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    Fundraising handbook

    Contents

    Thank you for choosing to support Cancer Council SA!

    Cancer Council SA Fundraisers are a special bunch of people, who use their own creativity, ideas, talent and initiative to help us beat cancer in South Australia. We rely heavily on fundraising and community donations to continue working towards a cancer free future. 

    Today in South Australia, 26 people will hear the words ‘you have cancer’ for the very first time. That’s more than one person every hour, of every day, right here in South Australia. Thank you for taking action to support us in our mission to one day see a world without cancer.  

    Every dollar you raise will help us to:

    • investigate new ways to prevent, detect and treat cancers
    • educate people in your community about ways they can reduce their cancer risk
    • advocate for cancer control and influence government policy
    • support people during their times of greatest need.

    Remember to tell your supporters that their contribution is making a real impact on the work of Cancer Council SA.

    Because the Cancer Council SA is an independent, community-based charity that is not government funded, we rely on the generosity of donors and fundraisers (like yourself) to provide the vital funds needed to prevent cancer in the community, support anyone impacted by cancer, and find new ways to better detect and treat cancer. 

    Every dollar you raise helps to support Cancer Council SA’s research, education and support programs, and every cent you raise will make a difference.

    To help you make the most of your fundraising event, this page is packed with new ideas and helpful hints. You’ll also find important information about your rights and responsibilities when fundraising for Cancer Council SA, as well as guidelines to help make it easy for you to ensure Cancer Council SA is represented in a consistent and accurate way. If you need any further information or ideas please feel free to contact the Project Officer, Community Projects at Cancer Council SA on 1300 65 65 85 or events@cancersa.org.au

    How the money you raise helps

    Research

    Over the next five years Cancer Council SA will invest $10 million into targeted cancer research from the South Australian Health & Medical Research Institute (SAHMRI). This significant investment will be matched by SA Health resulting in a doubling of funds to $20 million for cancer research in SA over the next five years. This agreement, called the Beat Cancer Project, is a partnership between Cancer Council SA, SA Health, Flinders University of South Australia, The University of Adelaide and The University of South Australia. The ultimate objective of the agreement is to foster cancer research in those areas where South Australia can make a significant contribution to the evidence base for cancer control locally and internationally. The funds will support senior and early career researchers and will provide enhanced research infrastructure for the state.  This project is leading a new era in the fight against cancer here in South Australia with the vision to bring us closer to a future without cancer.

    Thanks to the contribution of cancer research we have seen survival rates for many common cancers increase by 30% over the last 20 years. The Beat Cancer Project is wasting no time with over 31 research initiatives already awarded across a broad range of cancer related topics which will continue to grow as it builds capacity. The Beat Cancer Project will ensure that the donations given by our generous supporters are targeted to cancer research projects that are needed most.

    Support

    Cancer Council Helpline 13 11 20 is a free, confidential telephone information and support service for people with cancer, their carers and members of the general public. The Helpline is staffed by experienced oncology health professionals.

    Cancer Connect is a peer support program which offers cancer patients the chance to talk to specially trained volunteers who have been through a similar diagnosis and experience.

    Our booklets and resources give easy-to-understand information about specific cancer types, treatment, and psychological issues.

    Prevention and advocacy

    There is enormous opportunity to reduce the impact of cancer through prevention and early detection. Up to half of all cancers are caused by known and avoidable risk factors namely smoking, excess exposure to UV radiation, excessive use of alcohol, poor diet, insufficient exercise and being overweight or obese. In addition, effective measures for population screening exist to detect cancers and precancerous conditions of the cervix (Pap Smear), breast (mammography) and bowel (faecal occult blood test) at an earlier and more treatable stage.

    Cancer Council SA has been involved in the Get Behind Bowel Screening advocacy program urging the Australian Government to expand the National Bowel Cancer Screening Program to include bi-annual screening for everyone over 50. This program has the potential to save more than 30 lives per week in Australia. The advocacy program generated more than 24,000 letters and emails to MP’s and on Saturday 5 May 2012, in a pre-budget announcement Health Minister Tanya Plibersek and Federal Treasurer Wayne Swan committed $50 million to expansion of the National Bowel Cancer Screening Program to 60 and 70 year-olds over the next four years.  

