Event Organizer's Handbook - Terry Fox Foundation

TCC: BEST PRACTICESDespite Terry’s relative youth when he ran the Marathon of Hope in 1980, heshowed remarkable vision in establishing many of the policies The Terry FoxFoundation abides by today. His vision of non-commercial, all-inclusive eventssets Terry Fox fundraisers apart in a highly competitive environment. Supportersdonate to the CAUSE in the true spirit of Terry Fox – selflessly, generously, and withgreat compassion for others.NON-COMMERCIALIZATIONPolicy: No individual, group, or company can earn any direct financial profitfrom their association with any event that bears the TCC name.Best Practice: Offers to sell products with partial return of profits to the Foundationis not permissible; offers to provide discount coupons are not permissible. Use theterm “supporter” instead of “sponsor” in all communications.EVENT PHILOSOPHYPolicy: TCC events are all-inclusive and non-competitive.Best Practice: Timing, charging of entry fees or setting of minimum pledges arenot in line with the vision of TCC. Prizes may be offered if the opportunity to win isbased on chance and all participants are eligible.CORPORATE SUPPORTPolicy: Companies or organizations that wish to support TCC events must do sowith no expectation of profile or sponsorship status.Best Practice: Corporate supporters may be acknowledged through a thank youboard at the event, media coverage of a company’s participation or viaFoundation produced hard-copy and electronic newsletters. Suchacknowledgement cannot include corporate logos (school crests excluded).CONJOINING WITH ANOTHER CAUSEPolicy: Fundraising events that bear the TCC name cannot be conjoined withany other cause, no matter how worthy.Best Practice: TCC fundraisers must be stand-alone events; no portion of thefunds raised can be re-directed to another charity.TCC ANNUAL DESIGNPolicy: Event Organizers may use the TCC design to further promote their eventbut not the Foundation’s logo.Best Practice: Please contact the Provincial Office to obtain the graphic and forfurther information on how it can be used. Do not alter the design or create yourown logo for your TCC event.Draft: Updated May 14th, 2013

EXPENSESPolicy: Funds raised through TCC events must be directed in full to theFoundation. No pledges or donations from participants may be used to covercosts associated with organizing the event.Best Practice: Any goods or services required to hold a TCC event must bedonated, or be covered by specific donations from third parties.THE USE OF TERRY FOX’S NAME AND LIKENESSPolicy: The Fox Family has sole jurisdiction over the use of Terry’s name andlikeness.Best Practice: You may not use pictures or video clips of Terry Fox to create yourown materials (t-shirts, posters etc.).MERCHANDISE AND PROMOTIONAL MATERIALSPolicy: All TCC materials are designed and produced by The Terry FoxFoundation. The printing of corporate names is not permitted on TCC materials.Best Practice: You may print your school crest or team names on TCC materialsincluding posters and t-shirts but you may not print the name or logo of acorporate donor on your materials.Questions?Please contact your Terry Fox Foundation Provincial Directorat 1.888.836.9786.Draft: Updated May 14th, 2013

SECTION 1: Chairing a TCC EventThe Chair is primarily responsible for setting up the initial event and thenoverseeing its development from start to finish. The Chair monitors the progressof each committee member leading up to and after the event and ensures thatall components of the TCC event are taken care of.Choosing the Event site:When choosing a site, try to think about how many people you expect to haveat your event (participants and volunteers) and take into consideration:Length (if your event is a walk/run):It is a good idea to have a couple of differentlengths for your run so that people can walk,run or wheel any distance they like. Usekilometer markers along the route so peopleknow how far they have gone and wherethey can opt to stop.Try to have your route in a loop with thestart and finish very close to one another,this helps to maintain the safety of theparticipants at your event and helps you tokeep track of everyone on event day.Safety:Make sure that the route is a safe distancefrom traffic, that the terrain is navigable for allparticipants, and that your route is easilyaccessible for emergency crews in the event thatsomeone gets injured.Talking to the Right PeopleKnow your campus communityCampus bookings: most campuseshave a booking system for theirvenues. Check with your bookingdepartment to make sure the spacesyou want are available.Department of Athletics: thisdepartment runs large-scale athleticevents all the time. They’ll be a greatresource.Campus security: experts in crowdmanagement, student safety and firstaid.Accessibility/Terrain:Your event should be all-inclusive so make sure that your route is friendly andaccessible to participants of all abilities.Layout:The space around your route is just as important as the route itself.Think about your registration area, space for a warm up activity, the location ofyour MC/ entertainment and where participants will stand before and after theevent. Make sure you have a safe place to keep the funds you collect.Draft: Updated May 14th, 2013

