danceathon sponsorship pack

Dance-A-Thon Sponsorship Pack

Dear participant,

Firstly, thank you for choosing to give up your time to take part in York Theatre Royal’s very own

Dance-A-Thon on Sunday 3rd April 2011. This is an exciting and important event and we are

delighted that you will be working with us to provide Access for All.

In this pack you will find:

• Information about the Access for All Fund. This will help you convince sponsors to give

generously.

• The structure of the Dance-A-Thon, important information and details of your important role.

• Gift Aid information, contact details and your sponsorship form.

The Access for All Fund

The De Grey Room development has been taking place over the past year in order to provide

beautiful public facilities for the people of York to enjoy. York Theatre Royal is committed to

providing Access for All therefore, as part of this development, we have installed a lift to provide

physical access to all three fully refurbished floors.

The De Grey Rooms will be used for:

• Public events and dances in the Ballroom

• Youth Theatre

• Costume hire

• Workshops

• Community activities

• York Theatre Royal’s own wardrobe, education, stage-management and rehearsal spaces

• Adult classes

• Outreach activities

Thousands of people will be able to participate, work in and enjoy these wonderful facilities.

DANCE-A-THON SPONSORSHIP PACK

What you need to do before the day

1) Let people know that you are taking part in York Theatre Royal’s Dance-A-Thon. Talk about

it, join the Facebook group, Tweet about it - anything you like!

2) Persuade everyone you know to donate to the Access for All fund by either sponsoring you

directly or by donating on-line at www.justgiving.com/dance-a-thon.

3) If you are a 10½ hour dancer we highly recommend you set up your own justgiving.com

page – how you do this is detailed later in this pack. If you are a 1½ hour dancer you are very

welcome to set up a personal page at justgiving.com but this is not essential in order to

participate in the event.

4) Make sure you collect all of your sponsorship money before you arrive on the day, as we will

be asking you to hand it in at registration. If you have set up a personal justgiving.com page

the amount raised will count towards your individual total.

5) Arrive from ½ hour before your allotted time on 3rd April 2011 and follow the instructions

below.

On the day for 1½ hour dancers

1) Arrive at the De Grey Room’s Ballroom ½ hour before your allotted time slot.

2) Make sure you have with you:

- your sponsorship form

- your sponsorship money

3) You will then be registered, your money will be collected and you will wait to take your part

in the Dance-A-Thon. If there is capacity you are welcome to watch the dance before yours

in the Ballroom.

4) Your 1½ hour dance will either start with professional instruction or will be accompanied

throughout by a professional instructor.

On the day for 10½ hour dancers

1) Arrive at the De Grey Room’s Ballroom for 9.30am on 3rd April 2011.

2) Make sure you have with you:

- your sponsorship form

- your sponsorship money

3) You will then be registered, your money will be collected and you will wait to take your

part in the Dance-A-Thon.

4) Each dance decade will either start with professional instruction or will be accompanied

throughout by a professional instructor.

5) You are able to stop, rest and refresh yourself at any point during the day. There will be a

relaxation and recuperation area for this purpose.

Important Information

• Make sure you wear comfortable and suitable dancing attire. Dance shoes or trainers are

advisable. There will be no provision for changing before or after each session.

• There will be a cloakroom area for your convenience.

• There will be an area for resting and refreshments will be available throughout the day.

• There will be fully trained first aid staff on hand throughout the day.

• All children under 18 must be accompanied by an adult.

• There will be limited spectator space for each session (approximately 70 places) so please

do invite your friends and family to come along and support you.

How much can we raise?

This totally depends on you!

York Theatre Royal needs to raise £50,000 to pay for the purchase and installation of this brand

new access lift and the closer we can get to this target, with your help, the better. There are

many ways this can happen.

If 50 people dance all day and 75 people take part in every single dance, this means that 575

people will have taken part in the Dance-A-Thon. If each 10½ hour dancer raises £250 and every

1½ hour dancer raises £25 we will raise £25,625 towards Access for All, which will go a long way

towards our overall target.

So go out on a limb and do your best to raise as much money as possible for Access for All.

Please note your £5 registration fee covers our administration, staffing and facility costs.

How to create your own personal profile on www.justgiving.com

Visit : http://www.justgiving.com/fundraising-page/creation/?cid=188627&eid=525075 1) Create An Account - fill in your personal details and click on the button ‘Create Account’

(your account will automatically be linked to the York Theatre Royal Just Giving Dance-A-

Thon event).

2) Make sure you check the ‘Stay In Touch With Your Charity Button’ just in case we want to

contact you through the Just Giving site.

3) Check you are happy with your website address, you can edit it at this point if not.

4) When it comes to editing the details of your page under ‘My Story’, it would be great to

include information about the event and why you are taking part.

5) Change your fundraising target to whatever you think you can raise.

6) When you are happy with all the information on your page click ‘Continue’.

7) Choose from 1 of 4 themes. Click ‘Continue’.

8) If you have Facebook, Twitter or Email then just click on each of the buttons in turn, sign

into each account and www.justgiving.com with explain how you can post your new

webpage to these spots (you can also do this later if you prefer).

9) You can then have lots of fun managing your account and monitoring how much money

you have raised.

10) If you have any problems at all ring the Just Giving helpline or email Polly at dance-a-

[email protected]

Gift Aid This is an option your sponsors can tick on your sponsorship form.

The who, what and why of Gift Aid:

-Gift Aid allows us to raise even more money because we are able to claim tax back on the

donation they make at no extra cost to the Tax Payer.

-If your sponsor is a taxpayer in the UK and they pay an amount of income tax or capital gains tax

at least equal to the amount of tax we reclaim on your gift they can submit a Gift Aid Donation.

-All they need to do is tick the Gift Aid Box and provide their address on the sponsorship form.

This is everything you need to know to take part in the Dance-A-Thon – so go out and get those

sponsors!

Thank you once again for taking the time to be part of this fundraising event.

Access for All cannot happen without you.

If you have any questions at all either ring the Box Office on 01904 623568

email Polly Ingham at [email protected]

Best wishes and much gratitude from

myself and all the staff here at York Theatre Royal

Polly Ingham

Fundraising Co-Ordinator for the Dance-A-Thon

Participant number:

Class/es dancing:

Full Name of Sponsor

Amount Donated

Tick if

submitting

Gift Aid

Full Address if Gift Aiding Donation

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DANCE-A-THON SPONSORSHIP FORM

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Hours dancing:

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danceathon sponsorship pack

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