Toolkit Creating a fundraising event - St John
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St John
Heart of Gold
Toolkit
Annual Appeal
Creating a
1
fundraising event.
Your guide to our
2021 Annual Appeal.
Heart of Gold Annual Appeal 2021
Golden tip:
Keep it simple
Often the simplest fundraising
activities gain the most support.
Be realistic; choose a project
which suits you and
the people you’re
collaborating
with.
Getting started in 6 easy steps.
Step 1 You’ll need to consider things such as > What are the risks associated with
Choose a fundraising activity or event catering facilities (if you need them), your event (i.e. injury, image/
that you’ll enjoy. If you’re having a parking, wet-weather options, council reputation, financial loss)? Make a
good time and believe in what you’re permits and audio-visual equipment. plan to reduce or eliminate these
doing, the people around you are risks.
more likely to donate to your efforts. Step 4 > Work backwards from the date of
Feeling stuck for an idea? Have a Now it’s time to think about the your event.
look at our fundraising ideas and tips people you want to get involved!
pages for some inspiration, or email > Make sure you promote the
heartofgold@stjohn.org.nz – we’d > Decide who you’re going to invite event online. Upload your
love to help! or ask to sponsor you – don’t pictures to Facebook and tag
be shy! You’ll be surprised who us @StJohnNewZealand or
decides to lend you support. send your pictures and stories to
Step 2
The next thing to think about is when > Think of ways to tell people what heartofgold@stjohn.org.nz
to have your event. Annual Appeal you’re doing and give them lots of > Finalise what tasks need to be
week is 5 April – 11 April 2021 but notice. completed, when and by whom.
you can host your fundraising event
> Let people know why you are
anytime in April. Make sure you give
fundraising for St John Annual Step 6
yourself enough time to plan and > Thank your donors post-event. It’s
Appeal – keep it simple and
organise your event. extremely important to thank your
engaging.
donors after the event and share
Step 3 > Find out who could donate your day(s) and all your effort.
If you’re planning an event, you’ll auction/raffle prizes. Share your photos and stories of
need to choose a location, check your journey and show how their
whether it’s available and if you can Step 5 support has made a difference.
get it free of charge. Investigate Make sure you’ve covered all the
whether the venue is an appropriate angles.
size and if it’s wheelchair accessible.
> Do you need a contingency plan?
2
Be inspired to fundraise.
Remember to make sure all your fundraising is safe, legal and fun! If you’re in doubt or have
any questions at all please get in touch with us – we’re happy to help.
For businesses
> $ ask at till and online Brown bag lunch day
> Email your customers letting them know about Annual Everyone brings their own lunch and donates the money
Appeal dates and whether they would like to donate. they would have spent.
> Do a social media post
Pot luck lunch
> Mention Annual Appeal in your Newsletters Schedule a pot luck lunch at work. Ask for donations from
> Setup a payroll giving programme. colleagues equal to or more than what they would have
> Volunteer 2 hours of your time to bucket shake during spent at a restaurant for lunch.
Annual Appeal.
Vending machines
> During Annual Appeal week wear gold or yellow to Coordinate with your vendor to add $1 to the cost of a
work for a gold coin donation. snack or soft drink with the extra money going to St John
Heart of Gold Annual Appeal.
Auction a prime parking space at work
Golden tip:
Share your heart of gold.
Upload your pictures to Facebook and tag
us @StJohnNewZealand or send
your pictures and stories to
heartofgold@stjohn.org.nz
Send in your pictures and stories to heartofgold@stjohn.org.nz
3
Heart of Gold Annual Appeal 2021
Auction a picnic Charity dinner Disco night
Assemble everyone together in your Organise a dinner where people Hold a Disco night at your local hall or
staff room, cafeteria or other general pay for table tickets, dress up, eat community centre. Charge a door fee.
meeting area and auction off a picnic and dance the night away. Include
lunch. activities such as a silent auction or Draws
raffles. Hold draws for donated items from
BBQ lunches local businesses (e.g. dinner for two,
Prepare bbq lunches for a donation. Children’s drawing contest movie tickets etc). Entry into the draw
Give colleagues a photograph is by way of donation.
Baby picture match of a director, CEO, principal, or
Invite employees to try their luck local celebrity to take home to Fish for a prize
matching baby and/or pet pictures their children to draw. Ask for a Set up a booth that looks like a pond
of team members or colleagues. Ask $5 donation entry fee and have with poles, etc; with prizes floating in
employees for a $2 donation per vote. people vote for the best drawing it and charge $1 to fish for a prize.
