We would be happy to assist you in making your event a success. The following are ways that Southlake Regional Health Centre Foundation can work with you:

• Offer advice and expertise on event planning.
• Have staff or volunteers attend the event or cheque presentation when and if available.
• Approve the wording for the event promotional materials. Please note: you must obtain permission from the Community Events Coordinator to use our name, and any materials with our name. See logo policy
• Provide available materials for your event such as stickers, posters, donation boxes, and signage.
• Provide forms and checklists for event and sponsorship packages, control sheets for sponsorship contacts and donors, pledge sheets, and event bid sheets for use at auctions. See Forms, Reports and Letters
• Provide a local media list for press releases and advertising. See media list
• Promote your event through our Events page on Southlake's website, and/or provide a link to your website with the Foundation's approval.

What our Foundation is Unable To Do For You

There are a number of areas where we are unable to provide support, they include:

• Provide funding or reimbursement for any event expenses
• Share our mailing list of donors or volunteers
• Promote your event anywhere other than areas listed above
• Guarantee staff or volunteer support and/or attendance at your event

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Event Proposal Form

Once you have formed your event team and have planned your event 5 W’s (who, what, where, when) we ask that you fill out the Event Proposal Form and submit it to our Community Events Coordinator for approval. Please allow 1 week for review and approval.

The Event Proposal Form can be printed and mailed, faxed or dropped off at the Foundation Office:

Letter of Support

Please see our Community Events Guide for ideas. Once your event is approved, come and meet with us.  We want to help you make your event planning as easy as possible.  Provided are sample letters for you to use once we have approved your event.  The letter acknowledges your event as an official community event in support of Southlake Regional Health Centre.

Event Planning Checklist

The saying “plan the work and work the plan” is critical to special events. This is an event-planning checklist that you can use as a guide to help plan your event.

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Southlake Regional Health Centre Foundation Logo Policy

The Southlake logos are registered trademarks and can only be used by Southlake Regional Health Centre Foundation and the hospital. Please use the phrase “Proceeds to Southlake Regional Health Centre” on all your event promotional materials so that people are aware your event supports the hospital.

When your event has been approved (please use our Event Proposal Form) by Southlake Foundation you will receive a file containing a stylized "Proceeds to Southlake."  This is only given to approved events. 

If you have any questions regarding the use of the Southlake name in relation to your event, please contact the Community Events Coordinator at 905-836-7333 or 1-877-457-2036 or e-mail foundation@southlakeregional.org.

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Do You Need to set up a Bank Account?

Your event may require that some expenses be paid in order to generate funds for Southlake Regional Health Centre. We suggest that after filling out the Revenue and Expense section of our Event Proposal form that you carefully consider your payment options.

By setting up a charitable event bank account, which may be available to you at no cost, you will have the ability to process payments and expenses regarding your upcoming event.

For Example: If you are organizing a golf tournament for a charity, unless the course is being donated to you, there will be an expense pertaining to the “course fee”. Once acquiring a portion of sponsorship monies or perhaps ticket monies, the costs such as course fees, can be paid from your charity event bank account.

Your bank may need to see:

1. Identification from the person(s) with chequing, banking authorization pertaining to your event.
2. A letter of support from Southlake.
3. A chequing account may be arranged if deemed necessary.

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Sponsorship Packages

Securing sponsorship for your event is one of the ways that you can reduce your event expenses. Sponsors can also help you promote your event. The following is an outline of the process. It does not cover every detail around sponsorship; however, it provides you with tips for developing a successful sponsorship package.

Where to begin?

One of the first steps in securing sponsorship is to research the number of event opportunities available to you, such as:

1. How much money and what services do you want to secure in sponsorship? (E.g. printing, products, venue)
2. What sponsor recognition opportunities are available? E.g. name/logo on your event materials (posters, brochures, flyers, programs, banners, etc.) or newspaper advertising.
3. How many people will you reach through the event and through its advertising and promotional opportunities? e.g. how many programs need to be printed, how many people will attend your event?
4. What are your levels of sponsorship (Presenter, Gold, Silver, Bronze) and what benefits can you provide to each? There should be a clear differentiation between each level. Typically, each level should be exclusive in name. Often exclusivity is offered; such as one business area sponsors exclusively; only one bank, etc.
5. How much are you going to charge for each level? Costs should be kept reasonable, while making an effort not to give away too much in relation to cost.
6. What companies are you going to approach? Does anyone on your committee have contacts with companies you are trying to reach? It is always helpful to approach companies that have a similar customer base to your arrangement. A company that may have an interest in supporting an opera event may not be suitable for a dog wash.
7. What if someone wants to donate products in lieu of money? This is great too! You should be careful how you recognize these sponsors. They should be recognized as a Supplier instead of a Sponsor. Ideally at the end of your event you should provide an acknowledgement letter to the supplier stating the dollar value supplied or dollar donated.
8. Designing a Sponsor Package:
   - Prepare a cover letter and personalize each one sent out.
   - Outline the details of the event, date, place, time, where is the $ going to?
   - Outline the specific opportunity/is and key benefits the sponsor receives.
   - Outline the responsibilities of each party.
   - Include the sponsorship fee.

Once you have confirmed your sponsors, you should develop a letter of agreement outlining the cost of the sponsorship and the benefits agreed to. It is important to make sure that both parties are clear on their roles and responsibilities. Media is also another great way to promote and recognize sponsors.

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Promotional Materials

The following are samples of the promotional materials we have available for you to help advertise and promote your event.  Once your event is approved our Community Events Coordinator will discuss the use of these items for your event with you.

Coin boxes
Banners
Stickers
Signs

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Forms, Reports and Letters

The following forms and letters (pledge form, bid sheets, sample thank you letters)  have been provided to assist you with your event logistics.  Thank you letters should be sent out following the event to all your sponsors, volunteers and participants.

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