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Host an Event

Thank you for your interest in planning an event for AIDS Vancouver. Third party events are a great way to not only raise much needed funds for AIDS Vancouver’s services, they are integral in spreading awareness of AIDS Vancouver’s work and HIV/AIDS issues as well as promoting community involvement with our organization. AIDS Vancouver looks forward to the day when HIV does not plague our community. With help from people like you we can make this hope a realization.

 
AIDS Vancouver was the first AIDS service organization in Canada. Our mission is to alleviate individual and collective vulnerability to HIV and AIDS through support, public education and community based research. Our mandate is Prevent Act Support. Since 1983 AIDS Vancouver has been providing programs and services through education, support and community-based research as it relates to HIV and AIDS.
 
Where To Start
AIDS Vancouver greatly appreciates the commitment and investment of time and financial resources required for the successful execution of a third party event to support our work. Please note that anyone who is interested in planning an event to benefit AIDS Vancouver must submit a completed and signed Third Party Event Proposal (attachment 1) prior to the event. Please allow for three weeks for AIDS Vancouver to respond to your Third Party Event proposal.
 
If you have a fundraising idea or would like to submit a third party event proposal please contact Fleur Cooper, Development and Communication Manager, she will be able to provide you with advice and support.
 
Fleur Cooper
Development and Communications Manager
 
If you are interested in planning an event, but you are not sure what kind of event you want to plan here are some suggestions to get you started.
 
Five Event Ideas
 
1) Host a Murder/Mystery Dinner Party: Was it Professor Plum, in the conservatory, with a candle stick?? Instead of having the same boring three course dinner party why not have a murder mystery party instead. Heaps of fun and a great way to raise money!
www.nightofmystery.com 
 
2) Toga Party: Who doesn’t love wearing a sheet and some foliage? Toga parties are a great way to spend a night and the opportunity to win the best sheet competition gives you bragging rights for weeks.
 
3) Benefit Concert: Music and advocacy the perfect combination. A night that entertains and informs!
 
4) Quiz Night: Hands on buzzers! Wow your friends and colleagues with your in depth knowledge of 70’s punk music or Canadian Sports Stars. You can host a general quiz night or make it a theme quiz: Rock quiz or Movie Quiz, the possibilities are endless. 
 
5) Clothing Swap: Have you ever had clothing envy for a classic piece from your friend’s wardrobe? Now’s your chance to transform your clothing envy into clothing joy! It’s a win win situation: get rid of the clothes that have been hiding in the back of your closet and get a whole new look for the cost of a donation to AIDS Vancouver. Looking sharp +helping others in need = AWESOMENESS!
 
Steps for Planning A Third Party Fundraising Event
 
1) Contact AIDS Vancouver to see if your event idea fits with our mission.
2) Receive approval from AIDS Vancouver for your event.
3) Recruit Friends and Family to help you plan your event.
4) Create a “To Do List” or Timeline of planning activities
5) Formulate an event budget – think about costs and revenue
6) Decide whether you need any permits or licenses. Apply for them.
7) Investigate Sponsorship possibilities for your event.
8) Compile a list of sponsorship possibilities and submit them to AIDS Vancouver to check if these sponsors are already involved with AIDS Vancouver. 
Note: AIDS Vancouver is unable to help you recruit sponsors for your event.
9) Think of ways to promote your event – social networking, free listings, posters, public service announcements on community radio etc.
Note: You must get prior authorization to use AIDS Vancouver’s logo on any promotional material. All Third Party Event promotional material must include a tag saying “All profits from this event will go towards AIDS Vancouver.”
No Third Party Event can use AIDS Vancouver in the event title.
 
Third Party Event Organizer’s Responsibilities
  • Submit a third party event proposal for approval to AIDS Vancouver at least two months prior to event. Note: Please allow for three weeks for AIDS Vancouver to respond to your third party event proposal.
  • All third party fundraising events require written permission from AIDS Vancouver in advance. Do not make public announcements or promote the event until you receive approval of your event proposal from AIDS Vancouver.
  • Third party event organizers are responsible for the planning and execution of the event, including all set-up, promotion, staffing and /or volunteers, and liability.
 
Sponsorship Guidelines
  • AIDS Vancouver cannot solicit sponsors for your fundraising event and does not provide any donor or volunteer contact information.
  • Please provide a list of all targeted sponsors (both for cash and product/service donations) for the event, before they are contacted, so that AIDS Vancouver can provide you with information on their current support and minimize overlap with other AIDS Vancouver sponsors.
 
Financial Guidelines
  • Third-party fundraisers are responsible for paying all fundraising expenses related to their activity.
  • Ideally, research your expenses and have your budget in place prior to determining if you can have a charity partner. If your event expenses are greater than the total collected, the group conducting the event is responsible for payment of these additional expenses.
  • No bank accounts in the name of the AIDS Vancouver should be set up. All checks should be made payable to AIDS Vancouver
  • AIDS Vancouver cannot process any credit cards for your event.
  • AIDS Vancouver must receive a complete accounting of all income and expenses related to the event, including all tangible non-cash related contributions. AIDS Vancouver reserves the right to inspect all financial records related to the event.
 
How AV Can Help
  • Put a story on the website about your event.
  • Place a link or information about your event on AIDS Vancouver’s website.
  • Offer professional fundraising and event organization advice.
  • Provide AIDS Vancouver materials and banners for your event.
  • Provide AIDS Vancouver logo recognition on event promotional period.
  • Promote your event through AIDS Vancouver’s networks.
  • Provide a letter of support to be used to validate the authenticity of the event and its organizers.
 
AIDS Vancouver Third Party Event Approval Guidelines
  • Fundraising events must comply with all relevant local, provincial and federal laws.
  • AIDS Vancouver reserves the right to decline association with any person or organization when it believes that such association may have a negative effect on the image of the AIDS Vancouver.
  • AIDS Vancouver reserves the right to decline approval of an event if other non-profit organizations are beneficiaries and / or involved in the event without mutual compliance.
  • Please allow for three weeks for AIDS Vancouver to respond to your third party event proposal.