Organizers Guide 2015

Transcription

1 Organizers Guide 2015

2 Table of Contents SECTION 1 ABOUT LIONS FOUNDATION OF CANADA DOG GUIDES SECTION 2 KEY RESPONSIBILITIES SECTION 3 WALK ORGANIZING COMMITTEE Responsibilities SECTION 4 PARTICIPANTS AND VOLUNTEERS SECTION 5 LOCAL SPONSORSHIP AND FUNDRAISING SECTION 6 PROMOTION AND MEDIA Media Plan On-going Media Activities Key Messages SECTION 7 SITE AND EQUIPMENT CONSIDERATIONS SECTION 8 WALK REGISTRATION PROCESS SECTION 9 TIMELINES Walk Day Checklist SECTION 10 POST WALK AND REMITTING FUNDS Tax Receipts Sending Donation Forms to LFC Participant Prizes Message to Organizers Since its debut in 1985, the Purina Walk for Dog Guides has gained momentum annually as Lions Clubs and members of the community participate and launch new Walks each year. Thanks to generous sponsors, 100% of the donations raided go directly towards providing Dog Guides to Canadians with disabilities. Held in more than 200 communities and in every province across Canada, the Walks every raised over $12 million, making it the largest fundraiser of its kind in Canada. This allows for Lions Foundation of Canada to carry out its mission to assist Canadians with a medical or physical disability by providing them Dog Guides at no cost. Giving Canadians A NEW Leash ON LIFE

3 SECTION 1 ABOUT LIONS FOUNDATION OF CANADA DOG GUIDES Lions Foundation of Canada Dog Guides trains six types of Dog Guides to meet the needs of Canadians with a wide range of disabilities. Breeds commonly used are Labrador Retrievers, Standard Poodles and Miniature Poodles (for those who are allergic to dogs), Golden Retrievers, and some smaller breeds. The training of a Dog Guide is an intensive four to six month period, training one-on-one with a qualified trainer. Once fully trained, the dog is matched with its handler who then spends two to four weeks at the Oakville training school, learning how to handle, trust and bond with their new Dog Guide. Canine Vision Dog Guides Canine Vision Canada trains Dog Guides to help people who are blind or visually impaired. These Dog Guides help create an increased sense of mobility for their handler and are specially trained to navigate busy streets, stairs, escalators and other obstacles that are found on most daily routes. Hearing Ear Dog Guides Hearing Ear Dog Guides are trained to assist people who are deaf or hard of hearing. With an increased sense of security, people are able to feel comfortable in their own home. These Dog Guides are taught to distinguish sounds, make physical contact with their handler and lead them to the sound. They respond to sounds unique to a person s home such as, a crying baby or a ringing phone. They are also able to respond to hand signals if the handler uses sign language. Service Dog Guides Special Skills Dog Guides are trained to assist people with a medical or physical disability. These Dog Guides help to increase their handler s sense of independence and mobility on a daily basis. Their skills include opening and closing doors as well as retrieving dropped items. Seizure Response Dog Guides Seizure Response Dog Guides assist individuals who experience frequent epileptic seizures. They are trained to recognize and react to the onset of a seizure. These Dog guides help make their handlers feel secure going out in public knowing that their Dog Guide is always by their side. Seizure Response Dog Guides are trained to bark for help and are able to activate an alert system. Autism Assistance Dog Guides Helping children 3-18 years of age, Autism Assistance Dog Guides provide safety, companionship and unconditional love. Bonding with a Dog Guide helps both the child and their family gain increased independence and social interaction. These Dog Guides provide calming relief for children in high anxiety situations and reduce the stress commonly experienced in public places. Diabetic Alert Dog Guides Diabetic Alert Dog Guides assist people who have type 1 diabetes with hypoglycemic unawareness. These Dog Guides are trained to detect sudden drops in their handler s blood sugar through scent and alert them so that they can eat something sweet or take glucose tablets if needed. They can also bark for help or activate an alert system. 3