    Considerations

    Authority to fundraise: Once you have registered your event with Cancer Council SA, we will send you an authority to fundraise letter. Raising money without this letter is illegal.

    Fundraising guidelines: Make sure you have read through Cancer Council SA’s fundraising guidelines to ensure your event complies with our regulations. They are available on the Cancer Council SA Fundraising web page, from the Cancer Council SA office, 202 Greenhill Rd, Eastwood SA or from the Events hotline 1300 65 65 85 or events@cancersa.org.au

    Insurance: Your event will not be covered by Cancer Council SA insurance. Depending on the type of event you’re holding, it may advised that you to take out cover for yourself and your event participants. High risk events will need to be covered by your own public liability insurance. Contact the Project Officer Community Projects at Cancer Council SA to discuss further if you have any concerns.

    Licenses: Some of the activities carried out at your event may require a license (e.g. raffle or the sale of alcohol). If the total recommended retail price of your total prize pool is over $5,000 you will require a license from Consumer and Business Services. They can be contacted on 131 882 or www.cbs.sa.gov.au. 

    Permits/permissions: If you are fundraising in a public place, make sure you have permission from the property owner or council.

    Tax receipts: All donations over $2 are tax deductible. Receipts can only be issued to people making an actual donation. Legally, they must not be given to anyone who will be receiving something in return for their money e.g. a raffle or entry ticket. 

    Health and safety:

    • Check your event for any hazards and put necessary measures in place to minimise risk of injury.
    • Consider first-aid provision and, if necessary, get appropriate support from an organisation like St John’s Ambulance.
    • If you sell food in a public place, food hygiene laws will apply. Contact your local council for information and guidelines.

    If you need any help or have any questions contact our Events hotline on 1300 65 65 85. We are here to help! 

    How to get started

    Once you have registered with Cancer Council SA, it’s time to start planning! Here are some things to consider:

    1. When?

    Think about key dates i.e. public holidays, local fundraisers or events which may be being held in your area. Also give yourself enough time to organise your event.

    2. Where?

    When deciding on a location and venue:

    • Is the venue an appropriate size (not too big or too small)?
    • Is it an accessible venue, can it be reached by public transport and does it have parking?
    • Once you’ve decided on the location, check if it’s available and ask if you can get it free of charge!

    3. Who?

    • Decide who you are going to invite or ask to sponsor you.
    • Think of ways to tell people what you’re doing—tell everyone!
    • Give people a lot of notice.
    • Let them know why you are fundraising for cancer. If you are comfortable, share your story and describe what is motivating you to fundraise.
    • Find out who could donate prizes.

    4. Planning your event

    Set yourself ambitious yet attainable goals of what you want to achieve. Start fundraising early and leave yourself plenty of time to meet (and exceed) your target!

    For example, your goal might be: ‘To ask 30 people for a $5 donation’ or ‘I aim to have 50 people attend my fundraiser’. Determine what steps you need take to achieve these goals.

    Work backwards from the date of your event. Finalise what tasks need to be completed, when and by whom. If you would like a Cancer Council representative to attend your event, please advise us early in the planning stage to allow time to source an appropriate representative.

    Why not get your friends involved and start an organising committee?

    Remember to read up on guidelines surrounding raffles. Also consider any risks involved and how best to manage these at your event. Raffles and other fundraising activities sometimes require permission to conduct. If you are unsure about your activities, go to Consumer and Business Services website www.cbs.sa.gov.au.

    Keep track of expenditure and income generated by your event. The income and expense register at the bottom of this page is a great starting point.

    If you want to hold your event in a public space make sure you follow through with all legal and insurance requirements for the venue you are using. The summary checklist at the bottom of this page contained may assist in making sure you have thought of everything. 

    5. Maximising your event's fundraising potential

    Here are some ideas to raise even more funds at your event:

    • Matched giving: Lots of employers have matched giving schemes where they will match dollar for dollar what you have raised for charity. Alternatively your workplace may like to give a donation towards your fundraising target.
    • Collection box: Ask Cancer Council SA to send you a collection box that can be displayed at your event or in your office or local shop.
    • Online fundraising: You can create your very own personal online fundraising page where your friends and family can sponsor you from anywhere in the world simply by clicking here. It’s that easy, and remember to share it on Facebook too!
    • Try seeking sponsorship to keep your costs as low as possible. Why not approach local businesses or friends and family for donations of raffle items or prizes?
    • Do you know the number one reason people donate to charities? Because they were asked! It’s that simple. So it goes without saying that the more people you ask, the more you will raise!

