BRENNER CHILDREN S HOSPITAL THIRD- PARTY FUNDRAISING EVENT APPLICATION AND GUIDELINES

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1 BRENNER CHILDREN S HOSPITAL THIRD- PARTY FUNDRAISING EVENT APPLICATION AND GUIDELINES Thank you for your interest in hosting an event to benefit Brenner Children's Hospital. We are truly grateful for your support and ask that you follow these guidelines as you plan your event. Working with you, our goal is to ensure the best possible outcome for your event by approaching donors in a coordinated fashion to enrich patients' lives and enhance care at Brenner Children's Hospital. Any individual, business, or organization that wishes to host an event benefiting Brenner Children s Hospital must complete an event application which will be reviewed and approved by the Brenner Children s Hospital Development Office. Until the event has been approved, no public announcements can be made, and the event may not be promoted in any way. Applications must be submitted at least weeks in advance of the proposed event date. Applicants must reapply annually for approval. Events must fit the mission and image of Brenner Children s Hospital. All event materials that include the Brenner Children s Hospital name and/or logo must be reviewed and approved in advance by the Development Office. Materials include, but are not limited to, advertising, press releases, posters, flyers, and t-shirts. Brenner Children s Hospital is the beneficiary not the sponsor or host of any benefit events. Publicity should list the name of the event followed by benefiting Brenner Children s Hospital. If the gift is designated to a particular area (i.e., a division, program, etc.), the area must be listed as the beneficiary, not the hospital's name in general (e.g., " benefiting the Pediatric Oncology Division of Brenner Children s Hospital and the Department of Pediatrics"). The public must be informed how Brenner Children s Hospital will benefit from the event. If the hospital will not receive 100 percent of the net proceeds, an exact percentage or amount must be stated on all related publicity. If another organization, in addition to Brenner, will benefit from the event we must be notified on the application. Solicitation of businesses involving the direct or implied use of the Brenner Children s Hospital name(s) and/or logo(s) must be approved in advance by the Development Office. Many businesses already support Brenner Children s Hospital and may not wish to make additional donations. Event organizer is responsible for all expenses. Funds must be received by the Brenner Children s Hospital Development Office within 30 days of the fundraising event. Please discuss with us prior to the event on who to make the check payable. The event organizer must obtain any necessary permits, licenses, and insurance. Brenner Children s Hospital and all related entities cannot assume any type of liability for your event.

2 If circumstances warrant (e.g., fraud, negative exposure, etc.), Brenner Children s Hospital may at any time, through members of its Board of Directors or senior administrators, direct you to cancel the event. You must agree to cancel the event if so directed and further agree to release Brenner Children s Hospital and its officers and employees from any and all liability in connection with any such action. Should Brenner Children s Hospital decline the application or choose not to be affiliated with the third-party event in question, reference to Brenner Children s Hospital in any form (i.e., use of name or logos, etc.) will not be permitted. What Brenner Children s Hospital can do to support your event: Provide a letter of authorization to be used to validate the authenticity of the event. Provide and approve use of logos. Promote the event on the Brenner Children s Hospital website and other appropriate media. (Such decisions are made on a case-by-case basis. Promotional information must be received by Brenner Children s Hospital Development Office at least four (4) weeks prior to the event). We may be able to provide gift receipts for tax purposes to donors who make tax deductible contributions (gifts) payable to Brenner Children s Hospital; we cannot provide gift receipts for non-gift transactions, such as ticket sales, purchases, raffle tickets, etc. Payments made partly as a gift and partly in consideration for goods or services the donor received, may receive a receipt for the gift amount only; the value of the goods or services received are not tax-deductible. We will need to discuss in detail before the event. What Brenner Children s Hospital cannot do to support your event: Provide on-site staff or volunteer support at your event. Extend our tax exempt status to you. Provide giveaways or prizes for silent auctions. Provide funding or reimbursement for event expenses. Solicit sponsorship revenue for the event. Provide any kind of mailing list. Provide insurance coverage. Frequently Asked Questions Got questions? We've got answers. What is a fundraising event? A fundraising event is an organized activity or social function that is held for the purpose of raising money for a charitable organization. Fundraising events range from dinners to walkathons. When will I know if my fundraiser is approved? Most of our community fundraising activities are approved within days of receiving the application. Please make sure to fill out all the fields on the application to help expedite the process. We can t endorse fundraisers that don t fit with our mission.