4 Section 2 Key Responsibilities This section outlines the key roles and responsibilities of both the organizer and also for staff at Lions Foundation of Canada. LIONS FOUNDATION S RESPONSIBILITIES National Sponsors To help offset printing, promotion, media and participant prize expenses ORGANIZER S RESPONSIBILITIES Local Sponsors Make general donations to your Walk and provide additional items for grab bags, refreshments, prizes for contests Organizer Support Organizer s Guide Website Online tutorials Newsletters Participant, client and donor lists Organizing Committee Member selection Timeline and execution Meeting schedule Delegation of tasks Promotional Materials Posters Grab bag items Display stands Donation forms Route markers (arrows) Mailing to past Walkers Client/past walker list upon request National Media PSA and press releases are sent nationally and locally to television, radio, website, and print media outlets NOTE: LFC does not pay for advertising; there is no guarantee that ads will be aired or printed Website Maintenance of Walk website, participant and donor information, and additional support for online tax receipting Insurance Liability insurance certificate available upon request Participant Prizes Issued upon receipt of completed donation forms for donations received no later than June 30 th One prize per designated level reached Grab Bags Walker grab bags are provided along with promotional material prior to Walk NOTE: grab bag items subject to change at the discretion of LFC Tax Receipts Receipts issued for donations received of $20 or more upon submission NOTE: Donor information is required to be legible and complete or receipts will not be issued Distribution of Promotional Material Ask volunteers and local businesses to help promote the Walk Local Media Supply the Foundation with a list of local media to ensure maximum coverage for your Walk Conduct any necessary follow-up calls, requesting that PSA and media releases be aired or printed Website Content Update Provide contact name, address, phone number, address, Walk location and Walk time for website Update website with sponsor logos, pictures and other pertinent details Walk Location Select location to start and end the Walk, i.e. park, local club, recreation centre Acquire permits (if applicable) Establish route (ensure accessibility for all participants) Participant Needs Provide contests, entertainment and other activities Provide refreshments for participants including drinking water for dogs Supply scoop bags for dogs Assemble and distribute grab bags to walkers Have volunteers available to direct and answer questions Grab Bags Provide additional items for giveaway bags from local businesses Donations Collect donations, reconcile funds with donation forms and forward to Lions Foundation within two business days of the Walk Follow-up and collect any outstanding donations within one week of the Walk 4

5 Section 3 Walk Organizing Committee Recruiting committee members will help balance the workload and help ensure your Walk reaches its full potential. Responsibilities Use this outline only as a guide as roles will vary depending on the size of your committee and community. You can start a Walk with as few as three or four people. Committee members can be assigned multiple roles depending on the size of your Walk. 1. Walk Chair 2. Treasurer 3. On-site Operations 4. Promotion and Media 5. Participant Services 6. Sponsorship 7. Volunteers 8. Festivities 1. Walk Chair Seek volunteers for organizing committee. Chair meetings and establish meeting schedule. Provide leadership to all committee members ensuring committee members tasks are carried out efficiently and on time. Act as a liaison with Lions Foundation of Canada. Submit final donation package to LFC post-walk. Act as the local contact to answer requests for information prior to the Walk. Address any follow-up participant questions/concerns. 2. Treasurer Prepare and manage Walk budget and donation forms that are submitted to LFC. Promote online donations via Walk website. Ensure donations are reconciled in a timely manner. Organize and record financial information for submission. 3. On-Site Operations Establish Walk site location and route. Secure necessary permits. Define Walk day volunteer needs. Prepare map of site layout. Coordinate transportation of equipment and signage to and from site as required. Ensure site cleanup. 5

6 4. Promotion and Media Ensure coordination and distribution of posters and donation forms within your local community. All media pertaining to your Walk is distributed by Lions Foundation of Canada. To increase media exposure, please send the Foundation a complete list of all media outlets to contact regarding your Walk as soon as you confirm your Walk details. Ensure all donation form stands are refilled when necessary at distribution locations. Act as spokesperson for the Walk. If asked by the media, please learn the key messages included in this manual to promote your Walk. Always be sure to use the proper name of the event the Purina Walk for Dog Guides. If you are being interviewed and do not know the answer to the question please do not guess. Instead, ask the reporter to contact the Lions Foundation. Liaise with reporters that attend your Walk. Take photos of your Walk and send them to LFC after the event. 5. Participant Services Contact local Dog Guide clients and past walkers in your area (if applicable). Coordinate assembly of participant give away bags. Provide transportation for Dog Guide teams to and from the Walk (if applicable). 6. Sponsorship Contact local businesses regarding opportunities to support your Walk. Ensure sponsors are invited to the Walk and take part in awarding prizes as appropriate. Ensure all local and national sponsors are acknowledged on Walk day. Ensure photographs are taken with any relevant logos, signage or recognition of sponsors and forward to LFC. Send appropriate thanks to local sponsors and special guests post-walk. 7. Volunteers Work with committee members to identify volunteer needs before and during the Walk. Determine the number of volunteers needed and their respective duties on Walk day. Provide a list of volunteers and their phone numbers to appropriate committee members. Give appropriate thank you messages to volunteers. 8. Festivities Design Walk day programs (contests, timing, scripts and cues). *A sample is included in the appendices. Secure and test sound and stage equipment (if applicable). 6

