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FAQ

If you have any questions you don't see addressed here, please email info@blueseaphilanthropy.org.

How do I register to WALK?

If you want to start or join a team (or walk by yourself), you can register online by clicking the Register button on the top menu, next to the logo. The registration process will take you about 5 minutes, so you can do it while the coffee's perking. Note: When setting up your username, please do NOT use spaces.

Where do I get a pledge form?

A pledge form is sent to you via email automatically when you register for the WALK. Additional pledge forms can be found by visiting the Tools area of the website.

Who do cheques get made out to?

Please make cheques payable to 'Coldest Night of the Year' and write the name of the walker or team you are supporting on the memo line.

Why is my username not accepted when registering?

If you can't login or your username is not working, make sure you don't use any spaces in your name or password.

Is this a fundraiser?

Absolutely! Walkers are encouraged to raise funds and work hard to achieve their fundraising goal.

How do I raise money?

Once you register online you can use the online fundraising system to send your friends and family a link to your personal fundraising page. There, they can give to you securely online by credit card. Alternately, you can download a pledge form, print it out and ask people face-to-face for support.

What do I do with the cash and cheques I collect?

Keep them safe till WALK day - that's when you will present them with your pledge sheet during check-in.


You can also add these pledges online on your personal page - log in, click the "Fundraising" tab at left, then click "Enter $$ or Cheques" and add each pledge one by one.

What do I do if a cheque gets written out to me rather than the WALK?

Deposit the cheque in your bank account, then bring cash on WALK day, making sure you've recorded the donor name on your pledge sheet or online using the fundraising system. You can also pay the donation online with your own credit card in the name of the donor who gave you the cheque.

What do I do with money that comes in after the WALK?

All post-WALK cheques can be mailed directly to 260-659 King St. East, Kitchener, ON, Canada, N2G 2M4

Do all donors get a charitable receipt?

No, donations of cash and cheques of less than $20 are not receipted in order to minimize event-processing expenses.

When do donors get receipts?

Online donors who give securely with their credit cards get e-receipts within minutes of their donations sent directly to their provided email address. Be sure to check in junk mail/spam if the receipt doesn't turn up in inbox. A home or business mailing address must also be submitted as this is required for issuing tax receipts. If an email is not provided but the ground mail address is on record we will mail to this. Donors who give cheques or cash are receipted within 60 days of the event by regular post (for donations of $20 or more).

How do I post pledges of cash of cheques?

Add these pledges online on your personal page - log in, click the "Fundraising" tab at left, then click "Enter $$ or Cheques" and add each pledge one by one. Carefully type in the details of your donors' gifts or pledges (including their email address if you have it).


Note: No donor is ever contacted or solicited by the WALK, other than during the acknowledgement of their online donation, or when we mail them their receipt after the event.

Do I sign a waiver form?

Yes, all walkers must sign the waiver during check-in. Walkers 17 and under require the signature of a legal guardian.

What does the waiver form mean?

The waiver form means you understand the risk of walking in the event, that in the event of injury you release the event, the volunteers and the operators of the event from any liability and, should your picture be taken on WALK day, you release the WALK to appropriately use your likeness in any future publications around the WALK. Consult your own legal counsel for additional input should you have any questions.

Where can I find a route map?

Choose the Location you'll be walking from the Locations page - if your location's route map has been finalized, it will be there. (If not, be patient, it'll be there soon.)

When does the WALK begin?

Registration opens at 4pm. The WALK routes open at 5pm and all walkers must be out on the route by 6pm.

When do I check-in?

Check-in for ALL walkers opens at 4pm and closes at 6pm. Walkers should have their pledge forms and any cash and cheques filled out and ready to go when they arrive.

Where does the WALK begin?

To find your WALK's location, choose the city you are walking in from the Locations menu - everything you need is there, including start/finish location, address, map, contact numbers, emails, route descriptions, and most other location-specific details.

How long are the routes?

There are 2km, 5km and 10km routes available.

How long does it take to walk?

Depending on your fitness, the weather, congestion and ground cover, most walkers clip along at between 4-5 km/hour. So, the 5km should take you 60-90 minutes, and the 10km around 2-3 hours.

Are there rest stations along the route?

Yes, there will be rest stations along your route - check your location page for more details.

Do I walk with my team?

You normally would at least begin the WALK with your team, but depending on fitness levels and pace, you may end up spreading out along the route during the WALK.

What should I wear?

