Host an Event

We are delighted you have chosen to help raise funds for The Toronto Humane Society and we are eager to support you in planning and executing your event. Your time and effort will benefit the thousands of injured, neglected or abandoned animals we care for at The Toronto Humane Society each year. No matter how large or small, your contribution will make a big difference in the lives of our animals. Thank you.

All event applications must be approved prior to promoting or executing any third party event by our Board of Directors. Please submit Event Proposal Form at least one month before the event date.

How The Toronto Humane Society Can Help

The Toronto Humane Society can provide the following assistance once your event has been approved:

• Advice on event planning to ensure a successful event.
• Limited promotional supplies, such as posters or brochures.
• Tax receipts , if applicable, or receipting support according to Canada Customs and Revenue Agency (CRA) guidelines.
• A support letter that validates the authenticity of the event.

The Toronto Humane Society cannot provide the following:

• Funding or reimbursement for any event expenses
• Mail/email lists such as donor lists
• THS animals (i.e., dogs and/or cats) to participate in or at the event
• Guaranteed staff representatives to attend or participate in the event
• Applications for gaming licenses, e.g., bingos, lotteries or raffles.
• Permits, licenses and insurance
• Access to celebrities or sponsors
• Prizes, auction items, awards

Rules and Regulations:

General

• The Event Proposal Application must be submitted to The Toronto Humane Society one month prior to publicizing or holding the event
• The name and logo of The Toronto Humane Society are registered trademarks. You will not be permitted to use them without receiving prior written permission. The event must show sufficient potential for income and/or community awareness for the THS to warrant the use of the name and/or logo.
• The Toronto Humane Society reserves the right to withdraw the use of its name at any time, and will not assume any costs that may be involved in doing so.
• If the event is cancelled, the event organizer agrees to contact The Toronto Humane Society at least 48 hours prior to the event.
• The Toronto Humane Society will not assume any legal or financial responsibility
• The Toronto Humane Society is not responsible for any damage or accidents to persons or property.

Promotion

The Toronto Humane Society reserves the right to work with the event organizer on promotional and/or publicity efforts.

• If the logo or name of The Toronto Humane Society is to be used in any printed form (e.g. brochures, flyers, posters, banners, etc.) it must be approved by The Toronto Humane Society prior to production.
• All information released to the media must be reviewed by The Toronto Humane Society prior to distribution.
• The event organizer assumes complete responsibility for making media contacts. It must be made clear The Toronto Humane Society is not the organization requesting the participation of the media.
• Existing THS advertising in newspapers, on television or radio must not be used to benefit the event.
• Promotion of the event to THS staff and volunteers can occur internally, at the discretion of the THS.

Financial

The Toronto Humane Society has a legal obligation to be consistent with Canada Customs and Revenue Agency guidelines. To ensure there is a distinction between the The Toronto Humane Society and all third party events, the event organizer must handle all monies until the official donation is submitted to The Toronto Humane Society.

• All promotional materials must clearly state the percentage of proceeds that will benefit The Toronto Humane Society.
• Money raised must be received within 90 days of the event.
• A financial accounting of the event income and expenses may be requested by The Toronto Humane Society upon completion of the event.

Tax Receipts

The Toronto Humane Society is a registered charity and will be pleased to issue charitable tax receipts upon request if the following Canada Customs and Revenue Agency conditions apply:

• The Toronto Humane Society requires an accounting record detailing donations and expenses for your event.
• The THS reserves the right to audit the financial records pertaining to your event.
• Income tax receipts will be issued to those who have not received a product or tangible item in exchange for their donation.
• Tax receipts can be issued to event donors providing the following conditions are met:
• The Toronto Humane Society’s charitable registration number is displayed on all event materials
• The Toronto Humane Society receives a clearly written list of the names and addresses of the donors, together with their donation amount.

• The Toronto Humane Society CANNOT issue tax receipts for donated services or paid services (e.g., graphic design, advertising, construction, entertainment, tent set-up etc.), or for product sales.

Following these guidelines should help you plan for your special event. Not all may apply:

• Brainstorm ideas and decide on an event. The only limit is your imagination:
  • A-thons - walk, skip, bike, dance, knit, swim
  • Auctions – use donated goods, hand made products, etc.
  • Arts and Crafts Shows
  • Birthday Parties or Personal Celebrations
  • Bring Your Dog to Work Day
  • Car Washes
  • Galas
  • Garage Sales
  • Theme Parties
  • Pet Washes
  • School Events – raise a certain amount to make your teacher/principal do something (shave their heads?)
  • Sporting Events and Tournaments
• Form a planning committee. Recruit enthusiastic people to help you. Select a coordinator. Decide on roles/tasks for all committee members
• Set the date and location. Schedule your event for a day, time and location that provides you with plenty of time to plan and promote it properly.
• Set fundraising goals and a budget. It is important you know all your costs before embarking on an event. This will help you monitor your expenses. It will also help you determine your fundraising goals. The lower your cost, the higher the contribution.
• Submit an Event Proposal Form to The Toronto Humane Society. A development coordinator will contact you to review any issues or concerns after your application has been reviewed by our Board of Directors.
• Determine how money will be collected and handled. Work with the THS staff to determine plans for tax receipts.
• Determine legal, insurance, liability, permit and safety issues you may need to address.
• Develop a publicity/promotion plan. Flyers, posters and other promotional materials will help generate awareness and excitement about your event. The Toronto Humane Society can provide you with a limited quantity of materials upon written request.
• Solicit sponsors
• Invite participants
• Create a “Day of Event” agenda and checklist
• Lay out how the venue will be set up
• Arrange for set up and clean up details
• Submit proceeds to The Toronto Humane Society.
• Remember thank yous and recognition. Don’t forget to recognize those who helped organize and participate in the event.

Application must be approved by The Toronto Humane Society prior to publicizing or holding events.