tasks associated with third-party events. Therefore, you are responsible for all details of the event including underwriting all of the related costs; creating flyers to publicize the event; and working at the actual event. We cannot guarantee our assistance in promoting the event, but we are happy to share the event via social media and with our membership. In some cases, we may be able to have a staff person attend the event or recruit our volunteers to help out at the event, but we cannot guarantee this.

4. The event must be promoted in a manner to avoid statements or the appearance of SASC endorsing any product, firm, organization, individual, or service.

5. Promotional materials should state the percentage of proceeds that will benefit SASC.

6. SASC can provide informational materials educating others about our Centre and services. Advance notice is needed regarding the quantities needed.

7. Event organizers are responsible for obtaining all permits and licenses, especially those for raffles or games of chance, liquor, and those related to public health and safety.

8. Event organizers must obtain their own liability insurance to cover an event. SASC is not financially liable for the promotion and/or staging of third-party events.

9. Charitable tax receipts can be issued to individual donors provided they meet the Canada Revenue Agency (CRA) rules and regulations. In these cases, monetary donations (over $20) are eligible for a receipt when full contact information is provided for donors. Please keep accurate records.

10. Third-party fundraising revenue and expenses cannot flow through SASC books. Only the final net proceeds from the event are to be processed by SASC.
​
11. Proceeds should be forwarded to SASC within 30 days of the completion of the fundraiser. Reminder: Please do not move forward with your plans until you have submitted your application and been notified of our decision.

SASC Key Messaging

When hosting a third-party fundraising event, it is essential to make sure that you keep the values of SASC in mind while you prepare promotional materials and decide what kind of event you will host. 

We invite you to read more about SASC's key messaging by exploring our "About Us" Page.  Reading about our Mission, Vision, and Values is a must for third-party fundraisers! 

Mission / Vision / Values

Event Ideas

Odds are you already had an event idea in mind before you downloaded this toolkit, but we’d like to give you some more fun suggestions for third-party fundraisers that you perhaps hadn’t thought of! 

Tip: Remember to pick an event theme that suits both you and your group’s talents while also being respectful and mindful of the values of good-faith fundraising!

Some Fundraiser Ideas Include: 

Community Barbeques	​Formal or Informal Dances	A Talent Show	​A T-shirt Fundraiser	​Yard Sales
​A Games Night	​A Battle of the Bands	​Cooking Classes or other Classes	​Film Festival or Screening	​A Tie-dye Party
​Live-Streamed Events or Webinars	Winter Clothing Drives	​Holiday Baking Competition	​High Tea	​A Roller rink night
​An Art Show	​Silent Auctions	​Video Game Tournaments	​Trivia Nights	​Golf Tournaments or Other Sports Competitions
​A Pancake Breakfast	​Fashion Shows	​A Fun Fair with Carnival Games	​A Knit-A-Thon	​Used Book Sale or Thrifty Swap and Shops
​Consensual Candy Grams	​A Dress Down Day for the Workplace	​A Car Wash	A Formal Dinner ​	​Bake Sales

REMEMBER: If you are hosting a raffle or a silent auction you must obtain a lottery license for your event. 
REMEMBER: If you are selling food of any kind (like a bake sale) make sure to label allergens! ​

How To Plan Your Event

There’s no one right way to plan a fundraiser since every event is different, but there are some key things to keep in mind while you are planning that will help make any idea you have a success!
 
#1:  Don’t try and do everything by yourself
If you’re hosting your event as part of an organization, you probably already have a dedicated and passionate team of people working with you to plan and execute your vision. If you’re planning your fundraiser as an individual, however, you might not have many people to back you up. Make sure to recruit family, friends, and co-workers to help you get the event going. Not only will this lighten your workload, but it will also make it a lot more fun!
​
#2: Pick an Idea and Stick with it
The prospect of planning an event can be exciting, so you might be tempted to do as many ideas as possible for one event! As tempting as this is, it’s better to pick one excellent idea and execute it well than attempt multiple ideas with half the energy and effort. Knowing your audience is the key to choosing a good idea. Do you know many thrift store coinsures? Maybe you’re part of a local foodie group? Ask yourself who you know and what would excite them (and you!) to join in and participate in your event. This will make your decision a lot easier!

