RedRover Fundraising Event Toolkit

2

RedRover’s mission is to bring animals out of crisis and strengthen the bond between people and animals through emergency sheltering, disaster relief services, financial assistance and education. RedRover accomplishes its mission by engaging volunteers and supporters, collaborating with others and maximizing the use of online technology.

Making an impact together

WHEN THE DEADLY TORNADOES RIPPED THROUGH THE CITY OF MOORE, Oklahoma, in May 2013, our team of RedRover Responders volunteers deployed to help care for over 100 animals whose families were affected by the storm. Meanwhile, five hours away in Killeen, Texas, Coach Krista Young and the Wicked City Derby Damez (WCDD) decided they could help with the disaster relief effort by doing what they do best – roller derby! As Killeen’s first roller derby league, WCDD provides hard-hitting action on the track as well as community support and family values. Through one of their roller derby bouts, the Damez helped raise $500 for RedRover and the animals!

About RedRover RedRover is a soft hand and warm heart in times when animals and people are in need, crisis and pain. Our thousands of passionate volunteers, donors and supporters recognize that the world would be darker and colder without us. So they mobilize. They answer when the RedRover rally cry is called. We are about engagement – not only with each other, but also side-by-side with other animal professionals, animal groups, local officials, law enforcement, media and schools. We bring animals out of crisis and into care, and discover new ways to strengthen the bond between people and animals.

The difference you can make Your support of RedRover is so important. Together, we helped nearly 5,000 pets and families in 2012. Every little bit adds up to make a world of difference for the animals. Together, we can help them get the care they need, move them out of harm’s way and keep them with the people they love. I hope this Fundraising Event Toolkit inspires you to join our efforts and make your own personal impact to bring animals from crisis to care.

Warmly,

Nicole Forsyth President and CEO

3

Contents of the Fundraising Event Toolkit

Your event 3

Event ideas 4

Third-Party Fundraising Guidelines 5

Promoting your event 8

Planning checklist 9

Frequently asked questions 10

Resources 11

Event proposal form 12

Financial summary form 13

Fundraising pledge form 14

Thank you template 15

Sample poster template 16

4

Your event We’re excited that you want to organize an event to help RedRover raise funds! By supporting RedRover, you’re helping to bring animals out of crisis and into care and strengthen the bond between people and animals. Fundraising events are a fun way to gather your friends and community together for a good cause.

Event ideas

Auctions (art, silent, services)

Bake sale

Benefit picnic

Benefit concert

Cook-off

Can/bottle drive

Dinner party where everyone makes a donation to attend

Donations instead of gifts at a birthday or anniversary party

(visit ECHOage.com for a great way to set this up!)

When it comes to helping the animals, you can get creative!

See our Third-Party Fundraising

Guidelines on page 5 for the details you need to know to make your

event successful.

Fashion show

Gala event

Games tournament

Garage sale

Movie night

Pajama/school colors day

Trivia night

Any individual or organization (outside of RedRover) that organizes and hosts an event, promotion, sale or donation drive on behalf of RedRover is defined as a “third-party fundraiser.” Read on for our Third-Party Fundraising Guidelines and ideas to promote your event.

5

Third-Party Fundraising Guidelines The following guidelines are provided to ensure that you are aware of potential needs or issues regarding your event or promotion and assist you in your efforts. For smaller events, some of these guidelines may not apply.

If you have any questions not answered by these guidelines please contact Linda Bak, RedRover Development Manager, at LBak@RedRover.org or 916.429.2457 ext. 313. General guidelines: All fundraising events/promotions for the benefit of RedRover must be approved in advance. The third-party fundraiser must submit an Event Proposal to RedRover’s Development Department at least two weeks in advance of the proposed event date. If multiple events are proposed, a proposal must be submitted for each. Events and promotions designed to benefit RedRover must reflect positively on the organization and align with the RedRover brand (see page 2). RedRover retains the right to decline any event if it conflicts with its mission, brand, other fundraising efforts or event calendar. The third-party event organizer is responsible for all vendor agreements, contracts, insurance and necessary permits for the event. RedRover will not assume any type of liability for a third-party event, including liability for any injuries sustained by third-party event volunteers or participants related to an event benefiting RedRover. Please note that raffles, drawings and other games of chance are governed by a variety of state municipal and federal laws, and may not be tax-deductible. If you are holding a raffle, drawing or other game of chance at your event, be aware that such an activity needs special permits and allow extra time for these to be obtained. Third-party fundraising events must be financially self-sustaining without contribution from or financial risk to RedRover. RedRover will only accept the net proceeds of a third-party event. All third-party event expenses are the responsibility of the third-party event organizer and must be paid before net proceeds are given to RedRover. Refunds or reimbursements of third-party event expenses will not be available after the net proceeds are given to RedRover.

