SWIM-A-THON INFORMATION PACKAGE Updated January 2015
SWIM-A-THON GUIDELINES PROVIDED BY SWIMMING CANADA Swim-a-thon is a National fundraising event offered by Swimming Canada to member clubs. It is administered individually by each club with direction and guidance provided by the Provincial Office. It is an opportunity to obtain donations to the club s General Revenues while offering the incentive of a Tax receipt to the donor. All funds raised by a club, belong to the club. The only exception is the administrative and hosting fees retained by Swim BC and SNC. Swim BC (through Raising Spirit) is able to issue tax receipts to a club s swim-a-thon donors whose donations qualify, by meeting the conditions of a charitable donation as set forth under the provisions of the Registered Charities and the Income Tax Act. RC 4108(E) 1204 In order to qualify as a tax deductible donation, a transfer of property, (including payment of money by cash or cheque), must meet the following conditions: a) Some property usually cash is transferred to the Registered Charity. (Contributions of service; i.e. volunteers time, legal work etc., do not qualify) b) The transfer must be voluntary. No legal obligation on the part of the payer (donor) must exist. The gift must be made to the Association, without any implied or expressed condition or understanding that it be transferred to a local club or other named beneficiary. Any portion of funds to be returned to a local club MUST NOT form part of an expectation or direction for funds, by the donor. c) The transfer must be made without expectation of return. No valuable consideration or benefit of any kind to the donor or to anyone designated by the donor may result from the payment. SNC and its Affiliates will not accept Charitable Donations from tobacco or alcohol companies. Fees: All dollars generated through the online Swim-a-thon process are subject to a 10% administrative fee. 4% paid to the Provincial Section, 4% to Swimming Canada and 2% to Paypal costs. As well, there is a fee to create and host each club s Swimathon website. breakdown of cost to the clubs: Club raises up to $5,000 $300 Club raises $5001 to $10,000 $150 Club raises over $10,000 No Cost Here is the 2
Club Requirements: 1. Swimathon Coordinator must attend mandatory webinar, teaching them the steps involved in hosting a Swimathon through Raising Spirit. (The webinar link is found on our website). 2. Swim Clubs are required to register their Swimathon with Swim BC at http://www.bcswimathon.ca/register-club/ 3. Clubs will need to provide the following information, when you register, so that Raising Spirit can build your team s website: Club Name Indicate all swimmer group names Office Address Contact Name (Coordinator s) Contact Phone Number Contact Email Address within your club (i.e. Jr, Elite, Gold etc). Club s goal statement and reason for raising the monies. Event Details Swimathon Date and Club s Incorporation Number (if when the Swimathon website is closed applicable) Club Photo and Club Logo How many registered competitive swimmers are in the club. 4. Send email out to club members with information on how to register their swimmers for the Swimathon. 5. At the end of the Swimathon, Clubs must verify that all donations are acceptable within their club s fundraising policy. CLUBS WITH A MANDATORY SWIM-A-THON ASSESSMENT FEE OR A GENERAL MANDATORY FUNDRAISING ASSESSMENT FEE MAY STILL PARTICIPATE IN SWIM-A- THON 2015 WITH THE FOLLOWING UNDERSTANDING: SCENARIO 1 - A CLUB MAY HAVE A GENERAL MANDATORY FUNDRAISING ASSESSMENT FEE THAT DOES NOT INCLUDE SWIM-A-THON. IN THIS SCENARIO DONORS WOULD BE ELIGIBLE FOR CHARITABLE TAX RECEIPTS. SCENARIO 2 - A CLUB MAY HAVE A MANDATORY SWIM-A-THON ASSESSMENT FEE OR A GENERAL MANDATORY FUNDRAISING ASSESSMENT FEE THAT INCLUDES SWIM-A- THON. IN THIS SCENARIO DONORS WOULD BE INELIGIBLE FOR CHARITABLE TAX RECEIPTS. COACH OWNED OR ANY TYPE OF FOR-PROFIT SWIM CLUBS WILL NOT BE ALLOWED TO PARTICIPATE IN SWIM-A-THON. 3
Swimmer/Family Requirements: 1. Must create their own personal webpage with their information: fundraising amount goal, picture and any thoughts 2. Member Families are required to email the link of their swimmer(s) personal fundraising page to all their family and friends to ask for donations. PARENT ELIGIBILITY FOR TAX RECEIPTS IN 2015, NO REGISTERED SWIMMING FAMILY (Parents or Legal Guardians) WILL BE ELIGIBLE TO RECEIVE A CHARITABLE TAX RECEIPT FROM SWIMMING CANADA FOR SWIM-A-THON DONATIONS. UNDER NO CIRCUMSTANCES ARE PARENTS OR LEGAL GUARDIANS OF SWIMMERS ELIGIBLE FOR CHARITABLE TAX RECEIPTS. Important Reminder Swim BC IS NOT LEGALLY PERMITTED to issue Tax Receipts: For donors residing outside of Canada; For funds raised which will cover registration or membership fees paid to join a swim club; For fundraising projects where funds are contributed to members Trust accounts, Travel Account or Family Accounts ; To parents meeting a swimmer's Fundraising commitment or Swim-A-Thon fee as required by the swim club s Policy; To clubs or members that "trade" or "switch" donations; For a donation that is directed to a specific individual. 4
STEPS FOR PLANNING YOUR SWIM-A-THON: 1. Register your Swimathon date with Swim BC through (http://www.bcswimathon.ca/register-club/). Once Swim BC has approved your club, for a Swimathon, you will be contacted by Rising Spirits to create your team s website. 2. The Swimathon Coordinator must attend mandatory Swimathon Training Webinar (30 mins). (Found on our website under Club Admin Fundraising and Insurance Forms. 3. Register your Swimathon at least 8 weeks in advance for maximum opportunity to obtain donations. Book adequate pool time; ensure lap counters will be available if required. 4. Circulate the website address to all members of your club, so the members can create their own personal pages to collect donations. 5. Swimmers are limited to 2 hours of swimming or 200 lengths of the pool. 6. Consider offering incentives for fundraising achievements. 7. Consider arranging refreshments or special events to take place during or after your club Swim-a-thon event. 8. Receipts will be emailed directly to the donor, once the Club Coordinator and Swim BC have each verified the donations against your team s Fundraising Policy after the Swimathon season has closed on May 31st. Tax receipts are issued for the 2015-16 fiscal year. If you have any questions about Swim-a-thon, do not hesitate to contact the Swim BC office. GOOD LUCK WITH YOUR SWIM-A-THON EVENT! 5