Creating a committee:Organizing a TCC event is a big commitment but it doesn’t have to be alonely undertaking.Creating a committee to help divide the workload will lead to increasedevent potential and higher fundraising totals. Choosing the rightvolunteers can be challenging; here are a few tips that might help.Base your selections on:Variety: some students, some faculty, some student services staff is alwaysa good mix. It makes for all the right perspectives in planning an event withso many stakeholders.Individual strengths: Make sure your members are suited for the role they’llfulfill. Seek out the best people to work with and fit them into the best rolesfor them.Continuity: Committee newbies are a good thing. When you move on,they’ll already know the ropes.You may choose to grow or shrink the committee depending on the size ofyour campus, but the responsibilities are universal across events.Best Practices in PlayEvent Philosophy: Take into consideration all of the participants youmight have at your event, ensure the event is enjoyable for everyone regardlessof pace or level of ability.Expenses: On occasion, there might be a charge to use event venueson campus. You’ll need to get your institution to donate the use of thefacility or have a third party pay for it.Draft: Updated May 14th, 2013

SECTION 2: Site LogisticsThe Site Logistics Coordinator is in charge of everything having to do withthe physical run site before the event. On run day, the Run Site LogisticsCoordinator works closely with the Event Day Registration Coordinator tomake sure that everything is organized and set up as it needs to be.The Site Logistics Coordinator is in charge of:Determining your needs:Your site requires a lot of things in order to be successful. Ask yourself thefollowing questions to make sure you’ve got your bases covered, thengenerate a list of things you need based on your answers.● Where will the participants register?● How will they know where the route is?● What will they eat at the site?● How will they stay hydrated?● What happens if someone gets hurt?● Where will we keep donations?● Where will the entertainment be ?● Where are the closest washrooms?Talking to the Right PeopleFacilities Management: they’re in charge of everything fromgarbage cans to road markers. Run your ideas by FacilitiesManagement and they’ll be able to tell you if they arefeasible and what you’ll need to get going. You can alsoplace your order for a ton of run day necessities with thisdepartmentA/V staff: if you want to have sound on the day of yourevent, these are the people to talk to. Make sure tocoordinate what equipment you need where and for whattime.Catering or dining hall services on campus: they might beable to help you with food and beverages for the event.Athletic Department: They have access to hydration stationsfor their athletes, you might be able to borrow one of these.Your Student Union: For volunteers! They’r e experts atcommunicating with students, get some tips.Student Services: Your ticket into residence. Students livingon campus are often keen to get involved.Your Campus Newpaper: All the students read it so why nottry to recruit volunteers in it?Draft: Updated May 14th, 2013

Recruiting volunteers:You need volunteers on the day of your event.Over-estimate the number of people you think you’ll need and recruit volunteersbased on the kinds of things you need help with. Be strategic;make sure you get good people.Recruitment Tips:1. Be clear about what you want from your volunteers: prepare short jobdescriptions so people know what they’re getting in to and what kind oftime commitment is involved.2. Be clear about what you have to offer your volunteers: is it the chanceto help others? The opportunity to practice English? Specialized training?Reference letters? Whatever it is, make sure your volunteers know.3. I t is very important that you keep track of your volunteers. Make sure tocollect their email addresses and phone numbers so they can be easilycontacted.Best Practices in PlayCorporate support: Remember to get your food and water donatedor paid for by a third party. If you do receive a donation, recognizethem at your site on a message board using their name but not theirlogo.Non-commercialization: Any food you sell is not allowed to havepartial funds going to another cause. You can sell hotdogs toincrease your TCC fundraising total but all of the money must beremitted to the Terry Fox Foundation.Draft: Updated May 14th, 2013