7 Section 4 Participants and Volunteers Past Participants and Dog Guide Graduates Lions Foundation of Canada keeps records of all registered participants from previous years. The Foundation will contact past participants and graduates by mail approximately two months prior to your Walk. A listing will be provided to the Walk Chair upon receipt of a signed privacy agreement. Walk organizers should contact past participants and graduates by phone approximately one month prior to your Walk to confirm their attendance. Be prepared to offer transportation assistance to Dog Guide teams if necessary. Please contact LFC if you need assistance. Please review Lions Foundation of Canada s privacy policy to ensure the correct handling of donor and client information. Past participant and client lists are only to be used for the promotion of the Purina Walk for Dog Guides. Use of information for any other activity is prohibited. If not already on file, all organizers will be asked to sign a privacy agreement prior to release of donor and client information. A copy of the privacy policy is included in the appendices for your reference. Lions, Lioness and Leo Club Members Contact other clubs in your city, zone and region to help raise donations. You can also challenge them to send a team of walkers. The following links to online directories will provide assistance with locations of Lions Clubs: or You may also contact LFC for further information. General Public With approval, utilize the bulletin boards in libraries, grocery stores, post offices, local government buildings, health clubs, hockey arenas, churches and other local venues to distribute your donation forms and posters. Call local retail stores and ask for a contact name and permission to display your posters and donation forms, then follow up in person. Animal Related Organizations Play the dog angle. Try anywhere that people take their dogs: pet stores, dog shows and dog trials, veterinarians, boarders, groomers, obedience schools, the local animal shelter, leash free zones, parks, horse shows and/or agricultural fairs and local dog breeders. Schools Schools are a good place to advertise for eager volunteers. Many students need volunteer opportunities, particularly at the beginning and end of the school year. Contact the schools in your area to ask for permission to have a display. Promotional and Information Displays A manned display booth at your local mall and other high traffic retailers is a great way to promote your Walk. Many malls and retailers allow booths and displays, so try and set up permission several months before your Walk for promotion. 7

8 Section 5 Local Sponsorship & Fundraising SPONSORSHIP LETTER an editable letter is available online at Local sponsorship can improve the success of your Walk without incurring additional expenses. Sponsors can also increase awareness and provide additional funds. Below are ideas on how to include local sponsors in your Walk: Cash Donations can go directly towards your fundraising goal or help off-set organizing expenses. Product Donations provide added value to your Walk by providing items such as food and refreshments for pre and post-walk activities (i.e. coffee, donuts, BBQ, etc.). Event Support local sponsors can add engaging activities for your Walk participants. Examples include information displays, sampling products or a warm up led by a local gym prior to the Walk. Media Support local television, radio stations and newspapers can help spread the word and bring more people out to your Walk. Feel free to contact the Foundation and we will work with you to build local media sponsorship opportunities for your Walk. Service Support other not-for-profits may volunteer their time and/or provide a service to support your Walk (i.e. St. John s Ambulance, veterinary clinics, firefighters and police). Promotional Support retailers and businesses can provide space for your promotional displays, promote your Walk to their employees, or enter a team. Cross Promotion many local businesses serve the same customers that may be interested in your Walk. Examples include running stores, dog groomers, dog walkers, etc. In return, you can invite them to have a booth or table at your Walk. Printing Support contact a local printer who will provide layout and printing of your Walk day program/route map and support materials. Grab Bags utilize sponsors to obtain additional items for your grab bags. Local businesses could provide items such as coupons, pencils, memo pads, magnets, energy bars, etc. Tips for Approaching Local Sponsors Start early it can take a few months to secure sponsors for your Walk, however it is never too late. Be sure to ask past sponsors to participate again this year, highlighting how their support in the past was mutually beneficial. For cash donations, set a standard value that works in your community. Do not sell yourself short with too small an amount. Check with your local BIA (Business Improvement Area), Chamber of Commerce and tourism office. Scan promotional materials and newspapers from other fundraising events in your area to see their sponsors. Approach anyone you, your friends, volunteers, family and co-workers may know within the local business community. Be sure to have Walk information on hand and be ready to present ideas to them. Sponsors should either be contacted by phone, or in person, and the manager/owner of the business should be spoken with directly to arrange a meeting or be provided with a formal letter. *A sample is included with the appendices and available online. If approaching a chain store/business, be sure to speak to a manager at the local store first. They may refer you to their head office in which case you can provide them with the sponsor letter. Your local MP and MPP are often willing to donate to place an advertisement in your program or grab bags. Local businesses and services such as real estate agent, financial advisors and banks are idea to ask to purchase and add in your Walk program. 8