We expect cold temperatures and precipitation. Watch the weather online prior to the walk carefully. Layers of clothing are good since you will certainly warm up during a long walk. Gloves, a warm ear-covering hat, glasses even for wind protection and a water/snow repellent jacket (preferably with a hood) are all good choices.


Footwear is really important. If there is snow or rain you need to have water-proof boots or shoes. Gloves and a scarf are a good idea also. After all, it is a February WALK in Canada...

What about bad weather?

WALK officials will monitor temperatures during the week leading up to the walk. If the temperature is becomes extremely cold, or if there is freezing rain- so much so that the safety of our walkers is in question - we may shorten or suspend the walk to safeguard their well-being.

What do I do with my cash and cheques?

Keep them safe till WALK day - that's when you will present them with your pledge sheet during check-in.


You can also add these pledges online on your personal page - log in, click the "Fundraising" tab at left, then click "Enter $$ or Cheques" and add each pledge one by one (you can print that whole list out and bring with you on WALK day too!).

Can I bring my dog to the WALK?

Although we appreciate your dog's eagerness to support the WALK, we would ask that Fido sit this one out. There will be a variety of children and adults who might be nervous around dogs (even friendly ones!) and we want to make sure every participant can complete the WALK comfortably. The exception to the rule would be service dogs, of course.

I'd like to pay my cash donations by personal cheque or credit card. Can I do this?

Definitely! Once you've recorded your cash donations online, you can pay them through our website with your personal credit card to avoid lugging an envelope filled with cash around. Log in to your fundraising portal and click on "Fundraising" at left. Then, click "Enter $$ or Cheques" at left. Scroll down to your list of pledges and click on the pledges you wish to pay, then click 'pay' next to any pledge. This will take you to a payment gateway to complete the transaction.


If you'd like to pay with personal cheque, be sure to enter your cash pledges online and then total your cash donations. Write out your cheque to "Coldest Night of the Year" and mark your name on the memo line. Bring this with you on WALK day with your completed list of pledges, and you're all set.

Is there a registration fee for the WALK? Is the fee for teams or individuals?

There is no registration fee for teams as a whole, but instead it works on an individual basis.


  • If you are 18+ years of age and raise less than $150, the registration fee is $25.
  • If you are 13-17 years of age, and you raise less than $75, the registration fee is again $25.
  • If you are under 12 years of age, the registration fee is waived.

On average, walkers raise about $250 each, and most donors give around $40-$50, so it's a reachable goal! Reminder: the registration fee is non-refundable and will NOT generate a tax receipt

The WALK is over, but I don't see the cash/cheques I handed in on WALK night reflected on my fundraising page yet. Why?

In the weeks following WALK Day, we process all location bundles from coast to coast. Verifying all pledges takes us a few weeks -- you should see your donation totals updated by the end of March.

I need to cancel my registration as a participant in the WALK - how do I do that?

Email us at info@blueseaphilanthropy.org and we'll take care of it for you.


Note: if you have collected cash or cheque pledges, please ensure that all donor names and addresses are carefully posted online in your fundraising centre. Don't send cash in the mail. Pay for cash with a personal cheque from you (or pay by credit online). Send all cheques with your pledge sheet (if applicable) to Blue Sea Philanthropy, 260-659 King St. East, Kitchener, ON, N2G 2M4, Attn: Coldest Night of the Year

I am planning to attend the WALK with my family. Do we all need to register?

The short answer is: yes. It would help us get a better handle on how many WALKers to expect on WALK Day if you could create a separate registration profile for each family member. You could route them all to the same email address or even post all donations under one family member's name for efficiency's sake, but each person should have their own profile.

Do my children need to pay the registration fee?

For children under the age of 13, the registration fee of $25 is waived. For children aged 13-17, the $25 registration fee applies if they raise less than $75. As each donor gives $40-50 on average, this is definitely doable. Ask grandma and grandpa, teachers, neighbours - one dedicated evening of fundraising should do the trick.


Reminder: the registration fee is non-refundable and will NOT generate a tax receipt

I received a notification email that someone donated to me! How do I thank them?

First of all, don't hit "reply" to that notification email - that just goes to us (and we might giggle at you). To thank your donors, you can log in to your fundraising portal, click on "Fundraising", then click on "Thank Donors". Follow the instructions on this page to send them a quick thank-you note. It's good etiquette (your Grandmother would be proud!), and a great way to connect with your donors on a personal level.

I've chosen to pay the $25 registration fee. Will I receive a charitable tax receipt?

No - the $25 registration fee (which is required for adults over the age of 18 who raised less than $150, or youth aged 10-17 who raised less than $75) is NOT tax-deductible.