Balloon pop by paying per vote. Give prizes for For businesses
In this variation of a traditional raffle all participants. Display winning Add $ at till, email to databases and
team members collect prizes as well portraits for all to see. social media posts, mentions in
as donate their own goods or services Colouring-in competition Newsletters, setup a payroll giving.
as prizes. Before filling a balloon with Invite kids to participate in a heart-
helium, put a note inside with the Fun day!
shaped colouring-in competition. See Hold a car wash, garage sale, raffle,
name of a prize. People donate $2 to page 10 for colouring-in sheets.
buy a balloon and pop it to find out bake sale, plant sale and craft fair all
what they have won. Contact local news on the same afternoon. Promote it all
Talk with your local community over town and pick a high traffic area.
Book sale newspaper and ask them to feature
Dust those bookshelves and have a Garage sale
you and mention your fundraising All profits benefit St John. Advertise
book sale for donations. efforts. the garage sale in your local paper.
Bowl away Craft fairs
Go bowling with friends and collect Girls night in
Have a craft table with items for sale Invite your girlfriends to a girls night
donations. at festivals, markets etc. in. Watch movies and give each other
Bunnings sausage sizzle Dance beauty treatments and what they would
Contact your local St John Fundraising Host a dance – party, disco, themed spend on a night out they can donate.
team to volunteer your time to do a party or dance for senior citizens.
sausage sizzle at your local Bunnings Gold face painting
on Saturday 10 April 2021. Dinners, dinners, dinners Supply school with gold face paint
Spaghetti dinners, gourmet feasts for a special ‘Students Go Gold’
Change jar and more. Throw a dinner party and fundraising day.
Keep a change jar in high traffic areas charge your guests a $10 donation to
Iike staff rooms etc. Golf outing
attend. Teams of four. Use a public course,
serve lunch and have prizes.
Send in your pictures and stories to heartofgold@stjohn.org.nz or tag us
@StJohnNewZealand on Facebook and we will share.
4
Heart of Gold Annual Appeal 2021
Guess the jelly beans in the jar Lunch time golf-putt Quiz evening
Fill a jar with jelly beans, count how Set up your own putt-putt course at Invite team entries into a fun night of
many are in the jar as you fill. Ask work. Ask for a donation to play and questions and answers with prizes for
people for a dollar to write down how award a winner. the winners.
many jelly beans they think are in the
jar. Closest guess wins the jar! Move for the cause Raffle
Host a fun walk/run or cycle wearing A simple, easy way to raise money.
gold or yellow on a course you set Gift baskets, vouchers, rugby match
(plan it well in advance)! Ask people tickets, airline tickets, rental car
to sponsor you for every km or donate weekends, rounds of golf, dance
a lump sum to keep you going. lessons, a makeover, a massage, baby
basket, plants, a vacation day etc etc…
Host a pop-up shop Paint your nails gold
Clear the clutter and raise money by Create buzz on social media – paint Rec room bingo
selling your unwanted goods. your nails gold and show your Make your living room a bingo hall
support of St John. and invite the neighbours. Ask for
Ice cream social a $10 donation to play. Get prizes
Have ice-cream and toppings Pancake breakfasts donated for the winners.
donated. For a donation, give bowls Whip up pancake breakfasts and sell
and spoons to attendees and let to friends, family and colleagues for a Sausage sizzle
them create! donation. Hold a BBQ or sausage sizzle at an
event, charge a fee.
Jog-a-thon Party
Organise a mini jog-o-thon in your Host a party. Invite close friends School carnivals
local community or at work during to dinner or brunch and ask for a Hold a school carnival / fair to raise
lunch break. donation. Ask them to match their funds.
donation to the amount they spent
Light it up last Saturday night. Dinner and a Sports challenges
Talk to your local council to light up movie? $60 donation. Cocktails and Set up challenge matches between
buildings in gold for Annual Appeal dancing? $30 donation. Pizza and individuals or departments for
week. video? $15 donation. bowling, tennis, softball or other
sports. Charge an entry and
Long table/street party Pies admission fee.
Invite every house in your street to Find which fruit is in season and bake
bring a shared plate and a donation. delicious pies for a donation! Story time reading
Organise closing the street (check Have a story time reading for kids for
with your local council if permits a donation.
are needed), set up tables and get Water balloon challenge
to know your community! Use the All your supporters can throw water
elements in our toolkit to decorate balloons post-fundraising event… for
and create awareness for the appeal. a donation of course.