SECTION 3: FundraisingThe Fundraising Coordinator is responsible for all things related to how theevent will raise funds including:Maximizing your revenue through:1. Encouraging team participation: teams are a great source of revenue.Work together with your Team Coordinator to seek out and encourageteam participation at your event.2. Hosting secondary fundraisers: there are tons of other ways to raise funds onyour event day and throughout the year. Consider some of the following asoptions for your campus:ON EVENT DAY:● Have a BBQ● Have a dunk tank● Have a raffle/silent auctionTHROUGHOUT THE YEAR:● Host a dance-a-thon● Put coin jars out at retail outlets around your town/campuscommunity: this is especially useful right before and rightafter your event.● Have a carwash Host a theme party Host a movie nightIf you are having a major secondary fundraiser during the year, be sure tokeep your provincial office in the loop so that we can provide you with anysupport you need.3. Promoting Online Fundraising: Your event is already set up to collect moneyonline because it was pre-registered with The Terry Fox Foundation. Make sureyou promote online donating in all your communications. It’s easy:Go to our website www.terryfox.orgClick on the TCC linkClick on the link “I want to join my campus event”Click “donate to a participate online”Fill in the participant information and you’re all set to go.Draft: Updated May 14th, 2013

Talking to the Right PeopleChances are you’ll need to get permission toplace your promotional materials aroundcampus.Student Union: they likely have a poster policythat contains information on how many postersyou can put up, where and how.Facilties Management: they’ll have a similarpolicy on lawn signs plus you made need them tohang your banner for you.Academics: check with your academic office tosee if you can place tent cards on desks incomputer labs, classrooms, libraries, cafeteriasand coffee shops.No matter where you choose to display yourpromotional materials, be sure to obtainpermission. Failing to seek permission gives yourevent a negative reputation and may lead toBest Practices in PlayCorporate support: remember to get your food and water donatedor paid for by a third party. If you do receive a donation, recognizethem at your site on a message board.Non-commercialization: any food you sell may not have partial fundsgoing to another cause. You can sell hotdogs to increase your TCCfundraising total but all of the money must be remitted to the TerryFox Foundation.Draft: Updated May 14th, 2013

SECTION 4: Team CoordinatorThe Team Coordinator is in charge of recruiting, registering and maintainingrelationships with teams participating in your event.Teams are a great way to increase participation at your event. Also, they’llhelp to boost your funds!1. TARGET SPECIFIC GROUPSWhen trying to convert individual participation into team buy-in, targetindividuals who already have a network of people at their disposal.For example, find a contact on a sports team, in a club, on a council or in afaculty group on your campus. These groups are already doing thingstogether, why not get them to participate in your event? They’ll be out andactive with their group, be seen by other groups on campus and work ontheir team building skills. Organizations are often looking for something todo with their members, this is a great team bonding exercise.2. GET THEM REGISTEREDWith you:● Consider having an email address for your Teams Coordinator so thatthey can manage all of the registrations directly out of one account. Havea downloadable PDF registration form that they can fill out and send back(see sample)● Develop an ongoing communication strategy to keep participants /team captains informed as event day approaches. For example, preparea welcome package with all of the necessary information in it, autoresponseemails notifying people that they have successfully registered,reminder emails (may include information about collecting donations,meeting locations, weather, food/water, first aid) thank yous & feedbacksurvey (see samples)With TFF:Get your teams to sign up for online pledging on the TFF website(www.terryfox.org) by finding their institution/team under the TCC tab.Draft: Updated May 14th, 2013

