Community Fundraising Guide

Transcription

1 Bayley House abides by the Charitable Fundraising Act 1991 and asks that you adhere to the following Community Fundraising Guide Bayley House 52 Middle Cres Brighton, Vic 3186 Tel: (03) Fax: (03) providing the best possible individually tailored services to meet the needs of people with an intellectual disability. Community Fundraising Guide Sep 2012 Page 1 of 9

2 Thank you for your interest in holding a fundraising event or activity to support Bayley House. We value all enquiries from individuals, community groups and businesses interested in hosting a community fundraising activity to assist Bayley House in raising awareness and funds to provide support services and programs for adults with an intellectual disability. The funds raised will help us offer our day services to more people and expand our in-house and community based programs. They will also assist us to provide our people with a greater range of supported residential accommodation options and increase the respite and recreational opportunities that we offer. We appreciate the time and effort fundraising requires. However it is important that all proposed fundraising events and activities are registered and approved before fundraising can commence. This is necessary as individuals or organisations who raise funds for Bayley House must comply with the various Fundraising Acts and regulations to which we must adhere. Bayley House has the right to decide whether or not a fundraising event can take place. Due to limited resources we regret that Bayley House is unable to assist in the coordination and organisation of your fundraising initiative but we have developed this Community Fundraising Guide which should assist in making your event a success. The Community Fundraising Guide outlines your fundraising responsibilities in organising a fundraiser for Bayley House and includes an application form for you to complete before you begin. Once again, thank you for considering support of Bayley House in such a practical way. We look forward to receiving your application. Community Fundraising helps us to help our people Community Fundraising Guide Sep 2012 Page 2 of 9

3 THE STEPS TO A SUCCESSFUL FUNDRAISING ACTIVITY Community Fundraising Guide Step 1: Planning your fundraiser Determine what sort of event you would like to conduct. Set a goal or target of how much you hope to raise. Make a decision about the most appropriate time to hold your event taking into consideration the type of activity it is and the people who will be involved as fellow organisers or attendees Where will you hold your event? Things that you may wish to consider when deciding this will include: cost of the venue hire, booking availability, facilities, expected attendance numbers access and parking Who is your target market? This will impact on the type of event or activity you wish to conduct. Carefully think about all the different aspects that you will need to consider about how to put on a fundraising event or activity. Some of these include: Organisational support enlist the support of family, friends and others who will be able to help you organise and conduct the event or assistance in other ways Budget plan your anticipated income and expenses Promotion how are you going to promote the fundraiser and how will you do this. Sponsorship are there local businesses and companies you may be able to approach to gain sponsorship. If so you may wish to write a sponsorship proposal In-Kind Support - who is able to assist you through the provision of donated goods and items Draw up checklists that include all aspects of the event organisation, who is completing the task and completion date Construct a timeline to assist in the planning of the event and completion of all key elements Be informed and passionate about Bayley House s work. Know how /where the funds you hope to raise will be used so you can answer their questions. You may wish to discuss this with Bayley House s External Relations Manager. Step 2: Start organising your event Complete and return the Community Fundraising Registration Form to Bayley House along with any further information that may be requested. You may wish to contact the External Relations Manager at Bayley House to discuss your plans. It is important that all Community Fundraising Events that are conducted in support of Bayley House be registered and approved. Once you have received written approval and a Letter of Authority from Bayley House you may begin your fundraising. Liaise with Bayley House s External Relations Manager as needed Action time contact people, make bookings, gain support...do all you need to in order to make your event successful Step 3: Hold your event Put all your plans into action and conduct the event. Preparation is the key and if you have done all the hard work to make the activity a success, then it will be but don t forget to enjoy the ride. Step 4: Follow Up It is essential that you THANK everyone who is involved in your fundraising activity or has supported you in any way. This may include fellow volunteers, organisers, sponsors, in-kind donors, businesses and anyone else who played an important role in the success of your fundraising activity. Whilst many may be thanked in person, and even given a small gift, it is always best to thank people in writing as well. Provide a brief summary of the activity, the funds raised and how they will be used Complete all the relevant paperwork and forward the funds raised to Bayley House Inform local media and others of your success Community Fundraising Guide Sep 2012 Page 3 of 9

