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Fact Sheet

By Jay Henry,2014-01-10 21:08
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Fact Sheet

    Third Party Event Application

Look Good Feel Better? (LGFB) mission statement:

    To help women with cancer manage the appearance-related effects of cancer and its treatment.

    ______________________________________________________________

    Thank you for your interest in supporting Look Good Feel Better (LGFB) and your desire to support women with cancer.

    We are very fortunate to receive the many proposals that we do from across the country from individuals and organizations that would like to stage their own fundraising and awareness building events in support of our Mission. It is committed volunteers, such as you, who run these Third Party Events’ independently and without involvement from national office.

    The path to launching a Third Party Event typically begins with the Organizer completing an Event Application Form, which also includes

    the necessary Third Party Event Terms and Conditions, and reading our

    Tax Receipt Policies and Procedures. The Application is then submitted

    to LGFB for review. Each Application is carefully reviewed (within 2 weeks of submission) and evaluated by us to determine feasibility and suitability with Look Good Feel Better’s overall goals and objectives. Ultimately it is our wish to partner with individuals and

    organizations in good standing whose goals closely match ours to raise awareness and funds for Look Good Feel Better.

    We appreciate your interest in fundraising for Look Good Feel Better and we look forward to working with you!

    ____________________________________________________________________________________

Third Party Event Application Form:

NOTE: For consideration, all Event Proposals must be submitted at least 2 months from the event date

Date of Application:

    ___________________________________________________________________

Organizer/Company Name:

    _____________________________________________________________

Organizer/Company Contact:

    ___________________________________________________________

Address:

    ____________________________________________________________________________

Telephone: ___________________________ Fax:

    __________________________________________

Email:

    ______________________________________________________________________________

Describe your relationship to Look Good Feel Better:

    ________________________________________

     Continued…

    Event Date and Time:

    _________________________________________________________________

    Please describe this special event and it’s fundraising activity: (This information allows us to track our relationship with you as an active fundraiser. Additionally, it alerts our Accounting Department that a cheque will be received in a given period of time, ensuring that the money you worked so hard to raise is received and accounted for properly)

    ____________________________________________________________________________________

    ____________________________________________________________________________________

    ____________________________________________________________________________________

    Is a timeline, action plan and/or itinerary available for this event?

?Yes If yes, please include with your application ? No

Event Location:

    _______________________________________________________________________

Maximum Event Capacity:

    ______________________________________________________________

Estimated Event Attendance:

    ___________________________________________________________

The event is: ? Open to the public ? By invitation only

    If by invitation only, please indicated the number of invitations distributed ______________________

Is there a cost to attend the event? ? Yes If yes, please note

    cost _______________

    ? No

Funds for this fundraiser will be generated by:

    ? Ticket Sales/Entry Fee ? Raffle ? Silent Auction ? Donations ? Vendor Sales

What % or amount of the funds raised will LGFB receive? ______-

    ______________________________

Will any other charities receive proceeds from the event? ? Yes ? No

    If yes, who

    __________________________________

    __________________________________

    _______

Is there a sponsoring organization? ? Yes ? No

    If yes, who

    __________________________________

    __________________________________

    _______

Will alcohol be served at the event? ? Yes ? No

    If yes, please provide details

    __________________________________

    __________________________

    Has this event taken place before? ? Yes ? No If yes, when

    __________________________________

    __________________________________

    ______

What was the net donation to the charitable organization?

    __________________________________

    _

     Continued…

    Marketing and Promotions:

LGFB can play a complimentary role in planning your event, but

    typically the third party primarily plans third party events. If your

    event is open to the public we would be happy to list your event on

    our website. Unfortunately, due to our limited resources, we cannot

    often support these events as much as we’d like to. To help us

    determine your LGFB needs, please supply us with the following

    information:

Will you require a LGFB representative to attend the event (for a

    cheque presentation, speaking engagement, photo opportunity etc.)? If

    so, please describe the role the individual will play and the length

    of time they will be needed. Also include any special dress

    requirements:

    ____________________________________________________________________________________

    ____________________________________________________________________________________

    How will the event be publicized (invitations, press releases, advertisements, PSA’s, promotional flyer etc.)? Where will LGFB branding (logo) appear? Please attach any samples to your application: ____________________________________________________________________________________

    ____________________________________________________________________________________

    Will the media attend/cover the event? If so, please identify the media you anticipate will attend:

    ____________________________________________________________________________________

    ____________________________________________________________________________________

    Will you require any LGFB print material (magazine, brochures, displays)?

    ____________________________________________________________________________________

    ____________________________________________________________________________________

     Continued…

    Third Party Event Terms and Conditions:

