To help guide you through the process, we’ve compiled a list of some of the most common questions we get asked about the Run or Walk for Southlake. If we haven’t answered your question below, our friendly staff are just a phone call away and we’re happy to help! Give us a call at 905.836.7333 ext. 5108.

If you are a team captain, we have created a step by step tool kit to help guide you through the registration process. Have you forgotten your password? Are you unsure of how to use your Fundraising center? Click Here to learn more.

Frequently Asked Questions


REGISTRATION
Can I fundraise off-line?
I registered to fundraise as an individual. How can I now join or create a team?
I can no longer participate in the event. What can I do?

WEBSITE
What is my Fundraising Centre?
Will the Fundraising Centre have my information and email addresses from last year?
Is there a limit to the number of emails that I can send from my Fundraising Centre to my family, friends and team members?
I am getting bounce backs when emailing from my Fundraising Centre. Why is this happening?
Can I upload my address book from my Outlook, Hotmail, Yahoo or Gmail account?
What is the maximum file size for a photo, and what format is acceptable?
Can I upload a video to my Personal Donation Page? What format is acceptable?
If I import my friends and family's information online, will the Southlake Foundation be able to contact these people?

TEAMS
How do I register a fundraising team?
How do I join a fundraising team?
How many people do I need to have an official fundraising team?
If I make a donation to my team, will I receive a tax receipt?
What happens if my donor incorrectly donates to my team?

TEAM CHALLENGE
What is the Team Challenge?
How do I enter the Team Challenge?
I’m not sure which Team Challenge category I fall under. What do I do?
I registered my team under the wrong division. What do I do?

DONATIONS
What do the funds from the race support?
Will people who sponsor me receive a charitable tax receipt?
Is Southlake Foundation a registered Canadian Charity?
Where can I find a donation form?
Where can I drop off cash or cheque pledges?
Why is the Card Verification Value Code (CVV) needed?
How long will it take before my donations are posted to my account?
Am I responsible for collecting the donations from the people who have agreed to sponsor me?
Does the Foundation accept corporate matching donations?

FUNDRAISING & INCENTIVES
What are the Individual Fundraising Incentives?
What is the process/timing for me to receive my reward?
Does my team fundraising total count towards my Individual Fundraising Incentive?
What if I do not wish to receive prizes from the Foundation?
If I opt out of receiving a Fundraising Reward and select to “Give back to the Foundation,” can I receive a tax receipt?
Is the prizing donated or do you pay for these products?
I did not receive my Fundraising Incentive. What should I do?
Are there any tools available to help me fundraise?

TAX RECEIPTING
When will the Foundation send out tax receipts for the Run/Walk for Southlake donations?
I have lost my original tax receipt and require a duplicate. What do I do?
I made an online donation and I cannot open my tax receipt. Why is this?
If I make a donation to my team, will I receive a tax receipt?
If I make a donation to myself, will I receive a tax receipt?

Registration

Q: Can I register to fundraise off-line?
A: Yes. To fundraise without the use of our online system, please contact Jessica Kerr at Jkerr@southlakeregional.org or 905-836-7333 ext. 5108. We can provide you with a fundraising form via email or by mail. Please note that off-line fundraising forms are available for download from the online system once you register to fundraise online.
Q: I registered to fundraise as an individual. How can I now join or create a team?
A: Please contact Jessica Kerr at Jkerr@southlakeregional.org or 905-836-7333 ext. 5108 and she can facilitate this change in your fundraising registration.
Q: I can no longer participate in the event. What can I do?
A: We’re sorry that you won’t be able to participate. All registrations are non-refundable and non-transferable, but we will still be happy to provide you with your race kit that includes your special 15th anniversary technical shirt.

Website

Q: What is my Fundraising Centre?
A: Your Fundraising Centre is an online hub that helps you manage your fundraising efforts. The Fundraising Centre is available to you as soon as you register, and your personal page can be customized with a personal message, pictures and video if you choose.

Your Fundraising Centre contains tools that will help you fundraise for the event. You can email friends and family's with your own messages or existing templates, track donations made to you online, and track your progress towards your fundraising goal. If you are a team captain, you can also email your team members and track their fundraising progress.