9 Local Sponsor Recognition There are a number of recognition opportunities for local sponsors including: Company name or logo on Walk route map. (Note: Make sure to allow enough time to assemble and print before your Walk). Company name or logo on a sponsor acknowledgement board or poster at your Walk. Insertion of company advertising materials in grab bags. Recognition in announcements at Walk. Logo in your Walk website. Opportunity to provide product display or other promotion at the Walk. Thank you letter recognizing their contribution to your Walk. *A sample is included with the appendices and available online. Note: Sponsors do not receive a tax receipt. Revenue Canada specifies that any charitable donations for which the donor receives a benefit are not eligible for a tax receipt. Please contact Lions Foundation of Canada should you require further clarification. Fundraising A great way to boost your Walk s awareness and donations is to hold a fundraiser a few months prior to your Walk. Below are just a few suggestions: Doggie Wash Picnic or movie in the Park Benefit Concert Comedy Night Bake Sale Book Sale Garage Sale Pancake Breakfast Silent Auction Doggie Fashion Show Golf or Bowling Tournament Curling Bonspiel 9

10 Section 6 Promotion and Media Working with the media in your area will help reinforce the Lions Foundation s media efforts on a national and local level. No matter where your Walk is located, everyone can benefit from additional media coverage. If you have the opportunity to take part in a media interview, please remember the key messages. This will help create continuity across all Walk locations. If you are unsure how to answer a question, please refer the journalist to the Foundation. The Foundation will do the following: Media Plan 17 Weeks Weeks 9-7 Weeks 6-5 Weeks 2 Days Community Listing for Committee Members A small write up that includes the details of your Walk. It will appear in the events section of your local paper. To help with acquiring Walk committee members, this listing will be sent out to the publications in communities that have contacted the Foundation about receiving additional help. Public Service Announcement (PSA) A 30 second advertisement for the Walk. The air-time is donated due to the nature of the ad. The television and radio PSA will be distributed by LFC to media outlets across Canada. Community Listing for your Walk This community listing will be sent to media outlets in each participating community. It will provide details of the Walk (i.e. time, date, location etc.). Another reminder will be sent 1-2 weeks before the Walk. Media Release A detailed written piece about the Walk and those it benefits. A story of a client in the area of a particular Walk will be submitted to media outlets in various participating communities. Media Alert and Photo Opportunity This invitation will be sent to local media outlets as a final invitation and reminder about the Walk. It includes local Walk details and highlights potential photo opportunities. 10

11 On-going Media Activities LIONS FOUNDATION CANADA Magazines Solicitation of donated advertisement space is on-going. Morning Shows Morning show pitches and appearances regarding the Walk are on-going. Appearances that mention the national Walk date can start as early as December and continue through May. Website Contact local groups, organization and sponsors to add a link or information on your Walk to their websites. WALK ORGANIZERS Walk Organizers can promote their Walk by the following: Organizers should have an on-going process of compiling contact and distributing sponsorship information to businesses regarding the Walk. *A sample of the sponsorship letter is included in the appendices and available online. Social Media Social media is a great tool to promote your Walk; it provides the opportunity to reach out to and connect with people that you may not interact with on a daily basis. Social media will increase awareness of your Walk and therefore increase the likelihood of a greater turn out as well as increased donations. Best of all, it s free. Use these tools to create an online Walk community. Encourage friends and family to join the Facebook and Twitter pages of Lions Foundation of Canada Dog Guides, and to follow your personal and Walk profiles. Help build the online Walk community and continue to increase awareness of the Purina Walk for Dog Guides. Facebook facebook.com/lfcdogguides The Purina Walk for Dog Guides Facebook page can be used to: 1. Promote your Walk and Walk related events. Post information about your Walk such as the location, pre-walk events that you are hosting, Walk day activities, donations from local sponsors, photos, etc. 2. Connect with other Walk organizers. Ask questions if you need help with your Walk, share useful tips, post resources that you are using, etc. Twitter is another great tool to promote your Walk. When tweeting about your Walk make sure to use the hashtag #PWFDG. For example, you could tweet So excited to be organizing a Walk for the #PWFDG or Dominos has agreed to sponsor my Walk. Thank you Dominos! #PWFDG. This will allow all conversations about the Walk to be easily tracked on Twitter since it keeps all tweets organized under a single search term. Inform your followers about this hashtag and encourage them to use it as well. Send LFC a direct message on Twitter. LFC will then be able to follow you and retweet your mentions about the Walk to followers. This will help spread the word about your Walk to a larger audience. If you have any questions about how to use social media to promote your Walk contact LFC by phone at (800) or walk@dogguides.com. 11

