2016 Host Site Participation Agreement
Section 1 – History and Purpose
Hike for Hospice Palliative Care, as an annual event of the Canadian Hospice Palliative Care
Association (CHPCA) was established in 2003. In creating this national event, the CHPCA used
the very successful model developed by the British Columbia Hospice Palliative Care
Association (BCHPCA). At the request of the provincial hospice palliative care associations and
with the permission of the BCHPCA, the CHPCA assumed the coordination of this event and the
national Hike for Hospice Palliative Care was born.
This national event brings together local Host Sites into one unifying voice. This is achieved by:
1. Coordinating a national on-line fundraising website for local Hike Sites to use;
2. Sustaining Hike for Hospice Palliative Care by securing financial resources to coordinate
the national event;
3. Arranging for national marketing materials for use by local Host Sites;
4. Increasing the profile and revenue-generating capacity of local Host Sites;
5. Promoting public awareness of the Hike for Hospice Palliative Care event.
In 2014 the Canadian Hospice Palliative Care Association registered the Hike for Hospice
Palliative Care name and logo as a Trademark in an effort to maintain consistency for the Hike
for Hospice Palliative Care brand. Any unauthorized use of the name and logo is prohibited,
including but not limited to:
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Modifying or altering the logo, including changing colours, shape, proportions of
any elements of the logo;
Modifying or altering the name in any way, including using a name with similar
sound or meaning as Hike for Hospice Palliative Care;
Omitting to use logo without Hike for Hospice Palliative Care name unless
otherwise specified;
Assigning alternative logos to the Hike for Hospice Palliative Care brand.
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Any unapproved use of the Hike for Hospice Palliative Care name or logo will be in violation of
the Trademark and individuals or organizations in violation will be asked to cease immediately.
Any individual or organization who continues in violation will run the risk of having their
participation as a Hike Site discontinued until necessary steps to come into compliance are made.
Section 2 – Hike for Hospice Palliative Care – Event Objectives
1. To maximize the profile of local events held in communities across Canada
The CHPCA agrees to fulfill event objectives by:
a. Creating a national on-line fundraising website for local hikes;
b. Creating a comprehensive marketing campaign (poster, registration
package, and website) to give national profile to local Host Sites;
c. Developing national marketing materials suitable for use at the local level
and distributing them to local Host Site Coordinators in a timely manner;
d. Providing standardized materials for local Hike for Hospice Palliative Care
host sites in an online format in a timely manner;
e. Contracting-out national promotional materials in a timely manner;
f. Providing support to the local site organizers of Hike for Hospice
Palliative Care.
The Host Site Organization agrees to fulfill event objectives by:
a. Using the national on-line fundraising website for local hikes;
b. Using the national marketing materials for promotion of local hikes;
c. Increasing the revenue-generating capacity of local hikes by:
a. Educating Canadians on the need to collect pledges or sponsor
a participant in their local Hike for Hospice Palliative Care;
b. Reducing the marketing cost for local Host Site Organizations
through using national promotional materials produced by
CHPCA;
d. Providing support to local participants (hikers and donors) of Hike for
Hospice Palliative Care.
e. Honoring national sponsors logos with placement on all promotional
materials not created by the CHPCA.
The CHPCA and Host Site Organizations both agree to fulfill event objectives by:
a. Establishing the event as Canada’s premier coast-to-coast hospice
palliative care fundraising initiative;
b. Generating media interest in the event, thereby increasing public
awareness of the event and encouraging broader public participation in
local hikes.
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2. To promote public awareness of Hike for Hospice Palliative Care in Canada by:
a. The CHPCA coordinating national media release;
b. The Host Site Organization coordinating local media coverage;
c. The CHPCA implementing a national on-line fundraising website for Hike for Hospice
Palliative Care;
d. The Host Site Organization using the national on-line fundraising website for Hike for
Hospice Palliative Care;
e. Offering Canadians an easy way to help support the hospice palliative care services in
their community;
f. Demonstrating Canadian’s compassion and support for those facing end-of-life decisions;
g. Enhancing the national voice of Canada’s community-based hospice palliative care
movement.
Section 3 – Guiding Principles
1. The Hike for Hospice Palliative Care event is national in scope and bilingual in
execution.
