WELCOME “PECSF EVENTS FROM START TO FINISH”

Objectives:•Review the essentials of hosting events, financial reconciliation and deposits

•Review volunteer responsibilities and the rules associated with gaming events

•Build volunteer confidence

Overview of Content: Role of Events and the Event Planner

Creating an Event Blueprint

Fundraisers including the Online Auction

Gaming Events “Playing by the Rules” Paperwork and Deposits

Communication Tips and Samples

Game Time and Wrap-up

Campaign Highlights

Events and Your Campaign

Awareness Gaming Fundraisers

RESPONSIBILITIES OF EVENT PLANNERS

Event Planner Extraordinaire!

•Lead, supervise team of helpers and delegate tasks

•Ensure all details for the event have been advertised within the workplace.

•Oversee the solicitation of any prizes

•Oversee event details on the day and ensure all gaming rules are adhered to

•Communicate results of the event back to your co-workers and helpers

•Thank everyone

• Submit a nomination for “Most Creative and Unique Fundraising Event” (if applicable)

• Submit post-event financial reconciliation and oversee deposits within 5 days of event

Determine cost versus benefit. Compare the estimated cost of the event (time and resources) to the amount of money you expect to raise.

“Your Plan” (Blueprint for Success)1. SPECIFICS Purpose? When and where? Audience? Budget?

2. COMMUNICATION How will you communicate about your event? Who will take pictures to document the event? What post-event communication will you prepare?

3. SET-UP , SUPPLIES, PRIZES Refreshments served/ sold? Set up and decorations? tables, chairs? Supplies? Prizes?

4. HELPERS Set-up/ clean-up? Assign tasks, be clear. Involve senior management – it encourages participation!

5. THANK EVERYONE INVOLVED!

Gaming Event vs. Fundraising Event...

What’s the Difference?

FUNDRAISERS....Consider pledge-based “free” events – Make pledge forms the all-inclusive entry ticket to events hosted throughout your Campaign- reduces donor fatigue.

The FREE PECSF ONLINE AUCTIONLooking for a low maintenance, high performing fundraiser for

your workplace?

The auction will run from October 14 – 31st.Net worth of single or batched items should be $50.

Gather your donated goods and services.Send them or the descriptions /digital pictures to Byran.Coes@gov.bc.ca at BC Asset and Recovery by October 6.

Any provincial employee with an IDIR can bid on the items.

BC Mail delivers the item to the winning bidder’s workplace free of charge.

The Auction guys take care of the paperwork on your behalf!

PECSF Gaming Events “Playing By the Rules”

Our Provincial License covers: 1. Ticket raffles2. One-day 50/50’s 3. Multi-day 50/50’s

Our Gaming Licence Number is: 66366

For one-day 50/50 draws:

-Hold the draw the same day the tickets are sold; if no winner comes forward, keep drawing names until a winner is identified.

-No “arms length” sales.

*NEW! If you are hosting a multi-day 50/50 draw, contact PECSF@gov.bc.ca for your ticket template and more information.

Ticket Raffles: Only use PECSF numerically sequenced tickets.

For more information contact us PECSF@gov.bc.ca.

Following the Gaming Guidelines is mandatory!

Ordering your Campaign Supplies

Recording Your Events

FUNDRAISERS: Follow These Steps

1. Complete the Fundraiser Form (see sample next slide).2. Have 2 people sign-off on the total deposit figure before making the deposit.3. Take your deposit to the nearest Coast Capital Saving Credit Union (General Account) or Service BC.4. Make sure the figures on the form agree with the deposit receipt5. Scan the Fundraiser Form and deposit receipt and send together to PECSF@gov.bc.ca. Please put event name, deposit date, business unit# and $amount in subject line.

If at anytime you have questions that can’t be answered in the Volunteer Handbook material, then contact the PECSF office.

1. 50:50 draws and raffles come under Gaming Regulations.2. Complete the Gaming Form ( sample next slide).3. Take your deposit to the nearest Coast Capital Saving Credit Union

(Gaming Account) or Service BC.4. Make sure the figures on the form agree with the deposit receipt.5. Attach the winning ticket and deposit receipt (with your business unit #)to the Gaming Form and send it to PECSF@gov.bc.ca.

If at anytime you have questions that can’t be answered in the Volunteer Handbook material, then contact the PECSF office.

GAMING EVENTS: Follow These Steps

Deposits in Victoria and Vancouver? Go to any Coast Capital Savings Credit Union

1. Complete your paper event form.

2. Make your deposit. The teller will give you a deposit receipt. Write your business unit # on the receipt.

3. Fundraiser? Scan and email the fundraiser form, and deposit receipt to PECSF@gov.bc.ca. Put event name, date of deposit, business unit# and $ amount in subject line.

4. Gaming event? Print gaming form, attach deposit receipt and winning ticket and send to PECSF@gov.bc.ca.

DEADLINE: November 28, 2014

Deposits in the Regions? (Outside of Victoria and Vancouver)

Go to a Service BC Office

1. Complete your paper event forms.

2. Take your completed Service BC Forms (Transaction spreadsheet and deposit form) with your cash and cheques to Service BC. (Note: the deposit form will populate automatically as you complete the transaction spreadsheet.) 3. Service BC will give you a deposit receipt in return.

4. Scan transaction spreadsheet, deposit form, deposit receipt and send to PECSF@gov.bc.ca. Put SBC, deposit date, business unit # and $amount in subject line.

DEADLINE: November 28, 2014.

Where do I find my Service BC Forms? Website www.gov.bc.ca/myhr/communityfund

and SharePoint: https://hr.gov.bc.ca/pecsf/default.aspx

OPTIONS AND RESOURCES TO SUPPORT YOUR EVENT: •Campaign Promotional materials: logo, business solicitation letter, event poster samples, gaming poster template, 50/50 tickets, raffle tickets, Gaming Do’s and Don’ts, PPTs and tutorials

•Post your events on Community Fund website and SharePoint and @Work

•Inform your Ministry Internal Communications

Communication - Getting the Word Out

Resources and Tools

Website: www.gov.bc.ca/myhr/communityfund

SharePoint: https://hr.gov.bc.ca/pecsf/default.aspx#

Charity video clip resources:

CAPITAL: Artemis Options Society:http://www.youtube.com/watch?v=FCk0HmThSIw&feature=player_embedded Greater Victoria Volunteer Society:http://www.youtube.com/watch?feature=player_embedded&v=PqHgPztvLzs Spinal Cord Injury BC:http://www.youtube.com/watch?v=VvHX8MpVK8Q&list=PLbI_Crr_ahpYEpqqidfxRA2xCoamLArW- LOWER MAINLAND: Covenant Househttps://www.youtube.com/watch?v=zA8Ne26zR90

Ongoing Support and Resources

PECSF@gov.bc.ca and www.gov.bc.ca/myhr/communityfund

LoriDenise.Smith@gov.bc.ca