12 Key Messages Purina Walk for Dog Guides Key Messages 100% of funds raised go directly towards raising, training and providing Dog Guides at no cost to Canadians with disabilities. The largest fundraiser of its kind in Canada. National Walk date is Sunday, May 31 st MAY More than 200 Walks take place in every province across Canada each year. All ages, fitness levels and individuals with or without a dog are welcome to participate. Register or donate online at: Lions Foundations of Canada Dog Guides Key Messages Lions Foundation of Canada Dog Guides is a national charitable foundation that was created by the Lions of Canada. Its mission is to assist Canadians with a medical or physical disability by providing them Dog Guides at no cost. The six types of Dog Guides are: Canine Vision Dog Guides For people who are blind or visually impaired Hearing Ear Dog Guides For people who are deaf or hard of hearing 6Types of Dog Guides Special Skills Dog Guides For people with a medical or physical disability Seizure Response Dog Guides For people who have epilepsy Autism Assistance Dog Guides For children 3-18 years of age with autism spectrum disorder Diabetic Alert Dog Guides For people who have type 1 diabetes with hypoglycemic unawareness Lions Foundation does not receive any government funding and relies on donations and fundraising. Since 1983, Lions Foundation of Canada has provided Dog Guides to more than 2,000 people of all ages with disabilities. It costs approximately $25,000 to raise and train each Dog Guide, yet they are provided at no cost. 12

13 Section 7 Site & Equipment Considerations A variety of people will take part in your Walk, not to mention their dogs. The Walk site you choose must accommodate a wide range of ages, abilities, participant needs, and dogs. Choosing a Site Check parking availability and proximity to additional parking. Ensure the site route is wheelchair accessible with no rough terrain. Accessible washrooms. Access to running water. Tables for refreshments, registration, prizes, etc. Shelter from inclement weather for pre and post-walk gathering, registration tables, etc. *Please note non-working dogs may not be allowed Access to power (for sound equipment if applicable). A gathering and staging area for pre and post-walk activities. Visibility within the community. Choosing a Route The 5km route does not need to be precise a 30 to 40 minute leisurely walk for the average participant will be sufficient. For simplicity, it is preferable to have the Walk start and finish at the same location. Remember to take weather related issues into consideration. For example, do not make the route somewhere that could potentially be very muddy after it rains. Ensure route is wheelchair accessible and has traffic lights if crossing major intersections. Site Layout Checklist The on-site operations coordinator will prepare a map of the site that includes approximate placement for most or all of the following: Registration/donation tables and chairs Volunteer check-in Rest stations/washrooms Signage Refreshments Sponsor booths Garbage containers Water stations for dogs Gathering and/or staging area 13

14 Equipment and Supply Needs Equipment and supply needs will vary. The following is a checklist of items, many of which may be donated by local sponsors. The donation forms are provided by LFC. Several 6 to 8 folding tables or picnic tables Route map include local sponsors and have information about the Foundation *A sample is included in the appendices Garbage bags and scoop bags Telecommunications aids cell phones or walkie-talkies Decorations Start ribbon (to be cut) and scissors Paper and pens Donation forms for those registering on the day of the Walk Cash box Water for walkers and dogs Dog bowls for water Signage from sponsors and materials to hang signs and banners Refreshments and snacks Insurance Specifics Use of public spaces sometimes requires a certificate of insurance for third-party liability. This certificate is available through Lions Foundation of Canada office upon request. All participants must sign a waiver release and indemnity form located on the donation form prior to the commencement of the Walk. Participants under age 18 must have their parent or guardian sign for them. BROKER HKMB HUB International Limited 595 Bay Street, Ste 900 Toronto, ON M5G 2E3 T: (416) F: (416) INSURED'S FULL NAME AND MAILING ADDRESS Lions Foundation of Canada 152 Wilson Street P.O. Box 907 Oakville, ON L6J 5E8 X X X X X X X CERTIFICATE OF INSURANCE A A CBC CBC $1,000 All Perils Ded. CBC /22/2010 This certificate is issued as a matter of information only and confers no rights upon the certificate holder. This certificate does not amend,extend or alter the coverage afforded by the policies below. Company A Company B Company C Company D Company E 10/22/ /22/ /22/ /22/ /22/ /22/2010 ISSUE DATE (MM/DD/YY) Lombard General Insurance Co. of Canada COVERAGES This is to certify that the policies of insurance listed below have been issued to the insured named above for the policy period indicated, not withstanding any requirement, term or condition of any contract or other document with respect to which this certificate may be issued or may pertain. The insurance afforded by the policies described herein is subject to all the terms, exclusions and conditions of such policies. Limits shown may have been reduced by paid claims. TYPE OF INSURANCE CO LTR COMMERCIAL GENERAL LIABILITY CLAIMS MADE OCCURRENCE PRODUCTS AND/OR COMPLETED OPERATIONS PERSONAL INJURY EMPLOYER'S LIABILITY TENANT'S LEGAL LIABILITY NON-OWNED AUTOMOBILE HIRED AUTOMOBILE AUTOMOBILE LIABILITY DESCRIBED AUTOMOBILES ALL OWNED AUTOMOBILES LEASED AUTOMOBILES ** GARAGE LIABILITY **ALL AUTOMOBILES LEASED IN EXCESS OF 30 DAYS WHERE THE INSURED IS REQUIRED TO PROVIDE INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE (MM/DD/YY) POLICY EXPIRATION DATE (MM/DD/YY) LIMITS OF LIABILITY (Canadian dollars unless indicated otherwise) EACH OCCURRENCE $ GENERAL AGGREGATE $ PRODUCTS - COMP/OP $ AGGREGATE PERSONAL INJURY $ EMPLOYER'S LIABILITY $ TENANT'S LEGAL LIABILITY $ NON-OWNED AUTOMOBILE $ HIRED AUTOMOBILE $ BODILY INJURY PROPERTY DAMAGE COMBINED BODILY INJURY (Per person) BODILY INJURY (Per accident) PROPERTY DAMAGE EACH OCCURRENCE AGGREGATE $ 1,000,000 1,000,000 1,000,000 1,000, ,000 1,000,000 1,000, $ $ $ $ 9,000,000 $

