FAQs (Frequently Asked Questions)

Lucky for you, we have put together a spreadsheet that breaks down our recommendations based on the number of people you expect to come, and based on that 40% figure.  Aren’t we kind?!  CLICK HERE to see a breakdown of how many people can play a Casino Game at any given time.

Itemized Obstacle Fee Charges

Each game will be subjected to the following Obstacle Fees:

Unloading Situation

• $0 Unload at Entrance
• $4 Unload in Parking Lot
• $5 Unload in Street Parking
• $5 Unload in Loading Dock

Walking Distance

• $0 Room is right inside entrance
• $2 Small Distance to walk
• $5 Somewhat of a long distance to walk

Stairs / Elevator / Escalator

• $0 None
• $0 – 1-3 Steps to climb
• $5 – 1 x Flight of Stairs to Climb
• $7 – 2 x Flights of Stairs to Climb
• $9 – 3 x Flights of Stairs to Climb
• $3 Freight Elevator
• $5 Elevator
• $5 Escalator

As an example, if we have to unload at the loading dock, have a somewhat long distance to walk, and have 3 flights of stairs to climb, there will be a charge of $19. If you have 3 games, the Obstacle charge will be $19 x 3 = $57. Note that a charge of $19 is the most you will ever pay per game, but most people’s total is $0 for Obstacles to be quite honest.

We charge $10 for Set up for each game, and $10 for Teardown of each game, so therefore $20 is charged for each game that we are delivering. This accounts for the time it takes our Delivery Personnel to unload it, take it up an elevator, bring it into a room and set it up. Then again when our Delivery Personnel return to grab your order, they will pack it all up, carry all of the items back down that elevator or stairs, and load it back into the truck. Our Delivery Personnel will also inspect everything, make any last minute repairs, and give it a wipe down if got dirty during transporting it.

Step by Step Instructions on what your Letter should say:

should be addressed to their company name / person’s name – don’t make a generic one that you hand out to everyone

• ie) To: Manager/Owner of Boston Pizza

include a picture of the person the Fundraiser is for, or a company logo on its letterhead if a Corporate Event

• coloured picture is best!

who and what the Fundraiser is for (if different)

• This letter is to request a donation for myself (first and last name) and my fiancé (first and last name) to use at our Stag & Doe (or insert type of Fundraiser) that we can use to raffle off for our Prize Table

say something unique about your sitaution

• I can appreciate that you get a lot of donation requests, but we hope that you consider our circumstance a bit different. (insert your story in one sentence. Here is an example – My fiancé and I met in high school and we have been dating for the past 12 years. He has been overseas for work and has finally moved back to Ontario so we we have decided that now is the right time to tie the knot and start our new journey together!)

what type of donation you are looking for

• Specifically, we are hoping that your company is either able to donate a $50 gift card, a free service, or a gift that we use to raffle off, however we would be grateful for whatever it is that you are able to donate!

when the event is

• Our event is being held on (insert date with year)

where the event is

• at the (insert hall name with city)

how many you expect to show up (be realistic and don’t inflate the number!)

• We have already invited (insert number of people) and are expecting approximately (insert number of people) to attend our event in person

why you thought of this particular company

• We love your company because we love (insert reason – your prices, your location, your staff, your line of products, etc. But be specific)

your favourite product

• We especially love your (insert item that they sell that you legitimately enjoy. Google their company to get specifics and to spell things right, and don’t sound too general)

how you anticipate people will react to their gift card/prize, etc.

• We know this will be a popular prize to win because (insert your reason such as – there will be a lot of golfers there, there are lots of people with young children in attendance, lots of moms who love wine, etc)

show your appreciation

• We would be so grateful for whatever it is that you can to do help us out

how they can contact you – give several options (text, email, phone)

• Please contact me anytime by text/call (905-555-5555) or by email (x@x.com)

tell them you will follow up if you don’t hear from them

• If I do not hear from you within the next week, I will be following up with you as I am so excited about the prospect of using your product/service for a prize!

put your name down and sign

• Thank you for your time, (insert name & then sign below)

Other Tips:

• Staple an actual ticket of the Fundraiser to accompany it – it just shows it is more legitimate.
• Do not make your letter sound vague (I am requesting a donation) but instead be straight to the point and clearly state what you want (I am requesting a gift certificate for $50).
• Do not make it too generic like this one (I am asking for a donation to my stag and doe and appreciate your help). Boring!  Make yours stand out because they literally get these weekly if not daily, so make yours stand out from the rest, so they remember you.  Make it personal with something they can relate to you about.  Talk about how you and your hubby met if it is a romantic story, the kids you have, how much you love shopping there, or a memory of the first time you purchased from them, or a favourite product that you cannot live without.  Add a picture of you with your spouse or kids, as it is makes it much more personal.
• Just remember you are in competition with a LOTTTTT of others, so make your letter and story special.

