Vancouver, BC
cshpbc@gmail.com

Fundraising Chairperson

Canadian Society of Hospital Pharmacists - BC Branch

This position is appointed by the President and the Fundraising Chair acts as a non-voting member of the BC Branch Executive.

The Chair will:

  • Assume responsibility of the “Terms of Reference”
  • Review the recommendations from the previous year’s Chair
  • Sit as a member on the BC Branch Executive Council
  • Attend the Branch Annual General Meeting (AGM) and all corresponding meetings to which this position sits
  • Provide the Executive Committee, Finance Committee and Programs Committee with progress reports at each of their respective meetings (such as monies received, and monies promised)
  • Liaise with Sponsor Representatives, Awards Chair, Communications Officer, Programs Chair and Treasurer
  • Assist the Incoming Chair, with respect to responsibilities, when the term of office is completed
  • Participate in succession planning and recruitment for the Fundraising committee
  • As outgoing Chair, thank sponsors for their support and notify them of the new Incoming Chair

Duties:

  • Maintain levels of sponsorship and terms of sponsorship (see Appendix 1)
  • Maintain general sponsorship letter
  • Solicit funds from sponsors and keep them informed of events throughout the year
  • Maintain fundraising database
  • Distribute copy of fundraising database to Programs Chair and President quarterly with Finance meetings
  • Send thank you correspondence upon receipt of sponsorship for both Branch as well as Awards monies received
  • Liaise with Awards Chair to determine how best to negotiate with Award Sponsors
  • Forward cheques received to Treasurer
  • Liaise with Programs Chair to update event sponsorship recognition
  • Liaise with Communications Officer to update website sponsorship recognition
  • Submit a Fundraising Update for the quarterly Branch Newsletter
  • Solicit funds for the manufacturer display booth sponsorship for the branch AGM
  • Maintain sponsorship letter for AGM booths
  • Liaise with Programs Chair to arrange manufacturer/sponsor booths
  • Liaise with executive council regarding satellite symposium topics: topics to be finalized ideally between July and September of each year
  • Responsible for organizing quarterly meetings with fundraising committee members. Additional meetings may be called as needed by the chairperson pending sponsorship considerations that may arise throughout the year

Fundraising Committee Members

As of October 2020, the fundraising committee was created to optimize ongoing solicitation of funds throughout the year and to provide support for the fundraising chairperson during CE events. 

Committee member(s) will:

  1. Be appointed via volunteer basis
  2. Must be CSHP member
  3. Consist of maximum of 3 members, excluding Fundraising Chairperson

Duties:

  1. Support fundraising chairperson to solicit funds and maintain active sponsorship from manufacturers throughout the year
  2. Attend all committee meetings pertaining to planning for all CSHP BC Branch CE events
  3. Attend all CSHP BC Branch CE events

Meetings:

  1. To be directed by fundraising chairperson, approximately 4 meetings annually
  2. $30 food limit for all in-person meetings

Appendix I: Manufacturer Sponsorship

1. Levels of Sponsorship

a. Major Benefactor ($3500 or more):

  1. Recognition as a sponsor at all CE events, including one complimentary manufacturer display booth at the AGM and Spring therapeutics Update (STU)
  2. Receive 1 complimentary registration at the three live CE events, or 2 complimentary registration at the the live-stream CE events. Note: this level of sponsorship may not be shared between sponsors (for example two sponsors may not donate together to achieve higher sponsorship level)
  3. Copy of each of the quarterly Branch newsletters
  4. Display company’s corporate logo on CSHP BC Branch website for the year, with a direct link to their corporate website

b. Benefactors ($2000-3499):

  1. Receive 1 complimentary registration to the STU and AGM live event or 2 complimentary registration to the STU and AGM live-stream event
  2. Receive one complimentary manufacturer display booth at the STU.
  3. Copy of each of the quarterly Branch newsletters, name displayed on website
  4. Display company’s corporate logo on the CSHP BC Branch website

c. Patrons ($1000-1999):

  1. Receive 1 complimentary registration to the Spring Therapeutics Update (STU)
  2. Copy of each of the quarterly Branch newsletters, name displayed on website
  3. Display company’s corporate logo on the CSHP BC Branch website

d. Sponsors ($500-999):

  1. Copy of each of the quarterly Branch newsletters
  2. Display company’s corporate logo on the CSHP BC Branch website

e. Supporters ($250-499):

  1. Display company’s corporate logo on the CSHP BC Branch website

2. Direction of Sponsorship Contributions

    1. Manufacturers may direct their sponsorship contributions towards at specific CE event. Their contributions will be mentioned on the brochure and introduction slide at the event they decide to sponsor
    2. If not specified, CSHP have the sole discretion on how sponsorship contributions are directed

3. Event registration fee for company representatives

    1. All events: any company representative, except for Major Benefactors and Benefactors, must purchase a registration at the current non-member rate for CSHP-BC events. Exceptions for the AGM are as follow:
      1. For company representatives who hold a booth at the AGM, who are not Major Benefactors, must purchase registration fee for the event at member rate.
      2. For Major Benefactors who purchase one or more additional booths at AGM, additional representative must purchase registration at the current member rate.

4. Manufacturer display booths

a. For STU:

  1. All Major Benefactors and Benefactors will receive a complimentary manufacturer display booth at the AGM and STU (refer to 1.a.i. and 1.b.ii.)
  2. For all live events, any sponsor may purchase additional manufacturer display booths at the cost of $250

b. For AGM:

  1. All Major Benefactors will receive a complimentary manufacturer display booth at AGM (refer to 1.a.i.)
  2. Additional manufacturer display booths may be purchased at the cost of $1000

c. If display space cannot be accommodated, the manufacturer will be contacted to either defer the contribution for a different CE event or to be used for general sponsorship.

5. Solicitation of funds/sponsors

  1. The fundraising committee is responsible for solicitation of funds
  2. The fundraising chair will provide and forward a contact list of company representatives’ most current addresses. Updates will be forwarded by the fundraising chairperson to programs chair as needed.
  3. Sponsorship cheques are sent to the Treasurer for deposit
  4. A list of corporate sponsors is prepared for each event
  5. An accurate financial statement of fundraising income is maintained by the Treasurer
  6. The fundraising chair will provide a list of company representatives attending CSHP-BC events to programs chair no later than 3 days after the early bird deadline of each event

6. CSHP B.C. Chapter Representatives’ Responsibilities

  1. As of June 2014, the fundraising chair will be responsible for fundraising activities of all B.C. Chapters. This effort to centralize fundraising efforts will require the chair to establish points of contact with all chapter representatives
    1. All B.C. Chapter representatives will notify the fundraising chair of the name and contact of potential manufacturers with sponsorship interests. The fundraising chair will be responsible to contact potential leads in an effort to consolidate collaboration and to support B.C. Chapters

Updated and Approved January 2021