15 Section 8 Walk Registration Process Walker registration is the most important aspect of your Walk. All participants will pass through this area. A smooth-flowing collection process will leave your participants impressed. This will also allow your Walk to start on time. Below are some guidelines for your registration table. Make sure your registration volunteers are: Well prepared have them review collection procedures in advance of Walk day. Numerous having enough volunteers will cut down waiting and line ups. Briefed on how eligible participants will receive their participant prize from LFC. Equipped with calculators, pens and paper, and a safe place to store cheques and cash. Informed about Walk details such as washroom location, Walk route, etc. How Many Volunteers? 1-2 volunteers to answer questions and pick up completed forms and donations. 3-6 volunteers to man registration desk depending on the size of your Walk. 1-2 volunteers to welcome and direct arriving participants. 1-2 volunteers to hold onto dogs as walkers register. Registration Duties 1. Welcome walkers and thank them for attending. 2. Collect walker donations and verify if walker also has any online donations. 3. Calculate each walker s total donations. 4. Keep a running total of team donations. 5. Ensure walker information is legible and complete. 6. Complete incentive claim form. 7. Thank walker and provide details of next steps as well as where and when Walk will start. 15

16 How to Process the Donation Form Upon receiving donation form(s): 1. To ensure your Walk receives full credit for donations collected, verify that the Walk City/Town is indicated. 2. Ensure walker and donor information is completed and legible. 3. Ensure waiver/release portion is signed by each walker. 4. Review form for any donations not paid. If all donations have been paid or deposited at the Bank of Montreal (BMO) add donation amounts and list in TOTAL DONATIONS. If donation(s) have not been paid ask the walker if they would like to pay the outstanding amount. If yes, add donation amounts and list in TOTAL DONATIONS. The walker can make a list for their own follow-up and reimbursement. If no, remove unpaid donation(s) from the original form by placing a line through the applicable donor information section including donation amount. Ask the walker to list unpaid donations on a new blank donation form to retain and collect outstanding monies. Instruct the walker that once the outstanding donations are collected, deposit the money at Bank of Montreal (BMO) and send in the donation form and deposit slip directly to Lions Foundation of Canada. Please do not send cash through the mail. Add donation amounts (excluding unpaid) and list in TOTAL DONATIONS. Verify that funds received equal TOTAL DONATIONS Verify cheques received are made payable to Lions Foundation of Canada and are not post-dated Follow the same procedure for each donation form received For multiple forms add TOTAL DONATIONS on each form and verify that funds received match Place cash, cheques and donation forms in an envelope and seal Indicate name of the walker and total funds raised on outside of envelope

17 Online Donations Please do not list donations made on the Purina Walk for Dog Guides website on the donation forms. Ask walker if they have any online or website donations. If yes, verify their name and donations on the online Donation Report (printed by the Walk Organizer that morning). This can be found on the Walk website accessed with the password forwarded to you electronically upon your registration to host a Walk. Write the online donation amount on the outside of the envelope and add it to the donation(s) form total. *Please note that Purina Walk for Dog Guide donations cannot be used to sponsor Dog Guide teams or to purchase Club awards such as memberships and fellowships. A Word About Security All measures must be taken to ensure the safety of your volunteers and participants. When handling money: Complete regular pick ups from registration area. Lock monies in a secure area. Deposit monies at Bank of Montreal (BMO) and/or courier cheques with donation forms to LFC as soon as possible following the Walk. 17