    So who can you ask? Here are some suggestions:

    1. Get things started by making a donation yourself. You will always feel better about asking someone to do something you’ve already done.
    2. Ask your local butcher, hairdresser, gym or any other local business you visit regularly to make a donation of $25. Remember, Cancer Council SA can issue a tax deductible receipt for any donation over $2, as long as you record the donor’s contact details and donation amount.
    3. Tell your family what you’re planning to do and ask them to kick in $25 each to support you.
    4. Talk your co-workers into sponsoring you $20 each.
    5. Negotiate a donation from your boss. $100 is a good place to start, you could even find out if your workplace operates a scheme to match what you raise.
    6. Mention your plans to people from church, day care, school, etc and ask them to donate $10 each.
    7. Last but not least call on your lifelong best friends! Ask them to pay $20 each to show their support.

    Just by approaching the people listed above and using your networks you’ve already raised around $500!

    Photograph courtesy of SA Life

    Healthy and active fundraising

    It is important to consider Cancer Council SA’s health messages when selecting fundraising ideas.

    Did you know around a third of all cancer deaths are preventable? Your fundraising event is a great opportunity to help raise awareness of the lifestyle recommendations that can make a real impact on your community’s cancer risk.

    Strive to:

    • Provide plenty of healthy options and minimize ‘sometimes’ foods that are high in fat, sugar, kilojoules or salt when catering for your fundraiser
    • When serving alcoholic beverages, make sure that greater quantities of non-alcoholic beverages are easily available.
    • All fundraising activities and efforts must adhere to Cancer Council SA’s policy of being smoke-free and SunSmart—remember to Slip! Slop! Slap! Seek! and Slide!
    • When planning your fundraiser you might like to encourage people to be physically active. .

    Authority to fundraise

    When your fundraiser has been approved by Cancer Council SA you will receive an ‘Authority to Fundraise’ letter. This authenticates that you are a registered Cancer Council SA fundraiser. This letter can be produced upon request when asking for donations or sponsorship.

    Top 10 tips

    1. Have fun: Choose a fundraising activity that you and your guests will enjoy. If you’re having a good time, the people around you are more likely to give.
       
    2. Keep it simple: Often the simplest fundraising projects gain the most support. Be realistic; choose a project which suits your lifestyle and one that you think people will be happy to support.
       
    3. Tell people why: Spread the word about Cancer Council SA’s vital work and let people know how their contributions will make a difference. If you have a personal reason for holding your fundraising activity, and are happy to tell people, let them know.
       
    4. Do your sums: Set yourself a fundraising target and track your progress. Draw up a realistic budget, calculate what you expect to raise and also what you expect to spend to put the event on. Stick to your budget! You may be able to reduce your costs by asking for venues, prizes and services to be donated in return for promotion. A general rule when organising a fundraising effort is to keep you expenses at or below 30% of your profit. In a practical sense, this means that for every $1 you spend, you should raise $3 in return.
       
    5. Put your event online: You can set up your own personal fundraising page which can be emailed to your friends and family so they can all support you. It’s a quick and easy way to be sponsored. Simply click here and you will see how easy it is for everyone! 
       
    6. Spread the word: Tell your friends, family and work colleagues about what you’re up to and why you’re doing it, ask them to tell their friends too. Try and publicise your event (see tips on the next page).
       
    7. Matched giving: Ask your employer if they will match dollar for dollar the money you raise or give you a donation. It’s a great way for them to get employees engaged.
       
    8. If you don’t ask you don’t get: Approach local businesses for prizes or donations and ask friends to help with organising or promoting your event. As we’ve mentioned previously most people’s reasons for giving to or supporting a charity are because they were asked.
       
    9. Tax deductions and record keeping: Make sure your supporters know any donation over $2 is tax deductible. Anyone who sponsors you online will receive a receipt via email. Make sure you also keep a track of expenses and income, refer to the Income and expense register at the end of this booklet. 
       
