Community Fundraising Events & Activities Guidelines

Transcription

1 Community Fundraising Events & Activities Guidelines Caring for the families of incapacitated and deceased veterans Sydney Legacy Events & Community Engagement Team Locked Bag 8 Queen Victoria Building NSW 1230 Tel: (02) Fax: (02) fundraise4us@sydney-legacy.com.au

2 Thank you! Thank you for your interest in assisting Sydney Legacy keep the promise to families of incapacitated and deceased veterans. Legacy is a uniquely Australian Charity and his held in high regard amongst all Australians, and relies on the generous support of the community to continue our vital work. This booklet is a guide for you to help you with your activity, and equally important to uphold the reputation of Sydney Legacy. What does Legacy do with the money you raise? Legacy is a charity providing services to Australian families suffering financially and socially after the death of a spouse or parent, during or after their defence force service. At Sydney Legacy we currently care for more than 14,000 widows and 600 dependants of the 100,000 widows and 1900 children and disabled dependants throughout Australia. Legacy is dedicated to enhancing the lives and opportunities of our families through innovative and practical programs aimed at: The protection of individuals and families basic needs; advocating for their entitlements, rights and benefits; assisting families through bereavement; and helping people thrive, despite their adversity and loss. Legacy helps families, not just in the short term - Legacy is there for life. Who we help Today, throughout Australia Legacy assists more than 100,000 widows, 1,900 children and dependants with a disability. Care and support is provided by Legatees and Community Service Workers. Widows Legacy provides advice and practical assistance for our widows on general welfare matters including pension entitlements, special housing, medical, financial and social support. Holiday houses are available to widows and their dependant children. Children Legacy children receive assistance and support with education, holiday camps, pocket money and other needs to ensure they are not disadvantaged. Legacy also provides personal development opportunities such as Young Endeavour and Outward Bound. People with a Disability Legacy dependants with disabilities can attend recreational and educational outings to aid self development. Outings include picnics, harbour cruises and bus trips. 2

3 Table of Contents 1. Authority to Fundraise Obligations of the fundraiser The Use of Legacy's Name & Logo Records Receipts Raffles Legal Implications GST Sydney Legacy Resources The Media - letting people know Disclaimer Sydney Legacy Mission Statement and Values

4 1. Authority to Fundraise Any person or organisation fundraising in NSW must, by law, have an Authority to Fundraise. Sydney Legacy can only give you this authority when we have received a written application to fundraise for Legacy and a signed agreement to abide by the Sydney Legacy Fundraising Guidelines. This agreement provides the basis for a fundraising activity to be organised by you to aid Sydney Legacy. Upon entering into this agreement Sydney Legacy will issue you with an Authority to Fundraise on behalf of Sydney Legacy. Please ensure that your activity is endorsed by Sydney Legacy and that you receive an Authority to Fundraise before commencing any fundraising for Legacy. The fundraising activity is to be conducted in your, or your group's name, who will have sole responsibility for your activity and fundraising. Please keep in mind that due to limited resources Sydney Legacy can not take on an organisational role. However we are ready to help you with advice, guidance and limited administrative support. Sydney Legacy is unable to endorse fundraising which involves: Face to face solicitation e.g. door knocking. Open bucket collections. Use of fire arms Violent or dangerous activities. That requires the use of Legacy database of supporters and staff. The following activities will only considered for endorsement if the fundraiser provides a comprehensive risk assessment and Public Liability Insurance to cover themselves, participants and Legacy. Amusement rides. Animals or animal rides. Fire works Motor vehicle or motor bike racing. Aerial risks. Any activity on the water unless the Fundraiser provides evidence of public liability insurance to cover themselves and participants. 4

5 Authority to Fundraise continued If you have your own business you may wish to donate a percentage of sales over a period of time to Sydney Legacy. In this case you will need to contact the Events and Community Engagement Team to organise a contract that satisfies Legacy and the Department of Liquor, Gaming and Racing guidelines for working with a trader. 2. Obligations of the Fundraiser The fundraiser/event will be conducted in the name of the authorised fundraiser and is the sole responsibility of the fundraiser. Sydney Legacy is not able to take a coordination role in these activities and cannot assist in soliciting prizes, or providing goods or services to assist the Fundraiser in the running of the fundraiser/event. The obligations of the Fundraiser are to: Provide Sydney Legacy with an estimate of the income and expenses associated with your fundraiser. Keep accurate financial records, including itemised expenses and the reason for them. Money raised and details of your actual income and expenditure must be returned to Sydney Legacy within 28 days of the fundraising activity. Not do or permit anything to be done which is or could be detrimental to the goodwill, name or reputation of Legacy; Use your best endeavours to uphold, maintain and promote the objects, purposes, image and reputation of Sydney Legacy; Ensure that your employees, agents and volunteers conduct themselves in a professional and competent manner; Ttake sole responsibility for any acts or omissions of your employees, agents and volunteers; Take out and maintain an adequate level of insurance in relation to the Event; and Organise, promote and conduct the Event with due care and skill and not use telemarketing techniques when soliciting donations. 5

