Community Partners. Guidelines and Application
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1 Community Partners Guidelines and Application Duke Children s Hospital & Health Center is a leading provider of children s health care in North Carolina. As a result our patients and families are your friends and neighbors. Thank you for taking the first step in helping them by hosting a community event to benefit Duke Children s. You are making a difference in the lives of hundreds of thousands of patients by supporting Duke Children s in its mission to make life better for children. Ninety percent of our patients are from North Carolina and the remaining 10 percent travel from all parts of the world for the hope and miracles Duke Children s can offer. What s more, our research and global outreach touch millions of lives worldwide. Because Nothing Matters More dukekids@duke.edu
2 Duke Children s Community Partners Duke Children s is grateful to all groups interested in supporting our endeavors in education, patient care and research. We want your event/initiative to be a success. Please carefully review the following policies, guidelines and support levels, which have been designed for the protection of both the fund-raising group and/or individual and Duke Children s. Please call the development office should any questions arise while planning your event/initiative. General Guidelines Any fundraising activity for the benefit of Duke Children s must be approved in advance by the Duke Children s Office of Development. A community event application should be completed and filed with Duke Children s no less than 45 days prior to the proposed event date. Events should complement Duke Children s mission, to make life better for children, and convey a positive image of the hospital. Alcohol, tobacco, firearms or other products or activities deemed harmful or inappropriate for children may not be promoted alongside or in conjunction with Duke Children s brand. If event donations are derived from the promotions of a product, the product must be noncontroversial. All determinations of appropriateness under these guidelines will be made by Duke Children s. We require that at least 50 percent of the net proceeds be directed to the hospital; exceptions may be made on a case-by-case basis. Your organization may not state or imply that it is an agent, subsidiary, or partner or that it holds any other business relationship with Duke Children s.
3 Fundraising TIPS Tips for a Successful Event Choose An Effective Planning Committee The success of your event is increased by the enthusiasm and dedication of the people who plan and organize it. Plan to involve enough volunteers to share the workload and to garner a wide range of skills. Establish Event Goals Set realistic goals that you can measure and attain. By tracking progress, you will generate stronger event participation and community goodwill. Brainstorm Ideas Several minds are better than one, so write down all ideas. The more the volunteer committee participates in the planning, the more committed they will be later. Be Sure To Choose the Right Event Your event should complement Duke Children s mission to make life better for children. It should also fit the size, talent, goals, interests and time availability of your group. Identify Your Audience Who is most likely to attend and support your event? Schedule the Event Date Schedule your event for a time that is appropriate and convenient for those who will be attending. Take into account school calendars, sports, schedules and national and major religious holidays. Develop a Budget Identify all possible sources of revenue and anticipated expenses. Don t forget to try and get items donated to help reduce expenses and to ensure a larger contribution to the patients served by Duke Children s. Promote and Publicize Your Event Publicize early and often and get the word out any way you can. Utilize TV, radio, newspapers and magazines, as well as flyers, posters, community bulletin boards and social media.
4 Community Event Guidelines Event/Initiative Marketing and Promotions Guidelines When beneficiary status of an event is to be shared between Duke Children s and another organization, Duke Children s must have the opportunity to approve beneficiary status. All beneficiaries of an event should be listed on invitations and in publicity and promotional materials. Community events must comply with all federal, state and local laws governing charitable fundraising, raffles, gift reporting and special events. The event organizer(s) is responsible for obtaining any necessary permits, licenses and clearances, as required by the government. The organizer(s) must also obtain appropriate insurance coverage, if necessary. Permits Duke Children s cannot be involved in the process of securing any required permits for the event. Liability Duke Children s is not liable for any injuries sustained by event coordinators, volunteers or participants related to an event/initiative benefiting Duke Children s and cannot assume liability for your event. Endorsement Duke Children s cannot endorse any product and/or service, and may require a corporation/organization to include language stating this in any promotion. Product Approval If a product is being sold or distributed to benefit Duke Children s, a sample of the product is required for approval from the Development Office and Duke Trademark and Licensing before production. Please submit the product at least 30 days prior to production for approval. Please note that not all philanthropic initiatives will be approved to use Duke trademarks. Services Approval If a service is being marketed to consumers and a donation is made to Duke Children s as a result, approval from Development and Marketing must be obtained at least 30 days prior to promotion of the initiative. Tax ID Duke Children s cannot provide its tax ID number to any community partners planning events/initiatives to benefit Duke Children s. In addition, please do not represent to the public that your event/initiative benefits from any tax-exempt rights or privileges as a result of your relationship with Duke Children s. Duke Children s can, however, provide you with a letter of intent, confirming to any potential sponsors or donors that we are aware of your event/initiative and that the proceeds will support Duke Children s. Right to Terminate Relationship Duke Children s reserves the right to terminate any Community Partner relationship at any time.
