Presentation on theme: "Presents…. A national organization in Canada that focuses purely on childhood cancer fundraising. 100% of donations we receive are distributed to the."— Presentation transcript:
A national organization in Canada that focuses purely on childhood cancer fundraising. 100% of donations we receive are distributed to the childhood cancer charities that we support. We focus on fundraising events that drive wellness, physical activity and a healthy, active lifestyle. WHO WE ARE: what sets us apart?
WHY WE DO IT Cancer is the leading cause of non- accidental death in children in Canada. More children die of cancer each year than asthma, cystic fibrosis, muscular dystrophy, congenital anomalies and pediatric AIDS combined 1 in 330 individuals will be diagnosed with a malignant disease before their 20th birthday. 1 in 400 young adults (aged 15 – 45) is a childhood cancer survivor. The treatment and cure is a 24/7 process, often over a period of 2-3 years, the effects of which can smother childhood or teen years.
WHY WE DO IT Today, over 80% of children diagnosed with cancer become long-term survivors vs. less than 10% in the 1970’s But over 60% of childhood cancer survivors see long-term lasting impacts from cancer and treatment (chemo, radiation, steroids): sterility, secondary cancers, heart & lung disease, hip replacements, mammograms for teens, epilepsy, vision loss, amputation. Upon return to school, their abilities can be impacted by loss of short term memory, fatigue, decreased ability to concentrate, and IQ loss. Many need long-term special education support. That’s why we ride towards our destination – beyond cancer!
In 2013 Coast to Coast Against Cancer Foundation gave $6 million to: Kids Cancer Camps/year round programs in Ontario, Alberta, & Atlantic Canada. POGO: Ontario Family Funding & High School Survivor Programs (POFAP & SAVTI) C 17 – Pediatric Oncology Researchers across Canada; Grassroots kids cancer charities across Canada. Coast to Coast has distributed $31 million since 2003. WHERE DO THE FUNDS GO?
WHO DO THE FUNDS HELP? Kids and their families because one child can change the world
IR @ Toronto – October 18 th, 2014 Under 2 hours start to Finish, including awards A great way to have the whole community rally around a cause Childhood cancer could impact, or has already impacted someone around you.
T HE C YCLISTS Teams of 6 riders register and fundraise online Each cyclist rides for 10 minutes each There’s a break between each round, no rushing! Bring a water bottle & light clothes Eat a good breakfast!
T EAM C APTAINS You have a Key Role in supporting the event! Help team register online Own Team Package Ensure team mates have e-copy Ensure they’re ready to submit any paperwork to you before check in. Bring a printed Results Report with you. Attend Team Captain Meeting (optional) Have a great time on event day!
T HE V OLUNTEERS Register online as a volunteer and let your Organizer know. Fundraising is encouraged! KEY VOLUNTEER ROLES: Crew: 4-6 for setup and take down Food & Beverage Team: 1-2 Check In team: 2-3 Medic: 1-2 – basic first aid & CPR Photographer: 1 Timekeeper: 1 max Optional roles – we scale with your volunteer engagement: Bike Monitors, Timer, etc
Inside Ride HAVE TOs! Your Event Guidelines: Team Minimum $1000 per bike or $170/cyclist ONLINE REGISTRATION reserves your team bike FUNDRAISING Team Package secures your bike Your Event Guidelines: Team Minimum $1000 per bike or $170/cyclist ONLINE REGISTRATION reserves your team bike FUNDRAISING Team Package secures your bike ALL team members must register online! All team members fundraise and submit donations Volunteers are asked to fundraise Each participant must accept the online waiver ALL team members must register online! All team members fundraise and submit donations Volunteers are asked to fundraise Each participant must accept the online waiver
ONLINE REGISTRATION REQUIRED ! reserve your ride TEAM = 6 people (1 is the Team Captain) Option: Use your FB account to save setup time and share your fundraising link http://Toronto.theinsideride.com
TEAM CAPTAINS to register You will need: 1 Work Address 1 Team Name 5 friends’ names & emails. Our system will email each teammate a link. Team members then log in to set their password and start fundraising! TEAM CAPTAINS to register You will need: 1 Work Address 1 Team Name 5 friends’ names & emails. Our system will email each teammate a link. Team members then log in to set their password and start fundraising! Team Captains - Organize your team!