The AGCO is full of information, and they put together this 1 minute video if you want to really understand the process!

One other thing that the AGCO has done for you, is put together a Tip Sheet from May 2017 that should make things pretty clear for you and answer any legality questions:

Beer

Choose 2-4 types of beer – that is it!  People will always find a beer they like based on the choices you offer.  Nobody is going to listen to the beer choices, and say “no thank you – you don’t have my brand”.  They will be fine!  Make all beers the same price, and don’t have premium beers if this is a fundraiser. Keep it simple!  So we suggest around $4 if you are in the Niagara area, or $5 if in the Grimsby/Stoney Creek/Hamilton areas.  Burlington you might want to go up to $5 or $6.  Use the Beer Ticket for this one – and if you decide to have premium beers despite our recommendation, then choose 2 colours of Beer Tickets to distinguish them.

Liquor

Some people might want to do shots, but again keep it simple!  Have 3-4 hard liquor options available (vodka, rye, rum) and don’t worry about tequila or speciality shots.  Keep this price the same as the Beer price to again keep things simple.  Use the Liquor Ticket for this one if you are selling it for a different price than Beer.

Coolers

Don’t sell coolers or ciders at your Fundraiser!  Sorry, were we too blunt there?!  These are fantastic for people attending a Fundraiser, as people like options.  But Coolers are pricey, and then you have to charge more for these plus have a different type of ticket to sell for them. This causes a tiny bit more work for the people selling the tickets, and a tiny more brain power for the bartenders when distinguishing the different coloured liquor tickets.  If you charge the same price for a Cooler as you do for a Beer, then you will be out profit wise.  They are a fun option, but your profit margin is drastically decreased.  We recommend you to just stay away from these altogether at Fundraisers.

Jello Shooters / Pudding Shots / Drunken Gummy Bears

You can sell these at the bar, but probably what is most profitable for you, would be to have some pretty girls walking from table to table selling these.  I know that is totally sexist to say… but you know we are right.  Have 2 flavours to choose from, there is no need to offer more than that. Just like our Beer comment, people won’t turn them down because you don’t have their favourite flavour. They will choose between one of the two options, we assure you! Most people charge $1 but some charge $2 especially if they are a bit bigger of a cup.  These you usually just sell with money rather than getting a special ticket for them, but if you have set up to use tickets, then use a Refreshment Ticket. We recommend that you find the cups that have lids on them so that they can be stacked and kept fresher.

Pop / Juice / Water Bottle

We suggest that you have 2 types of pop and 2 types of juices – something like gingerale, coke, cranberry juice, and orange juice.  These make for great mixers!  You would use a Refreshment Ticket for these, and we recommend only selling them for $2 each can/glass.  Water bottles can also use the same Refreshment Ticket.  If you need to charge different prices for these, then use different colours of the Refreshment Tickets, but as always we encourage you to keep things simple and of the same price.

Couples Package

This is what we have seen as being a common Couples Package, and we have seen them for somewhere between $40 – $60. We think this is a fair offering and it is the most popular package purchased.

• 4 beer tickets
• 2 refreshment tickets
• 4-6 grand prize tickets
• 2 penny sale sheets (or 2 arms lengths of Raffle Tickets)

Singles Package

The Singles will have about half the amount offered in a Couples Package, and it would be about half the price, plus a tiny bit more. It is common to see the Singles Packages for around $25 – $35. It might include:

• 2-3 beer tickets
• 1 refreshment ticket (optional)
• 2 grand prize tickets
• 1 penny sale sheet (or an arms length of Raffle Tickets)

DD Package

This Package won’t have any alcoholic beverage tickets and will be the cheapest package offered. We commonly see this Package listed for between $15 – $25. It might include:

• 2-3 refreshment tickets
• 2-3 grand prize tickets
• 1 penny sale sheet (or an arms length of Raffle Tickets)

Nevertheless, having Ticket Packages is a great way to earn more money.  Otherwise, a couple may approach the booth, and just get 2 beer tickets, 1 grand prize ticket, and 1 penny sale sheet only.  So you are definitely encouraging people to buy more by offering Packages! Important Note: You cannot specifically say that they end up getting a free beer by getting a package.  Instead you must be careful by saying that the liquor prices have not been discounted somewhere on your sign.

