Plan an Event

Thank you for your interest in holding a fundraising event for the Queen Alexandra Foundation for Children. We understand how much time and effort it takes to create a successful fundraising event and we thank you for helping us help our Island's kids.

From picnics and garage sales to fashion shows and golf tournaments, fundraising event ideas are endless! For tips on developing an event and questions you should consider before getting started, click here.

Kids can help too! If you're under the age of 13 and would like to help raise money to help kids in need, check out the Queen Alexandra Foundation's Kids Care program. 

We are delighted by the number of requests we receive from those interested in partnering with us. To ensure your event idea fits with the Foundation's vision, mandate and goals, we ask that you please complete the form below.

We will be in touch within two business days of receiving your form to discuss it further. All events must receive formal approval from us before the Queen Alexandra Foundation’s name and/or logo is used.

If you have any questions, please contact Jackie Adamthwaite by telephone at 250-519-6935 or by email at Jackie.Adamthwaite@viha.ca

Thanks again for thinking of ways you can help kids by getting involved with the QAF!

To plan your own event through the Queen Alexandra Foundation, please fill out the form below:

Please tell us about yourself

Please tell us about your fundraiser

Event Details
Proposed Event Dates and Times
:
:

(The QAF logo and name cannot be used without permission. Items using them must be approved by QAF before production & distribution)

Please tell us what support you are expecting from the QAF

Please give us some financial information

It is very helpful to think ahead about your event’s revenues and expenses. We understand things are not finalized and changes always happen, but please fill out the following budget to the best of your ability.

Revenues
Expenditures

(Revenues – Expenditures)

Guidelines
  1. (Organizer) is applying to organize a Third Party Fundraising Event (event) to benefit the Queen Alexandra Foundation for Children (QAF.) The QAF does not take an active role in planning or organizing this Event.
  2. Only fundraisers consistent with the vision and mission of the QAF will be approved. The QAF will not approve events that:
    a. Employ a professional fundraiser, telemarketing firm and/or have any agreement to raise funds on a commission, bonus, or percentage basis (except for cause-marketing with corporate partners) b. Promote a political party, candidate, or appearing to endorse a political activity c. Solicit funds door-to-door, through telemarketing, or through internet methods.
  3. The Organizer agrees to submit all copy for advertisements and other event-related promotional materials to the QAF and to obtain the QAF’s written permission before their production and distribution. The QAF expressly reserves the right to final approval on anything that uses the QAF’s name and/or logo.
  4. To use the QAF’s name and/or logo, at least 50% of the Event’s gross proceeds must be donated to the QAF. In all materials, the specifics of the donation must be clearly stated, either by the percentage (eg. 50% of the ticket price) or specific dollar amounts (eg. $5 from each ticket sold.)
  5. As people may support your event because they believe they are supporting the QAF, we will also ask for a guaranteed amount to be donated to the QAF before we will give final approval on your event. Depending on what you are proposing, this amount may vary.
  6. The Organizer agrees to handle all monetary transactions for the event and will present the proceeds to the QAF within 60 days along with detailed accounting. The Organizer acknowledges the QAF adheres to the receipting policies of the Canada Customs and Revenue Agency. Please note that not all funds raised qualify for a tax receipt.
  7. The Organizer agrees to underwrite all costs of the event and/or to secure such underwriting. The QAF is not responsible for any financial losses. The Organizer agrees to receive advance written approval from QAF before requesting any donations/sponsorships (cash or in-kind) from any organization or individual.
  8. The QAF accepts no legal responsibility for the event and cannot be held liable for any risk or injury, or other damages in conjunction with the event. The Organizer must obtain all necessary permits, licenses, and insurance relating to the event and will provide QAF with copies of the above at least 2 weeks before the event start date.
  9. The Organizer will arrange staff/volunteers to organize and run the fundraiser. This is an opportunity for you and your group to raise funds in support of children and youth living on Vancouver Island. The QAF may be able to provide some level of assistance for events expected to raise over $5,000.
  10. The Organizer agrees to use its own mailing list and/or contacts. The QAF will not actively sell tickets to the event and/or purchase tickets for attendance by QAF representatives. The Organizer is asked to give the QAF two complimentary tickets for use by the QAF staff and/or board.
  11. Approval of the Organizer’s application is only valid for the event detailed in the proposal. Events held in subsequent years and/or are of a different format must also be submitted for approval.
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