#3: Use all the Resources at your Disposal!
Planning an event can be a lot of work, so make sure you utilize all the tools and connections available! Maybe you know someone who has experience fundraising that can help you plan. Perhaps you have links to other groups or businesses willing to help you by donating in-kind items to your events, such as free coffee for a bake sale or balloons for a dance party. You can also use the beautiful world wide web to network with participants and promote your event! (We’ll talk more about promotion in the next section!)

#4: Set Realistic Fundraising Goals
A successful fundraiser keeps its costs low and its revenue high. Before you begin anything else, consider how much money you have to work with and whether it’s a feasible budget for the event idea you have in mind. It can be helpful to list all the things you will need for the event and how much each item will cost. As a rule of thumb, it’s a good idea to aim for an expense-to-revenue ratio of 15:100. If you want to make $100, you should spend no more than $15. This leaves you with $85 in total revenue! The less money you can spend on the event, the more money you will have for your overall donation!

#5: Utilize the CanadaHelps  Peer-to-Peer fundraising Platform!
SASC uses the online fundraising platform CanadaHelps to help manage our donations, and it’s also an excellent tool for you! You can visit our CanadaHelps profile by clicking the button below and then clicking on the “Start a Fundraiser” button to create a peer-to-peer fundraising page allowing participants with SASC to send their donations directly to use through your carrier. Suppose this works for the style of event you are planning (such as a trivia night, a run, or other ‘pledge’ based events). In that case, this will allow your participants to receive automated charitable tax receipts when they donate $20 or more. It is also an excellent way to keep track of your donation goals!

CanadaHelps

How to Promote Your Event

If you want to maximize the impact of your fundraiser, nothing is more important than promoting it! Here we’ll share tips and tricks for getting as many people to your event as possible!
 
#1: Use Social Media!
Almost everyone uses social media, making it the perfect tool to advertise your event. You could make a Facebook group, post about it on your company’s Twitter, and make reels about your event planning on Instagram. Get creative with it, and tag @sascwr so our social media team can share and boost your posts! This toolkit also includes some example templates that you can access.

#2: Consider Putting up Print Signage
Depending on the event you are hosting, print signage can be a very effective way of bringing attention to your event. For example, many coffee shops in KW have community boards where you can put up posters advertising events and services. This might be a good option for a book sale or art auction. Think about the people who might be inclined to look at a poster in a coffee shop. You can also put up library posters or yard signs for one-day events like yard sales to get drivers interested in what’s happening.

#3: Create an Event ‘Brand’
Most people are very visual creatures. A cohesive theme or ‘brand’ for your event can help take your fundraising promotion to the next level. For example, SASC uses the same shades of purple for almost all of our marketing materials! Pick a few colours that work well with your event theme and build your promotional material around them. For example, if you were hosting a mother’s day bake sale, you might choose to use soft colours like pink, yellow, and teal.  These colours are typically associated with springtime, and pastels can have a calming effect, giving the impression that your bake sale will be gentle, calming, and full of spring fun!  It’s also a good idea to pick one or two fonts that go with your theme but are still accessible and easy to read.

​Tip: Don’t know what colours look best together? Try searching for Pre-made colour palettes online! Websites like coolors.co can even generate them for you!

#5: The best marketing is word of mouth!
The best way to get the word out about your event is by encouraging people to talk about it! The more you can get your audience excited about the event, the more likely they will engage with it. Posts on social media that get people commenting and tagging their friends will have the community showing up for your fundraiser! Encourage your team to share on their pages and networks to make the net you cast even larger!
 

Event To-Do List

You can use this Checklist as a template for building your event plan. This foundation should be personalized to meet your event’s specific needs.
 
