Ways to Give - 3rd Party Event Tools - How to Guide
"How to” Guide for Planning a Successful Event
Thank you for your interest in planning a special event in support of the HSC Foundation. Your efforts will help The Foundation support the men and women who provide health care at Health Sciences Centre by funding research, education, advanced technology and infrastructure enhancements.
 
Use this "How to” Guide to get started on planning your 3rd Party Event. We have included some tips, trade secrets and helpful hints that will allow you to maximize your time and ensure your efforts are put to use in the best way possible.
 
What is an HSC Foundation 3rd Party Event?
It is an event that is planned and executed by an organization, individual or community group from top to bottom in support of the HSC Foundation. The HSC Foundation team is here to offer advice, lend support and provide helpful tools to make your event a success!
 
Recipe for success:
  • An awesome idea – Get creative! An event can be something big or small. Think outside the box and you will be amazed at what you can come up with.

  • The cause – The HSC Foundation supports Health Sciences Centre Winnipeg, Manitoba’s Flagship hospital. Everyone in Manitoba will be touched by HSC at some point whether it is directly, through a friend or a family member. It is the hospital that is there for you when you need it most. Your event will help us bring hope to life.

  • Volunteers – family, friends, co-workers and community members can be a great resource. Tap into all of your connections. The more help you have, the better!

  • Financial Plan – HSC Foundation is pleased to support our 3rd party event organizers with tips and financial guidance but at the end of the day, the responsibility is in the hands of the event organizer. Please plan ahead to ensure your event will have a successful turnout and be financially successful.

  • People want to support local charities. Make it clear the funds raised from your event will go to support HSC Winnipeg and all the good that it does right here in Winnipeg.
 
3rd Party Event Checklist
  1. Contact us – Call or email HSC Foundation’s Annual Giving Officer at (204) 787-2022 or by email at HSC_Foundation@hsc.mb.ca. We will approve your event and help you get the ball rolling by answering any questions you may have. It is very important to contact us early on in the planning process to ensure that you are on the right track.

  2. Set goals – Using the budget planning template that we provided in the DIY 3rd Party Event Kit, clearly outline your fundraising goals. This way you will have a clear idea of your expenses, targeted funds raised and net profit.

  3. Give your event a name – A great name can make or break your event. It is a good idea to come up with something that lets people know what your event is all about while sounding fun and exciting at the same time. It is also important to mention that your event is in support of the HSC Foundation so that people know they are supporting a good cause. The name will help to create the overall identity and brand that you are going for.

  4. Form a committee – Some events may require more hands on deck. Find some key people who want to support you by lending a hand in the planning process. Some key roles might include finding the venue, acquiring donations and prizes, food and beverage coordination, volunteer coordination, marketing and promotion etc.

  5. Book your Venue – It is important to book your venue as far in advance as possible. Popular venues tend to book up early especially on weekends. It is also a good idea to make sure your event does not conflict with any other community events that may be taking place on the same day.

  6. Use the HSC Foundation logo and marketing materials – We would be pleased to provide you with additional information and support materials to help you promote your event in a variety of ways. To ensure that our logo and brand is represented correctly, we ask that all promotional materials using the HSC Foundation logo be approved by the HSC Foundation.

  7. Promotion – Spread the word and get your event out there! Be sure to include the event name, date, time, location, cost, where the money is going as well as a brief event description (i.e.: live music, catered food, prizes, 50/50 etc.). When it comes to marketing there are many ways to promote your event including TV, radio, internet, newspapers and local magazines. For more information on promoting your event see the Marketing Section of the Application Form in the DIY 3rd Party Event Kit.

  8. Find sponsors – Sponsorship can come in a variety of formats; Cash donations as well as gift in kind. Businesses like to get involved with community events as it is a great way for them to promote their business while associating with a great cause. Think outside the box, ask for venue sponsorship, food & beverage sponsorship, prizes, print sponsors and of course cash.

  9. Giveaways for attendees – Leaving your guests with a nice gift for attending the event can leave a lasting impression. We recommend securing these gifts through sponsorships so that it does not add any extra cost to your event budget. Gift bags can be a great takeaway.

  10. Do you need licenses? - Depending on the type of event you are planning you may need a license or permit. Our Annual Giving Officer, can help you figure out exactly what you need to ensure you are doing things by the book.

  11. Additional fundraising opportunities – 50/50, live auction, rainbow auction and raffles can be a fun and easy way to increase the number of funds raised at your event. Check with Manitoba Gaming about which licenses you need.

    For additional information please see the Manitoba Gaming Raffle Sales Regulations sheet in the Special Event Kit, visit their website at http://www.cra-arc.gc.ca/chrts-gvng/chrts/plcy/cps/cps-014-eng.html or contact our Annual Giving Officer at (204) 787-2022 or by email at HSC_Foundation@hsc.mb.ca.

  12. Accounting – Cheques can be made payable to Health Sciences Centre Foundation. To ensure prompt processing of tax receipts, please send your cheque to the HSC Foundation within 30 days after your event. You may find it worthwhile to open a bank account for your event.

    People can be more willing to donate to an event or organization than to an individual. Once all funds have been collected and all expenses have been paid, compile a list of revenue and expenses and prepare a cheque for the proceeds raised, made out to Health Sciences Centre Foundation.

  13. Tax Information – Depending on the event, tax receipts can be issued to donors, participants and sponsors. All tax receipts will be issued in accordance with Canada Revenue Agency Guidelines.

    For more information on tax receipts please visit the Canada Revenue Agency website at www.cra-arc.gc.ca/chrts-gvng/chrts/prtng/rcpts/menueng.html or contact our Annual Giving Officer at (204) 787-2022.

  14. Volunteers – Create a list of what needs to be done the day of your event and how many people you need to assist. Once you have your list, find a great group of volunteers who are ready to get involved and make things happen!

  15. Saying thank you – After your event is wrapped up it is important to thank your sponsors, volunteers, staff, attendees and anyone else who may have helped out along the way. This will let them know how much you appreciated their support and they will be more likely to want to help out with future events.

  16. Showoff your success! – We are so grateful for your support of the HSC Foundation and want to promote your success! Please send us photos, an event description and any fun stories from your special event that we can use in our HSC Foundation marketing materials and on our social media sites. Hopefully your event will inspire others to do the same!
 
For more information please contact:
Annual Giving Officer, HSC Foundation
(204) 787-2022
HSC_Foundation@hsc.mb.ca
 
Thank you! Your support will help the HSC Foundation bring hope to life.