Event Planning Form
Please submit this planning form along with your Event Budget for review by the Fundraising Subcommittee. Please also log into your Fundraising Hub and Create your Event for promotion on the HRFY website and sale of tickets.
Event Details
Event Name
*
Event Date
*
-
Day
-
Month
Year
2 digit day, 2 digit month, 4 digit year
Date
Event Start Time
*
Hour Minutes
AM
PM
AM/PM Option
Event Finish Time
*
Hour Minutes
AM
PM
AM/PM Option
Event Location
*
Number of Tickets
*
Ticket Cut Off Date
*
-
Day
-
Month
Year
2 digit day, 2 digit month, 4 digit year
Date
Table sales available? (Yes or No)
Single Ticket Cost
*
Table Cost (Tables of 10)
Has the event been held previously to fundraise for the Ride?
*
Please give a brief summary of the event (e.g. Quiz night with raffle, sundowner with live auction etc.)
*
Are you running this event with your Ride Team (funds split with your team) or as an individual Rider (funds going to your page only)?
*
Individual
Team (make sure to list your team members when you create your online event in your Fundraising Hub)
Rider Details
Ride Team
*
Main Contact
*
Email
*
example@example.com
Logistics
Will you require a speaker from Youth Focus?
Yes
No
If yes, please provide details i.e. what time speaker is required, topic to be covered by the speaker i.e. where funds raised will be used, what services do Youth Focus provide to young people etc.)
Event Finance Information
Team 1 (% of income can be changed at time of event reconciliation)
*
Rows
Rider Name
% of income
Rider One
Rider Two
Rider Three
Rider Four
Rider Five
Rider Six
Team 2 (only complete if fundraising with a second team or income is being allocated to riders not in your team i.e. proceeds from donated auction items)
Rows
Rider Name
% of income
Rider One
Rider Two
Rider Three
Rider Four
Rider Five
Rider Six
Estimated Income $
*
Estimated Expenses $
*
Please briefly outline expenses (a detailed version will be supplied on the Event Budget)
*
Please upload your completed Event Budget
*
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Event Marketing Collateral
Items
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Eftpos
Free
$
Free
Quantity
1
2
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4
5
6
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8
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10
Donation Buckets
Free
$
Free
Quantity
1
2
3
4
5
6
7
8
9
10
Hawaiian Ride for Youth Pull Up Banners
Free
$
Free
Quantity
1
2
3
4
5
6
7
8
9
10
Hawaiian Ride for Youth Tear Drop Banners (outside)
Free
$
Free
Quantity
1
2
3
4
5
6
7
8
9
10
Collection
Please ensure items are returned promptly to Youth Focus to allow for use at other events.
Date of Collection from Youth Focus office (business hours)
-
Day
-
Month
Year
2 digit day, 2 digit month, 4 digit year
Date
Date of Return to Youth Focus office (business hours)
-
Day
-
Month
Year
2 digit day, 2 digit month, 4 digit year
Date
Important notes re fundraising best practice and compliance.
A tax-deductible receipt can only be given for donations. A donation is classed as any money received where no goods or services have been provided in return. Tax deductible receipts cannot be issued for tickets to events, auction items or items purchased at events. On all marketing, promotional items and media for your fundraising events please ensure you always refer to the Ride as the HAWAIIAN RIDE FOR YOUTH and please ensure to send a copy to admin@rideforyouth.com.au for approval before distribution. Please return these forms to admin@rideforyouth.com.au for approval of your event prior to marketing. PAYMENT OF EVENT EXPENSES For reimbursement of event expenses that have been incurred and already paid for, you will need to complete a Rider Expense Reimbursement form and links to the document can be found here Setting up your event - Ride for Youth. To ensure prompt payment of reimbursements, you will need to include your bank details and paid receipts should be attached to the form when submitted. Once completed, your form and receipts should be emailed to admin@rideforyouth.com.au and finance@youthfocus.com.au where they will be processed and paid. For event invoices that will be paid directly by Youth Focus, please ensure invoices are addressed to Youth Focus Limited, as we are unable to pay for invoices addressed to riders. Invoices should be promptly forwarded to admin@rideforyouth.com.au and finance@youthfocus.com.au. Any queries regarding payments or the status of invoices / reimbursements should be directed to finance@youthfocus.com.au. Please note that our payment run dates are on the 15th and 30th of every month.
Submit Event Request
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