FUNDRAISING & VOLUNTEER EXPECTATIONS

Updated January 15th, 2017
For a Chart that Shows All Fundraising & Volunteer Expectations by Age & Registration Package CLICK HERE:  Chart of Valley Royals Fees & Requirements by Age and Registration Package

FUNDRAISING REQUIREMENTS:

Fundraising is an integral part of every non-profit society. In order to maintain reasonable fees, the Valley Royals Track & Field Club must ensure that substantial amounts are raised through fundraising. Individual members are required to fundraise:

  • FULL YEAR Athletes (All Ages): Raise at least $250 profit per calendar year
  • Jan – July Season Athletes (14+): Raise at least $200 profit per calendar year
  • JD’s in Track & Field ONLY (8-13): Raise at least $175 profit per calendar year
  • Sept – Nov / Oct – Dec Season Athletes (14+): Raise at least $125 profit per calendar year
  • JD’s in Cross Country ONLY (8-13): Raise at least $100 profit per calendar year
  • Additional Athlete(s) from the same family: Raise at least $50 profit per calendar year The first athlete in a family is the athlete with the highest fundraising expectations and the rest of the athletes in a family are “additional athletes”
  • Athletes Enrolled in Post-Secondary College or University: fundraising requirements are waived
  • “Carded” Athletes: fundraising requirements are waived
  • Athletes belonging to a different Track & Field Club & training with the Royals: fundraising requirements are waived

MULTIPLE ATHLETES IN ONE FAMILY:

To be considered from the same family, athletes must have the same parents/guardians and must be registered together online in one transaction. For families with more than one athlete training, the fundraising commitment will be for the athlete with the highest dollar value on their fundraising expectation and $50 per each additional athlete. For Example: If a family has a 15 years old training the full year and a JD doing Cross Country ONLY the fundraising commitment for the 15 year old will be $250 profit while the JD will only need to raise $50. The family’s total fundraising expectation will be $300 profit within the calendar year.

FUNDRAISING OPPORTUNITIES:

Fundraising opportunities happen throughout the year and include, but are not limited to, Chocolate sales, Neufeld Farms frozen food, Bottle drives, Silent Auction at the Year-End Banquet, obtaining Sponsorships/ Donations from businesses or individuals who are not immediate family members of the athlete (parents, siblings).

FUNDRAISING DEPOSIT BY CHEQUE OR CREDIT CARD:

A cheque post-dated for December 15th 2017, with a dollar value which equals 50% of the fundraising expectation for the athlete (plus $25 for each additional sibling if there are multiple athletes in one family), will not be cashed for each Club Member/Family that fulfills their fundraising requirement within the calendar year. The Online Registration system automatically calculates this dollar value and will state this on the Confirmation Page at the end of Registration (a link to this page is provided in your Confirmation Email from the club) When paying by credit card the club does not ask for a fundraising deposit cheque. Instead,  if fundraising expectations are not fulfilled within the calendar year, the credit card used for registration will be billed.

ENTRY FEES:

The Valley Royals will pay up to 3 Entry Fees for each athlete that chooses to represent the club at the BC Track & Field Championships (BC Athletics) and/or the Entry Fee for the BC Cross Country Championships (BC Athletics). Otherwise, Entry Fees are not included in Membership Fees for the Valley Royals. These will be charged on an individual basis as the athlete enters events at meets. However, athletes can cover the cost of most of their entry fees just by meeting their Fundraising Requirement for the Club. Fundraising is tracked on the athlete’s Membership Profile. 

FUNDRAISING CREDITS:

50% of all the profit that an athlete fundraises is applied to their Membership Profile as a “Fundraising Credit” which can be used to help pay Event Entry Fees. 

Fundraising credits are calculated on the calendar year and cannot be carried forward from one year to the next. However, credits can be used toward the following year’s Membership in the Valley Royals as long as the athlete registers before their credits expire on December 31st 2017.

WHY DO WE SPECIFY “PROFIT” IN OUR FUNDRAISING REQUIREMENTS?