    10. Thank everyone! Last but not least, let everyone know how grateful you are for their support. Plus remember to tell them how their contribution will help Cancer Council SA continue working towards a cancer free future. 

    Promoting your event

    Social media is a quick and easy way to let everyone know what you are doing. You can also raise awareness in your local paper or on your local radio station.

    Email, Facebook and Twitter are fantastic ways to promote your event. You could also ask friends, workmates and family to pass the message on to their networks too.

    To stay up to date on what is happening at Cancer Council SA, why not like the Cancer Council SA Facebook page: http://www.facebook.com/#!/CancerCouncilSA

    You can request a template from the Community Fundraising Officer which will help you to write a press release and start letting the world know about your event.

    Sending a media release to your local newspaper or radio station is no guarantee the story will run, so you will need to make your story as enticing and appealing as possible. You need to differentiate yourself from all the other fundraisers out there. In media-speak, we call this giving the journalist an ‘angle’.

    Angles that media are interested in when covering a fundraising story include:

    • The ‘human’ element to what you’re doing—the best stories are about people, not events.
    • The reason why you are fundraising for Cancer Council SA. This may be because you have been personally affected by cancer, or know someone who has.
    • Anything exciting or different about your fundraising event. The media love quirky or original ideas. You might be the first person to do this particular activity, or be attempting to break a World Record. Your fundraising event might be something that other locals can get involved in. For example, you might be holding a fun run that you are encouraging others to sign up for.

    Media also like to report on the success of fundraising events, so approach them after your event with details on how much you raised, how much fun you had and any quirky or interesting stories from the actual event.

    Check your local paper’s deadline before sending out your press release and make sure you follow up with a phone call. Use this as another opportunity to reiterate your key messages, making sure you keep the phone call short, sharp and shiny! If an appealing picture accompanies the story make sure you send it through so your story catches their eye.

    If a journalist asks you about any health, statistical or specific information about Cancer Council SA or Cancer Council Helpline Helpline 13 11 20, please refer them to Cancer Council SA.

    Unfortunately newspapers have limited resources and can’t be everywhere to cover every event, so sometimes a letter to the Editor is a great way to let the community know about your upcoming fundraising efforts. It’s also a good way to thank the community for supporting you and to receive post-event coverage.

    If you are developing flyers to promote your event and would like to include the Cancer Council SA Community Supporter logo, please contact the Community Fundraising Officer. Just remember to get permission before using or publishing Cancer Council SA’s name and logo.

    After your event

    Money matters

    The sooner you bank your fundraising dollars, the sooner it can start assisting Cancer Council SA in providing vital cancer research, cancer prevention, cancer support and advocacy in South Australia. Please refer to your community fundraising welcome pack you received when you first registered with Cancer Council SA and don’t forget to quote your reference number so we know who to thank!

    Funds must be given to Cancer Council SA within 28 days of completing your fundraising activity. There are various ways you can do this:

    • Bank your funds at any Bank SA branch with the information provided in your welcome pack.
    • Use BPAY to transfer funds using the details on your banking information form.
    • Send us a cheque made payable to Cancer Council SA with your event registration number.
    • Call Cancer Council SA office to make a credit card payment. Alternatively you can complete your credit card details on the banking information form and return them to the Cancer Council SA office.
    • If you’ve set up an online webpage, people can donate directly. You can also add people’s cash donations to your page using your credit card.

    Say thanks

    Make sure you thank everyone who has supported you and let them know Cancer Council SA really appreciates their support. It’s great at this time to also reinforce the reason why you fundraised. If you need any facts and figures about what Cancer Council SA does each year, through our research, support and prevention programs, visit www.cancersa.org.au or call the Events hotline 1300 65 65 85.

    Return everything back to Cancer Council

    Return any promotional material you have borrowed and your letter of authority to fundraise to the Cancer Council SA office. If you have any feedback about your experience, please let us know Your ideas, suggestions and experience fundraising for Cancer Council SA allows us to improve our support to our amazing fundraisers.

    Thank you

    Income and expense register

    Click here to download a copy of the income and expense register.

    Summary checklist

    Click here to download a copy of the summary checklist.


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