4 FUNDRASING IDEAS & SUGGESTIONS The type of fundraising activities that you can hold is endless. The list below provides you with a few ideas and suggestions to get you started. Auctions You may wish to hold an auction at an event, online or amongst friends or work colleagues. Secure donations from local businesses, individuals or companies and auction off the items to raise funds. Some great ideas for auction items: Sporting memorabilia Paintings Weekends away Household items Tickets to an event Jewellery Restaurant dinner Entertainment Unique Experiences Special Celebrations If you have all you need, why not ask family & friends to make a donation to Bayley House instead of bringing a gift to a special celebration whether it is a birthday, Christmas, wedding, anniversary or another important occasion. Bayley House can provide you with gift envelopes which you can include with your invitation. All gifts over $2 are tax deductible and receipts will be forwarded to all donors. Events There are many different types of events, large or small, formal or informal that can be held to raise funds. Band Night or Concert Exhibition (eg Art) Wine & Cheese Tasting Karaoke Night Fashion Parade Sports Day / Match Open house / garden Casual Day / Fancy Dress party Dinner or Cocktail Party Movie Night Comedy Night Guest / celebrity speaker Treasure Hunt Bingo / Trivia Night Dinner Dance Stalls, Sales & Stands Hosting a stall or sale in your backyard, at a sports day, at a local market, in a hall or building, at a store or shopping centre or at your workplace is a great way of getting your local community involved. In some situations you may need to check with your local council to see if you need permits or have to book a public space. Types of stalls and sales can include: Cake / Food stall Car boot sale Garage Sale Sausage Sizzle Book sale Pancake Day Raffles Seek donated prizes from local businesses, companies or other sources and sell raffle tickets to your family, friends, work colleagues & acquaintances. Please note that Bayley House does not approve of door knocking, or the solicitation of donations in public places. The guidelines on how to conduct a raffle vary from state to state. In Victoria individuals, groups or organisations conducting a raffle must comply with regulations and guidelines outlined by the Department of Consumer Affairs and the Commission for Gambling Regulation (Minor Gaming Unit). Personal Challenge Complete an activity such as bike ride, walk, run, swim or participate in an organised event and collect sponsorship. Bayley House works with Everyday Hero to provide an easy to use online fundraising tool. Simply visit and register to fundraise nominating Bayley House as your chosen charity. Create your own fundraising webpage and the link to your people in your personal network. Ask them to sponsor you. You will be notified of all donations that are made in support of your challenge and donors will receive a receipt via . Community Fundraising Guide Sep 2012 Page 4 of 9

5 RESPONSIBILITIES OF THE FUNDRAISER The fundraising activity shall be conducted in the Fundraisers name and is the sole responsibility of the Fundraiser. Please note that your fundraising activity is not a Bayley House event and as such we cannot take a coordination role in any of the activities nor assist in soliciting support for the event. It is the responsibility of the Fundraiser to ensure that: Authority to fundraise is gained from Bayley House All fundraising legislation is adhered to and permits and authorities are gained as required ID badges issued must be worn as requested and returned upon the completion of the activity There is appropriate financial management of all aspects of the activity All necessary insurances are gained prior to the event There is appropriate use of the Bayley House name and logo The activity is promoted in accordance to Bayley House s guidelines Sponsorship gained is in accordance to Bayley House s guidelines The funds raised are forwarded to Bayley House within 14 days of the activity being concluded along with the necessary documentation AUTHORITY TO FUNDRAISE All persons or groups wishing to fundraise for Bayley House will require a Letter of Authority signed by the External Relations Manager or the Chief Executive Officer. This letter will outline details about the activity and indicate that you have been granted permission to raise funds in support of our organisation. Your Letter of Authority will be forwarded after Bayley House has received the completed Community Fundraising Registration Form and approved the fundraising activity / event. Where appropriate, a Fundraising Identification Badge will also be forwarded. The ID must be worn at all times during your fundraising activities. The Letter of Authority will be accompanied by a Fundraisers Kit which contains the relevant documentation you will need when your fundraising activity has been completed. Registering your event and gaining authorisation benefits both Bayley House and the prospective fundraiser. Your event will be listed on our Community Fundraising Calendar and should anyone enquire about the activity Bayley House will be able to acknowledge that we are aware of your event and reiterate that the person or group has our permission to fundraise. Likewise, should you be questioned about the authenticity of your fundraising, you will be able to show that you have our support by producing the Letter of Authority. This helps to protect the integrity of the fundraising activity and ensures transparency. Bayley House will approve all fundraising activities based on: How well it fits with the aims & values of Bayley House The ability to produce a reasonable financial return after deduction of expenses (ie: expenses must be less than 30% of total income raised) The level of risk involved Compliance with fundraising legislation The ability to provide Bayley House with a complete record of income / expenditure if requested Bayley House has the right to decide whether or not a fundraising event can take place and may request further information before approving the event. Please ensure that you read the Fundraising Guidelines carefully. Community Fundraising Guide Sep 2012 Page 5 of 9