3. ENCOURAGE FRIENDLY COMPETITIONCapitalize on existing rivalries to boost your funds. Maybe your HumanitiesDepartment has a little rivalry going with your Nat. Sci students. There’snothing wrong with taking advantage of it and having fun with your event.Here are a few tips:● Facilitate the friendly competition: you know your campus and you knowwhich departments might compete with each other so use that informationto your advantage. Send out targeted email blasts to groups with rivals thatare already signed up– it’ll motivate them to join!● Have your teams set fundraising goals for themselves so that they aredriven towards a target. If the teams are comfortable, communicate it totheir rival teams so that everyone is that much more motivated.● Encourage your teams to come dressed in a uniform or costume. It buildsteam spirit and helps you identify who belongs to which team. You caneven announce the team you think is the ‘most spirited’ so that one groupwalks away with some serious bragging rights.4. KEEP DATA ON YOUR TEAMSMake sure that you compile team information at your own site so that youhave a contact name/address/email/phone for soliciting participation forupcoming events and thanking them for participating this year. It also helpswith volunteer recruitment for the next event!Best Practices in PlayEvent Philosophy: Remember that the competition is friendly andcannot include prizes based on how much money is raised. Ensurethat all rivalries are in fun and that no one gets the wrong ideaabout your event. Use the term ‘friendly competition’ in your communications.Non-commercialization: Teams may get their names printed ontheir shirts but never their logos in accordance with the TFF’s policyon non-commercialization.Draft: Updated May 14th, 2013

SECTION 5: Promotions/Media RelationsThe Promotions and Media Relations Coordinator has a dual role: promotingthe event and liaising with the media.On the Promotions side:Be loud, clear and consistent. Let people know about your event in a varietyof direct and indirect ways. Make sure the location, type and time of yourevent is clearly conveyed and that people know who to contact should theyrequire more information. Here are some tips on how to keep peopleinformed and engaged in your TCC event:● Have an online presence: establish a Facebook event page and a Twitterhandle for your event. Keep it active and make it interesting! Piggy back offof the Foundation’s Twitter and Facebook if you’re stuck for content.● You don’t have to re-invent the wheel: Use sample communications topromote the event to your campus community: The Foundation is pleased toprovide sample PSAs, email blasts, letters of support etc. on our website- usethem!● Use promotional materials: Work in conjunction with the FundraisingCoordinator to make use of the promotional materials provided to you by TheFoundation. Put up posters, tent cards and banners around your campusearly so people have time to prepare for their participation.TCC promotional Materials AvailablePosters (11”x17”): Get these up as soon as you can- the more eyes the better!Tent cards (5”x8”): These can go on cafeteria and café tables around yourcampus, great for classrooms tooBanner (3’x8’): Hang this in a high traffic area to attract the maximum attentionLawn signs and stakes: Use these in your campus green spaces to promote youreventStickers (4”x5”): From coin jars to t-shirts, get the message out!T-shirts (Small, Medium, Large, XL): men’s and women’s versions, technical t-shirt, $20Make sure to make the most of what has been sent to you. You need toadvertise your event so that people are talking about it. High turn-out shouldtranslate to increased revenues.Draft: Updated May 14th, 2013

On the MediaRelations Side:● You are the primarycontact for all mediarelations. This means youare the spokesperson forthe event. Stay up todate and know alldetails. If your committeeis asked to provide comment for an interview, you are the voice ofthe event.● Call the media! As an on-campus event, you have access to twotiers of media: campus and local.● Make sure your on-campus media outlets (like the radio station andnewspaper) are contacted way ahead of your event. Scoringcoverage leading up to the event is just like advertising! Make sureyour message is clear and contains all of the necessary information.● Local coverage is important too. Off campus communities like tosee good things happening on campus. Let them know it is going onand they are likely to come out to grab a few great shots. Local radiostations make great MCs/DJs, maybe they’d event like to broadcastfrom the event.● Document it! Make sure you have someone at your event takingpictures and video of participants. These images can be used in thankyou letters, volunteer slideshows and future advertising. Be sure tosend some of what is captured to your provincial office, we’d love tosee it!Draft: Updated May 14th, 2013

