Leukaemia Foundation of Queensland Application to fundraise and fundraising guidelines

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1 Leukaemia Foundation of Queensland Application to fundraise and fundraising guidelines

2 LEUKAEMIA FOUNDATION OF QUEENSLANDS ESA VILLAGE 2 BEFORE YOU START Thank you for your interest in supporting the Leukaemia Foundation of Queensland (LFQ) through a fundraising activity. Before you start, you will need to review these guidelines to ensure your upcoming activity is in accordance with the law. Your fundraising activity needs to be run safely and must meet all financial and legal requirements. This will ensure the best outcome for you the organiser, your participants/guests and LFQ. These guidelines will provide all the information, forms and great ideas you need. HOW TO USE THIS APPLICATION/GUIDE: Please read the guidelines carefully to ensure you understand and agree with the requirements of conducting a fundraising activity to raise funds for the Leukaemia Foundation of Queensland. Complete the Application to Fundraise form. YOU CAN COMPLETE THIS FORM: Online and to: 1 2 Print and fill out form and either fax to: or mail to: GPO Box 9954, Brisbane 4001.

3 3 AUTHORITY TO FUNDRAISE LFQ is legally required to approve and authorise all volunteer fundraising activities carried out on its behalf. Once your fundraising activity is received and approved, LFQ will provide you with a letter giving you confirmation of your legal authority. Approval will be granted when LFQ: has received a written and signed application. is satisfied that the fundraising activity will produce a reasonable return after expenses have been deducted. is satisfied that the fundraising activity fits in with the aims and values of the Leukaemia Foundation and complies with these guidelines. is satisfied the fundraising activity is not high risk. Once the authority to fundraise is issued, these guidelines will form the basis of the terms and conditions of the fundraising activity. The fundraiser means the individual or organisation holding the fundraising activity on behalf of LFQ. RESPONSIBILITY The fundraising activity must be run in the name of the person listed on the authorisation letter and that person will be solely responsible for the fundraising activity. The fundraiser, not LFQ, will be responsible for the entire coordination and management of the fundraising activity, including:» finances prizes» publicity»» insurance» goods and services required to run the activity. However, where possible, support and advice will be offered from LFQ. In your correspondence and promotion of the fundraising activity, please ensure you make clear that the fundraising activity is not an LFQ event but is an activity to raise funds with proceeds going to LFQ. Suggested phrase to use: Proudly supporting the Leukaemia Foundation of Queensland; or Funds raised will go to support the work of the Leukaemia Foundation of Queensland.

4 4 PUBLIC LIABILITY INSURANCE The Leukaemia Foundation accepts no responsibility for any loss, liability or injury, occupational, health, safety and welfare claims arising from any fundraising activity or event, including your activity. It is your responsibility as the registered fundraiser to ensure the safety of any attendees at the fundraising activity. It is also the responsibility of the fundraiser to arrange public liability insurance and the provision of first aid services if they are needed. LFQ will not endorse fundraising activities that may adversely affect your health or which involve the use of firearms, missiles, explosives or fireworks. MEDIA AND PROMOTIONAL MATERIALS Generating publicity before your fundraising activity starts is a great way to help increase participation, get local support and raise awareness about the cause. You are responsible for generating your publicity, however LFQ is able to provide media fact sheets about the Leukaemia Foundation in your region to assist you. If the media require information about LFQ, leukaemias, lymphomas, myeloma and related blood disorders they must contact our media team on The fundraiser is not authorised to speak on behalf of LFQ. The fundraiser is only authorised to speak about the fundraising activity. Please also remember to make it clear you are raising money in aid of LFQ and that you do not represent LFQ in any way. All promotional materials bearing LFQ s name and logo must be approved by LFQ prior to print and circulation. When stating where the funds raised will go, please use the following phrase: Funds raised will help patients and families living with leukaemias, lymphomas, myeloma or related blood disorders as well as fund vital research into better treatments and cures. Please refer to LFQ as the Leukaemia Foundation of Queensland

5 5 Leukaemia Foundation of Queensland Corporate colour: Pantone Process Blue 16mm (Minimum size) 18mm (Minimum size) LOGO USAGE LFQ s logo is available upon request. Any placement of LFQ s logo (by yourselves or supporting commercial organisations) must be approved by LFQ. Guidelines on how to use the logo are supplied upon logo request and following approval of the application to fundraise. LEUKAEMIA FOUNDATION WEBSITE & SOCIAL MEDIA We may include details of approved fundraising activities on LFQ s website, and where possible, LFQ s facebook page. Please note that any listing requests may take a few working days to process. APPROACHING COMPANIES FOR SUPPORT LFQ is regularly speaking to companies regarding their support. As such, please do not approach the national or state office of a company for prizes or sponsorship without prior consultation with LFQ. Although this policy may be frustrating, it serves several important purposes: The company or group may already support us. It looks very unprofessional if a company is approached more than once. Approaching a national or state office could potentially damage negotiations for a major sponsorship. MONEY MATTERS As the fundraiser, you are responsible for all financial aspects of the activity including: record keeping management of funds issuing receipts depositing funds into the Leukaemia Foundation s bank account. (Deposit slips are supplied with the authority to fundraise letter). You must comply with the Collections Act 1966 (Queensland), as well as the Charitable Fundraising Act and regulations specific to the states and territories your activities will be conducted in. The basic obligations are: keep and provide LFQ with accurate financial records including a budget, receipts from expenses and a complete wrap up of actual income and expenses. all funds raised, including collection of donation tins/boxes, must be deposited into LFQ s account within 14 days of the fundraising activity being concluded using the deposit slip/s provided. all receipt books, raffle books, merchandise and donation tins/boxes used and unused must be returned to: The Leukaemia Foundation GPO Box 9954 Brisbane Qld 4001