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Separate Signage

You will also want to have a separate sign advertising what they are per ticket, because some people are just more comfortable with that. Or they might have already bought a Package and just need 1 more drink. So make sure that is clearly outlined on a sign right next to it, how much you are selling per refreshment ticket, liquor ticket, beer ticket, penny sale sheet, or raffle ticket, or even game ticket. Just make sure you are not discounting drinks, as that is illegal (buy 1 drink ticket for $5 or 5 drinks for $20).

Here are some ideas (and have a pic of the ticket beside it as people are visual):

• Liquor Ticket: $5 (if in Hamilton region, $4 if in Niagara region, $6 if in Halton region)
• Refreshment Ticket: $2
• Raffle Ticket: $10 for 5 tickets, $15 for arms length, $20 for wing span
• Penny Sale Sheet: $10
• 50/50 Tickets: 5 for $5, or 15 for $10
• Grand Prize Ticket: $5 each or 3 for $10

Keep it Simple!

Just don’t confuse people with having too many options, or don’t confuse them by being too wordy or having a busy sign. Keep in mind that a confused mind says NO and will instead opt for the simplest thing, and therefore you could lose out on potential profit!

If you have some different ideas on pricing, make some comments below!

Hall Runs Bar

Let us assume that the hall is running the bar, and they charge $4 per drink.  You can charge $5 per drink, so that you still make $1 off each beer sold. In most cases the hall runs the bar, so make sure they have a good variety of alcohol in stock. Generally, the hall rental will be much cheaper if they supply the alcohol since this will create more income for the hall.  This can save you a ton of headaches as you do not have to worry about purchasing the alcohol in advance, transporting it there, finding people to run the bar with you, ensure they have their Smart Serve, etc.

You Run your Own Bar

If you run your bar instead and charged $5 per drink, the profit is much higher as the beer probably only cost you $2 from the case – however like we mentioned, there is a lot more to it!  You have to take into account the cost of straws, beer cups, ice, bartenders, Permit to sell alcohol, etc. Running your own bar will include more work and more initial investment, not to mention liabilities. Make sure that you aware of your city by-laws as well. Have someone you trust serve the drinks who is Smart Served, or you can have a buddy obtain their Smart Serve Certification online for $34.95+tax.

So What does Jack of all Spades Recommend?

Should I run my own bar or get the hall to run the bar?  Such a common question we get!  If you are expecting a drinking crowd, then you will want to run the bar yourself as the profits are enticing.  But if you don’t want the hassle and money might not be your driving force, then have the hall run the bar on your behalf.  Your choice!

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Here is a a quote from a spokesperson representing the AGCO (Alcohol & Gaming Commission of Ontario):

“If someone wants to have a party, the private event [Special Occasions Permit] allows them to serve alcohol at a location where there is no permit.  …Alcohol can be sold, but not to make a profit, or it can be served at no charge. Because the event is private, it cannot be advertised. …If the facility does have a permit …the event may be advertised, and alcohol may be sold at a profit since it’s being served by trained staff.”

In this article, she was also quoted saying:

A public event with a special occasion permit, often run by a charity, not for profit organization or religious group, can advertise and profit from the sale of alcohol, with the intent of putting the proceeds back into the community for projects or programs. However, a buck and doe falls under the category of private event, where no advertising is allowed and alcohol isn’t meant to be a money maker.

We have heard some say that the AGCO recommends that when it comes to alcohol sales, permit holders can’t make a profit.  Instead, permit holders will have to come up with an expense sheet outlining how their alcohol revenue will ONLY cover their expenses.