You must be logged in to access your Fundraising Centre.
Q: Will the Fundraising Centre have my information and email addresses from last year?
A: Yes, if you registered last year and sign up this year using the same user name or email address, the website will remember your information. If you don't remember the user name and/or email address you used last year, you can have it emailed to you during the registration process.
Q: Is there a limit to the number of emails that I can send from my Fundraising Centre to my family, friends and team members?
A: No. There is no limit to the number of emails that can be sent from the Fundraising Centre.
Q: I am getting bounce backs when emailing from my Fundraising Centre. Why is this happening?
A: If you are manually entering email addresses to your contact list please do not separate the addresses using a colon (;). Kindly use a comma (,) to separate the addresses. If you continue to have problems, please contact Jessica Kerr at Jkerr@southlakeregional.org or 905-836-7333 ext. 5108.
Q: Can I upload my address book from my Outlook, Hotmail, Yahoo or Gmail account?
A: Yes. Please follow the upload instructions in your Fundraising Centre.
Q: What is the maximum file size for a photo, and what format is acceptable?
A: Photos can be up to 4 MB and will be resized to 300 by 400 pixels. Images must be .gif, .jpg, or .png files.
Q: Can I upload a video to my Personal Donation Page? What format is acceptable?
A: Yes - you can add a video to your personal page, but it would replace a photo - i.e. you can have either a photo or a video, but not both. YouTube has been selected as the only source as it is the most widely accessed and viewed site for video information.
Q: If I import my friends and family's information online, will the Southlake Foundation be able to contact these people?
A: No. Your privacy is important to Southlake Foundation and therefore staff and volunteers cannot view or access your online information. Your information is confidential and is only accessible by entering your personal username and password, to which Southlake Foundation does not have access.

Teams

Q: How do I register a fundraising team?
A: A fast and easy way to register a team is by registering to fundraise online. Select the Start a New Team on the Run Registration page and proceed with the registration process.
Q: How do I join a fundraising team?
A: You can join a team online by selecting the Join a Team on the Registration page.
Q: How many people do I need to have an official fundraising team?
A: You can have as few as two people to form a fundraising team.
Q: If I make a donation to my team, will I receive a tax receipt?
A: Yes. You will receive a tax receipt.
Q: What happens if my donor incorrectly donates to my team?
A: If a donor mistakenly donates to your team and would like to transfer the donation to an individual participant, the donor must contact Southlake Foundation. He/she can contact Jessica Kerr at Jkerr@southlakeregional.org or 905-836-7333 ext. 5108.

Team Challenge

Q: What is the Team Challenge?
A: The Team Challenge is a friendly fundraising competition to see which team can raise the most money in support of the event. Teams are divided into categories and winners for each category will be announced on Race Day! The winning teams will be presented with a trophy and prizes, and will be listed in local newspapers. You can see the progress of the top fundraising teams on the event website leading up to the race.

Categories include:
  • Community Friends & Family Challenge
  • Mayor's Challenge
  • Corporate & Business Challenge
  • Financial Institution Challenge
  • Hospital Department Challenge
Q: How do I enter the Team Challenge?
A: When the team captain registers, your team will be automatically entered into the team challenge. You must be a team of 2 or more people to be considered a team.
Q: I’m not sure which Team Challenge category I fall under. What do I do?
A: We’re here to help! Give us a call and we can help you determine the right category. Contact Jessica Kerr at Jkerr@southlakeregional.org or 905-836-7333 ext. 5108.
Q: I registered my team under the wrong division. Can I change it?
A: Yes! Simply contact Jessica Kerr at Jkerr@southlakeregional.org or 905-836-7333 ext. 5108 for help with changing your registration information.

Donations

Q: What do the funds from the race support?
A: Funds raised through the Run or Walk for Southlake help transform lives in our community by supporting updates to our patient care facilities and the purchase of urgently needed equipment that our staff rely on to provide world-class care to you and your loved ones.
Q: Will people who sponsor me receive a charitable tax receipt?
A: Yes! All donations will receive a charitable tax receipt. Please ensure that your sponsors are inputting their full name, address, postal code and email address to ensure they receive their charitable tax receipt.
Q: Is Southlake Foundation a registered Canadian Charity?
A: Yes. Our registered Charitable Business Number is: #13179 7540 RR0001.
Since 1978 Southlake has been working with our community to raise critical funds to help support infrastructure development and purchase critical tools, equipment and technology for our hospital, so we can continue to provide world-class care, close to home. For more information please visit www.southlakefoundation.ca
Q: Where can I find a donation form?
A: Donation forms can be found in your Fundraising Centre.
Q: Where can I drop off cash or cheque pledges?
A: Please visit us at the Run/Walk for Southlake site on the day of our event. Donation drop-offs will be located at the Registration area.
Before or after the event, you can drop off your pledges at:
Southlake Foundation, 581 Davis Drive, Suite 102, Newmarket ON L3Y 2P6. Monday-Friday, 8:30am-4:30pm - 905-836-7333
Q: How long will it take before my donations are posted to my account?
A: Online donations will be reflected automatically once a donation is made and completed. Offline donations have to first be processed by the Foundation and then uploaded to the fundraising platform. Although a specific timeframe is difficult to commit to, we endeavour to accomplish this as soon as possible.
Q: Am I responsible for collecting the donations from the people who have agreed to sponsor me?
A: Yes. You are responsible for collecting the donations. If you are registered to fundraise online, it’s simple and secure for your supporters to donate on your behalf. If you register offline, you can collect your donations and hand them in as described above.
Q: Does the Foundation accept corporate matching donations?
A: Yes, in fact we encourage you to inquire with your workplace as to whether they offer this option.
Q: What is the difference between confirmed and unconfirmed donations?
A: Confirmed donations have been received by Southlake Foundation (i.e. credit cards processed online, cheques cashed, cash received). Unconfirmed donations have been committed, but not received. Participants have the option of manually adding unconfirmed donations to their fundraising centre to reflect in their fundraising totals. However, unconfirmed donations are not recognized by the Foundation for any purpose.
Q: How does an unconfirmed donation get confirmed?
A: Once the Foundation processes an offline/unconfirmed donation, we will add it to your online fundraising centre. It will show up like a new donation, including all donor information. It will be up to you the participant to remove the unconfirmed donation from your fundraising centre to avoid double-counting. Please note that in rare cases this may be difficult i.e. in the event a donor makes an anonymous donation, you might not be able to connect the unconfirmed donation with the confirmed one.