How the Captain Registers the entire team! http://LOCATION.theinsideride.com 1. Collect names & email addresses of your team members 2. Register using a common address - include postal code 3. At the end of the registration, click the option to “Add Others” 4. Pick “Use Your Address” to copy the common address to everyone 5. Replace your email with each teammate’s email 6. The system will email each team member a link 7. Team members log in and set their password
How to Donate? Option 1 Online Smart phone compatible, easy, fast, shareable Result = Tax Receipt Both options yield a tax receipt for donations >$20. BUT online donors receive them immediately! Option 2 Pledge Form Great for family, friends, neighbours
Some Tips to Raise > $1000 in 7 steps! Step 1: Ask 6 family members to donate $15.00 $ 90 Step 2: Ask 6 friends to contribute $5.00 $ 30 Step 3: Ask 6 co-workers to donate $20.00$ 120 Step 4: Ask your boss to match co-workers$ 100 Step 5: Ask 6 neighbours to donate $10.00$ 60 Step 6: Ask 6 businesses you support to donate $100.00$ 600 Step 7: Each team member donate $50.00$ 300 Total = $1300 Key Actions Tell your story: You’re helping kids with cancer with 100% of their donations Share your link: Text or email your link to family and friends. Network: Ask your family & relatives to email their colleagues Promote: Tweet the news! Post on FB, join Inside Ride Fan page Schedule: A fundraising event. Thank You: Say and simple and heartfelt Thank you to your donors! Key Actions Tell your story: You’re helping kids with cancer with 100% of their donations Share your link: Text or email your link to family and friends. Network: Ask your family & relatives to email their colleagues Promote: Tweet the news! Post on FB, join Inside Ride Fan page Schedule: A fundraising event. Thank You: Say and simple and heartfelt Thank you to your donors!
If you don't fight the fights you may not win, how can you call yourself a Champion - AJF
Medals & Thank Yous MEDALS Top Team Mileage Best Team Spirit Best Team Costume Top Team Fundraising Top Female Fundraising Top Male Fundraising Top Volunteer Fundraising The Medals reflect our and your intent – be a team, have fun, be active, and support kids with cancer
The Feedback Simply a Meaningful Day. Fun! Volunteerism Engagement Team Spirit! School Spirit Health & Wellness Leadership 100% of Donations Help Kids with Cancer Today I rode 0km and childhood cancer couldn’t keep up! Not moving never got us so far….
JOIN OUR ONLINE COMMUNITY Find some inspiration!
Challenge Your Community! Want to Ride or Volunteer? 1. ARE YOU TEAM CAPTAIN MATERIAL? GET 5 OTHER FUN, DEDICATED AND ENERGETIC FRIENDS TO MAKE A TEAM 2. REGISTER ONLINE! http://Toronto.theinsideride.com 3. GET CREATIVE WITH YOUR FUNDRAISING TO RAISE THE TEAM MINIMUM OF $1000 4.SUBMIT DONATIONS AND FUNDRAISING REPORT PLEDGE FORMS TO YOUR TEAM CAPTAIN THE DAY BEFORE! 5.OCTOBER 18 TH - BRING IT FOR THE INSIDE RIDE! 1. ARE YOU TEAM CAPTAIN MATERIAL? GET 5 OTHER FUN, DEDICATED AND ENERGETIC FRIENDS TO MAKE A TEAM 2. REGISTER ONLINE! http://Toronto.theinsideride.com 3. GET CREATIVE WITH YOUR FUNDRAISING TO RAISE THE TEAM MINIMUM OF $1000 4.SUBMIT DONATIONS AND FUNDRAISING REPORT PLEDGE FORMS TO YOUR TEAM CAPTAIN THE DAY BEFORE! 5.OCTOBER 18 TH - BRING IT FOR THE INSIDE RIDE!
ONE STEP AT A TIME What We Provide Your Roles & Responsibilities Key Strategies & Definitions High Level Timeline Next Steps Recap Organizing Team
We Provide: Planning Tools Along with colourful brochures and posters, Coast to Coast provides a package of electronic documents which include: EVENT ORGANIZATION Event Planning Checklist that includes: Step-by-Step Event Schedule (“Run of Show”) Volunteer Roles & Sign Up sheet Team Sign Up & Volunteer Summary Reports Corporate Event Reference material EVENT INFORMATION PACKAGE – TO RECRUIT TEAM CAPTAINS Tailored corporate information package specific to your event including a backgrounder on childhood cancer One page sample invitation tailored to your event TOOLS TO ACTIVATE TEAMS Team Summary Sheet Team Captain Email Waiver is part of the online registration process. ONLINE INSTRUCTIONS Online Registration Instructions
We Provide: web site, coaching & service Inside Ride Event Registration & Donation Website: SECURED: Fully secured tailored event website using software from a leading fundraising SW company focused on non-profits. STATUS: Top 10 teams and individual fundraisers listed raising the competition and the interest. SIMPLE: Easy to sign up, create a team, join a team. Leave the defaults or personalize your team page and personal page. SERVICE: You call us, we answer your questions. Direct and personal Website and Event support for participants and organizers via phone and email.
