Have fun while raising funds! Consider hosting a third-party event in support of Free Play for Kids (Free Play)!

Third-Party Fundraising Policies, Criteria & Guidelines

Thank you for choosing Free Play for Kids as your first stop to bettering our community. All of us at Free Play are committed to making your experience with us seamless and enjoyable. This document outlines our policies, guidelines, and frequently asked questions (FAQ) regarding third-party fundraising and fundraising events.

What is a third-party fundraiser?

Any project, event, campaign, promotion, or other activity which seeks to raise funds for Free Play, but which is organized by a third party i.e., individuals, businesses, and organizations.

Here is a list of fundraising ideas we recommend:

Marathons, half-marathons, and related events: enter a race and find sponsors to cheer you on.
Sport-themed event: host a watch party and sell tickets with proceeds coming to Free Play.
Large dinner party: charge per plate.
Block party: rally the neighbours and host a massive party.
Garage or yard sale: get rid of unwanted clutter. Sell your unwanted items and donate the proceeds to Free Play for Kids.
Birthday or retirement party—in lieu of gifts.

Policies

Third Parties are asked to:

Be consistent with Free Play’s mission, vision, and values.
Maintain the positive image that our volunteers and staff take pride in.
Acquire the necessary licenses and permits, if need be.

Criteria

There are three (3) easy steps to start making a difference in your community.

Free Play requests four (4) weeks’ notice of third-party fundraising events.
Please complete the Third Party Fundraising Application Form (found below) and submit it for approval.
Once the event has been approved, third parties will be sent a notification of approval to be signed and returned to Free Play no later than two (2) weeks before the event.

The Executive Director (or designate) for Free Play will approve a third-party fundraising event and sign the Third Party Fundraising Agreement based on compliance with the criteria above.

Guidelines

The following guidelines are not intended to restrict the creativity and passion of our generous third-party sponsors; however, they should be taken as measures to ensure the safety and standards of Free Play for Kids, its volunteers, and staff.

1. Branding & Marketing

Company Name: In any promotional materials or other materials, third parties are required to refer to us as Free Play or Free Play for Kids.
Logo and Logo Use: Please consult Free Play’s Director of Marketing and Sponsorship or assigned staff prior to the use and presentation of Free Play’s name or logo. The use of the company logo must be approved prior to public presentation.
Promotional Material: Free Play will have final approval for all promotional materials used for the event (i.e. brochures, flyers, advertisements, newsletters, media communication, etc.).
Marketing: Third-party organizers are encouraged to use positive marketing and public relations exposure when promoting their event.

2. Donations & Sponsorship

Third parties are asked to provide a list of sponsors and contact information (i.e. email or phone number). This in turn aids Free Play and helps us recognize our partners within the community. Free Play for Kids will not solicit sponsors on behalf of the Third Party.

3. Staffing & Volunteers

Third-party organizers are asked to provide the necessary staffing and recruitment of volunteers for the fundraising event.

4. Event Expenses

The expenses required to run the event are the responsibility of the event organizer(s) and will not be reimbursed by Free Play for Kids.

5. Insurance

The organizer(s) of any event must provide proof of comprehensive liability insurance. Free Play for Kids accepts no legal or financial responsibilities for third party events held for our benefit (either partial or whole).

6. Accountability

Third-party event organizers will:

Provide reasonable notice for any third-party event cancellations.
Inform Free Play for Kids if the third-party event will benefit any other charity partners.
Will be responsible for any financial losses or unsettled accounts.

7. Donor Privacy

Although Free Play may agree to promote a Partnership event to our constituents through our website, social media, newsletter or other means, Free Play does not provide lists of donors or volunteers to any third party.

8. Post Event Promotions

Where possible, Free Play would appreciate receiving materials or photographs that may be of use in our publications or for archival purposes.

9. Post Event Accounting

The organizer(s) of any event will forward funds raised to Free Play for Kids within 30 days of the event date unless otherwise noted. Cheques must be addressed to Free Play for Kids.

10. Compliance with Canada Revenue Agency

Official tax receipts for income tax purposes will only be issued following CRA guidelines. If individual tax receipting is required, an online giving page will be set up by Free Play to collect donations.

Free Play will only issue individual tax receipts for donations of $25 and above.

Please note: Receipts can not be given to each individual if the donations are pooled into one cheque. For example, if 50 individuals contribute $100 dollars and one person collects and issues a cheque to Free Play, Free Play can not issue individual receipts. If this level of receipting is desired, please speak to Free Play about starting an online giving page where this is possible.