Quilts
Make a quilt and raffle it.
Send in your pictures and stories to heartofgold@stjohn.org.nz or tag us
@StJohnNewZealand on Facebook and we will share.
5
Heart of Gold Annual Appeal 2021
A few final tips.
Enjoy yourself! Ask for an extra hand
Choose a fundraising activity that you’ll enjoy. If you’re Ask your employer if they will match dollar for dollar the
having a great time, the people around you are more money you raise or give a donation. Well worth an ask!
likely to donate.
Get out there
Keep it simple Approach local businesses for prizes or donations, ask
Often the simplest fundraising activities gain the most friends to help with organising or promoting your event.
support. Be realistic; choose a project which suits you and Most people’s reason for giving or supporting a charity is
you think people will support. because they were asked!
Spread the word Be financially conscious
Let people know about our vital work and how their Make sure your supporters know any donation over $5 is
contributions will make a lifesaving difference! tax deductible. Just send us their details on the Donation
Form provided and we will post out a receipt. If you are
If you have a personal reason for undertaking your
using givealittle, this will happen automatically.
fundraising activity, and are happy to tell people, let
them know. Share your success
Thank your donors, volunteers and sponsors! Let
Set a target
everyone know how grateful you are for their support.
Set yourself an ambitious fundraising target and track
Share photos and the story of your fundraiser – you could
your progress. There’s nothing quite like a dream target
be featured in a future donor story on our website.
to keep you motivated and to get the attention of your
family and friends. Cost your event and stick to your Thank your volunteers
budget to ensure you don’t spend more than you’re Make sure the volunteers feel valued and appreciated. Ask
going to raise! for your volunteers feedback on their experience during
the event. Let them know the result of your fundraising
Track contributions
event or how much you have raised.
You can use our Tracking Form to follow progress towards
your goal. Tracking is important – it keeps you focused
and people love to see the progress you are making.
Make sure you follow our fundraising guidelines when
fundraising on behalf of St John so you and your donors
receive tax receipts and acknowledgements.
Golden tip:
Spread the word
Promote, promote, promote Let people know about what
Tell your friends, family and work colleagues about what we do, and how their
you’re up to and why you’re doing it, and ask them to tell contributions will
their friends too. Remind them on several occasions – make a lifesaving
repetition is important as people often forget. Keep your difference!
reminders fun, light hearted and engaging. Remember
also that people often leave their donation to the last
minute so be sure to remind them close to your deadline.
Send in your pictures and stories to heartofgold@stjohn.org.nz or tag us
@StJohnNewZealand on Facebook and we will share.
6
Heart of Gold Annual Appeal 2021
Using the
St John logo.
Please be aware that the St John logo is trademarked. Thanks all round!
Naturally we’re happy for you to use it to help your “Thank you” is such a key part of the fundraising
efforts, however you will need our approval to do so. process. First of all, we want to thank YOU for
Please contact your local St John fundraising team fundraising for St John. We also ask that you
and they will be able to explain how and where remember to thank everyone who helps you and
you can use it or download our Logo Guidelines contributes to your efforts. Whether they
PDF at heartofgold.org.nz/activate and then click donate time, resources, or money, let
resources.. them know you appreciate it!
7
Heart of Gold Annual Appeal 2021
Keeping it safe
and legal.
If you’re thinking about hosting a sausage sizzle, raffle or Sausage sizzles or BBQs
street stall you may need a council permit to do so. Your Held on an occasional basis in a public place by a
local St John fundraising team can help you through this recognised charitable organisation are permitted, check
process – simply get in touch with them for advice. with your local council for details.
Here are some guidelines to help ensure your While St John will assist in any way it can, it does not have
fundraising event or activity is safe, legal and fun. the capacity to provide volunteers to help support events.
The event is the individual’s/organisation’s responsibility
Street stalls and is a great opportunity to involve your own family,
Thinking about selling raffle tickets or holding cake stalls? friends and networks in the fun and fellowship of helping
New Zealanders.
Some commercial areas in town are classed as ‘restricted’
areas and you will need to gain a street stall permit if you The responsibility for the sale of tickets rests with the
are considering setting up a stall. Please contact your organisers.
local Council who will discuss your request and check
availability of the date (only two organisations on any one
day may have a stall in the same town). If all is in order
they will issue a permit. The shop owner outside whose
premises the stall will be held plus shop owners either
side will need to give their permission.