2. The Hike for Hospice Palliative Care event complements and supports local events across
Canada.
3. All revenues generated at the local level remain at the local level.
4. The Hike for Hospice Palliative Care event is held on the first Sunday of May as a means
to create a national one day movement of champions who are gathering across Canada in
support of hospice palliative care (limited exemptions may be granted by CHPCA’s Hike
Coordinator for sites who wish to hold their hike on alternative days in May).
Section 4 – Hike for Hospice Palliative Care – Structure
Hike for Hospice Palliative Care is operated as a project of the CHPCA. The CHPCA assumes
all financial responsibility for the national components of this project as outlined in section 7.0.
To develop and manage Hike for Hospice Palliative Care, the CHPCA has hired a Project
Coordinator to:
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Develop and implement the project’s marketing, promotional and media campaigns.
Serve as a resource person for coordinators of local Host Sites.
Coordinate, setup, train, and provide support for the on-line fundraising website to
coordinators of local Host Sites.
Section 5 – Host Site Participation Criteria
Organizations interested in becoming a Host Site for Hike for Hospice Palliative Care must meet
all of the following criteria:
1. The organization is a member of the CHPCA, OR, the organization provides programs or
services in hospice palliative care and is able to demonstrate that all profits generated
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through Hike for Hospice Palliative Care will be used to support these programs and
services.
The organization is a registered charity as defined by Canada Revenue Agency, a nonprofit organization, a non-governmental organization or government organization such as
a public health department.
The organization provides the CHPCA with audited financial statements for its most
recent fiscal year upon request.
The organization provides the CHPCA with proof of liability insurance coverage for the
Hike for Hospice Palliative Care event, naming the Canadian Hospice Palliative Care
Association as a protected party against any and all present or future legal action.
The organization does not knowingly compete with an existing Hike for Hospice
Palliative Care walk within its local area. Where more than one organization within the
same local area chooses to host the immediate event, these organizations are encouraged
to work in partnership.
The organization has agreed to the 2016 Host Site Participation Agreement upon signing
up to become a host site and has provided all required documentation to the CHPCA.
Section 6 – Host Site Participant – Terms of Agreement
1. Definitions
A Host Site Organization, as outlined below, participates in all aspects of the Hike for
Hospice Palliative Care project, including use of national campaign materials, and
national sponsor recognition, or submission of alternate materials to the CHPCA for
approval.
2. Terms of Agreement for Host Site Participants
The Hike for Hospice Palliative Care Host Site Organization agrees to:
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Use national campaign materials, which may include:
o National posters
o National registration packages
o National Hike for Hospice Palliative Care T-shirts
Participate in the annual post-Hike evaluation process.
Respond to national project information for the CHPCA Project Coordinator requests
in a timely fashion.
Be aware of and comply with all municipal and provincial laws governing special
events such as Hike for Hospice Palliative Care.
Provide the CHPCA with proof of liability insurance coverage for the Hike for
Hospice Palliative Care event, naming the Canadian Hospice Palliative Care
Association as a protected party against any and all present or future legal action.
Participate in all training provided for the on-line fundraising website.
Use the national on-line fundraising website, unless prior arrangements have been
discussed with the CHPCA in advance of the 2016 Hike season. (Limited exemptions
may be granted for Hike Sites who have previously developed their own online
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fundraising website. Individuals who wish to apply for an exemption must do so in
writing by sending an email to hike@chpca.net. All Hike Sites who are granted an
exemption MUST agree to honour the National Hike Sponsors by placing provided
logos on their online fundraising website).
Manage, update, and edit local content on the national on-line fundraising website.
Provide support to local participants (hikers and donors).
Provide feedback to the annual data analysis distributed by the CHPCA within two
weeks of distribution.
Abide by all other terms set out in this agreement.
The Canadian Hospice Palliative Care Association agrees to:
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Coordinate the annual Hike for Hospice Palliative Care event.
Produce and distribute national campaign materials in a timely fashion, whenever
possible, within 3 months of date of event.
Develop and implement an annual data gathering and analysis process of the Hike for
Hospice Palliative Care.
