Organize Your Event
Special events are a great way to raise funds for the Toronto General & Western Hospital Foundation – and we are very appreciative of your support. We want to make sure you have fun through the planning and execution of your event, and have compiled a short reference guide to help you get started. (They may not all apply to your event.)
1. Brainstorm and Set Goals!
Chat with friends and colleagues to develop an idea for an event that excites you. You can be as creative, unique or simple as you wish. The sky is the limit! Most events fall into the following categories: Galas, A-thons, Auctions and Sporting Events & Tournaments.
To help decide what type of event you want to do, think about setting goals:
- How much money would you like to raise?
- Are you going to seek out sponsorship opportunities?
- Who is your target audience and how will you reach them?
- How many participants do you need to accomplish your goals?
- How many people will you need to help plan and run the event?
2. Form an Event Planning Committee
Successful events result from planning and organizing by enthusiastic and dedicated volunteers. If your planning committeePlanning Committee roles/tasks can include: Chair/Vice Chair, Finance, Volunteer Coordinator, Promotions/Publicity, Venue Coordinator, Decorations, Entertainment, Registration/Ticket Sales, etc. has enough members to share tasks and a variety of skills and experience, you have the right formula for a winning event.
3. Set a Date and Venue
Schedule your event for a time and location convenient for your audience. Try not to pick a date when there are other events happening in your community that cater to the same audience. Be mindful of holidays, weather (time of year), transportation issues and the number of participants.
4. Register Your Event
Once you have decided on an event concept, please fill out an Event Proposal Form and submit it to our Events Department. This is an important first step and will help set your plan into action.
5. Come and Meet Us
Arrange to meet with the Events Team to discuss the details of your event and how we can best support you.
6. Plan, Plan, Plan!
Our events team is happy to help you through the planning and execution of your event. We’ve done it all before and can offer you advice and provide you with tools and templates to help get organized and reach your goal. Here are some items to think about:
- Develop a critical path and budgetBudget templates are available from your event coordinator. The lower the costs, the bigger the contribution - which will benefit patients and make a difference in their future care - and that will make everyone feel great!
- Solicit Sponsors
- Develop promotionsEye-catching flyers, tickets and other promotional materials will help raise awareness and make your event a success. / publicity planInvolving the media is a great way to reach target audiences and raise awareness about your event and cause. Ask your event coordinator for tips and tools for garnering media attention.
- Determine any legal, liability, permit and safety issues
- Do you have access to any VIPs, politicians or celebrities that could endorse or participate in the event?
- Research any necessary vendors/services
- Recruit Volunteers & be clear about their roles and responsibilities
- Involve/Engage Participants
- Plan for tax receiptingOfficial income tax receipts for your event will be provided in strict compliance with Revenue Canada Guidelines. Please discuss tax receipting issues with your event coordinator. issues
7. Event Logistics
Attention to detail is essential to the success of every event. The following items should be considered for your event day protocol. Your event coordinator can provide you with tips and templates for the following:
- Create an agenda for the day
- Arrival/departure and special requests of VIPs
- Create checklists for the event
- Write Speaking notes
- Decide how money will be collected and/or handled
- Audio/Video requirements
- Transportation/parking issues
- Food & Beverage requirements
- Set up/clean up details and timing
- Floor plans/set up (food & beverage, auctions, entertainment, etc.)
8. Collection of Funds & Wrap UP
The hard part is over! Now you just need to wrap up loose ends, pay outstanding invoices and submit the proceeds to the Foundation.
- Invoices/payments
- Final budget
- Submit proceedsWe ask that all funds raised be forwarded to the Foundation within 30 days of your event. to the Foundation
- Tax receiptsTax receipts, if applicable, will be issued within eight weeks of that date. (if applicable)
- Evaluate event
- Start planning for next year!
9. Thank you(s) and Recognition
Please say thank you to everyone who participated in or supported your event and let them know how much money they helped raise and how it contributes to the improvement of patient care and finding cures for diseases.
10. From all of us at the Toronto General & Western Hospital Foundation….Thank you, Gracias, Merci, Obrigado, Grazie...!!! Without you we wouldn’t be able to do what we do – we sincerely appreciative of your hard work, dedication and enthusiasm. We hope see you and your event next year!
