What is a third-party event?
A third party (or community event) is defined as one where:
- The event is initiated by an outside party and organized by an individual or group other than the permanent United Way staff or regular volunteers.
- Full or partial proceeds are designated to United Way of Peel Region.
- United Way’s name and/or logo are used in promoting the event.
- United Way staff and volunteer involvement is in a support capacity only.
How do I get permission to hold a third-party event?
Promoters or initiators of third-party events are asked to complete a third-party proposal form outlining the details of their event including:
- The portion of funds allocated to United Way.
- How funds will be raised (i.e. ticket sales, auction, raffle, pledges).
- The responsibilities of each party.
What happens after my form is submitted?
- United Way looks for events that align themselves with its mission, vision and values.
- If necessary United Way will contact you to clarify any questionable area such as United Way expectations, event feasibility, raffle considerations and regulations, financial procedures and brand requirements.
- Once approved, you will receive a phone call or email from the Manager, Corporate Events & Sponsorships, who will then discuss the resources available to you to help make your event a success.
- United Way reserves the right to cancel the agreement, including using the United Way brand, with 24-hours notice and with just cause.
- Note: Completion of the third-party application does not constitute permission from United Way to use its corporate name, logo or trademarks. Once you receive a letter of approval, you may use United Way’s logo and trademarks in accordance with the terms of agreement.
Proposals for third-party events will be evaluated on the following criteria:
- United Way requires that the third-party event is using satisfactory financial controls
- The projects must be ethical; i.e. the public perception of the activity must not be injurious to United Way and be compatible with United Way’s mission.
- United Way must not assume any legal or financial responsibility associated with the event.
- Expenses and staff/volunteer involvement on the part of United Way must be clearly documented in advance of the event.
- Use of the event proceeds received by United Way is determined solely by United Way of Peel Region.
- The third-party event should be financially viable in the opinion of United Way. United Way reserves the right to withhold the use its name from any event, which it feels, is not financially or otherwise appropriate.
- The third-party event should not conflict with United Way’s events, i.e. timing or type of event.
What do I need to know once my event is approved?
Following the receipt of your approval letter, you can start putting your event together. Please keep in mind these important points while planning is underway:
- United Way must review and approve all promotional materials including but not limited to brochures, letters, advertising, flyers and press releases prior to production or distribution. All promotional materials must clearly state the percentage of proceeds and/or portion of the ticket price that will benefit United Way. It is United Way’s policy not provide mailing lists of the organizations, volunteers or donor/participant names.
- United Way and volunteer involvement and expected time commitment must be agreed upon prior to the commencement of the event. United Way is generally unable to provide administrative assistance for the event (distributing invitations, compiling RSVPs, selling tickets).
- You may include the following statements in any promotional materials: “XXX proceeds (i.e. state a specific percentage to all proceeds) will benefit United Way of Peel Region. Or you may say, “Five dollars of each ticket that is sold will benefit United Way of Peel Region.”
- United Way should receive a list of potential sponsors for the event before they are approached to minimized overlap with other United Way-sponsored programs.
- Event organizers are responsible for obtaining appropriate insurance for the event, .
What support can I expect from United Way of Peel Region?
United Way is pleased to offer the following support upon approval:
- Make available various promotional materials such as, banners, printed United Way materials, etc.
- Designated staff support based on need and availability.
- United Way representation at the event where appropriate, and based on need and availability.
- The opportunity to post your event to our website
- Click here for step-by-step instructions on how to post your event on United Way's website.
My event is over, now what?
Congratulations! Your event was a success. Now it is time to wrap things up and make your donation. Here are some important items to remember:
Please note it may be requested that you complete an event budget information sheet after your event date is passed.
- Within 30 days after the event, the organizer must submit to United Way in detailed financial breakdown of all expenses and revenues along with the event proceeds.
- United Way requires that all revenue cheques be made payable to United Way of Peel Region