I've forgotten/lost/misplaced my password/username/email - how can I retrieve it?

At the top of the page there is a 'Forgot Password?' link right next to the login button - click this to be taken to a password reset area, or just go ahead and click here.

If I pay the $25 registration fee, do I get a hat and/or scarf?

Scarves are given to participants registering online and raising $200 by midnight on Dec 31. Treat this as a motivator!

For more info: click here


Toques are given out on WALK night to anyone who has either...

A. Fundraised the minimum amount required by age:

$75 for youth 17 and under, or

$150 for adults 18 and older

B. Paid the $25 registration fee online or on WALK night.

For more info, click here


Reminder: the registration fee is non-refundable and will NOT generate a tax receipt

How do I change my fundraising goal?

To edit your personal goal:

  • Log in to your fundraising portal, using the username and password you created during registration.
  • Once logged in, in the left-hand toolbar, click "Fundraising". You'll see a button next to "Your Goal" that says "Click to change goal" - and, you guessed it, clicking that button and entering a new value will change your goal.

To edit your team's goal (Team Captains only):

  • Log in to your fundraising portal, using the username and password you created during registration.
  • Once logged in, click "Team" at the left.
  • From the left-hand toolbar, click "Edit Team Info". Edit your team's fundraising goal as above, and then hit "Save"!

How do I change my team name?

Note that this can only be performed by the participant who started the team (the Team Captain).


  • Log in to your fundraising portal
  • On the left, click the "Team" tab
  • On the left, click "Edit Team Info".

Be sure to click "Save" when you're finished!

I’m having trouble printing my PDF receipt – it looks fine on my computer screen, but prints blank or nonsense characters.

Try this:

  • Save a copy of the receipt to your computer, and open it using Adobe Acrobat Reader.
  • Click File > Print
  • On the print dialogue window that pops up, click on "Advanced" in bottom left corner
  • In the new box that appears, click the check box next to "Print as Image"
  • Click OK, then click OK in the original window to print.

If people sponsor me, will my team get credit for it?

Yes. If you have joined a team, your fundraising and sponsor totals will be reflected in both your team total and the overall event total.

How do I change my walking distance?

You can change your walking distance by:


1. Logging in to your fundraising portal

2. Clicking the "Profile" tab at the left

3. Clicking the "Edit User Survey Questions" tab at left.

4. You can edit your distance selection in this screen and hit the "submit" button to save.

Can people on my team walk different distances?

Definitely! Everyone who joins a team selects their own route distance during registration. You can have people walking multiple distances on the same team.

Is my information secure?

We are committed to ensuring that your information is secure. In order to prevent unauthorized access or disclosure, we have put in place physical, electronic and managerial procedures to safeguard and secure the information we collect online. For more info: click here

Tags:Money

Can I share or split my donated dollars with other members of my team who haven’t met their minimum yet?

If you'd like to transfer one or more of your donations from your account to your teammate's, email us at info@blueseaphilanthropy.org with the donor's name, their donation amount, and the name of the teammate you'd like us to move the donation to. We'll get it done!


Note: we cannot split individual donations (ie from a single $50 donation, give $25 to one walker, and $25 to another).

What does a Team Captain do?

Team Captains are the backbone of our event. Team Captains create their team online, recruit other people to walk on their team, encourage them in their fundraising efforts, and are the first line of communication if a walker has questions or needs help. On WALK Day, Team Captains rally their team together, congratulate them on a job well done, and walk with those who need a pal to walk alongside. Your job is to recruit and cheerlead your team to raise funds for your cause!

What do I bring with me on WALK day?

1. Print the waiver form, sign it (or have your parent guardian sign it if you are 17 and under) and have it ready to hand it. Waiver forms are available here


2. Print the "My Results" form under the "Download Forms" section of the Fundraising Portal to bring with you on WALK Day.


3. Gather your cash and cheques together, and be sure the amount of cash / cheques you have matches what you have recorded on your pledge form.


4. Check all of your cheque donations to ensure they are:

  • payable to Coldest Night of the Year
  • current-dated (or earlier)
  • signed

5. Indicate any donation that remains uncollected on your pledge form by highlighting and noting it on your form.


6. Go to your WALK location and hand in your cash (keep loose coin in sealable baggies or even better - convert to paper money), cheques, and pledge form, and then get walking!

Where do I find the My Results Form?

You can print your My Results Form by:


1. Logging in to your personal fundraising page

2. On the left, click "Fundraising"

3. Beneath "Fundraising", click "Download Forms"

4. Then, click the option to have the My Results Form sent to your inbox. It should arrive within a few minutes -- be sure to check your email's junk/spam area in case it gets filtered there inadvertently.