SECTION 6: Event Day Registration CoordinatorThe Registration Coordinator is responsible for the entire registration processfrom the set up of the registration table on event day to the submitting offunds after the event. This person should be highly organized and have afinancial background if possible. The Registration Coordinator is the Chair’sright hand on event day. They need to be able to oversee the process,answer questions as they arise, troubleshoot problems and balance thebooks at the end of the day.An organized registration process is essential to a successful site. Participantsshould arrive to an efficient team of volunteers prepared to register themquickly. How participants are treated at the registration table sets the tone foryour entire event.REGISTRATION COORDINATOR RESPONSIBILITIES:Volunteer Coordination: Establish the number of registrars needed on EventDay (we suggest 1 for every 25 participants) then work with the Site LogisticsCoordinator in their recruitment.Volunteer Training: Arrange a date and location for a training meeting,prepare a presentation that addresses the issues that pertain to their rolesand teach the registrars the registration procedure.Registration Table Preparation: Make sure your registrars have everything theyneed to work quickly and efficiently. Here is a list of must-have items at yourtable:Entry Forms: pre-printedRegistrar Instruction Sheet: see next pagePens/highlightersStaplers, staples and staple removersZip-lock bags/envelopesPledge SheetsTally Team: Arrange for volunteers to work with you to handle post-eventreconciliation, follow the post-event procedures from your provincial office ,provide final stats (using the post-event report), take cash and cheques tothe bank and obtain a draft/settlement to include with all paperwork,prepare post-event report in conjunction with site organization – timelysubmission is crucial.Draft: Updated May 14th, 2013

STEP BY STEP REGISTRATION INSTRUCTIONS: Give these out to all your registrars1) Greet the participant, thank them for coming to the event2) Ask the participant to complete the personal information on the Entry Form:name, address, phone number and e-mail address.3) Explain to the participant the 4 Options on the Entry Form:Option 1: Making a personal donation at the site (with no pledge sheet)Option 2: Handing in fully collected funds and pledge sheetsOption 3: Not handing in their pledge sheet today but needs it authorizedOption 4: Collected money via online pledging*Ensure that they complete the correct option box.4) Ask the participant to answer questions regarding previous involvementand ensure that he/she sign the entry form.5) One Entry Form is needed per person. *The only exception is when a familyparticipates together. In this situation, one family member completes an entryform and lists the total number of family members participating (using the lineunder the telephone #).6) Ask the participant to printclearly – Entry Forms are used forissuing income tax receipts.7) Ensure that the decimal andcents are used when needed. *A$2 donation has been taken as$200 because the decimal was notclearly indicated.Waiver: Every participant MUST signa waiver. It protects the Foundationand its volunteers in case of anaccident.Have registrars check all cheques for:●Post/stale dates●Missing signature●Amount of donation –body and figure●Name and address printed on chequeIf registration becomes too busy to verifythat the cheque is correct, ensure youcheck before submitting them to thebank or sending to our office. It’s farbetter to catch at the site than later atthe Provincial Office where they wouldhave to be returned to the donor forcorrection.Donations of $20 or more are receiptedautomatically and are sent by mail(they cannot be emailed to the donor).Draft: Updated May 14th, 2013

Registration ProcedureTCC Entry FormCarleton U.TCC siteTCC Entry FormCarleton U.

TCC Entry FormCarleton U.TCC Entry FormCarleton U.TCCTCC DayTCCTCC Event.

Registration ProceduresTCC Entry FormCarleton U.FINAL REPORTING INSTRUCTIONSIn addition to the tasks listed above, theRegistration Coordinator or TCC Chair mustcomplete the Post-TCC Event Report providedby The Terry Fox Foundation (download fromthe terryfox.org/causecampus) and forward itto your Provincial Office with all funds andpaperwork within three weeks of your event.See back page for list of TFF Provincial Officeaddresses.Gather each group with an elastic or paper clip. Enclosethem all in an envelope, together with the Post-EventReport Form.As you cannot send cash through the mail, you will needto take cash to a local financial institution and have asettlement or money order made out to The Terry FoxFoundation. Include that settlement with your cheques,Post-Event Report Form and all paperwork in theenvelope to be returned to The Terry Fox FoundationProvincial Office.