Raffles
Raffles and lotteries with a prize over $5000 need a
licence from the Department of Internal Affairs, under
the Gaming and Lotteries Act. Licence forms are available
online at www.dia.govt.nz. The form must be completed
and then posted to DIA. Once approval is granted a stall
permit will be required, as above.
8
Heart of Gold Annual Appeal 2021
Arranging payment
of your Donations.
There are various ways to transfer your donations to St John. You can send a cheque in the mail to the addresses
below or you can contact your local St John Fundraising Team for their bank account details for any electronic
transfers.
ASB is required to adequately identify anyone making cash deposits through its branch network. Please ensure
you take 2 forms of ID with you when depositing cash.
ASB is no longer supplying charity deposit bags so get in early to get your standard deposit bags from your local
ASB branch. Please keep a record of the banking bag numbers for reference.
Northern Region Central Region South Island
If you live in the North Island (north If you live in the North Island If you live in the South Island, please
of the Bombay Hills, Hauraki and (between Wellington and Auckland – send your cheques along with your
Coromandel) please send your excluding Hauraki and Coromandel) donation form and fundraising
cheques along with your donation please send your cheques along with tracking form to:
form and fundraising tracking form your donation form and fundraising
St John
to: tracking form to:
Attn: Fundraising Co-ordinator
St John St John PO Box 1443
Attn: Fundraising Co-ordinator Attn: Fundraising Co-ordinator Christchurch 8140
Private Bag 14902 Private Bag 3215
Alternatively, if you would like to
Panmure Frankton
make an electronic transfer, or
Auckland Hamilton 3240
deposit the funds at an ASB Branch,
Alternatively, if you would like Alternatively, if you would like to please call the Fundraising Team
to make an electronic transfer, make an electronic transfer, or on 03 353 7110 ext 3332 or email
or deposit the funds at an ASB deposit the funds at an ASB Branch, southisland.fundraising@stjohn.
Branch, please contact Jo Eve on please call the Fundraising Team org.nz for more details. Along with
09 526 0527 ext 9803 or email on 07 847 2849 ext 7801 or email our bank account number you
northernregionfundraising@ central.fundraising@stjohn.org. will require your Donor ID and a
stjohn.org.nz for more details. nz for more details. Along with reference to deposit the funds. This
Along with our bank account our bank account number you will help us track your donation.
number you will require your Donor will require your Donor ID and a
ID and a reference to deposit the reference to deposit the funds. This
funds. This will help us track your will help us track your donation.
donation.
Funds must be given to St John within two weeks of completing your FUNdraising activity.
9
Heart of Gold Annual Appeal 2021
Donation form.
Thank you for raising funds on behalf of St John. To ensure you receive the appropriate recognition for
Please complete the following information and submit your community fundraising efforts, please complete all
your Fundraising Tracking Form and any donations within information. If you would like to share your success with
15 days of your event or activity. others, please include a full description of your event and
send photos to heartofgold@stjohn.org.nz.
Are you fundraising:
As an individual
On behalf of an organisation / name:
On behalf of a club / name:
Your name:
Your group/business or school name:
Address:
City and postcode:
Daytime phone: Alternate phone:
Email address:
Description of fundraising activity (you may attach another page if you need more space):
Yes! Share our fundraising success with the St John website. St John has permission to use our story,
quotes, details of our fundraising activities and photographs to inspire other volunteers to help raise
funds in their community.
Please attach the Fundraising tracking form, so we can send individual donors receipts.
Cash $ Total Amount Raised $
Cheque $ Date banked __/__/____
If you would like to make your donation electronically, please contact your local office (details on page 9) so that we
can provide you with the correct banking details and what is required in the ‘particulars’ field.
10Heart of Gold Annual Appeal 2021
Fundraising tracking form.