6 3. The Use of Legacy s Name & Logo Please remember that your activity will not be a Sydney Legacy fundraiser, but your donation to Sydney Legacy. Please be aware that use of the Legacy or Sydney Legacy name, logo or tag line in any material, including media releases, associated with your fundraising MUST be approved by Sydney Legacy prior to printing or circulation. Please provide us with copies of all advertising, editorials and photographs, so that we can keep a complete record of the fundraising and include your story in our newsletters, publications or web site. Suggested wording Suggested wording would be proudly supporting Legacy or funds raised will support Legacy. 4. Records It is a requirement of the Charitable Fundraising Act 1991 that you keep accurate records of income and expenditure for your fundraiser. These records and the money received in the course of a fundraising appeal should be paid to Sydney Legacy within 28 days of the fundraising activity. The original letter of authority along with any used or unused material supplied (raffle books, name tags, interim receipt books) must also be returned to Sydney Legacy at the same time. Sydney Legacy will then issue you with a receipt. The financial aspects, fundraising, record keeping and management of your fundraising are entirely your responsibility. All your records must be kept for seven (7) years and raffle book butts must be kept for three (3) months. Sydney Legacy and The Department of Liquor, Gaming and Racing can also request an audit of your records. 6

7 Records continued It is a requirement of the Charitable Fundraising Act 1991 that when expenses are drawn from your income, they are to be no greater than 40 per cent (40%). However, we hope you will be able to keep your expenses well below this level. Basic tips for record keeping a simple way to track of the financial details of your fundraising activity is to keep a folder with a number of plastic sleeves. Use individual sleeves to keep receipts, bank deposit stubs, cheques donated, donor pledge / tally sheets, receipts, etc. Create a table such as the one below for recording your income and expenses. EXPENSES Date Item Cost Reason/Paid By 5 July Catering fees $50.00 Dinner / SC 9 July Raffle Tickets $10.00 Dinner raffle / SC INCOME Date Item Cost From / Held by 7 July Ticket sales $60.00 Smith / SC 15 Raffle ticket sales $50.00 Dinner raffle / SC Expenses Legacy cannot pay expenses incurred by you, but you can deduct your necessary expenses from the proceeds of your event, provided they are properly documented. (Total expenses must be less than 40% of the total proceeds.) 7

8 5. Receipts Before we can supply receipts, we need to be sure that you understand: Receipts can only be issued once Sydney Legacy has received the funds and the completed Statement of Income and Expenditure form. The legal implications for issuing them. That individual receipts will only be issued to individuals if an address is attached. The need to return all used and unused materials supplied for your fundraising by Sydney Legacy. Donations Receipts for tax purposes can only be issued to people giving donations of money ($2 or more). The following are not tax deductible: Ticket purchases (for a raffle, art union or entry to a fundraising event) Purchases of goods (eg. Sydney Legacy pens, clothing). Purchases made at auction. Donations collected in a collection device such as a bucket or tin hat. Gifts in Kind A tax-deductible letter can be issued for donations considered 'Gifts in Kind' eg. New goods or services provided for the purpose of fundraising as opposed to monetary donations. If you want more information please contact our Events and Community Engagement Team. Staff Fundraising Company/corporate Fundraising that is coordinated by the staff will be treated the same way as community fundraising. Sydney Legacy will clearly make reference to "the staff of..." so as to be clear it is not a company branded sponsorship. This ensures that the staff as a group, is not required to pay GST. Business Expense Companies (or donors) should contact their accountant if they are considering the options for tax deductibility as a business expense rather than a charitable tax deduction. 8