3 Can I use the Brenner Children s Hospital name and logo? Once your fundraiser is approved, we will provide you with the hospital logo for your marketing materials. We must review everything with our name and logo before it s printed or distributed. This includes the use of the Children s Hospital logo on your website or your company s website. Can someone from Brenner Children s Hospital attend and/or speak at my event? Because of the large demand on clinical and support staff time, we can t guarantee attendance of physicians or staff at your fundraiser. Can I use Brenner Children s Hospital 501(c)(3) federal tax identification number? If a business makes a donation to your event and they require proof of Brenner Children s Hospital s tax-exempt status, we can supply this directly to them. Do I need to create a 501(c)(3) (non-profit) organization to host a fundraiser for Brenner Children s Hospital? No, anyone can host a fundraiser for Brenner Children s Hospital with our approval. If you are currently with an organization that claims 501c3 status and people make donations payable to your organization, Brenner Children s Hospital cannot provide them a charitable tax receipt. Can Brenner Children s Hospital issue gift receipts to my donors for tax purposes? Contact us prior to the event to discuss. Since you are not an agent of Brenner Children s Hospital, you may not issue gift receipts for donations made to Brenner Children s Hospital. We cannot provide gift receipts for non-gift transactions, such as ticket sales, purchases, raffle tickets, etc. Payments made partly as a gift and partly in consideration for goods or services the donor received, may receive a receipt for the gift amount only; the value of the goods or services received are not tax-deductible. We will need to discuss in detail before the event. Are there any guidelines regarding sponsorships and in-kind donations? Yes. Having a sponsor is a great way to offset the costs of your fundraiser. Over the years, Brenner Children s Hospital has developed relationships with businesses and vendors in our community and we need to take great care to foster these relationships. To avoid duplicate solicitations, we ask that you notify the Development Office before asking a business or vendor for any kind of sponsorship, donation, cash or in-kind. If you are not with an organization that claims 501(c)(3) status, please do not promise a charitable tax receipt. Does Brenner Children s Hospital provide event insurance? Because Brenner Children s Hospital is the beneficiary and has no direct involvement with running the fundraiser, we do not provide event insurance. The fundraising coordinator is responsible for obtaining any required permits and certificates of insurance. Should I send a personal thank you letter or card to my donors? Definitely! It is important to thank everyone who was involved with your fundraiser. We suggest that you send a thank you letter or card within one week after your fundraiser. Don t

4 forget to thank your volunteers and committee! Again, since you are not an agent of Brenner Children s Hospital, you cannot provide gift receipts to the attendees for gifts made to Brenner Children s Hospital. Does Brenner Children s Hospital accept toys, games, books and DVDs as donations? Brenner gladly accepts new toys, books, games, CDs and DVDs for children of all ages. For the safety of our patients, stuffed animals must be new. For a list of needed items, please go to the Child Life Department website at Families/Donate.htm Develop a plan The following steps will help you develop a plan at the outset so you can meet your fundraising goal while having fun too! Find something you re passionate about Building upon something you love will not only make the event planning easier, but it will also ensure you will have fun doing it. Establish details The type of event you choose should fit the size, interest, talents, goals and time availability of your committee. Think date, time, venue, anticipated guests, and theme. Avoid major holidays, school vacations, and other major events as this may affect attendance. Give yourself and your committee plenty of time to plan and promote the event. Develop a budget How much will it cost for supplies? Will there be a charge for the room/hall/event space? What can I get donated? These are just a few questions you will need to figure out as you develop your event. Remember you are not alone. We are here to help you if you have questions. Involve family and friends Planning an event can take a lot of time and effort. Don t do it alone. Get friends and family to help. Sharing responsibilities will boost the fun, and impact, of your fundraiser. Don't forget to apply! Once you have a plan and you are ready to take the next step, apply today to the Brenner Children s Hospital Development Office. Your application lets us know what type of fundraiser you're planning so we can guide you appropriately. Promote and publicize Develop a plan for generating buzz. Local newspapers and magazines are great, but don t forget your church, synagogue, or employer bulletins. Distribute flyers in your neighborhood and local businesses. Use social media sites like Facebook, Twitter and LinkedIn to promote the event. Don t forget to talk it up! Word-of-mouth can sometimes be your best advertising. Conduct your fundraiser! Now it's time for all your hard work to pay off! It's time for you to enjoy the fruits of your labor. Remember to have some fun yourself. You ve earned it!