6 USING THE BAYLEY HOUSE NAME & LOGO Any use of the Bayley House name and/or logo by a Community Fundraiser can only be done so with permission from the Chief Executive Officer or External Relations Manager. All references to Bayley House, in name or use of logo, in any piece of promotional material must be submitted for approval before publication. This includes: invitations, posters, electronic materials, flyers and media releases. The correct name and spelling of Bayley House must be used in all promotional materials. Bayley House Name Bayley House must approve the use of a line of copy stating the relationship between the event/activity and our organisation. Bayley House must also approve any statements made in relation to the services we provide, our facilities and what we do. The details on how the proceeds of the event / activity will be allocated to Bayley House must also be included in promotional materials. Acceptable: Proudly supporting Bayley House 50% of the proceeds from this event will be donated to Bayley House The net proceeds of this event will be donated to Bayley House Bayley House provides support services and programs for adults with an intellectual disability. Unacceptable: Bayley House Trivia Night Bayley House Fun Run Bayley House Logo Any use of Bayley House s logo must be approved. Each Community Fundraising event will be evaluated on a case by case basis and it is at the discretion of Bayley House whether logo usage shall be granted. Details on how to use the logo will be supplied by the External Relations Manager if permission to use the logo is granted. A sample of all materials incorporating the logo must be forwarded to Bayley House for approval prior to publication. PROMOTING THE EVENT Bayley House has limited ability to assist with the promotion of your event / activity. The responsibility for promotion lies solely with the Fundraiser. We may be able to assist with provision of materials relating to Bayley House, information for the media and attendance of a representative from Bayley House at you event should it be appropriate. Due to the Privacy Act Bayley House is unable to promote Community Fundraising events and activities to our database, but are happy to include some information on our website. All promotional material must be forwarded to Bayley House for approval prior to being circulated. Spokesperson The Chief Executive Officer is the spokesperson for Bayley House. Individuals / groups conducting fundraising events are not to speak on behalf of Bayley House. Should you wish to arrange a spokesperson for Bayley House to make a comment for promotional purposes please contact the External Relations Manager. Media & Public Relations Bayley House cannot undertake media and public relations activities on behalf of the Fundraiser, however we are happy to provide advice on producing media materials where needed. Under special circumstances we may be able to provide some assistance in writing and distributing media releases to print and electronic media. Please inform Bayley House if you intend approaching any media. Community Fundraising Guide Sep 2012 Page 6 of 9

7 PUBLIC LIABILITY, PERMITS & LEGISLATION Bayley House is unable to provide public liability insurance to cover community fundraising activities or indemnify the organisers of such events for their activities. Bayley House recommends that the Fundraiser and the event venue have appropriate public liability insurance to cover the event. If applicable, written confirmation or a copy of the Certificate of Currency should be forwarded to the External Relations Manager. Bayley House accepts no responsibility for any accidents or incidents that occur during the organisation or running of the fundraising activity. You must indemnify Bayley House in any insurance you undertake in relation to your activity. It is the responsibility of the Fundraiser authorised to undertake the fundraising activity to gain any licences or approvals to operate their fundraising activity from relevant local and state authorities. Be aware that applications for permission may need to be received by the authority weeks in advance of the activity. LOCAL FUNDRAISING AUTHORITIES Some activities require permits or licences from the local council in which the activity is being conducted. Please contact your local council directly to determine if you need to gain authorisation or permission. STATE FUNDRAISING AUTHORITIES Victorian Consumer Affairs Phone: Fax: Mail: GPO Box 123 A Melbourne VIC consumer@justice.vic.gov.au Internet: Victorian Commission for Gambling Regulation, Minor Gaming Unit Phone: Fax: Mail: PO Box 1988 Melbourne VIC minor.gaming@vcgr.vic.gov.au Internet: TICKET SALES Bayley House does not have a network of people to sell tickets or to attend events and activities however if appropriate we will do our best to support the event with promotion in our website and news publications. IN-KIND SUPPORT Bayley House is not in a position to assist the Fundraiser to identify and/or develop a relationship with a potential provider of in-kind services, products or materials. Submissions for in-kind support should clearly state that the Fundraiser is requesting the support, not Bayley House. Community Fundraising Guide Sep 2012 Page 7 of 9