9 6. Raffles Rules and regulations relating to raffles differ between the states and territories. Please check the rules and guidelines in the state or territory that your raffle is taking place. In New South Wales When the total retail value of the raffle prizes is less than $5000, Sydney Legacy can provide our standard raffle tickets for raffles held in NSW. Raffle tickets cannot be used or sold by a third party for commission or profit. All used/unused raffle tickets must be given to Sydney Legacy. In NSW when the total retail value of the raffle prizes is more than $5000, Sydney Legacy tickets cannot be used. It is your responsibility to print tickets for the fundraising which should show: 1. The price of the ticket; 2. The name of Sydney Legacy; 3. Details of the prizes and their value; 4. The place, time and date of the draw; 5. Details of how the prize winners will be notified; 6. Details of the way in which results of the draw will be publicised; 7. A contact name and telephone number in order to answer any queries about prizes or prices. Prizes may include: 1. Goods, merchandise, services; 2. Cash up to $5000; 3. Vouchers for goods or services not redeemable for spending money eg. restaurant voucher; 4. Tickets for admission to any entertainment venue; 5. Tickets for tours and journeys; 6. Liquor prizes of less than a total quantity of 20 litres are permitted. You cannot offer as prizes tobacco, firearms or cosmetic surgery in any form. If the total retail value of the raffle prizes is under $20,000 you do not need any special licence or authority to run a raffle. Sydney Legacy's letter of authority is sufficient. If the total retail value of the raffle prizes is over $20,000 you must run it as an Art Union. You will need to contact the Department of Liquor, Gaming and Racing on (02) or 9

10 7. Legal Implications Your fundraising must meet the requirements of relevant laws and regulations: Public liability insurance - Most community fundraising activities are not covered by Sydney Legacy's insurance, however there are exceptions. (Please speak to our Events & Community Engagement Team) Licenses and permission eg. Local Government, Police & RTA (see Dept of Liquor, Gaming & Racing below) The provisions of the Charitable Fundraising Act and Regulations. Fundraising guidelines and regulations differ in each state and territory. It is necessary for event organisers to ensure that they are observing rules and guidelines for their state/territory. 10

11 8. GST Sydney Legacy is registered for the GST, our ABN is Sydney Legacy will issue Tax Invoices compliant with the guidelines set by the Australian Taxation Office. For more information on tax related issues the following may help you: Fundraising Institute Australia Phone: (02) GOVERNMENT Australian Tax Office Phone: am-8pm weekdays GST hotline: NSW Department of Liquor Gaming and Racing Tasmania Consumer Affairs & Fair Trading Victoria Victorian Casino & Gaming Authority Office of Gambling Regulations Consumer & Business Affairs Victoria Queensland Office of Fair Trading South Australia Office of Consumer & Business Affairs Western Australia Department of Employment & Consumer Protection Northern Territory Consumer & Business Affairs

12 9. Sydney Legacy Resources If you wish to use Legacy promotional aids or have Sydney Legacy represented at your fundraiser please give us as much advance notice as possible of your requirements so as to avoid disappointment. Identification Badges The Charitable Fundraising Act 1991 (NSW) requires all people who are involved in face-to-face fundraising (selling raffle tickets, running a stall, approaching businesses for sponsorship) to wear an identification badge. Once the number of persons participating in the fundraising appeal is determined, Sydney Legacy will issue the ID badges to you. You will be responsible for placing your helper's name and signature on them ID cards. ID cards need to be collected from fundraisers at the conclusion of the event and returned to Sydney Legacy. Interim and Tax Deductible Receipt Books Interim Receipts These are available for groups or individuals to use when collecting donations or pledges for Legacy. They act as a tool for recording donor's details and are an acknowledgment only. Tax Deductible Receipts will be issued by Legacy once all your documentation has been presented to Sydney Legacy and funds received. Tax Deductible Receipts These are available to groups or individuals under strict conditions when collecting donations for Sydney Legacy only. Collection Tin Hats and Buckets Legacy can make tins and/or buckets available for donation collection. Promotional Material Legacy is able to provide or loan items such as brochures, posters, and banners to promote our work. We ask that they be returned within one week of the fundraising activity. Merchandise Legacy has a range of merchandise to enhance your fundraising. You can purchase these to use as prizes or sell on Legacy's behalf. 12