Can my kids WALK alone?

All kids aged 12 and under must be accompanied by a parent or guardian who is walking with them and stays with them at all times. The 2km route is 'family friendly', but not intended for children walking alone.


A parent or responsible adult guardian must accompany youth 12 and under on WALK Day to help them register/hand in their waiver form (signed by legal guardian), and must remain with them at all times during the event. All youth under 18 must have a waiver signed by their legal guardian.

Can I run the route instead of walking?

Due to the risk of ice, snow, and wet weather, the numbers of walkers involved, and the participation of children, seniors, and service animals in our event, participants are not permitted to run our routes. For those who would prefer to run, they may do so under their own oversight either earlier in the day or on another day, knowing that they would be running without our volunteer management and would not be covered under our insurance.


Runners can then participate on WALK Day with us by walking the route with their friends, families and neighbours.

Oops... I gave (or my donor gave) to my team, instead of to my personal account. Can the donation be moved?

Yes! Please email us at info@blueseaphilanthropy.org and let us know a) the donor's name b) the amount of the donation, and c) the name of the participant you'd like it moved to. We'll make that change for you on our end.


In the future, make sure that the link you're sending out to donors is for your personal page, not your team page. You can check this by looking at your page -- does it show your name at the top? If so, you're in the right place. All donors should make sure that they see the participant's name at the top of the fundraising page before clicking "Donate".

Can you change my registration fee into a donation, or move it to my team's fundraising total?

No -- once a registration fee is entered into the system, it cannot be moved or converted into a donation. However, rest assured that your registration fee is forwarded to your local charity, just like donations are -- and, it is reflected in your location's overall fundraising total.


Reminder: the registration fee is non-refundable and will NOT generate a tax receipt

I'm trying to give a donation from a country outside of North America, and the system is requiring a postal code (which my country does not use). How can I proceed?

Simply add in five zeroes (00000) as the postal code, and the donation page should allow you to continue - if you're still having trouble, please contact our offices and we would be more than happy to help!

My team gathered all of our pledges as a group. How do I add these to our fundraising total/hand these in on WALK Day?

Great work! To facilitate our processing of these donations, you must EITHER:

  • divide pledges up between team members in advance of WALK Day (especially if team members are adding these pledges online into their own accounts), so that each team member is handing in their own pledge form and donation amount at registration, or
  • enter all money you gathered as donations under the Captain's personal account, understanding that you can still use what you raised to cover the registration fee requirements for each of your team members.

If you choose to enter all money under the Captain's account, when your team arrives on WALK Day, just explain to the registration volunteer that your total is meant to help all members on your team reach their fundraising minimum. For example, if your team of 4 raised $1,000, it would be as if each of you had raised $250 - you've definitely met your minimums!

Can you move me to a different team (or remove me from a team so that I can start a new one)?

Yes -- this is a change that we need to make at HQ. Contact us and we'll either a) remove you from the team, so that you can start or join a new one, or b) move you to a new team (if you know which one you'd like to join).

Is there a deadline for registering online?

No - you can register online at any time leading up to WALK Day. Of course, we recommend you register early so that you can use the weeks before WALK Day to raise lots of funds for your charity!

Is there a limit to how many people can join a team?

No -- you can have as many people join your team as you'd like! There is no limit.

I'm looking for my donation on my credit card statement, but can't find it. Help!

If you donate or pay your registration fee by credit card/Paypal, our charity's legal name will appear on your statement - Blue Sea Philanthropy.

I see a charge from Blue Sea Philanthropy on my credit card statement - is that you?

Yes! If you donate or pay your registration fee by credit card/Paypal, our charity's legal name will appear on your statement - Blue Sea Philanthropy.

I have questions about the corporate team challenge.

We've got lots of answers for your business, church or organization - check out our "About the Challenge" page, and click "FAQ".

TopQuestions about Coldest Night or Blue Sea Philanthropy?
info@blueseaphilanthropy.org | 1.877.743.3413

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About
Blue Sea

An event by Blue Sea Philanthropy

© 2016 Blue Sea Philanthropy

A Registered Canadian Charity

CRA#: 819882655RR0001

Toll Free: 1.877.743.3413

260-659 King St. East,

Kitchener, ON, N2G 2M4

coldest_night

$85,000 raised so far today and it's only lunch time in Vancouver! You guys are amazing. We see your pledges... [link]Sep. 29, 2016 at 12:52 pm