☐ Read and Agree to SASC’s Third Party Fundraising Conditions

☐ Fill out and Email your Third-Party Fundraising Proposal to danny@sascwr.org or donations@sascwr.org for approval 

Third Party Fundraising Application

☐ Choose an event idea and theme

☐ Review and Utilize the SASC Third-Party Fundraising Toolkit

☐ Gather your team together and assign tasks

☐ Purchase necessary supplies for the event or ask for them to be donated in-kind

☐ Promote your event before and during the event. Provide “last call” reminders for your participants a few days before a one-day event or the end of a weeks-long peer-to-peer fundraiser. This allows any last-minute donations to come in.

☐ Forward proceeds from the event to SASC within 30 days of the completion of the fundraiser.

☐ Thank your participants by sending them an email or a letter. Make sure you show your appreciation! (See our sample thank you letter).  
 ​

Frequently Asked Questions (FAQs)

Q: Why do I have to fill out an application form?
A: The application form allows us to access whether or not your proposed event fits within our mission, vision, and values as an organization. SASC cares about where our donations come from, so we take every precaution to ensure that equitable fundraising practices are taking place with our third-party fundraising supporters.

Q: Can I receive a charitable tax receipt for myself / my business?
A: Yes. If you or your organization have made a donation over the amount of $20 you are eligible for a charitable tax receipt. 

Q: Can participants of my fundraiser receive charitable tax receipts?
A: Yes, but only if they did not receive any goods or services in exchange for their donation and as long as that donation met or exceeded $20.

Q: Can SASC Staff help me with planning my fundraiser?
A: No. SASC staff are not responsible for helping you plan your fundraiser. You can request a staff or volunteer member to attend your event as a liaison for SASC, but please note that not all requests can be accommodated.

Q: Do you have any promotional materials that I can use for my fundraiser?
​A: Yes. Upon request, SASC can provide organizers with brochures about our services to be handed out at your event.

Q: Can I use the SASC logo on my promotional material?
​A: Yes, with some conditions. Please contact us for more information if you would like to use the SASC logo in promotional materials for your event. 
​
Q: I want to hold a raffle or silent auction. Do I need a lottery license?
A: Yes. You need a lottery license. You can apply for a Charitable Lottery license through the Alcohol and Gaming Commission of Ontario.

Thank You Email Template

You can either copy and paste this into your email or you can print it off to send to folks who may not be able to access email. 

---

Date
Address
City, Province
 
Dear [Donor Name],
 
Thank you for participating in our [Name of Your Event]! With your help and generosity, we raised [total amount] for the Sexual Assault Support Centre of Waterloo Region! With your gift, we can help SASC in weaving together a net of care for those who need it the most during a time of urgent need. Thank you.  
SASC’s core value is wrapping survivors of sexual and gender-based violence in community care; that is why their promise to survivors has always been, “you are not alone”. Together we have shown that we stand in solidarity with survivors. Because of you, the SASC team can show up for survivors whenever and wherever they need support: at the hospital, police station, courtroom, and of course, in the safety and comfort of our counselling offices. Together, we can help ensure that all survivors feel safe within themselves and our broader community.
 
Thank you once again for participating in our [event name]. We look forward to continuing our work with you in the future and creating positive change in our community. It takes all of us coming together to make the difference we want to see in the world.
 
With all my gratitude,
[signature of organizer]
[Name of organizer]
 

Example Event Theme

​ To help get you started, here is an example of a social media theme you could use to help ‘brand’ your event!   Make sure to pick a theme that works well with the event you are hosting!

For this hypothetical event, our theme is a springtime Mother's Day Brunch. We chose two images (an eggs benedict and a cocktail) to base our design on and pulled colours from those images for our palette. Next, we picked two fonts for all of our promos, and voila! We have a theme! 

Keeping your theme consistent will help your event participants get a sense of what to expect and give your event a professional feel! 

Contact

If you have any questions regarding fundraising for SASC or about this toolkit, please do not hesitate to reach out to us! We will be more than happy to answer any questions and address any concerns you may have!
 
Danny
Fundraising and Social Media Assistant
danny@sascwr.org 
519-571-0121 x 822
 
Laura
Development and Communications Coordinator
donations@sascwr.org
519-571-0121 x112