13 10. The Media letting people know Media coverage is a powerful, free, far-reaching tool that requires relatively little work and reaches a wide variety of people. It increases the visibility of your fundraising event. Here are some ideas on how to get the Media s attention. NEWSPAPER / MAGAZINES Whatever you are planning, write a Press Release - a sample structure is attached. After the event, tell the people about it through a Press Release AND a letter to the editor thanking the paper/magazine and the local population for their support. Keep it to one page A4 size, double spaced, 12 font. Tie in a personal story of local people who have been helped by Sydney Legacy. Send the Press Release to individuals within the media and never simply addressed to The Editor followed by Dear Sir/Madam. Read the local papers and find out names of editors and/or journalists whose writing shows they are interested in community issues and events. TV / RADIO Every TV and radio station has a Community Service Announcement Director. Call the station and find out his/her name. Ring them, introduce yourself, talk about your event passionately and ask them which is the best method to use to send them a Press Release fax (confirm the number), , post or hand delivered. Keep calls short, direct and no longer than 3 to 4 minutes. These are very busy people pressured for time. If you want to get your fundraising activity on to a particular radio/tv program, never call up and ask for the announcer or on-air person. Ring up and ask the name of the program s producer (eg breakfast program; afternoon program; drive-time program etc). Ask for the best time to catch him/her on the phone. In smaller country stations the announcer is often his own producer. Sometimes they will have the one Program Director who oversees all the shifts. The switchboard operator will tell you. Don t overlook Community FM Stations in your area. They have a great and loyal following and are always looking for good local news items. 13

14 The Media continued Remember, the primary role of media is to entertain. Your fundraising event is competing with hundreds of others. You must pitch to them an idea that is newsworthy; Always be direct; Listen to your local stations; read your local press. Aim your material at the right person. Address the material to them personally. Follow up a Press Release with a phone call asking if they have received it. Do not waste your time and the media s by flooding all their departments/announcers with hundreds of photostat copies of the same Press Release. Be inventive, have fun. You would not believe the amount of material that lands on journalists, editors and radio producer s desks every day. Yours must stand out. One secretary sent her Press Release tied to an arrow with the note we really need this to hit the right spot! Another group were holding a Country and Western Concert in the school oval. They discovered that the breakfast announcer also hosted the Saturday night Country and Western hour. The Press Release was sent to the announcer via his producer, attached to the biggest ten gallon hat you ever saw with an invitation to the concert for the brekkie announcer. Included with the invitation was the dare that he would not be game o wear the hat at the concert. The announcer spent the week prior to the event telling everyone on both his breakfast and Saturday night show about the size of the hat and to look for him at the concert! Write quality not quantity. Sydney Legacy can help you with statistics and stories. Get it to the media in plenty of time and ring them 10 days prior to the date to ensure it is still on file If the editor, feature writer or community service announcer says that they simply cannot help you this time, never, ever, spit the dummy. Accept what they say and thank them for at least looking at the material. Once the event is over, send them a letter with a photo telling them of its success. 14

15 The Media continued Oh my God they want to interview me! When being interviewed by either the radio, TV or newspaper, be confident! You know more about the campaign than the interviewer does! Meet with your committee and be sure to draw up the main points you want to get across during the interview. Read all the material and be sure you know what it s all about. When being interviewed: Be brief and to the point. Never be afraid to say I don t know but I can find out for you. If you feel the interviewer has missed the point, gently bring them back by saying something like...what s even more important is... The Campaign Be sure you can answer questions such as: What exactly are you doing? Where is the money going? What message do you want to send to people in your city/town? How can people become involved with your group. What s the history of your group helping Sydney Legacy. 15

16 Sample Press Release PRESS RELEASE (use very large font size) Name of Your Organisation (in smaller font size) FOR IMMEDIATE RELEASE (or) NOT TO BE RELEASED UNTIL ( Date) Contact Person: (contact details should include business hours contact; after hours contact; fax number; contact if available) TITLE AND CATCH PHRASE OF THE CAMPAIGN Now detail what you want the public to know: why the title of the campaign the date, time, address of the event or campaign a quote from the Chairperson or VIP contact details for further enquiries Be sure to: keep it to one page in length double space if you have attached a photo or reference material be sure to tell them as detailed below At the end of the page be sure to put... Ends Attached: (list here anything you have attached that might be useful in the writing of the material for the media to use eg photos with full explanation of who, what, where; any statistics/reports that will add to the story) 16

17 11. Disclaimer Legacy reserves the right to withdraw its support and approval for your fundraising at any time if it appears that there is a likelihood of your fundraising failing to adhere to any of the above guidelines. 12. Sydney Legacy Mission Statement and Values Mission Statement: Safeguarding the welfare of eligible dependants of incapacitated and deceased Australian veterans and other eligible persons in an ethical, effective and responsible manner. Values: To act professionally and ethically at all times. To be relevant to our stakeholders. To continuously improve through research and development. To grow and develop our people. To be financially prudent with broadly-based support 17