You Provide: ORANIZING COMMITTEE VENUE LOCAL EVENT SPONSOR RECRUIT TEAMS ENCOURAGE FUNDRAISING SUPPLY EVENT DAY VOLUNTEERS AMBASSADOR CHILD/FAMILY REFRESHMENTS
Organizing Teams’ Roles & Responsibilities Project Manager In charge of registration & helps to launch Call To Action Overseer of all the organizing team actions Face of The Inside Ride at the organization Should be able to answer any questions Main contact for Administration & Inside Ride Staff Communications Leader In charge of promotion: posters, local media, social media, company wide website. Cultivate interest with different corporate team groups. Pass on information to cyclists, for deadlines, team captain & volunteer meetings, etc. Resources Leader In charge of volunteers: recruiting, tracking, meetings, encouraging online registration/fundraising, assigning and explaining roles for event days. Responsible for arranging launch technical support and event day items: water, snacks, recycling/garbage bins. Fundraising Leader In charge of individual and team paperwork and collecting/count of funds handed in. Package forms: copying, distribution, and collection. Validating forms and cross-check for outstanding paperwork. Submitting validated cash to office. Managing event day check in and donations totals for awards. Fundraising Support 2 to 4 Volunteers Communications Support 1 to 2 Volunteers Resources Support 1 to 2 Volunteers
Example Event Day Timing – 5 minute rounds 7:00 amInside Ride Crew arrives, volunteer crew available 9:00 amTeam Captain Drop & Go Check in 9:45 amTeams at bikes for welcome & instructions 10:00 amThe Inside Ride Opening Ceremonies & Dedication 10:10 amTime to spin – 6 cyclists ride for 5 minutes each; 2-3 minute break between rounds 10:50 amCycling complete, results tabulated 11:00 amAwards & Thank Yous 11:15 amTeardown and pack up 1:00Departure
Your Personalized Website The URL for your event site is created http://Toronto.theinsideride.com We suggest you place the link on your company website Online fundraising is preferred because it decreases your workload. We provide online reporting in the days leading up to your event to track fundraising. ONLINE Registration is Mandatory!
Team Package Team package = what you collect back from team captains who are participating Team Captains complete it and return it to the Organizing Team ON EVENT DAY. Contents of Team Package Completed Team Summary Sheet 6x Results Report or Pledge forms along with cash/cheques from your team Paper Waivers – only for those under 19 – All others accept the online waiver while activating their account Any cash or cheque amounts collected
Team Package Where do Team Captains get it ? Team Summary Sheet & Pledge forms & Paper waivers: –Organizer (you) email this to team captains after registration. –Inside Ride team will resend these with a team captain reminders email 1 week before event Results Reports : participants run these reports from inside their online account Cash and cheques: collected during fundraising
Event Day Package What we take away with us! Team Envelopes that contain team Results reports/Pledge Forms, cash and cheques and any paper waivers collected. (Pledge Forms & Waivers have Federal Taxation & Retention requirements and are considered property of the Foundation.)
Key Strategies, Definitions & Tools! The Event Planning Checklist This is your “COLES NOTES” document for planning your Inside Ride It helps you conceptualize event day details and literally check them off. It also helps us with event day logistics and the emcee script CRUCIAL ACTIVITY: Update this form as you go and send it back to us TEN DAYS prior to your event !
