Fundraising Guidelines & Application for Authority to Raise Funds

Transcription

1 Fundraising Guidelines & Application for Authority FUNDRAISING FOR THE ROYAL CHILDREN S HOSPITAL FOUNDATION (RCHF) Thank you for your interest in raising funds for The Royal Children s Hospital. The following guidelines are designed to assist any individual, group or organisation who wants to fundraise for the Hospital. The RCH Foundation is the fundraising arm of The Royal Children s Hospital (RCH) and Foundation staff will liaise with you about your fundraising proposal. We are here to give whatever advice and support we can. The following pages will take you through the registration process and include: 1. The terms and conditions of fundraising for the RCH Foundation 2. An application for Authority for the RCH Foundation Please note that you cannot commence fundraising on behalf of the RCH without written approval from the RCH Foundation. To fundraise for the Good Friday Appeal (GFA), you will need to register with the GFA office. Phone What we can do to help you Offer advice and expertise on event planning Provide a letter of authorisation to be used to validate the authenticity of the event and its organisers Promote the event internally to RCH staff Provide a written tax receipt to donors who make donations of $2 or more and receive no material benefit in return eg. auction payments are not tax-deductible What we cannot do to help you Provide on-site staff or volunteer support at your event Extend our tax exemption to you Provide insurance coverage Provide funding or reimbursement of expenses Solicit sponsorship revenue or goods for your fundraising activities Provide celebrities or professional athletes for your event Provide publicity, newspaper, radio, TV coverage etc Provide mailing lists of donors, physicians, employees, volunteers or vendors Please also understand the volume of requests exceeds our number of staff available to attend events. Please allow 10 working days for your proposal to be reviewed. These guidelines are designed to assist any individual, group or organization who is interested in raising funds for The Royal Children s Hospital Foundation. In order to abide by the Fundraising Appeals Act 1998, anyone wishing to raise funds on behalf of a charitable organization must hold an authority to fundraise issued by that organization. Fundraising Guidelines & Application for Authority 1

2 FUNDRAISING TERMS AND CONDITIONS To obtain approval for authority to raise funds from The Royal Children s Hospital Foundation the following fundraising terms and conditions need to be accepted and an application to raise funds form completed and submitted for approval. The Royal Children s Hospital Foundation will issue you with a letter of approval/endorsement which will then enable you to undertake fundraising on behalf of the RCHF when A written and signed copy of the Application for Authority has been received. The Royal Children s Hospital Foundation is satisfied that the fundraising activity will produce an appropriate return after expenses have been deducted. The Royal Children s Hospital Foundation is satisfied that the fundraising activity fits in with the aims and values of The Royal Children s Hospital Foundation. The Royal Children s Hospital Foundation is satisfied that the fundraising activity is not high risk. The fundraiser is not authorised to name The Royal Children s Hospital Foundation as a beneficiary until this letter of approval/endorsement has been received. FUNDRAISING FOR THE ROYAL CHILDREN S HOSPITAL FOUNDATION The Fundraising Activity, including the financial aspects, fundraising, raffles, record keepings and management of the Activity shall be conducted in your (the Fundraiser s) name and is the sole responsibility of the Fundraiser. A Fundraiser has no power to bind The Royal Children s Hospital Foundation in any manner whatsoever or to take any action or do any act or thing in the name of The Royal Children s Hospital Foundation. Fundraisers must make it clear when dealing with the public, sponsors and supporters that they are not representing the RCHF; they are acting on its behalf to raise funds that will be forwarded to The Royal Children s Hospital Foundation. The Fundraiser indemnifies RCHF against any liability, action, claim, suit, damage, cost and expense (including all legal fees) suffered by RCHF, to the extent that a claim or action brought against RCHF is connected to, in relation to or arising out of the Fundraiser s:- (a) negligence; or (b) breach of, or default under, this Agreement. The Fundraiser releases RCHF from and indemnifies RCHF against any liability for any injury, accident or other loss, whether physical or financial, suffered by the Fundraiser or its personnel in the course of conducting the Fundraising Activity. The Royal Children s Hospital Foundation is not able to take a co-ordination role in your Activity, such as soliciting prizes, organizing publicity or celebrities, assisting with ticket sales, or providing goods and services to assist the Fundraiser in running the Activity. The Fundraising Activity needs to be promoted and conducted by the Fundraiser in compliance with all relevant laws and regulations and the Fundraiser must apply for any permits and authorities that may be required. Copies of all permits must be sent to The Royal Children s Hospital Foundation. The Royal Children s Hospital Foundation expects a reasonable level of liaison and information regarding your Fundraising Activity. Any changes made from the details provided on the Application must be reported to The Royal Children s Hospital Foundation within 14 days of the date of the change and before the commencement of the Activity. The Royal Children s Hospital Foundation requires that there be no door-to-door appeal, street collections or telephone solicitation of any kind to the public in connection with the Fundraising Activity. The Royal Children s Hospital Foundation s insurance policy does not cover activities conducted by outside organisations and groups. All insurance cover required is the responsibility of the Fundraiser. (eg. public liability or wet weather insurance for an outdoor event) Fundraising Guidelines & Application for Authority 2