Produce and distribute an annual evaluation report containing:
o National statistics on registered walkers and revenue raised from participating
organizations
o Recommendations for future campaigns which result from the annual Hike for
Hospice Palliative Care evaluation process
Create, setup and oversee the on-line fundraising website, including managing
content of overall site (common areas), but not including management of local
content provided after initial setup of Host Site Organization’s on-line fundraising
website.
Provide training for on-line fundraising website.
Create and manage a social media campaign.
Section 7 – On-Line fundraising website for Hike for Hospice Palliative
Care
Hike sites are responsible for the following fees based upon total dollars donated to the Hike site:
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4% for web site service provider / transaction
2.8% for credit card administrative fee / transaction
CHPCA pays for all hosting, setup, and other associated fees of the on-line fundraising
website including, but not limited to, additional per transaction fees, design costs, updates
to the system, management of the system, etc.
All donations received through the On-line Fundraising Website will be deposited to a separate
bank account established by the CHPCA. Donations designated to a specific Hike site will be
disbursed to each Hike site in June 2016 along with a statement indicating the total donations
received as well as the 6.8% deductions as indicated above.
Development and Implementation of On-line Fundraising Website Process:
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1. The CHPCA Project Coordinator will e-mail each Hike Site a link for the on-line
fundraising website sign up.
2. Hike Sites are asked to complete the online form. Submitting the form will automatically
send to the CHPCA Project Coordinator.
o Sites that operate in both official languages must submit the form in both official
languages. The CHPCA will not cover translation fees for local Hike Site
content.
3. The CHPCA Project Coordinator will set up the Hike Site website using information
provided during registration.
4. On-line training for Hike Site Coordinators will be scheduled in throughout January,
February, March, and April as needed. The CHPCA on-line fundraising website will be
launched in February, 2016 to all Host Site Organizations that have registered on, or
before, January 8th, 2016.
5. The website provider will provide support to Hike Sites from February, 2016 - May 31,
2016.
o The website may continue to be used by the Hike Site Organization for
fundraising purposes throughout the remainder of the year. Hike Site
Organizations must inform the CHPCA of their intent to continue usage. Monies
collected on the online fundraising website outside of the designated Hike season
will be distributed quarterly.
Section 8 – National Campaign Materials
The Canadian Hospice Palliative Care Association will arrange for the production of national
campaign materials.
Trademark / Ownership of the Hike for Hospice Palliative Care - Name, Logo, Tag-Line and
nationally produced materials rests exclusively with the Canadian Hospice Palliative Care
Association.
The Hike for Hospice Palliative Care - Name, Logo, Tag-Line and national campaign materials
are for the exclusive use of registered Host Sites.
Use of the National Campaign Materials the Hike for Hospice Palliative Care Host Site
Organization agrees to:
1. Use and not substitute national campaign materials.
2. Augment and build on national campaign materials in a way that does not compete with
or diminish the exposure and integrity of national campaign materials.
3. Use all national logos for the Hike for Hospice Palliative Care as provided and outlines in
the stipulations below.
4. Use all national sponsors’ logos as provided.
Hike for Hospice Palliative Care Creative Standard
1. The Logo consists of a blue oval with a walker and green path insert.
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2. The Logo and Tag-Line must be used “as is” or “as provided”.
3. If the Logo is to be increased in size, it must be done so in the same proportions provided
in the graphic image.
CHPCA Logos and National sponsors must be recognized on all locally produced materials,
including:
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Items of clothing provided to volunteers and hikers (hats, bandanas, pinafores, race
bibs, etc.)
Gift items (Water bottles, magnets, bags, etc)
All promotional materials not produced by the CHPCA (posters, flyers, brochures,
inserts, advertisements, etc.)
Websites, including Social Media sites
All other printed and on-line materials not mentioned above.
Section 9 – Hike for Hospice Palliative Care Event Date
The Hike for Hospice Palliative Care event date is scheduled to occur on the first Sunday in May
to coincide with the National Hospice Palliative Care Week. Hike sites must agree to hold their
hike on this day (limited exemptions may be granted by CHPCA’s Hike Coordinator for sites
who wish to hold their hike on alternative days in May). Hike sites holding unapproved Hikes
will be in violation of the terms of agreement and will be asked to withdraw from hosting a Hike
for Hospice Palliative Care.
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