SECTION 7: Wrapping UpEnsuring that your event gets wrapped up properly is very important to thesuccess of your event. Please remember to:Survey your participants:Find out what your participants/volunteers thought of your event using asurvey. Take their comments to the next level and follow up on them for animproved event next time around. Check out the sample at the end of thissection for an idea of what to ask.Volunteer/Committee Thank You:You want your committee and your volunteers to come back next year somake sure you give them a reason to. You can thank them any way you like,as long as you make sure that you know that they are appreciated. Youmight want to consider: printing out a group picture for everyone to have asa keepsake or hosting a BBQ.Supporter Recognition:Send thank you notes to all of your supporters, they’ll remember it the nexttime you come asking for a donation. Maintaining a relationship with thosewho have helped you goes a long way in getting you started for the nextevent. Take care to ensure that your notes are addressed to the right personand customized to the type of help you received from that particular group,company or person.Draft: Updated May 14th, 2013

The Terry Fox Foundation OfficesBC/YukonDonna White, Provincial DirectorThe Terry Fox Foundation2669 Shaughnessy StreetPort Coquitlam, BC V3C 3G7Tel: (604) 464-2666 Fax: (604) 464-2664bcyukon@terryfoxrun.orgQuebecMr. Peter Sheremeta, Provincial DirectorThe Terry Fox FoundationSuite 518, 1117 St. Catherine St. WestMontreal, Quebec H3B 1H9Tel: (514) 499-9747 Fax: (514) 499-9924qc@terryfoxrun.orgAlberta/NWT/NURhonda Risebrough, Provincial DirectorThe Terry Fox Foundation6115, 3 rd Street S.E., Unit D10Calgary, AB T2H 2L2Tel: (403) 212-1336 Fax: (403) 212-1343abntnu@terryfoxrun.orgNew Brunswick/Prince Edward IslandGwen Smith-Walsh, Provincial DirectorThe Terry Fox Foundation605 Prospect St. Suite 493Fredericton, NB E3B 6B8Tel: (506) 458-2618 Fax: (506) 459-4572nbpei@terryfoxrun.orgSaskatchewanMr. Robert Barr, Provincial DirectorThe Terry Fox Foundation1812 9 th Avenue NorthRegina, Saskatchewan S4R 7T4Tel: (306) 757-1662 Fax: (306) 757-7422sk@terryfoxrun.orgNova ScotiaBarbara Fickes, Provincial DirectorThe Terry Fox FoundationSuite 203, 3600 Kempt RoadHalifax, Nova Scotia B3K 4X8Tel: (902) 423-8131 Fax: (902) 492-3639ns@terryfoxrun.orgManitobaTammy Ferrante, Provincial DirectorThe Terry Fox FoundationUnit A– 1214 Chevrier BlvdWinnipeg, Manitoba R3T 1Y3Tel: (204) 231-5282 Fax: (204) 231-5365mb@terryfoxrun.orgNewfoundland and LabradorMs. Heather Strong, Provincial DirectorThe Terry Fox Foundation835 Topsail Rd., Suite 202Mt. Pearl, NL. A1N 3J6Tel: 709 576-8428 Fax: 709 747-7277nl@terryfoxrun.orgOntarioMs. Martha McClew, Provincial DirectorThe Terry Fox FoundationSuite 900, 1200 Eglinton Ave E.Toronto, Ontario M3C 1H9Tel: (416) 924-8252 Fax: (416) 924-6597ontario@terryfoxrun.orgNational OfficeThe Terry Fox Foundation303-46167 Yale RoadChilliwack, BC V2P 2P2Tel: (604) 701-0246 Fax: (604) 701-0247national@terryfoxrun.orgDraft: Updated May 14th, 2013