5 Supporter ($100 - $2,499) Listing of the event/initiative on the Duke Children s Community Partners web page. Permission to name Duke Children s as the beneficiary of your event (all listings require prior approval by the Duke Children s Development Office). Permission to use the Duke Children s logo or photos (all items featuring the logo require prior approval by the Duke Children s Development Office). Social media post on the Duke Children s Facebook and Twitter pages of your event details. Friend ($2,500 - $9,999) Organizer may submit a press release or event information sheet for potential placement in Duke Children s communications channels (subject to space and approval). Please submit materials at least four weeks prior to your event. Link may be established from the Duke Children s website to your event website (following a determination by Duke Children s that the event website is suitable for such a link). One promotional item to be used as a door prize or give away. Donor Drive peer-to-peer fundraising page or customized gift page url to assist in your fundraising efforts, if desired. Support Levels These support levels identify assistance provided by Duke Children s. The levels are based on expected proceeds from your single event / initiative. All first-time events/initiatives will receive benefits listed in the $100 - $2,499 range for the first year. Each level will also receive all benefits of lower levels (for example: Partner level will also receive the Friend and Supporter level support). Partner ($10,000 - $49,999) One promotional item for each of your event participants. Request a Duke Children s representative to speak at your event, (subject to availability). Request a Duke Children s representative for a photo opportunity/check presentation (subject to availability). Champion ($50,000 - $99,000) Up to two promotional items to hand out to each participant at your event. Your event logo and listing included on Duke Children s Community Partners web page. PR support with communications (e.g., writing a press release). Duke Children s banner on-site for event. Duke Children s Office of Development representation at your event (i.e., table, team).
6 Leadership ($100,000+) Duke Children s Office of Development representation at your event/initiative. Fiscal assistance (if needed), including managing accounts receivable and accounts payable solely related to the event benefiting Duke Children s. Public relations support (e.g., submit press releases to print and broadcast media on your behalf) Duke Children s is fortunate to be the beneficiary of a wide variety of community fundraising efforts. With limited staff and resources, we appreciate your gifts of time and talent to help support our efforts. Together we can continue to provide the highest quality, patient- and family-centered care at Duke Children s because of your passion and commitment. Unfortunately, we cannot: Provide the Duke Children s mailing list of donors, board members, sponsors, vendors, medical staff, volunteers, employees, patients or other affiliated hospital constituencies. Solicit sponsorship revenue, auction items or prizes on behalf of your fundraising event. Provide auction items. Distribute event fliers, posters or other promotional materials within the hospital. Provide the hospital s tax exemption number, unless agreed upon prior to your event. Provide insurance for your event. Assume responsibility for promoting, publicizing or selling tickets to your event. Offer funding or reimbursement for expenses. Allow you to host a raffle under Duke Children s name. (*By North Carolina state law, raffles are allowed only if sponsored by a 501(c)(3) organization. Duke Children s is unable to endorse a raffle staged by a third party.) Provide Duke Children s stationery. Guarantee staff, volunteer or patient family attendance at your event. Provide celebrity appearances at your event.
7 Individual Business Organization/Group Community Partners Event Application Thank you for your interest in organizing an event/activity to benefit Duke Children s Hospital & Health Center. Please complete this application for review by Duke Children s Hospital Office of Development and return the completed form to: Duke Children s Hospital, DUMC 2975, Durham, NC or fax it to (919) If you have any questions, please call us at (919) PLEASE TYPE OR NEATLY PRINT ALL INFORMATION I. DESCRIPTION Name of Event/Activity: Nature of Event/Activity (Please explain in detail; add additional pages if necessary): Has this event/activity been done before? When? Location of Event/Activity: Date of Event/Activity: Rain date: Indoor Outdoor Hours of Event/Activity: Projected Attendance: Will any other organization benefit from this event/activity? If so, please name and describe the extent to which they will benefit. List of businesses you intend to ask to sponsor this event/activity:
8 II. CONTACT INFORMATION Name of Sponsor (Individual/Business/Group/Organization): Address: Contact Person: Phone number: (w) (h) (cell) For business/group: Number of years in existence Number of employees/members Previous relationship with Duke Children s: III. FINANCIAL INFORMATION Projected costs: $ Projected income: $ Estimated donation: How will proceeds from the event be given to Duke Children s: Cash Check Other Expected date net proceeds will be given to Duke Children s: If you choose to offer the option for online credit card giving, please direct donors to Online gifts must be made directly to Duke, rather than filtered through another source (i.e., PayPal) to ensure that the gift is credited to the individual donor, and a tax receipt can be issued. Donations made to an event/activity through PayPal and then forwarded to Duke are credited as a lump sum to "various donors." Because Duke cannot verify the individual payments/amounts, no tax receipts can be provided. III. PROPOSED SUPPORT FROM DUKE CHILDREN S Speaker (describe) Other (describe)