Some Fundraisers, such as the silent auction, have a clear-cut dollar value that is earned but other fundraisers, such as chocolate bar sales, have a cost for the product which must be deducted from the total sales to find the profit margin which is the actual dollar value that has been earned. For Example: If an athlete sells a case of chocolate bars for $30 but the case cost the club $10 then the PROFIT that the athlete has made for the club is $20. This $20 value will be counted toward the athlete’s Fundraising Total for the year which is tracked in their Membership Profile. Fundraising profit is split 50/50 with the Club. So, in this case, the club gets $10 and the athlete gets $10 in fundraising credits added to their Membership Profile which they can use to pay entry fees. Only the PROFIT raised through fundraising efforts will count toward the annual fundraising requirement.

PREFER NOT TO FUNDRAISE?

Families who do not wish to fundraise can opt-out by making a “Payment-in-lieu-of-Fundraising”. This can only be done by cheque or cash given to the Club Administrator. The Donation Button on the Website cannot be used for this type of donation. The dollar value of the Payment-in-lieu-of-Fundraising option is just the Club’s half (50% of the Fundraising Requirement for the Athlete) and the Athlete would be responsible for paying their own event entry fees. Please Note: Canada Revenue Agency rules do not allow an athlete to directly benefit from their own family’s donation so no Fundraising Credits can be issued for a payment of this kind. CRA rules also state that this type of payment is not eligible for a tax receipt because it is being given to fulfill an obligation.

VOLUNTEER HOURS:

Volunteers are essential to the operation of the club and help to keep operating costs affordable. Family members, relatives, friends and/or the athlete are able to fulfill the volunteer time requirement (includes helping with meet hosting, organizing or helping with a fundraising event, organizing social functions, helping to set up or take down at meets we host, selling at a concession etc.)

NUMBER OF VOLUNTEER HOURS REQUIRED:

  • FULL YEAR Athletes (14+): 15 volunteer hours required annually
  • FULL YEAR JD Athletes (8-13): 12 volunteer hours required annually
  • Jan – July Season Athletes (14+): 10 volunteer hours required annually
  • JD’s in Track & Field ONLY (8-13): 8 volunteer hours required annually
  • Sept – Nov / Oct – Dec Season Athletes (14+): 5 volunteer hours required annually
  • JD’s in Cross Country ONLY (8-13): 4 volunteer hours required annually
  • Additional Athlete(s) from the same family: 5 volunteer hours required annually (if registering for a FULL YEAR) or 3 volunteer hours required annually (if registering for a SINGLE SEASON) The first athlete in a family is the athlete with the highest volunteer expectations and the rest of the athletes in a family are “additional athletes”
  • Athletes Enrolled in Post-Secondary College or University: volunteer hours are required and are based on the registration package selected. See “At-A-Glance” Chart (Link at the top of this page) for details
  • “Carded” Athletes: Same as Post-Secondary College or University Athletes
  • Athletes belonging to a different Track & Field Club & training with the Royals: volunteer hours are waived

Volunteer time is tracked on the athlete’s Membership Profile. Volunteer time is calculated on the calendar year and cannot be carried forward from one year to the next.

VOLUNTEER HOURS DEPOSIT BY CHEQUE OR CREDIT CARD:

A $200 cheque post-dated for December 15th 2017 will be required as a deposit and will not be cashed if the volunteer time is fulfilled within the calendar year. This is a flat rate for all athletes regardless of the registration package they choose. The Online Registration system automatically calculates this dollar value and will state this on the Confirmation Page at the end of Registration (a link to this page is provided in your Confirmation Email from the club). When paying by credit card the club does not ask for a volunteer hours deposit cheque. Instead,  if volunteer expectations are not fulfilled within the calendar year, the credit card used for registration will be billed.

MULTIPLE ATHLETES IN ONE FAMILY:

To be considered from the same family, athletes must have the same parents/guardians and must be registered together online in one transaction. Families with more than one athlete training with the Valley Royals add $50 for each additional athlete to the total on their post-dated cheque.  When paying by credit card the club does not ask for a fundraising deposit cheque. Instead,  if volunteer expectations are not fulfilled within the calendar year, the credit card used for registration will be billed. Families with more than one athlete training with the Valley Royals are required to volunteer the designated amount of time for the highest ranked athlete in terms of volunteer hours expectations plus 5 hours for each additional FULL YEAR athlete (or 3 hours for single-season athletes). For Example: If a family has a 16 year old athlete training from January to July and a JD athlete training for the Track & Field season ONLY. The volunteer hours that will be required of this family will be 10 hours for the Jan-July 16 year old and 3 hours for the single-season JD for a family total of 13 hours.