Once you’ve come up with an event idea, make sure you complete these steps before you begin planning: Review the guidelines below, consider any possible safety or legal issues and re-

plan accordingly (contact us if you aren’t sure!) Complete the event proposal form and return it to RedRover at least two weeks

prior to your event date

6

Communication guidelines: RedRover must approve all promotional materials, including but not limited to: advertising, letters, brochures, fliers and press releases prior to production or distribution. Please allow RedRover staff five business days to review these materials. Participants may not use the copyrighted information, logos or photos from RedRover’s website or social media properties without the express written consent of RedRover. The RedRover name cannot be used as an event title but may be identified as the beneficiary of the event/promotion. For example, an event may not be referred to as “The RedRover Bake Sale.” Instead, it should be promoted as “XYZ Bake Sale to benefit RedRover.”

RedRover cannot guarantee media coverage for any third-party events. You may contact the media about your event or promotion provided you communicate with RedRover regarding contacts or arrangements that are made. RedRover will not solicit participation from our donors/volunteers/clients in any third-party events beyond notifying them of event details, such as time, date and place. Fundraisers must fully and truthfully state the portion of the proceeds which will be donated to RedRover in all advertising,

promotions and in all contact with donors, sponsors and participants. If less than 100 percent of the net proceeds will be donated, the “portion of proceeds” may be stated as a portion of a product price or affixed amount per sale/transaction that is to benefit RedRover. Financial guidelines: RedRover will not incur third-party expenses or provide any funds for third-party events or promotions. The nonprofit, tax-exempt status of RedRover may not be used by the host organization to purchase items and materials with which to conduct the activity. Event organizers shall not retain any portion of event proceeds as personal profit or compensation. No fees, commissions or salaries may be retained from event proceeds by your organization or its members. Third-party event organizers should not provide tax advice to third-party event contributors. Organizers should refer individuals to tax or legal counsel for information. Charitable giving guidelines: Unless your organization is a registered non-profit entity, donations made to your organization are not tax deductible.

7

Donations made directly to a third-party event can be used to cover expenses for putting on the event, but are not tax-deductible. A donation solicited on RedRover’s behalf is fully tax-deductible only when it is made directly and entirely to RedRover, as only RedRover’s agents can verify that such a gift was made, and the nature of the gift, to the IRS. In order for a tax receipt to be issued, donations must be greater than or equal to $15 and RedRover must be provided with the donor’s name, address and phone number. Any checks made payable to RedRover must be forwarded to RedRover for processing and deposit. Such donations are tax-deductible and will be receipted by RedRover. Checks must represent an outright donation and cannot include any exchange of products, services or raffle tickets. Other guidelines: RedRover will not approve a third-party event if it requires the sale or endorsement of a product or service. RedRover will not approve a third-party event request if it promotes a political party, candidate or potential candidate. RedRover may cancel a third-party event or disassociate with a third-party event at any time if these Third-Party Fundraising Guidelines are not satisfied.

8

Promoting your event Now that you’ve planned out all the details of your event, it’s time to promote it! Posters and fliers Use RedRover’s poster template in this Toolkit and make sure you fill in all of the important details of your event. If you would like to design your own poster, send it to us for review before distributing it. Put up your posters at work, sports and community centers, schools, colleges, libraries and shop windows. Distribute fliers on the street, on shop counters, on table in cafes and in other busy places. (Remember to ask the manager first!) Online promotion Using sites like Facebook or Twitter or contacting people through email and text messaging are great ways to get the word out about your event. Ask your friends to forward on the details of your event to their friends! Check out online event calendars serving your community such as municipal or community center websites to see if they will accept a posting for your event. Media If you’re planning a large event, you might consider sending the information or a press release to local newspapers, radio and TV stations. Ask if one of their editors might be interested in doing a story in advance, covering your event or taking photos. The local media loves local news! If a reporter contacts you about your event, tell them about what you’re planning and why you’re supporting RedRover. If the reporter has questions about RedRover, please refer them directly to Leili Khalessi, RedRover Marketing and Communications Manager, at LKhalessi@RedRover.org or 916.429.2457 ext. 314.

9

Planning checklist Thank you for your interest in supporting RedRover. To help keep you and your event organized, use this checklist to ensure you have everything you need to make your event a success!

Before your event Dream up your event – refer to our Event Ideas to help you get started Review the Third-Party Fundraising Guidelines, consider any possible safety or legal

issues and re-plan accordingly (contact us if you aren’t sure!) Complete the event proposal form and return it to RedRover before planning gets

underway – at least two weeks prior to your event date Determine how many people you’ll need to help you with your event and recruit

volunteers Find a suitable location Create a budget plan Pick your date and schedule your event (be sure to coordinate with your event venue) Promote your event, ensuring all materials with RedRover’s logo have been approved

During your event Ensure volunteers have clear directions and understand their roles Assign someone to be responsible for handling the donations (it’s a big job!) Have RedRover pledge forms (page 14) on-hand to ensure no donation is missed Have fun! You’re doing a great thing for a great cause, so be sure to enjoy yourself too!