First name: Last name: Pledge:
Address: Payment:
City: Postcode: Telephone: Amount Collected:
Email:
If you would like to receive information from St John, please tick here
First name: Last name: Pledge:
Address: Payment:
City: Postcode: Telephone: Amount Collected:
Email:
If you would like to receive information from St John, please tick here
First name: Last name: Pledge:
Address: Payment:
City: Postcode: Telephone: Amount Collected:
Email:
If you would like to receive information from St John, please tick here
First name: Last name: Pledge:
Address: Payment:
City: Postcode: Telephone: Amount Collected:
Email:
If you would like to receive information from St John, please tick here
First name: Last name: Pledge:
Address: Payment:
City: Postcode: Telephone: Amount Collected:
Email:
If you would like to receive information from St John, please tick here
First name: Last name: Pledge:
Address: Payment:
City: Postcode: Telephone: Amount Collected:
Email:
If you would like to receive information from St John, please tick here
Donors over $5 can receive a tax receipt. The donor’s name and address must be clearly printed on the form above to receive a tax receipt from
St John. Please send this form along with your Donations Form for processing. Details and addresses to send this to are outlined on page 9.
Donations made online will receive an instant tax receipt via email.
11Heart of Gold Annual Appeal 2021 Fundraising tracking form. First name: Last name: Pledge: Address: Payment: City: Postcode: Telephone: Amount Collected: Email: If you would like to receive information from St John, please tick here First name: Last name: Pledge: Address: Payment: City: Postcode: Telephone: Amount Collected: Email: If you would like to receive information from St John, please tick here First name: Last name: Pledge: Address: Payment: City: Postcode: Telephone: Amount Collected: Email: If you would like to receive information from St John, please tick here First name: Last name: Pledge: Address: Payment: City: Postcode: Telephone: Amount Collected: Email: If you would like to receive information from St John, please tick here First name: Last name: Pledge: Address: Payment: City: Postcode: Telephone: Amount Collected: Email: If you would like to receive information from St John, please tick here First name: Last name: Pledge: Address: Payment: City: Postcode: Telephone: Amount Collected: Email: If you would like to receive information from St John, please tick here Donors over $5 can receive a tax receipt. The donor’s name and address must be clearly printed on the form above to receive a tax receipt from St John. Please send this form along with your Donations Form for processing. Details and addresses to send this to are outlined on page page 9. Donations made online will receive an instant tax receipt via email. 12
Heart of Gold Annual Appeal 2021
Fundraising tracking form.
First name: Last name: Pledge:
Address: Payment:
City: Postcode: Telephone: Amount Collected:
Email:
If you would like to receive information from St John, please tick here
First name: Last name: Pledge:
Address: Payment:
City: Postcode: Telephone: Amount Collected:
Email:
If you would like to receive information from St John, please tick here
First name: Last name: Pledge:
Address: Payment:
City: Postcode: Telephone: Amount Collected:
Email:
If you would like to receive information from St John, please tick here
First name: Last name: Pledge:
Address: Payment:
City: Postcode: Telephone: Amount Collected:
Email:
If you would like to receive information from St John, please tick here
First name: Last name: Pledge:
Address: Payment:
City: Postcode: Telephone: Amount Collected:
Email:
If you would like to receive information from St John, please tick here
First name: Last name: Pledge:
Address: Payment:
City: Postcode: Telephone: Amount Collected:
Email:
If you would like to receive information from St John, please tick here
Donors over $5 can receive a tax receipt. The donor’s name and address must be clearly printed on the form above to receive a tax receipt from
St John. Please send this form along with your Donations Form for processing. Details and addresses to send this to are outlined on page 9.
Donations made online will receive an instant tax receipt via email.
13Heart of Gold Annual Appeal 2021 Putting the FUN in fundraising... 14
Heart of Gold Annual Appeal 2021
We’re here St John Northern Region
Headquarters
St John South Island Region
Headquarters
to help. 604 Great South Road
Ellerslie, Auckland, 1051
PO Box 1443
Christchurch 8011
Private Bag 14902 Tel: 03 353 7110 ext 3332
Have questions? Need
Panmure southisland.fundraising@stjohn.org.nz
more support? Feel free
Auckland 1741
to contact us at one of our
Tel: 09 526 0527 ext 8476
local headquarters – we’re
northernregionfundraising@stjohn.org.nz
happy to help!
St John Central Region
Headquarters
Private Bag 3215
Hamilton 3240
Tel: 07 847 2849 ext 7801
central.fundraising@stjohn.org.nz
stjohn.org.nz | 0800 ST JOHN (0800 785 646)
15Toolkits available: Toolkit 1: Creating a fundraising event Toolkit 2: Street Collections 101 Toolkit 3: Campaign assets Toolkit 4: What we’re fundraising for and where the money goes Toolkit 5: Schools Fundraising Toolkit
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