Fundraising & Incentives

Q: What are the Individual Fundraising Incentive levels?
A: All fundraising participants who individually raise $250 or more are eligible for the Fundraising Rewards program. To motivate you to get out there, we have set up four incentive levels. The more pledges you raise, the bigger the prize!

  • Incentive Level 1: $250 Raised = $25.00 Gift Card
  • Incentive Level 2: $500 Raised = $50.00 Gift Card
  • Incentive Level 3: $750 Raised = $75.00 Gift Card
  • Incentive Level 4: $1000 Raised = $100.00 Gift Card
Q: What is the process/timing for me to receive my Fundraising Incentive?
A: Incentives will be mailed out 3 weeks after the event. The Fundraising Incentive cutoff is Friday, April 28th at 4pm.
Q: Does my team fundraising total count towards my Individual Fundraising Incentive?
A: No. Team fundraising totals are NOT eligible towards Individual Fundraising Incentives.
Q: What if I do not wish to receive prizes from the Foundation?
A: Individuals can elect to donate their incentive back to the Foundation. To donate back, contact Jessica Kerr at Jkerr@southlakeregional.org or 905-836-7333 ext. 5108
Q: If I opt out of receiving a Fundraising Reward and select to “Give back to the Foundation,” can I receive a tax receipt?
A: No. As a monetary donation is not being made to Southlake Foundation when you “Give back to the Foundation” we are unable to issue a tax receipt for the gift amount.
Q: Is the prizing donated or do you pay for these products?
A: At the time of writing, Southlake Foundation is soliciting potential prizing sponsors/donors, but will pay for items that we are unable to garner in that manner. It is worth noting that some prizes are used by participants to further fundraise, while others enjoy the items themselves in recognition of all their hard work.
Q: I did not receive my Individual Fundraising Incentive. What should I do?
A: Please contact Jessica Kerr at Jkerr@southlakeregional.org or 905-836-7333 ext. 5108.
Q: Are there any tools available to help me fundraise?
A: Of course! We’re happy to provide tips and tricks to make your team and individual fundraising as successful as possible. If you are participating as a team or individual, please see our Team Captain and Individual Fundraising Tool Kit. If you are participating with your organization or business as part of a corporate team, pair it with our Corporate Fundraising Tool Kit for the best results!

Tax Receipting

Q: When will the Foundation send out tax receipts for the Run/Walk for Southlake donations?
A: If you donate online you will receive an electronic tax receipt within 30 minutes. The Foundation will aim to issue tax receipts for offline donations within 2 weeks of receiving the donation.
Q: I have lost my original tax receipt and require a duplicate. What do I do?
A: Please contact Jessica Kerr at Jkerr@southlakeregional.org or 905-836-7333 ext. 5108.
Q: I made an online donation and I cannot open my tax receipt. Why is this?
A: Electronic tax receipts are sent in PDF format. If you currently do not have Adobe Reader on your computer, you will not be able to open the attachment. Download Adobe Reader: http://www.adobe.com/downloads.
Q: If I make a donation to my team, will I receive a tax receipt?
A: Yes. You will receive a tax receipt. However, making a team donation will not count towards your personal Fundraising Rewards.
Q: If I make a donation to myself, will I receive a tax receipt?
A: Yes.