6 6 ISSUING A RECEIPT There are two types of receipts: A non tax-deductible receipt (use a generic receipt book purchased from a newsagent). This is for when a participant gets something in return for giving (for example a raffle ticket, entry to an event, auction purchases. A tax-deductible receipt. LFQ will supply official receipt books on request. This receipt is only issued for straight cash/cheque/ credit card donations, that is, when the donor receives nothing back in return. The fundraiser is responsible for issuing the correct receipt. If in doubt, please refer to the Australian Tax Office website under tax deductible gifts. Points to note: Tax-deductible receipts can only be issued to people donating money of $2.00 or more. Receipts can be written and issued immediately for all money received. You cannot claim a tax deduction for monies received on behalf of others. You cannot claim a tax deduction for gifts that are donated to your activity. LEGAL IMPLICATIONS All fundraising activities must be legal, complying with all Australian Federal and State/Territory laws. In each state, there is a Charitable Fundraising Act or equivalent that LFQ and people fundraising for the Foundation must adhere to. In Queensland, this legislation is known as the Collections Act Other regulations you should be aware of relate to gaming, liquor licensing and preparation of food. THIRD PARTY PERMITS AND PERMISSION Consider informing the Police, Red Cross/St John s Ambulance if it is a large event. Obtain permits from your local council. It may be wise to investigate their requirements before too much planning has been done. The Leukaemia Foundation of Queensland wishes you every success in your fundraising activity. Thank you again for your support and commitment to helping others in need. You will now need to complete the Application to Fundraise form submit it to LFQ for approval. If you have any questions regarding these guidelines please phone DOOR KNOCKING Please DO NOT door knock on individual houses to collect donations or to promote your fundraising activity. In many council areas around Australia, doorknocking is illegal without a special permit.

7 7 CONTACT INFORMATION OF PERSON RESPONSIBLE FOR THE EVENT First name: Last name: Company / Group name: Daytime phone number: Mobile number: address: Street address: City: Postcode: Mailing address (if different to street address): City: Postcode: Are you over 18 years of age: Year of birth: FUNDRAISING ACTIVITY DETAILS Name of fundraising activity: Overview of fundraising activity: Street address of fundraising activity: City: Postcode: Date of event:

8 8 Start time: End time: How do you propose the funds will be raised: How many people do you expect to attend: Will all the proceeds come to the Leukaemia Foundation of Queensland: If no, list other organisation/s and percentage split: Will a raffle take place in conjunction with the fundraising activity: if yes, please indicate proceeds of tickets offered for sale: Is public liability insurance required for the fundraising activity: Unsure If yes, have you organised the public liability insurance: If yes, please attach a copy of your insurance with this application Will the fundraising activity cross towns: If yes, please list in which towns the fundraising activity will be occurring: Will the fundraising activity cross other states: If yes, please select in which states the fundraising activity will be occurring: NSW VIC TAS SA WA NT Will you be seeking sponsorships from companies for your fundraising activity: Unsure If yes, please attach a list of companies you wish to approach with this application

9 9 By signing below, you acknowledge the following terms and conditions: I have read and agree to abide by the LFQ fundraising guidelines.»»» I agree to run the event safely and in accordance with all government regulations and legislation.» I agree to conduct my activity/event in a manner which upholds LFQ s integrity, professionalism and values. I agree to inform LFQ if the details of my activity deviate from those stated on this Application to Fundraise Form. I agree to complete and return (within 14 days of completion of the event) the Event Evaluation form detailing expenses, income and net profit. I agree to return all promotional material including my application to fundraise approval letter, receipt books and any unused donated prizes. I agree to bank all funds raised into the Leukaemia Foundation of Queensland bank account within 14 days of the date of the event (deposit slip provided with approval letter) I acknowledge that I am legally responsibility for this event. I acknowledge that I understand the activities and risks involved in holding my fundraising event/s; and agree, in consideration of permission to participate in the activities, to release and indemnify the Leukaemia Foundation of Queensland, its officers, employees and volunteers and all sponsors (be they individual or organisations, singularly or collectively) from and against all liabilities, claims, damages, suits, expenses, cause of action, injuries, losses or inconvenience of any description whatsoever arising in any way from my participation in the activities. Applicant or Parent/Guardian if under 18 years of age Signature: Date: PLEASE RETURN COMPLETED FORM TO: The Leukaemia Foundation of Queensland GPO Box 9954 Brisbane QLD 4001 Fax: (07) Your details have been collected for the purposes of the Leukaemia Foundation Queensland to communicate with you regarding your community fundraising event and taxation purposes. Please read our privacy policy at for more information about how your details are handled. Office use only: Approved by: Community Fundraising Manager:

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