Community Event Guidelines

Thank you for choosing Camp Oochigeas as a beneficiary of your fundraising event. Community support is key to our success and we recognize the efforts it takes to organize and hold an event on our behalf. We could not provide the magic of camp to children with cancer without your support!

In order to help your event run more smoothly, we have created community event guidelines for fundraising events held on behalf of Camp Oochigeas. We ask that you read these guidelines carefully, paying close attention to the section regarding tax receipts.

If you have any questions, please do not hesitate to contact the camp office at 416-961-6624. 

Community Event Guidelines - PDF copy

Community Event Agreement Form - PDF copy

What Camp Oochigeas requests of community event organizers:

• Please contact the Camp Oochigeas office to register new events or update us on continuing events. It is important that the camp office is aware of all events that are held in support of our programs.
• It is the event organizer’s responsibility to communicate to sponsors, participants and the general public that Camp Oochigeas is not conducting the event, but is the beneficiary of the event.
  

Camp Oochigeas can provide the following assistance once your event has been approved by our office:

• Advice and expertise on event planning
• Attendance of a Camp Oochigeas representative, when appropriate and available
• Event listing in our online Event Calendar
• A support letter that validates the authenticity of the event/organizer, from date of issue until the event is complete
• Limited supplies, such as information brochures, stickers and other promotional material
  

Camp Oochigeas cannot provide the following:

• Funding or reimbursement for event expenses
• Donor or sponsor lists
• Promotion or advertising of your event except for the online Event Calendar
• Guaranteed attendance of staff or volunteers at your event
• Application for gaming licenses, e.g., bingos, raffles, liquor, insurance
• Prizes, auction items, awards
• Tax receipts for cash or in-kind goods that were not directly received by the camp office (please also see information on tax receipts)

Other Guidelines:

• New events require completion and approval of a Community Event Agreement Form
• All publicity (including media releases, print/promotional materials, etc.) for the proposed event must be approved by Camp Oochigeas prior to being printed, released, etc.
• The Camp Oochigeas name and logo may not to be used by a Third Party/community event on an ongoing basis i.e. on a website or on promotional material, unless permission in writing has been granted to the third party by Camp Oochigeas
• The event organizer will obtain all necessary permits, licenses and insurance for their event
• All funds and tax receipt information (if approved to issue receipts) i.e. contact information for receipting, must be received by the Camp Oochigeas office within 30 days after the event
• It is recommended that the event organizer makes themselves familiar with the receipting policies of the Canada Revenue Agency (CRA)
• If the event is cancelled, please notify the camp office at least one day prior to the event
• Camp Oochigeas shall have the right at any time and for any reason to request that the community event organizer/Third Party cease use of the name Camp Oochigeas in connection with the event and the community event organizer/Third Party shall use its best efforts to comply with such request
• Camp Oochigeas will not assume any legal or financial liability at a community event
• Camp Oochigeas is not responsible for any damage, accidents to persons or property at a community event
  

Community Event Guidelines - Tax Receipting

It is very important that you understand the rules about tax receipts BEFORE you plan your event. The requirements for receipting are extensive and time consuming. You may decide, in the end, that if only a small tax receipt can be issued, it may be better not to offer them at all.

It is your responsibility to communicate decisions surrounding tax receipting to the participants of the event, so please be sure you have discussed your situation in detail with a Camp Oochigeas representative and that you are clear about what you can and cannot offer.

Tax Receipting Guidelines:

Camp Oochigeas must adhere to all Canada Revenue Agency (CRA) rules and regulations in order to retain our charitable status. We reserve the right to audit the records pertaining to any event in order to ensure compliance with the CRA.

Camp Oochigeas will only issue tax receipts for the amount of the actual donations received by the camp office. Tax receipts cannot be issued for funds used to cover the costs of the event or other administrative expenses incurred by the organizer.

Camp Oochigeas is permitted to issue tax receipts to individuals that make a donation without receiving a tangible item or benefit in return. Benefits could include: dinner, alcohol, chance to bid on auction items, entertainment, parking, etc. Tax receipts are provided for donations of $25.00 or more, providing the donor meets the above conditions.

Tax Receipts will be issued for Community Events:

·         Provided the office receives a statement showing all revenues and expenses from the event

·         Provided the event organizer ensures that the amount of money collected after expenses is sufficient to cover the amount of money for which receipts have been requested.

·         All other CRA conditions are met.

Note: Tax receipts dated for the year of your event can only be issued if all money and information is received by December 1st of that year. This is applicable to all Community Events.

Tax Receipts will not be issued:

·         For the purchase of admission tickets, green fees or auction items

·         For in-kind goods donated to an event

·         For donated services such as hiring an entertainer or auctioneer for an event

·         For sponsorship, as advertising or promotion (a tangible benefit) is being received in return for the payment

·         For gift certificates donated by the issuer of the certificate

Please note: Sponsors and other corporate contributors may be provided with a business gift letter as proof of contribution. Often, a charitable tax receipt is neither required nor appropriate for this group of contributors.