After your event Be sure to thank your donors – we provided a template to help! Collect and count the funds you raised Complete the Financial Summary Form Send your completed forms along with the funds to RedRover within two weeks of

your event

10

Frequently asked questions

Can I organize a raffle or a 50/50 draw for my event? Raffles, drawings and other games of chance are governed by a variety of state municipal and federal laws. If you are holding a raffle, drawing or other game of chance at your event, be aware that such an activity needs special permits and allow extra time for these to be obtained.

Can I use your logo on my website, product or publicity materials? After your event is approved, please contact Linda Bak at LBak@RedRover.org regarding marketing partnerships. (Remember, you can find an event flier template on the last page!)

How can I cover the costs of my event? Though RedRover will not cover the costs of your event, there are plenty of ways you can get your fundraising started for minimal costs! Local stores or companies may agree to sponsor your event, donate goods, or lend you their services for free.

Can I advertise my event on RedRover’s website? We would be happy to help promote your event benefitting RedRover! Depending on the nature of your event, we may post on the RedRover website, Facebook or Twitter!

11

Resources

12

Event proposal form Thank you for your interest in supporting RedRover. Please complete this form and email it to LBak@RedRover.org or fax to 916.378.5098 at least two weeks prior to your event date. Main contact information First name: _____________________ Last name:____________________________________ Email: _________________________ Phone: _______________________________________ Street address: ________________________________________________________________ City, state ZIP: ________________________________________________________________ Please select the category that describes you best: Individual Business School Community group/social club Service club Other __________________________

Event information Event name: _________________________________ Date & time: ______________________ Description: __________________________________________________________________ Venue name: __________________________________________________________________ Street address: ________________________________________________________________ City, state ZIP: ________________________________________________________________ Estimated donation to RedRover: $ _______________________________ Do you agree to submit donations from your event to RedRover within two weeks of your event? □ Yes □ No Do you understand and agree to RedRover’s Third-Party Fundraising Guidelines? □ Yes □ No ___________________________________ ___________________________________ Printed Name Signature Date: ______________________

Thank you for your support!

13

Financial summary form Thank you for your interest in supporting RedRover. To ensure transparency in all of our fundraising activities, please complete this form and email it to LBak@RedRover.org or fax to 916.378.5098 along with the RedRover Pledge Form and the proceeds of your event. We would appreciate it if all documents and proceeds were forwarded to RedRover within two weeks of your event. Event name: ________________________________________________________ Event organizer: _____________________________ Phone: __________________ Event revenue summary

Amount ($) Donors (number) Cash*/check donations (receiptable)**

Special event donations i.e. ticket sales, sponsorship (non-receiptable)

Totals

*Please do not mail cash to RedRover. If you receive cash donations, please write a check for the equivalent amount, ensuring donor names and contact information on the RedRover pledge form. All checks can be made payable to RedRover. ** RedRover will issue tax receipts for donations of $15 or more. RedRover will not issue donation receipts for donated services. If you have questions about the guidelines, please contact LBak@RedRover.org. ________________________________________________ Signature ____________________ Date

14

Fundraising pledge form Information collected must be complete and legible to receive a tax receipt. Tax receipts will be issued for donations of $15 or more. All checks must be made payable to RedRover. RedRover respects the privacy of our donors. Personal information will not be sold or traded with any other organization. Event name: ________________________________________________________ Event organizer: _____________________________ Phone: __________________

Donor name Address City, state ZIP code Email address Donation

amount

Thank you for your support!

RedRover P.O. Box 188890 Sacramento, CA 95818 Phone: 916.429.2457 Fax: 916.378.5098

RedRover.org info@RedRover.org Tax ID number: 68-0124097

15

Thank you template

We believe it is always important to say thank you to those who helped support your event. Successful fundraising depends upon building relationships with your supporters. Writing a thank you letter will show your appreciation and also build stronger relationships for your next event!

Use the template below as a guide to write an email or a letter to your key supporters and fellow team members, thanking them for their dedication and contribution to your event.

Dear Friend,

Thank you for supporting my fundraising event, Event Name, held on Event Date at Event Location.

Proceeds will be donated to RedRover. Funds raised will support RedRover’s work to bring animals out of crisis and into care.

Since 1987, RedRover has helped thousands of animals get that second chance at life they all deserve. By donating to RedRover, you are helping us achieve our goal to have pets safe and out of harm’s way.

Thank you again for your support.

Sincerely,

Your name

to benefit RedRover

Date: Time: Hosted by: RSVP:

Proceeds will be donated to RedRover

Founded in 1987, RedRover brings animals out of crisis and strengthens the bond between people and animals through emergency sheltering, disaster relief services, financial

assistance and education. Learn more: RedRover.org