Your Action Plan Immediately After the Organizing Presentation… NOW WHAT?! Confirm your company wide Launch/Call to Action date, time how you will launch – (email blast, info booth, posters, visits…) Determine roles and responsibilities for Organizing Team and use these slides and the Event Planning Checklist to guide your preparations Review the online donation website and sign up your Organizing Team
First Steps 1.Review this PowerPoint Presentation and the Event Planning Checklist key project activities/tasks/dates Project Manager 2.Schedule a follow up meeting within the next few days in order to: Determine your roles and responsibilities - All Leaders Review the sample team and individual documents provided - All Leaders Scope your recruitment strategy & communications plan - Communications Leader Get your own team registered to try out the process - Fundraising Leader Understand volunteer roles for Organizing Team and Event Day - Resources Leader Schedule Signup Sessions if appropriate - Resources Leader 1.Review this PowerPoint Presentation and the Event Planning Checklist key project activities/tasks/dates Project Manager 2.Schedule a follow up meeting within the next few days in order to: Determine your roles and responsibilities - All Leaders Review the sample team and individual documents provided - All Leaders Scope your recruitment strategy & communications plan - Communications Leader Get your own team registered to try out the process - Fundraising Leader Understand volunteer roles for Organizing Team and Event Day - Resources Leader Schedule Signup Sessions if appropriate - Resources Leader
Launch Your Event Call Teams to Action - 5 months to 8 weeks before Event Organizing Team communicates the event to the staff and community – Inside Ride Staff can be present Announce Signup session, and schedule for follow up announcements, presentations if applicable Kick start team captain, team members and volunteer signup Start Fundraising. Promote in house initiatives. Encourage friendly competition between teams!
L AUNCH AFTERMATH BETWEEN LAUNCH AND 3 DAYS BEFORE THE EVENT Encourage Online registration and execute signup sessions (booth set up, poster campaign, email campaign) and follow up! Online registration reports provided by Inside Ride Coordinator on request - to track participants and encourage fundraising Email Info package and team package to team captains Schedule Volunteer Meetings & assign volunteer roles Promote the hand in date for participants to submit paperwork and donations to their Team Captain Formalize event day elements: Dedication, Thank Yous, Donations, guests, additional prizes
With Ten Days to Go Return the Event Planning Checklist to the Inside Ride crew - Advise us of special thank yous, special guests, welcomes, dedications for the event Organizing team receives the detailed timeline and any final questions from Inside Ride manager Advise volunteers of their arrival time, depending on their role. Advise team Captains of check in time and team members of arrival time – This will be done via an email blast supported by your Inside Ride Coordinator Pick-up food, water for the event
Event Day Lead organizer to print a set of event documents sent from the Inside Ride Coordinator Event day Volunteers meet Inside Ride Crew at arrival time and set up/ volunteer training begins Team Captains hand in pledge forms/fundraising reports, cash and cheques – starting 60 mins before event (or sooner if otherwise agreed) Donations team - Supported by Inside Ride Coordinator tabulates Team totals and look out for top Fundraisers! USE SPREADSHEET PROVIDED BY INSIDE RIDE TEAM On EVENT DAY pre-organizes cash into denominations determines fundraising total, tallies various Top 3 awards. Sign off pledge forms, donations and waivers to Inside Ride Coordinator Inside Ride Coordinator and Donations team will do a count and sign off of all cash once it has been removed from the team packages Have a great time!
Quick Recap What We Bring: The experience, ALL the gear and event staff for a memorable & meaningful day How We Help: Full event manual, event forms, templates, roles & responsibilities Online registration, fundraising, & reports, brochures & posters Dedicated Event Manager leading up to Event Day Want to meet and review details? Call us We run the event, you celebrate & have fun What You Provide: Organizing Team, Event venue (minimum 1800 sq ft) cycling teams of 6, volunteers, water, fruit What Happens Next: We help your organizing team get up to speed Teams and volunteers register, plan & execute fundraising Watch the enthusiasm level ramp up, see the engagement in the cause Enjoy the friendly competition & experience a meaningful d ay
The Feedback Simply a Meaningful Day. Fun Volunteerism Engagement Team Spirit Community Spirit Health & Wellness Leadership
FB: The Inside Ride Twitter: @insideride JOIN OUR ONLINE COMMUNITY
Thank you for your valuable time today. Web: www.theinsideride.com Email: email@example.com FB Page:The Inside Ride Twitter: @insideride Event Manager: Jenn Davies, 416-316-4659, firstname.lastname@example.org@ctcacf.org Event Coordinators: Hannah Spence, 519-546-0393, email@example.com@ctcacf.org Alex Campbell, 647-459-2563, firstname.lastname@example.org@ctcacf.org Copyright 2013, Coast to Coast Against Cancer Foundation. All Rights Reserved. All trademarks, logos, goodwill and brand indicia shall be protected and all rights enforced.