Urban Retreats Garden Tour Sponsorship Committee

The self guided garden tour, which includes a tea, craft and plant sale, welcomed over 600 visitors and raised $30,600 in 2024, our 25th anniversary year. Volunteers organize and facilitate the tour and funds raised support thevital work of 1JustCity. The 2025 tour will take place in the St. James area on June 21, 2025.

The Sponsorship Committee is responsible for managing the Sponsorship program to meet the fundraising goals. The Committee works closely with 1JustCity staff.

The Sponsorships generate a significant part of the proceeds, for example, in 2024 it was $13,500.

-review and adapt the sponsorship levels and make recommendations to the Garden Tour Committee
-set targets for sponsorships for each year
-work with lists of previous sponsors and generate new ideas for sponsors as needed
-create a plan to approach sponsors and adapt the plan as sponsors are confirmed or decline
-maintain accurate records of all contacts with potential sponsors, and maintain good electronic files of committed donors, including contact information, correspondence, logos and receipts
-working with the Community Minister, send invoices to committed sponsors and follow up with receipts
-thank sponsors
-send sponsors complimentary tickets, posters and other materials
-get graphic files (logos) from sponsors
-create and adapt graphic files for signs and posters (or work with a volunteer outside the Committee if that ability is not in the Committee membership)
-communicate with sign producers and supply electronic files as needed
-communicate with poster designer and supply electronic files as needed
-at least one member attends the Garden Tour Committee meetings
-report regularly to the Garden Tour Committee
-if possible, attend the event and help out during set up and on tour day
-after the tour, evaluate the Sponsorship program and note ideas for changes for the next year

There are 3 or 4 Committee Members, one of whom is the Coordinator. At least one member of the Committee attends the Garden Tour Committee meetings.

The Committee can designate the tasks among themselves as they like. The Coordinator is responsible for convening meetings, especially the first meeting for the year.

For all members:

-Ability to work independently and with a team.
-Able to meet deadlines without supervision.
-Comfortable approaching people to ask for financial support.
-Connections to a wide variety of businesses and individuals is an asset.
-Strong ability to communicate orally and in writing.
-Basic computer skills are an asset.
-Must have access to email.
-At least one member of the Committee:
-Strong computer skills.
-Ability to record and track data electronically using Excel.
-Familiarity with electronic graphic software.

Contribute to services for some of the most vulnerable people in the city, experience camaraderie working with dedicated team of volunteers, hone organizational skills and fundraising skills.

Approximately 40-50 hours. The Sponsorship Committee meets from October to June, with more concentrated work in October/November and February to April. The Committee meeting time is flexible to accommodate the availability
of the members. Meetings can be face to face or electronically.

The work between meetings can be done evenings and weekends, generally on the phone or by computer. Some face to face contact with potential sponsors maybe helpful. One member, (usually the Coordinator) must attend six (mostly
'zoom') Garden Tour Committee planning meetings and report on Sponsorship progress.