18 Section 9 Timeline Guidelines In this section we have provided an outline of each phase of the planning process to help keep you on track and ensure tasks are completed on time. Note: This is a suggested timeline. If you begin planning a Walk later than the time suggested, simply adjust the time frame. 4 Months to Walk Date Select your Organizing Committee. Hold your first meeting, and set a schedule for monthly Walk meetings. Set Walk date and start/registration time. Aim to host your Walk on the national date Sunday, May 25th, Seek official approval from City/Town and/or Parks department for your Walk. Contact Lions Foundation of Canada with your confirmed Walk details as soon as possible. 3 Months to Event Date Contact local businesses for donations such as prize and grab bag items, food and beverages, signage and pre-event promotion. Refrain from local sponsors that conflict with Purina s title sponsorship of the Walk (i.e. dog treats, dog food samples). Identify locations for pre-promotion of your Walk. Pre-events are a great way to raise awareness for your Walk, attract walkers, volunteers and donations. Inform and invite local officials (i.e. Mayor) and any local heroes or celebrities for support and to attend the Walk. Begin planning pre and post-walk festivities based on responses from celebrities, sponsors, politicians, etc. Select your emcee. 2 Months to Event Date Establish a Walk route up to 5km or a minute walk. Visit Walk site and walk the route to determine wheel chair accessibility, volunteer needs, signage placement, shelter, etc. Develop a list of Walk day volunteer needs and begin recruiting volunteers. Begin planning Walk day activities. It is a good idea to include a variety of activities to keep your participants entertained before and after the Walk. *Refer to attached appendices for activity recommendations. Draft outline of Walk day, including timelines, volunteers, guests, events, equipment and supplies, etc. Begin distribution of donations forms and posters throughout the community. Organize any promotion at local malls, arenas, community fairs, dog shows and pet stores to occur over the next 2 months. Restock donation forms and determine if more forms and/or posters are needed from LFC. Invite local clients, foster families and past participants. Contact local media to follow up with information sent by Lions Foundation of Canada. 18

19 1 Month to Event Date Site map drafted and reviewed. Be sure to include local and national sponsors on all printed materials. Finalize Walk day timelines. Confirm refreshments and grab bag items. Restock donation forms at drop off points if necessary. 3 Weeks to Event Date Review Walk day assignments with volunteers. Follow-up on any outstanding calls and inquiries. 2 Weeks to Event Date Develop and confirm delivery schedule for Walk day equipment and supplies. 1 Week to Event Date Pre-event planning tasks completed. (Give away bag assembly, signage, registration table supplies, test equipment, etc.) Confirm attendance of VIPs. Ensure sponsor and volunteer acknowledgements and speeches are prepared. Ensure that drivers have been contacted to pick up Dog Guide graduates if necessary. 19

20 Walk Day Checklist Please use this checklist to plan your Purina Walk for Dog Guides from start to finish. If you have any questions, please contact LFC by at or call Be sure to bring this checklist with you on the day of the Walk. Walk Day Checklist WALK DAY ACTIVITIES TIMING ASSIGNED TO 1. Walk Chair present to troubleshoot. 2. On-site volunteers set up tables and chairs according 2 hours to site map. Deliver refreshments, signage, stage and prior to sound equipment (if appropriate), garbage receptacles. start time 3. Set up route markers (arrows) provided with your walk supplies kit. 4. Set up Walk signage at entrance to park and Walk site area. 5. Promotion and media committee member be ready to direct newspaper, radio or television for visuals and interviews. Have media kits on hand. 6. All committee members and volunteers arrive. 7. Volunteer committee members ensure volunteers are greeted, introduced to other committee members if appropriate and assigned to an area. 8. Registration volunteers ensure donation tables and procedures are in order. Ensure all registration volunteers are trained. 9. Participant services committee members ensure you and your volunteers are clearly identified as information contacts for participants; refreshments, grab bags and first aid are in place and notify walkers of the location of these areas; ensure Dog Guide clients are greeted and linked with volunteers as required. 10. Sponsorship and festivities committee members set up for announcements and festivities; volunteers ensure sponsors are acknowledged as per previous agreements; ensure celebrities are greeted and attended to; ensure prizes are in place. Ensure photos have been taken of logos, signage, sponsors. 11. Ensure water stations are set up for participants and dogs. 12. Open for business Registration table, grab bags, amenities, etc. Volunteer committee member is available for questions from volunteers mins prior to start time mins prior to start time 20

