Students and employees participating in SAIT’s annual ball drop during their 2017 campaignStudents and employees participating in SAIT’s annual ball drop during their 2017 campaign

Hosting a special event during your campaign connects employees, creates a fun workplace atmosphere, while inspiring your colleagues to do local good in their community.

Below are some tips and tricks for hosting a great campaign event.

Planning your event

1. Use a planning checklist

We’ve created this guide and checklist to help you plan your event.

 

2. Form an event planning committee

It takes time and energy to plan a successful event. Recruit enthusiastic and dedicated volunteers with a variety of skills to share the work. Make sure to keep a list of their names so you are able to thank and recognize them.

 

3. Select event type(s) and theme(s)

Design what the event(s) will look like, and how you will make it unique and fun! Here is a list of event ideas and themes to help you get started.

 

4. Identify your audience

Who is most likely to attend and support the type of event you’ve selected? Identifying your audience is important for promotion and invites.

 

5. Set goals

Decide what you want to accomplish with your event. Is it to raise awareness? Boost employee morale? Raise money? Setting realistic and measurable goals and objectives contribute to your successful fundraiser.

 

6. Schedule your event

What time works for your employees? Does the venue work for your event type? Is the location convenient for those attending? Are there any other conflicting events? Ask these questions before booking a date, time, and place to host your event.

 

7. Check if you need special approval, licenses, or a permit

When hosting events such as bingos and raffles, you require a licence from the Alberta Gaming and Liquor Commission (AGLC). This overview can help with your planning. If you have any questions, please contact your campaign manager.

United Way can apply for a raffle, 50/50, or bingo licence on behalf of your company if the estimated total gross revenue is less than $9,999. Please complete the 50/50 or Raffle Licence Request Form and send it to our License Coordinator at .

For more information, please visit the AGLC website.

 

8. Spread the word

It’s not an event if no one comes. Find ways to invite your employees and get creative!

  • Send out an email
  • Use online tools, such as Eventbrite or MailChimp
  • Post on your internal intranet
  • Create a poster – here are some templates to help! Links to running a successful campaign anchoring at campaign engagement posters

 

9. We are here to help

Contact your campaign manager to let us know you are planning a special event.


Event day essentials

1. Tax receipts

Many special events qualify for tax receipts. To learn more, take a look at the request forms or contact your campaign manager.

 

2. Image release

Take lots of photos at your event. United Way has an event image release form, and a general image release poster to help you get your attendee’s permission to take their photo.

 

3. Social media

Share your event photos and highlights on social media and make sure to tag United Way using #dolocalgood!


Post event

1. Collect funds

We ask that you collect and submit all pledge information and funds raised for United Way in a Special Events envelope within 30 days of your event. If tax receipts are required, please ensure the special events forms are filled out and submitted with payments by December 31. This will ensure tax receipts are handled in a timely manner.

 

2. Thank

This is the most important step! Make sure to acknowledge everyone who participated or supported your event. Tell volunteers and supporters how much was raised and that they are creating lasting social change in their community. Use our thank you cards certificates or letter as a template.