9 IV. PUBLICITY INFORMATION Duke Children s Development Office must review all materials that include our logo and/or name. Materials must be submitted at least 30 days in advance to: dukekids@duke.edu, for review and approval prior to distribution to any third party. Please indicate the types of promotions you plan to use for your event: Press releases to: Flyers to: Public service announcements (PSAs) to: Other: I/we have read the attached Duke Children s Hospital Community Partners Guidelines in full, and I/we agree to adhere to those guidelines in planning and executing our event/activity. I/we understand that the guidelines are not comprehensive and that all decisions for the event/activity, including safety precautions, remain the responsibility of the event/activity sponsor. Duke Children s Hospital and its affiliates, including Duke University Health System, do not accept or assume any liability associated with event/activity. I/we shall indemnify, protect, defend and hold harmless Duke Children s Hospital and its affiliates, including Duke University Health System, and their officers, directors, employees, agents, affiliates and contractors from and against any and all claims, liabilities, damages, losses, expenses, demands, suits and judgments, interest, and expenses including without limitation reasonable attorneys fees and costs, arising from or relating to our event/activity. Signature Date Title/Name of Company or Organization
10 Approval Getting your Event Underway Approval Duke Children s Office of Development must approve all Community Partner activities. You will receive notification of the status of your application. Event/Initiative Marketing The community partner/organizer is responsible for marketing and promoting the event/initiative including: media, press releases, posters, flyers and advertising. All materials and publicity must be approved by Duke Children s Development Office prior to printing or production. This includes any commercial scripts/art, press releases, posters, flyers and advertising that use the Duke Children s name and/or logo. Duke Children s can often assist in promoting your event/initiative through selected internal communications opportunities to Duke Children s faculty and staff, depending on your Level of Support (see pages 5-6). However, placement cannot be guaranteed. If you would like your event/initiative information submitted to these publications, a press release or an event fact sheet is required four weeks prior to your event/initiative. Logo/Photo/Mark Use Logo use is not permitted without approval. This includes downloading Duke Children s logos from hospital web sites. All uses of Duke s name, trademarks, logos, images, etc. are subject to and must comply with Duke s Trademark Licensing Policy. The Duke Children s logo is a registered trademark and may not be altered in typeface, color, configuration and/or position. Based upon utilization of the logo, Duke Children s will provide the hospital s logo and logo standards to the event organizer. We must approve all uses of the hospital name and/or logo in advance of its reproduction, printing or distribution. In naming the special event, Duke Children s should not be used in the title, but instead listed as the beneficiary. For example, the event should not be referred to as the Duke Children s Bowling Tournament. Instead, it should be promoted as Bowling Tournament to benefit Duke Children s Hospital & Health Center. Event/Initiative Promotion at Duke Children s If the organization plans to solicit contributions, sponsorship or in-kind gifts from businesses (local or national), the list of potential business sponsors must be submitted and approved by Duke Children s before these businesses are approached in any way. Please remember that many local organizations have a long-standing history of involvement with Duke Children s.
11 Wrap Up You did it! Great job! Now you just have to wrap things up. Donation Submission Duke Children s must receive the proceeds from your event/initiative within 60 days of the conclusion of the event/initiative. If you have collected checks made out to Duke Children s, these must be received within 30 days of the date of the check. Per the IRS, each gift from an individual must include the value of any goods and services received as a benefit (value of a ticket or meal, value of round of golf, etc.). In addition, the fair market value of those goods and services must be communicated to the donor prior to their making a donation, and prior to their purchasing or registering for an event. Only gifts above the goods and services value are considered charitable. Duke Children s will credit/receipt whoever issues the check to Duke Children s. If donations are deposited in an event/initiative bank account and subsequently donated in a single sum to Duke Children s, only the individual/organization whose name appears on the check that Duke receives will receive acknowledgment for tax purposes. Your event/initiative donors contributing in this way should be made aware that their gifts will not be acknowledged as contributions to Duke Children s. If event/initiative donors would like to receive a tax receipt and/or credit, please have the individual donor make the check payable to Duke Children s Hospital & Health Center. If the event s registration fees/donations are needed to pay for expenses from the event/initiative, and the event/initiative organizer(s) wants the individual donors to receive the credit: The donor should make two payments, one to the event/initiative to cover the expenses and one as a charitable donation to Duke Children s. Checks should be made payable to: Duke Children s Hospital & Health Center. Proceeds should be mailed or delivered to: Duke Children s Hospital & Health Center Office of Development Attn: Community Partnerships DUMC BOX 2975 Durham, NC 27710
12 Say Thank You Acknowledge everyone who participated in or supported your event, and let them know how much you appreciated their help. You ll want them to come out and support you again. Share the amount you raised and the impact it will have on Duke Children s. Provide a list of participants to Duke Children s Please provide a list of your event participants to Duke Children s including name, mailing address, address, phone number and role in your event. We may use this information to educate, inform and inspire your participants about Duke Children s. Duke Children s is authorized to have complete access to all fundraising activities and to audit such records at completion of the fund raiser or at any time during the fundraising activity as deemed necessary. Under no circumstances may an individual keep any portion of the proceeds as profit or compensation for organizing the event. Event organizers must seek approval from Duke Children s to repeat the event in each succeeding year. Thank you for your time, energy and dedication to Duke Children s. You are contributing to our mission of providing the best possible care for the patients and families we serve today and discovering treatments that will enhance the health care of future generations. We look forward to celebrating the success of your event/initiative.
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