21 WALK DAY ACTIVITIES TIMING ASSIGNED TO 1. Designated emcee makes information announcements as necessary washrooms, location of start, etiquette around Dog Guides. *Do not pet working dogs. 2. Emcee greets participants, brings them together as a group. 3. Emcee introduces Walk Chair (or designate) who gives very brief statement about Dog Guides, Lions Foundation and purpose of Walk. Special guests and VIPs can also be invited to provide brief comments. 4. If applicable, emcee introduces representative to lead warm-up and stretch. 5. Emcee directs participants to start line. 6. Emcee invites official starter (special guest, VIP or Dog Guides graduate) to cut ribbon. 15 mins prior to start time 5 mins prior to start time WALK BEGINS START TIME ASSIGNED TO 7. Registration volunteer(s) collects/organizers donations and paperwork. 8. Determines funds raised (donation forms and online donations). 9. All volunteers cleanup site and prepare for return of first walkers. 10. Refreshments and grab bags are organized for walkers and water for dogs when they return. 11. Emcee greets returning walkers as they arrive and reminds everyone of upcoming events (refreshments, prizes, contests, etc.). 12. Sponsorship and festivities volunteers get contests underway. i.e. owner/dog look-alike, best trick, best singer etc. and award prizes. 13. Emcee initiates closing ceremonies Acknowledge sponsors Lions and/or supporting organizations thanked Participants thanked Amount raised announced (donation forms and online donations) Volunteers acknowledged 14. All committee members and volunteers help to clean up site, load equipment etc. Start to 30 mins in 1st Walker Returns 45 mins after start time 90 mins after start time 2 hours after start time 21

22 Section 10 Post-Walk & Remitting Funds 1. Please submit donation forms to Lions Foundation of Canada within two business days following the Walk. All money (cash and cheques) collected is to be: Deposited at your local Bank of Montreal (BMO) branch after the Walk. Please do not wait until you have collected all of the money. Money collected after the Walk can be deposited in a second deposit. Do not submit donation forms to Bank of Montreal (BMO). Obtain a stamped deposit slip from the bank for your deposit to be sent with donation forms to LFC. This will ensure that the proceeds are correctly credited to your Walk. Make a copy of this deposit slip for your records. If there isn t a Bank of Montreal (BMO) branch in your area: Deposit all monies (cash and cheques) into your personal or business account and issue a cheque payable to Lions Foundation of Canada. If all participants have donated in the form of a cheque, they may be submitted to LFC, or if you have a combination of cheques/cash, you may submit the participant cheques along with a personal or business cheque representing the cash portion. *Please do not courier or mail cash. Send to LFC accompanied by your donation forms. Donation forms and bank deposit slips are to be grouped together by date of deposit. This will help LFC ensure that your deposit is credited to your Walk. Donation forms package total must equal bank deposit total. Post-dated cheques are not accepted. 2. Complete the Walk Summary Report included with your supplies kit and contact LFC with total funds raised from your Walk. This will help us determine where any extra monies have come from other than walker donations i.e. raffles, hot dog sales, etc. 3. Include all collected media responses including media outlets that provided air time and newspapers that published articles along with a copy of the actual article. Also include samples of your route map and any other printed material you created for your Walk. 4. Send photographs from your Walk to LFC and to any sponsors along with their thank you letter. 5. Issue letters of appreciation to volunteers, VIPs and other guests. 6. Participant prizes are issued by LFC for donations received by June 30 th. 22

23 Tax Receipts Lions Foundation of Canada will issue tax receipts for donations of $20 or more, providing the address is complete with postal code and legible. Please send completed donation forms and funds as they come in DO NOT WAIT UNTIL ALL FORMS AND MONEY ARE COLLECTED. This will help speed up processing of tax receipts. Receiving Donations Procedures for Walk Officials Below are the procedures for sending in your Walk proceeds and completed donation forms to Lions Foundation of Canada following the Purina Walk for Dog Guides. Sending Donation Forms to LFC A courier envelope and waybill have been included with your Walk supplies kit for the return of completed donation forms and cheques. Do not send cash by courier or mail. The courier waybill is only to be used remitting proceeds and donation forms to LFC. Do not send unused Walk supplies as they may be kept for future Walks. Contact courier for pick up at number indicated on the waybill. Once the package has been picked up, please contact LFC with date of pick up and waybill number for tracking purposes. Participant Prizes Participant prizes thank walkers who collect donations. Each participant who raises donations that fall into a designated level will receive one prize assigned to that level as illustrated on the donation form. Participant prizes will be distributed on behalf of Lions Foundation of Canada and participants will qualify based on receipt of proceeds as of June 30 th. After June 30 th, funds will gratefully be accepted but will not count towards a prize. Instead, the funds will be put towards the designated Walk the following year. Once proceeds are received by the walker (both online and offline donations), LFC will tally the total amount received and send a thank you letter, accompanied by their awarded prize. *Note: Lions Foundation of Canada reserves the right to substitute participant prizes of comparable value. Thank you for your support of the 23

24 CONTACT INFORMATION Telephone: (905) Toll Free: 1 (800) Fax: (905) TTY: (905) Lions Foundation of Canada Dog Guides 152 Wilson Street Oakville, Ontario L6K 0G6 info@dogguides.com walk@dogguides.com Web: Charitable Tax Number: RR0001