3 FINANCIALS All fundraising events must be self-funding. The Royal Children s Hospital Foundation will not be held liable for any losses or expenses incurred, by you, in any circumstances. The Fundraiser must take all reasonable steps to ensure that the expenses do not exceed a fair and reasonable proportion of the gross proceeds obtained from the activity. Expenses should not exceed 40% of the event revenue, not including raffle or auction proceeds. The proceeds from the Fundraising Activity and a statement of income and expenditure, along with copies of receipts for all expenditure, receipt books, collection tins, and unused raffle ticket books are to be forwarded to The Royal Children s Hospital Foundation within 14 days of the conclusion of the event. The Fundraiser must keep an accurate record of income, expenses and net proceeds from fundraising activities for 12 months. Individual tax deductible receipts can only be issued by The Royal Children s Hospital Foundation for people making monetary donations of $2.00 or more. If a donor would like a receipt, please send a list including the name, address, phone number and donation amount and a receipt will be issued from The Royal Children s Hospital Foundation. Please note that The Royal Children s Hospital Foundation cannot provide tax deductible receipts for non tax deductible items such as sponsorship, ticket purchases, entry to an event, donations of goods or services, raffle tickets and auction purchases. However, letters of acknowledgement can be provided for donations of goods. Monies raised through a raffle cannot be used to pay any event expenses. All proceeds raised by a raffle need to be donated to The Royal Children s Hospital Foundation. The only expense that can be taken out of funds raised by a raffle are those that are strictly raffle related, eg raffle ticket printing, raffle tickets. ADVERTISING AND USE OF THE NAME AND LOGO The Fundraiser is not permitted to use the name or logo of The Royal Children s Hospital or the Royal Children s Hospital Foundation without written approval from The Royal Children s Hospital Foundation. At no time can your Fundraising Activity be advertised as a Royal Children s Hospital or Royal Children s Hospital Foundation Event. However, it can be referred to as an Event supporting The Royal Children s Hospital or The Royal Children s Hospital Foundation. The Royal Children s Hospital Foundation can allow you to use the tag line proudly supporting on all of your promotional material. For example, this event is proudly supporting The Royal Children s Hospital Foundation/Royal Children s Hospital or funds raised will be donated to The Royal Children s Hospital Foundation/Royal Children s Hospital. All promotional material, advertisements, media materials and press releases to be used by the Fundraiser in relation to your Activity need to be submitted to The Royal Children s Hospital Foundation for written approval before public distribution or circulation. ROYAL CHILDREN S HOSPITAL FOUNDATION REPRESENTATIVE A Royal Children s Hospital Foundation Representative can be arranged to attend your Activity depending on availability. At least four weeks notice is required. Name: Name of Organisation (if applicable): ABN: Address: Postcode: Phone: B/H: Mobile: Fax: Website: Type of organization: Club Company Association Sole trader other Have you ever raised funds for The Royal Children s Hospital before? No Yes Fundraising Guidelines & Application for Authority 3

4 ACTIVITY INFORMATION Name of activity Description of activity: How will the funds be raised (eg. ticket sales, auction etc.): Proposed date of your activity: Proposed time of your activity: Venue name & address: Proposed ticket price/entry fee (if applicable): Is the activity (if applicable): open to the public: by invitation only: Has the activity taken place before (if so, when & how much was raised): Are there any other beneficiaries (if so, who): Do you have a group of people working on this activity: Has any person working on the activity had any connection with The Royal Children s Hospital (if so, how): How do you plan to advertise the activity (please refer to the fundraising terms and conditions regarding promotional material): Do you have or intend to seek public liability insurance for your activity? No Yes If Yes, please provide insurance details: How much money to you aim to raise for The Royal Children s Hospital Foundation: Will the RCHF Foundation receive 100% of all monies raised from this activity? Yes No If No, and you plan to hold an event, please provide a detailed list of anticipated income and proposed expenditure: Fundraising Guidelines & Application for Authority 4

5 FUNDRAISING ACTIVITY BUDGET Anticipated Income Ticket sales/entry free Sponsorship Raffles/s Main Auction Silent Auction Merchandise Donations Proposed Expenditure Venue Catering Audio Visual Printing (invites/tickets/posters) Advertising Entertainment Prizes Supplies Security Insurance TOTAL $ TOTAL $ Estimated net return to The Royal Children s Hospital Foundation $ If No, and you are donating funds raised from sales/income please provide the dollar amounts per item and dollar or percentage amounts that will be donated to the RCH Foundation: Would you like the funds raised to be directed to a specific area in the Hospital? Yes No If so, where?: PROPOSED RCHF FOUNDATION STAFF INVOLVEMENT Please select which of the following resources you may need from the RCH Foundation: Use of the RCH name for publicity purposes (please refer to the terms and conditions) A RCHF representative to attend RCHF Donation Coupons RCHF Collection Tins RCHF Receipt Book RCHF Silent/ Main Auction Bid Sheets RCHF Promotional Material RCHF Banners Other: RCHF Raffle Tickets Fundraising Guidelines & Application for Authority 5

6 DISCLAIMER The Royal Children s Hospital Foundation reserves the right to withdraw approval to fundraise should it be necessary to protect the reputation of The Royal Children s Hospital or The Royal Children s Hospital Foundation. If this was to occur, all fundraising and promotion must cease immediately, and the fundraising authorisation letter and all monies raised must be returned to The Royal Children s Hospital Foundation within seven (7) days. This Agreement is made between THE ROYAL CHILDREN S HOSPITAL FOUNDATION LIMITED of Victoria ( RCHF ); and the Fundraiser, subject to and conditional upon the terms and conditions of this Agreement. SIGNED BY OR ON BEHALF OF THE FUNDRAISER: Yes, I have read and understand the Terms and Conditions of this Agreement and will abide by them. Signature: Name: Position: Signature: Name: Position: Date: Date: IMPORTANT: This is not an authority to raise funds until it has been signed by an authorised officer of RCHF PLEASE POST OR FAX TO: The Royal Children s Hospital Foundation Attention: The Royal Children s Hospital PARKVILLE VIC 3052 Ph: (03) Fax: (03) SIGNED FOR RCHF: OFFICE USE ONLY Signature: Name: Position: Project approval no: Date Letter of Authority issued: Date: Fundraising Guidelines & Application for Authority 6