To safeguard and preserve the integrity of Look Good Feel Better (LGFB) and our commitment to donors, all Organizers must adhere to the following terms and conditions. Please review the following guidelines carefully, initial each point and sign the completed form. Your signature means that you have read the guidelines and your proposal complies with each point. ______The terms of this agreement shall be from the date that LGFB approves the Organizer’s proposal until the end of the event date. LGFB has the right to terminate this agreement at any time if it determines that the event is likely to be injurious to the image of LGFB, or if the Terms and Conditions of this agreement are not followed. ______The Organizer understands and agrees that the LGFB logo (a) may not be altered in any way, nor may it be sublicensed to any other person (b) may not be used in connection with any telemarketing or door-to-door solicitations, and/or (c) may not be used in conjunction with terminology that is contrary to the mission of LGFB. The Organizer agrees to abide by the LGFB Brand Toolkit guidelines in the development of any collateral bearing the LGFB logo. ______The Organizer will submit to LGFB for approval all promotional materials for the event including, but not limited to, advertising, invitations, letters, brochures, flyers and press releases prior to production or distribution. All event materials should state that “Proceeds / A portion of the proceeds – benefit(s) LGFB. ______I have read and understand the tax receipting guidelines as stated in the Tax Receipt Policies and Procedures document included at the back of this application. ______A tax receipt can be issued by LGFB to the direct donor only for monetary donations received either via cash or cheque. Tax receipts cannot be issued for services donated. ______The Organizer will: (a) comply with all applicable laws while planning, promoting and conducting the event (b) obtain all necessary insurance and permits to be in force through the conclusion of the event (c) indemnify and hold LGFB harmless from any and all claims of any kind or nature whatsoever arising out of, or in any way related to, the event. ______The Organizer understands that LGFB is not financially liable for the promotion and or staging of a Third Party Event ______The Organizer understands that LGFB cannot partner with any promotion for health-related products. ______The Organizer understands that the promotion will not be based on acquiring, using the names of, or soliciting LGFB donors or employees. LGFB does not promote outside products or services to raise funds. ______LGFB will not endorse or recommend products or services. ______The Organizer agrees to submit to LGFB any proceeds from the event within 60 days of the event date. NOTE: This agreement will not become effective unless and until it is approved by LGFB, as evidenced by the signature of an authorized LGFB representative below. By signing, the Organizer agrees to the Terms and Conditions above. The above guidelines have been read and agreed to by: The Third Party Event has been approved by:

_____________________ _____________________

    Name of Organizer Name of LGFB Staff

_____________________ _____________________

Signature of Organizer Signature of LGFB Staff

Date: Date:

    Email:

Telephone:

    Once you have completed the form, please fax to 905.890.2607

Many thanks for your interest in supporting Look Good Feel Better.

     We will be in touch with you within 2 weeks of

    receiving your application!

     Continued…

    Third Party Tax Receipt

    Policies & Procedures

We receive more questions about receipts than about almost any other

    matter. In order to ensure our status as a charitable organization

    with the Canadian Revenue Agency, it is imperative that we all handle

    matters around receipting in an appropriate, timely, efficient and

    legal manner.

It is very important that you understand the rules about tax receipts

    BEFORE you plan your event. The requirements for receipting are extensive and time consuming. You may decide, in the end, that if only

    a small tax receipt can be issued, it may be better not to offer them

    at all.

    It is your responsibility to communicate decisions surrounding tax receipting to the participants of the event, so please be sure you are

    clear about what you can and cannot offer.

In general, if an individual or corporation is receiving any benefit

    for their donation or contribution, then a tax receipt is not usually

    issued. Benefits could include: dinner, alcohol, chance to bid on

    auction items, entertainment, parking, etc.

It is very important to first ask yourself:

    Is receiving a tax receipt important to the people participating in my

    event?

    If the answer is NO, you will be saving yourself and Look Good Feel Better many hours of work by deciding not to offer them. Look Good

    Feel Better would be pleased to provide a thank you letter confirming

    any gift rather than issuing a tax receipt.

    If the answer is YES, then be sure to review the following information

    about tax receipts.

     General Tax Receipt Information:

1. Look Good Feel Better can provide tax receipts only if you

    have submitted an Event Proposal Form and been given

    approval from Look Good Feel Better.

2. Look Good Feel Better can issue tax receipts of $25 or

    more only to individuals or organizations that make a

    donation without receiving any product or tangible item in

    return. Purchases of raffle tickets, event admission

    tickets, green fees, live and silent auction items are NOT

    eligible for tax receipts.

     Continued…

3. As per Revenue Canada guidelines, Look Good Feel Better is

    able to provide gift in kind letters for the donations of

    goods from businesses or individuals. These letters can be

    used as business promotion expenses. Gift-In-Kind

    receipts will only be issued to individuals for material

    goods, if the goods are new and a receipt or invoice from

    the purchase accompanies the request for a receipt. Gifts

    of artwork, wine, collectibles, or items of a unique

    nature must be accompanied by a recent independent

    appraisal, regardless of value. Gifts of art donated by

    artists and art dealers are seen as disposition from their

    inventory.

4. We strongly encourage all event organizers to remit the

    proceeds from their event within 90 days of the event

    taking place in order to ensure proper stewardship of

    donors. Additionally, under Canada Revenue Agency Canada

    guidelines, in order for gifts to be eligible for income

    tax receipting in any given calendar year; Look Good Feel

    Better must have received the gift by the last business

    day of December; or a donation must be postmarked prior to

    December 31st.

5. Look Good Feel Better is not responsible for

    expenses. Under no circumstances is Look Good Feel Better

    able to offer funding or reimbursement for event expenses.

6. Tax receipts cannot be issued for the costs of a donated

    service. This includes but is not limited to special

    services that necessitate hiring someone/thing for an event (e.g. tent set-up, website creation or

    entertainment). We can however issue a gift in kind letter to acknowledge the donation.

    7. Donation of a gift certificate is not eligible for a tax receipt if the donor is the issuer of the gift certificate.

    8. Sponsorships are not eligible to a tax receipt if the sponsor receives any advertising, marketing or promotional value, as these would be considered a business expense. Sponsors can receive a letter of acknowledgment for the value of their sponsorship, which can be used to book the business expense.

    9. Look Good Feel Better will not sign any application of gaming and lottery licenses. Gaming and lotteries including bingos, gambling, raffles or games of chance often have special considerations that require permits and legal reporting that Look Good Feel Better will not be responsible for. Legally all raffles must be registered with your local municipality. There is a processing time of approximately 8-10 weeks to receive a raffle license and your prize cannot change afterwards. We recommend that instead, you hold a Promotional Draw. You can run a

    draw without acquiring a license, but you must offer the tickets for free, asking instead for a donation for the ticket.

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