Private Event

• Meant for Stag & Doe’s and smaller events
• You can only have invited guests (have a guest list)
• There can be no intention to profit from the sale of alcohol at the event
• You CANNOT advertise the event publicly
• You CAN advertise through social media which is not available for viewing by general public
• There can be no unlawful gambling
• If indoor, must submit application at least 10 days prior. If outdoor it is 30 days prior
• This is a great article to read: CLICK HERE as it explains in more detail what the AGCO recommends for a Private Event

Public Event

• Meant for a Charitable Organization or Not-for-Profit Organizations
• Raise funds for charitable purposes (education, religion, relief of poverty, community, etc)
• You are allowed to publicly advertise
• You can offer alcohol as a prize if there is a lottery license issued to you
• Must submit application at least 30 days prior if indoor or outdoor

Sale Permit

• The cost is $150 per day
• Required when there is an admission charge for the event
• Alcohol is a cash bar, or people buy tickets to get drinks

No Sale Permit

• The cost is $35 per day
• Alcohol is served but is free
• No money is collected for alcohol
• Permit holder absorbs all costs related to alcohol

If you still want more clarification, read the AGCO’s Tip Sheet below. Otherwise, time to get started and fill out their application! CLICK HERE to get started.

Which Day of Week

Most people choose a Saturday night to hold a Fundraiser, however Friday nights can get you a better deal on some DJ’s and Halls. Midweek Fundraisers are okay, but people have commitments with kids and work so you may not get as good of a response.  We recommend sticking with a Friday or Saturday night for sure!

If its a Stag & Doe

If this is a Wedding related Fundraiser, the wedding couple usually has their Stag and Doe between one and three months before the wedding. This allows a good lead-time to generate needed funds and does not interfere with bridal showers or preparations for the ceremony and reception. With that said, we have had plenty of people hold a Stag & Doe one weekend, and get married the next weekend!  WOW!  We believe the thinking behind this is that they have so many out of town guests coming so this way they can attend them both.  But that is a lot to ask from people.  In fact, we have even seen a trend of people having a surprise Wedding at their Stag & Doe!  Can you believe it! We strongly advise against this – too much pressure and trouble to do everything all in one day and you want people to bring you gifts don’t you?!

Holiday Consideration

Anyhow, back to the question at hand – when should I have my Fundraiser.  Stay away from long weekends or too close to national holidays – you want to make sure you get the most amount of people to show up so be smart!  Summers can be tricky because of vacations too – isn’t this a difficult task?  Then you have to work around other Fundraisers or Weddings or big family events because you don’t want them to be back to back.  Basically our recommendation is to check with your closest circle of people and just pick a day, and whoever is meant to come, will be there!

If you make the admission ticket price $12 for example, you will probably have to keep breaking people’s twenties over and over so plan to have a ton of change.  If instead you made the admission price an even number like $5, $10, $15 or $20, this is more efficient and you will be less likely to make a calculation error.

As far as how much change to prepare for, we really cannot answer that as it depends on how many people you have coming, how much you are charging for games and drinks, etc.  Money is money, so if you have too much “change” it is not as though it will go to waste. Worst case scenario is you bring your coins and bills back to the bank to exchange for bigger bills. You are already going to the bank to deposit the large sum of money you just made at your Fundraiser, so get way more than you are anticipating. You just trade it back in for bigger bills when you are done.  Just ensure that the front door has a ton of change, and each person manning a game or selling raffle tickets or jello shooters will wear a Money Apron, so they too will need a small float.  Throughout the night they can get more change if they run out from the front door people who carry a larger float.  You will want them to empty out the money collected thus far too, to minimize the amount of cash being carried around and possibly lost! In addition, empty out the Cash Box throughout the night and keep it somewhere safe. If you are collecting thousands or tens of thousands of dollars throughout the night, your Cash Box will be overflowing!

If you are playing a Toonie Toss game, you CAN reuse the toonies, so don’t go crazy on having TONS of toonie change.  People never think of this!

We see a big trend in pig roasts and pulled pork – we are confused by this.  That is expensive!  Your guests will be just as happy to have some cheaper options that don’t include meat which will cost you an arm and a leg.  Plus with all the vegans and vegetarians taking over the world, you don’t want to neglect their needs. 🙂

Whatever you do, do not appear “chintzy.” The days of chips, cheesies, and pop won’t cut it on their own! Buy several different munchies that you can put around on the tables, as you may not serve dinner/snacks for a couple of hours, and you want to keep your guests happy while they are there.  Encourage people to stay by having a good variety of foods. We are huge fans of Costco’s Chicago Mix – a huge crowd pleaser and it will make them thirsty too.

