Finance for Relay

Justin Dilgert, Ben Campbell and HyoJin

What is Our Role

Responsibilities include:
Tracking and counting funds
All accounting related activities for registration fees, donations, luminary
sales, and other fundraising
Oversight of how the event budget is spent, and completing the post
event report

Budget
SJAMs Goal: $150,000
Fundraising Money Received: $8000
Since all money is gone we have to
fundraise everything

Income
Registration
High School Students....$30,000
(100 teams*10 people/team= 1000 students*$30= $30,000)

Elementary School Students.$4,500

(30 teams*10 people/team= 300 students*$15= $,500)

Income
Fundraising
High School Students..$100,000
(1000 participants*$100 each= $100,000)

Elementary School Students..$15,000

(300 participants*$50 each= $15,000)

Income
Fundraising Events
Kapow Pops..$900
($1.50 each*$600 pops)
Sponsorship Funds..$6,000

Income
Total Amount of Income

$155, 500

Expenses
Ceremonies
Sparklers...$150 (For Relay Rally)
(150 packs of 8 sparklers at $1 each)
Lighters.$8.45 (For Luminary Ceremony)
(1 pack of 6 lighters at $8.45)
Coloured Powder.$163.35 (For Closing Ceremonies)
(15 packs of 10 coloured powders at $10.89 each)

Expenses
Entertainment
Bands$250 (Safe As Houses)
$0 (Breaching Vista)
Face Paint.$64
($16/palette*4 palettes)
Henna$18
($3/stick*6 sticks)
Scavenger Hunt Prizes$50
($5/gift card*10 gift cards)

Expenses
Entertainment
DJ$400 (approx) do we need it??
Zumba.$0
Carnival Food Machines...$0??
Game Bus...$200
($100/hour*2 hours)

Expenses
Media and Doc
Polaroids$110
($11/pack*10 packs)

Expenses
Marketing
Daffodils.$0 (From cancer
society?)
Kapow Pops...$349.17
(600 pops*$0.49 each+shipping & tax)
Streamers..$15
(1.25/roll*12 rolls)

Expenses
Tech
Noise Permit.$320

Expenses
Total Expenses
$2,278.51

Ways to Collect More Money

Put a fundraising box in Starbucks on columbia street
Ben has connections and is going to talk to the store by Sobeys about
letting us put a donation box on their front counter.
They will keep track for us and we only have to pick up the donations at
the end of every week
Put fundraising poster designed by the marketing group in Starbucks so
people know what they are donating for

Most Fundraised Team

Every two weeks we will update a leaderboard on the cafeteria stage
that shows the top 5 teams who have fundraised the most money to
that point
On the day before Relay for Life, we will make an announcement about
which team fundraised the most amount of money.
The team that raised the most before Relay will have the best tent spot
(which we will determine where) and will have special privileges such as
being the first people to get food.

Example Announcement
Hey Highlanders,
Thank you everyone for all of the fundraising you have done to support
this year SJAM relay for life. Congratulations to (name of winning team)
for fundraising the most money towards this years events. Thanks again
to all who have participated and we cannot wait to see all you
highlanders at tomorrow's event!
Hey Highlanders,
Just a reminder that next week we will begin collecting cash donations
that you have fundraised in room 2707 at lunch. Keep up the great
work!
*we will use Johnny Mac twitter page to put out tweets with reminders
to promote bank week too that will be similar to the announcement*

Setting up instructions to donate online

The week before Relay Rally, one of us will register online for our team
and make a donation online
As we are donating, we will take screenshots of each step and provide
instructions on what we you need to do.
We will upload this onto the school website the day before relay rally

Click on Relay
main page
relayforlife.ca

Click donate at the

top of your screen

Bank weeks
We want to try and have all money in before relay so we are not
counting all night
Collect all cash donations 3 weeks out at lunch in 2707
Do physical count and have the person handing in money to us count it
for us
We will bring money to the bank almost every day depending on the
amount in the school at the time
We will always have two people counting and taking money to the bank
so we make sure the money is safe
We will use the safe in SAC if we keep money in the school over

Night of Relay
After donations are collected at the registration table, we will count the
money in room 2707
The grand total will be counted and be ready to be presented by the
morning of Relay at the closing ceremonies
Ben is going to get a money counter from his work to help count money
that night

Post Event Report

Make sure all money is accounted for and is included in our total
Make sure we have all receipts and all expenses have been paid off

Relay
Rally
Put how to
donate online
instructions up

Pick up
donation box
at Starbucks
Pick up
donation box
at Starbucks
Pick up
donation box
at Starbucks

Update
Leaderboard

Pick up
donation box
at Starbucks

Pick up
donation box
at Starbucks

Update
Leaderboard

Update
Leaderboard

Update
Leaderboard

Promote Bank Weeks

Pick up
donation box
at Starbucks

Bank Week

Pick up
donation box
at Starbucks
Pick up
donation box
at Starbucks
for the last
time

Announce
Winning
Team

Post Event Report

Must have receipts in
on this day

Relay for
Life