Community Event Guidelines

A Community Event is an event or activity organized by
an individual, corporation, business or group to raise funds for the
animals at the Ottawa Humane Society (OHS).

The Ottawa Humane Society currently holds two major ‘in-house’ events, our Wiggle Waggle Walkathon and FurBall. Outside of these events, we rely on the generosity and commitment of our supporters to organize events on our behalf.

Community events are just that - events organised and run by the community for the animals in our care. By organizing a community event, you assume responsibility for developing your event without significant assistance from the OHS. You are responsible for all aspects of your event, from the planning through to implementation.

However, we are always there to support and help you with ideas, additional promotion and the option of creating online fundraising pages.

Steps:
Contact the Coordinator: Events to discuss your idea. Most events/activities will require a written agreement. It will need approval and must be signed by both parties. events@ottawahumane.ca or 613-725-3166 (263).

The written agreement - Form of Intent - can be found here.

Submit the Form of Intent to the OHS before promoting your event. The agreement must be signed and approved by the OHS before your event can be promoted.

Guidelines:
You must be 19 years of age or older or under the guidance of someone who is 19 years of age or older, to organize an event and collect donations to help the OHS.

The OHS cannot be held responsible for any costs or liabilities; incur any expenses, or provide any funds for community events. Depending on the type of event and risks involved, please discuss event liability insurance with the Coordinator: Events and your own insurance company.

If you are soliciting the business community for support, the OHS must receive a list of targeted sponsors, businesses, groups, etc, for your project before they are approached to minimize overlap with our other fundraising activities.

If you intend to use photographs depicting images of animals or images related to animal welfare to promote or raise funds for the OHS, they must be approved by the OHS Manager: Communications prior to release.

Any contact with the press, media or promotion of your event must be coordinated with the OHS Manager: Communications.

The OHS may promote your event via: website (Event Calendar), Facebook, Blog, and Twitter.
The OHS will not associate with businesses, organizations or individuals known to conduct themselves in a manner incompatible with our mission/mandate.

The OHS Rescue and Investigation Services (RIS) team reserves the right to visit and inspect any animal-related businesses associated with a community event. The OHS has the right and responsibility to decline any sponsorship, gift or other payment that is contrary to its mission or ability to administer under existing policies and by-laws.

All monies must be turned over to OHS within 10 days of the event, or as specified in the signed form of intent. The OHS reserves the right to inspect all financial records upon completion of your event for purposes of audit.

Official tax receipts will only be issued in accordance with the Canada Revenue Agency (CRA) Guidelines.  The final decision to issue official tax receipts rests with OHS. Receipts will be issued for the maximum allowable amount as determined by CRA.

Funds solicited on behalf of OHS are tax deductible only when they are made directly and entirely to OHS.

For sales events — tickets or items for sale — all promotional materials must clearly state the percentage of proceeds and/or the portion of the ticket price that benefits the OHS. This information must be made specific and clear on the Form of Intent and at the event/activity itself.

In general, we ask that no more than 15% of gross revenue generated be used to cover expenses.
The OHS has many sponsors and partners: businesses, corporations and organizations and therefore has certain pre-existing commitments. While we appreciate your support, we regret that we will not be able to provide support for all event ideas presented to us.

Generally, the following events would not be supported:

1. Events closely timed to an existing OHS event.
2. Events/activities that require a significant use of OHS staff and/ or volunteers.
3. Events/activities that are based solely on the OHS asking our existing supporters to buy, sell or attend.
4. ‘Like’ events/activities - events/activities the same or similar to those already held by the OHS.
   

OHS has the right to decline an offer for a community event and to withdraw any and all association with the fundraising group if any of the above criteria are not met before, during or after the event.

FOR MORE INFORMATION, PLEASE CONTACT:
Coordinator: Events
events@ottawahumane.ca
613-725-3166 ext.263