Remember to also bring along enough plates, bowls, forks, spoons, knives, paper towels, napkins, etc.  Sometimes people try to just serve finger foods so they don’t need any utensils. Many people forget about these small things until the week of – just keep your eyes open for sales and stock up!  You can always return what you don’t open so hang onto the receipts.

Designate 1-2 people to be in charge of clearing the used plates and cutlery throughout the night to cut down on the time needed at the end of the night for cleanup.  Designate someone else to refill chip bowls, and have several helpers in the kitchen to look after the food.

Lucky for you, we have put together a spreadsheet that breaks down our recommendations based on the number of people you expect to come, and based on that 40% figure.  Aren’t we kind?!  CLICK HERE to see a breakdown of how many people can play a Casino Game at any given time.

Either way, it is definitely best to call us asap rather than wait until you bring it back 3 days later to tell us that you did not even use it.  There is nothing we can do for you at this point, and there will not a refund if you did not allow us to try and resolve the problem for you.

If after helping you over the phone we were not able to fix your problem, we will wherever possible offer to substitute it with something else that is comparable for you, and you can come and make the switch or if we are able to, will come there to do switch.  In some cases, we may offer you a refund, but that our discretion to make that choice. We will decide if we believe that you were the one that actually caused the damage, and if the game left our showroom in working condition. We have cameras too that we can check.

Probably won’t ever be an issue, so do not let this worry you, but we put it here just in case!

The AGCO is full of information, and they put together this 1 minute video if you want to really understand the process!

One other thing that the AGCO has done for you, is put together a Tip Sheet from May 2017 that should make things pretty clear for you and answer any legality questions:

Private Event

• Meant for Stag & Doe’s and smaller events
• You can only have invited guests (have a guest list)
• There can be no intention to profit from the sale of alcohol at the event
• You CANNOT advertise the event publicly
• You CAN advertise through social media which is not available for viewing by general public
• There can be no unlawful gambling
• If indoor, must submit application at least 10 days prior. If outdoor it is 30 days prior
• This is a great article to read: CLICK HERE as it explains in more detail what the AGCO recommends for a Private Event

Public Event

• Meant for a Charitable Organization or Not-for-Profit Organizations
• Raise funds for charitable purposes (education, religion, relief of poverty, community, etc)
• You are allowed to publicly advertise
• You can offer alcohol as a prize if there is a lottery license issued to you
• Must submit application at least 30 days prior if indoor or outdoor

Sale Permit

• The cost is $150 per day
• Required when there is an admission charge for the event
• Alcohol is a cash bar, or people buy tickets to get drinks

No Sale Permit

• The cost is $35 per day
• Alcohol is served but is free
• No money is collected for alcohol
• Permit holder absorbs all costs related to alcohol

If you still want more clarification, read the AGCO’s Tip Sheet below. Otherwise, time to get started and fill out their application! CLICK HERE to get started.

Here is what PAL Insurance Canada’s website says about what they cover:

This program provides protection when lawsuits are brought against individuals, organizations or companies who host single/multi-day functions with alcohol service. Designed for event hosts who are holding reception-type events in a rented facility. A valid liquor permit or license must be in place for service of alcohol.
Events with live entertainment OR sports DO NOT qualify for this policy.
Note: DJ’s are not considered as live entertainment

https://www.palcanada.com/index.php/en-us/event-hosts/party-alcohol-liability

So just click here to fill out their simple online application, or feel free to shop around. Definitely ask your hall if they offer it though, as this could save you some time and money.

Either way, it is definitely best to call us asap rather than wait until you bring it back 3 days later to tell us that you did not even use it.  There is nothing we can do for you at this point, and there will not a refund if you did not allow us to try and resolve the problem for you.

If after helping you over the phone we were not able to fix your problem, we will wherever possible offer to substitute it with something else that is comparable for you, and you can come and make the switch or if we are able to, will come there to do switch.  In some cases, we may offer you a refund, but that our discretion to make that choice. We will decide if we believe that you were the one that actually caused the damage, and if the game left our showroom in working condition. We have cameras too that we can check.

Probably won’t ever be an issue, so do not let this worry you, but we put it here just in case!