5 Event wrap up Discuss with your committee members and volunteers what worked and what did not. Give thanks It's important to thank your donors and volunteers. We suggest you send your thank you letters or cards within one week of your event. Consider making your fundraiser an annual event Organize a follow up meeting with your committee to discuss and evaluate your event. Consider making this an annual event to benefit Brenner Children's Hospital! We ask that annual events re-register every year. This helps our team provide as much support to you as possible. If you have any questions or would like more information about organizing a fundraising event to benefit Brenner Children s Hospital, please contact the Development Office at (336) or

6 NOTE: APPLICATIONS MUST BE APPROVED BY BRENNER CHILDREN'S HOSPITAL PRIOR TO PUBLICIZING OR HOLDING EVENT CONTACT INFORMATION Name of group or company planning event: Contact Person: Title: Mailing Address: Organization website: Phone: Alternative Phone: Fax: Briefly describe your organization: Why did you choose Brenner Children s Hospital to be the beneficiary of your event? Have you held a fundraising event before? Yes No If yes, list the most recent fundraising event you worked on and its beneficiary.

7 What support, if any, will be requested from Brenner? Is your organization: Nonprofit For profit EVENT INFORMATION One-time event Annual event Ongoing project Name of proposed event: Briefly describe your event: Date: Time: Location: Is the event: Open to the public By invitation only Have you formed a committee to help organize this event? Yes No If no, who will support you in your efforts? Is Brenner Children s Hospital the sole beneficiary? Yes No If no, please list other beneficiaries: How will the funds be raised? Ticket Sales Sponsorships* Auction/Raffle Other * Please attach information on sponsorships including full amount of sponsorships and fair market value of goods and services received. Please be aware that monies given to purchase

8 tickets, auction items, raffle tickets, food, etc. are not considered charitable gifts. If someone makes a payment that is partly a gift and partly in consideration for goods or services, that person will receive a receipt for the gift amount only; the value of the goods or services received is not tax-deductible. Who will you solicit? Friends Family Clients Other Local Businesses (List names of businesses to be solicited for the event): (If more space is needed, please use the back of page) How will expenses be paid? From proceeds By event organizer Anticipated total funds raised: $ Anticipated total expenses: $ Anticipated donation to Brenner Children s Hospital: $ Where would you like your funds directed? How will you promote this event? I agree that Brenner Children's Hospital will receive proceeds from the event within 30 days of the event. I agree that all printed materials and publicity for the event must be approved by Brenner Children's Hospital prior to being released, printed, etc.

9 I have read the Guidelines and Application for Fundraising Events for Brenner Children s Hospital and agree to follow them as stated. Print name: Signature of applicant: Date: PLEASE RETURN FORM TO: Susan Kennedy Brenner Children's Hospital/WFBMC Office of Development PO Box Winston-Salem, NC For Development use only Approved by: Date approved: If you have any questions or would like more information about organizing a fundraising event to benefit Brenner Children s Hospital, please contact the Development Office at (336) or