8 SPONSORSHIP Bayley House is unable to assist Fundraisers in identifying and seeking support from a potential sponsor. Community Fundraisers seeking sponsorship for their fundraising activity should advise the Bayley House s External Relations Manager in advance of any approach to a potential sponsor to ensure that the rights of Bayley House sponsors and are not breached. Sponsorship proposals should clearly state that the Fundraiser is requesting the sponsorship, not Bayley House. FINANCIAL MANAGEMENT It is the responsibility of the Fundraiser to ensure there is appropriate financial management of all aspects of your fundraising activity / event. It is the requirement of the Charitable Fundraising Act (1991) and Regulations for Fundraisers are that the Fundraiser maintains accurate financial records that outline income and expenditure. A simple way to keep track of the financial details of your event is to keep a folder with a number of plastic sleeves which can be used to keep receipts, bank deposit slips, cheques donated, sponsorship information and other details. Make notes on back of receipts to ensure you are clear about what the money paid for. You may also like to maintain a spreadsheet that outlines income and expenditure for your event. This can be used to complete the Fundraising Results Form that will need to be returned when you forward the funds raised to Bayley House. All costs that are incurred by the Fundraiser can be deducted from the funds raised. Such costs must be fair and reasonable and be properly documented. Only include direct out of pocket expenses such as venue hire, catering etc. Bayley House cannot pay for any expenses incurred by the Fundraiser. It is advisable that the expenses incurred are less than 30% of the total income raised. TAX DEDUCTIBLE DONATIONS & RECEIPTS Tax deductible status Bayley House is registered with the Australian Tax Office as a Deductible Gift Recipient. Consequently all donations $2.00 or over are tax deductible. Tax deductible receipts can be issued ONLY when the donation is a gift and the donor has received nothing in return. If the donor receives something in return for giving, then it is not tax deductible. The following are not tax deductible: Ticket purchases (eg: raffle) Entry to an event (unless the ticket price is over $150 strict conditions apply) Sponsorship of an event or fundraising activity Donation of services Purchase of auction items GST In general donations for charitable purposes do not attract GST provided that they are purely a gift. Receipts A general receipt will be issued to the Fundraiser once funds raised by the activity have been received. Bayley House will not issue receipt books. If you require individual receipts please record the donor s details on the Donor Receipt Form which will be included in the Fundraising Kit. Bayley House will then issue an official receipt which will be forwarded directly to the donor. Community Fundraising Guide Sep 2012 Page 8 of 9

9 FORWARDING MONIES RAISED The funds raised must be reconciled and forwarded to Bayley House with the completed Fundraising Results Form within 14 days of the completion of the fundraising activity. Funds can be forwarded to Bayley House in several ways: In Person: Mail us: Cash funds can be delivered to the Bayley House office 52 Middle Crescent, BRIGHTON Forward a cheque or money order to PO Box 113, BRIGHTON VIC Do not send cash through the mail Direct Deposit: Deposit the funds electronically or at any National Australia Bank Branch using our account details which will be provided in the Fundraising Kit that will be forwarded upon registration and approval of the fundraising activity. CONTACTING BAYLEY HOUSE If you have any queries about your application or conducting a Community Fundraising activity / event, please do not hesitate to contact the External Relations Manager at Bayley House. Phone: contactus@bayleyhouse.org.au Thank you for supporting Bayley House. Your important contribution will help us to provide better services and programs to adults with an intellectual disability. Community Fundraising Guide Sep 2012 Page 9 of 9