Organizing Community Events
Every year, the University of Ottawa Heart Institute Foundation is fortunate to participate in more than 60 special events organized either by the Heart Institute or by members of our community.
Revenue generated by our generous community and third-party special events organizers like you help the Heart Institute maintain an outstanding level of excellence in patient care, education, and research.
There are many ways you can help with fundraising, including organizing your own special event. Here are a few examples of what you can do:
- Auction (live or silent)
- Bake Sale
- BBQ
- Carnival
- Dinner/Dance
- Gala
- Holiday Festivities/Celebration Raffle
- Sporting Event (a-thons of any kind)
- Tournament (golf or other sport)
- Lobby Sale
- Family Fun Day
Now that you have a few ideas about how you can help to raise funds for the Heart Institute, we would be happy to work with you on developing your own ideas.
The following information will help you when organizing or sponsoring an even in support of the Heart Institute:
Event Registration and Approval
When you have a fundraising event idea, please be sure to contact the Heart Institute Foundation before publicly discussing your concept to gain approval. It is important and necessary that all event organizers read and follow the Heart Institute Special Event Policy, below, for every event organized.
Before proceeding all organizers must contact:
Christina Bova
Manager, Corporate Gifts & Events
613-761-4022
Scheduling and Goals
Proper planning is the key to a successful event. Make sure you know the audience you wish to reach and schedule your event for a date and time that is convenient for those who might attend. It is important to form an Organizing Committee that can assist you in establishing a list of priorities, including a realistic and measurable financial goal. Your Organizing Committee can help you do some further brainstorming, share the workload, and offer their many unique skills and talents in supporting and creating a successful event.
Budget
Once your Organizing Committee is formed, you can work out an overall budget, identifying possible sources of fundraising dollars and general expenses. It is a good idea to keep costs down as much as possible so your special event can generate a bigger donation—something all involved will feel wonderful about.
Promotion
Promoting your special event is very important, and it is essential that you use the proper University of Ottawa Heart Institute information and logo. All promotional materials must be approved by the Heart Institute before use (at least three weeks prior to the event). Be sure to give yourself as much time as you can to promote your event.
Thank All Participants
One of the most important parts of any special event is the team of volunteers and supporters who lend their time and skill to help. Please be sure to acknowledge everyone who helped organize and manage your special event by sending them a thank-you letter. They will be thrilled to know how much money was raised for the Heart Institute, and they will be proud to know that they were acknowledged for being part of the event’s success.
Collection of Funds
All monies raised at your event should be forwarded to the Heart Institute Foundation within three (3) weeks after your event. Please allow four (4) weeks after the collection date for charitable tax receipts to be issued—if eligible. See Receipting Information for details.
Heart Institute Special Event Policy
- All third-party special event organizers must have their proposed special event concept and completed plan approved by the Heart Institute before execution. The Heart Institute reserves the right to present the proposed third-party event plan to the Heart Institute's Foundation Board for final approval.
- The Heart Institute reserves the right to refuse participation in any third-party fundraiser/event that it may find:
- Inappropriate in its cardiovascular mission and direction
- Conflicts with other planned future events or current events under way
- Unable to provide required resources or personnel
- All third-party events representing or involving the Heart Institute must be carried out in a proper manner as proposed and agreed upon in the initial approved concept and event plan.
- All third-party special event organizers must provide the approved event's overall agenda to the Heart Institute Foundation, which will include the evening/day event itinerary. The approved overall agenda submission must include a copy of the final and confirmed overall event budget breakdown, as well as:
- Expected event expenses
- Financial projections
- Charity amount expected to be raised and donated
- The evening/day event itinerary must also include a list of proposed event sponsors/local businesses being contacted for either/or event sponsorship and/or prize donations for the purpose of proper promotion and the avoidance of the duplication of possible sponsorship/prize donation support of other Heart Institute events.
- The Heart Institute reserves the right to determine the use of its logo on all event promotional material, including such things as flyers, posters, promotion on websites, T-shirts, and so on.
- The Heart Institute will provide third-party event organizers with appropriate promotion on its website. In some instances, the Heart Institute will make every effort to provide a spokesperson to attend the third-party event.
- All media requests/interest regarding the Heart Institute and its involvement must be communicated to the Heart Institute Foundation. The Foundation will work with the Heart Institute's Department of Communications in dealing with all aspects of media inquiry and organization.
- Third-party special event organizers must preserve and ensure patients’ rights to privacy. Any and all information/inquiries regarding any Heart Institute patient or staff member must be directed to the Heart Foundation. The Foundation will work with the Heart Institute’s Department of Communications to coordinate patient, staff, or facility photographs, patient or staff interviews, and so on.
- Monies raised and being donated to the Heart Institute must be collected by the third week following the event.
For more information, contact:
Christina Bova
Manager, Manager, Corporate Gifts & Events
613-761-4022
The University of Ottawa Heart Institute Foundation receives many inquires about charitable receipts and receipting. To ensure accuracy and clarification of this fundamental part of your special event, please contact:
Christina Bova
Manager, Corporate Gifts & Events
613-761-4022
It is essential that all matters pertaining to charitable receipting are handled correctly and, most important, legally, following all Canada Customs and Revenue Agency guidelines.
The University of Ottawa Heart Institute Foundation reserves the right to audit the records of any event if necessary to ensure compliance with Revenue Canada regulations. It is vital that you contact the Foundation to discuss these regulations before proceeding with your special event.
