Fundraising guidelines Home Fundraising guidelinesThanks for joining the 2019 Telethon team The Children’s Hospital Foundation is the official charity of the Queensland Children’s Hospital, the Centre for Children’s Health Research, and for all sick kids throughout Queensland and northern New South Wales. The Children’s Hospital Foundation works wonders for sick kids by funding life-saving medical research, investing in vital new equipment, and providing comfort, entertainment, family support and care programs for sick kids. Your support will help us continue this work and so much more. Since 1986, more than $120 million has been invested into working wonders for sick kids. Imagine what we can do now with your help! The Children’s Hospital Foundation is legally required to approve and authorise all volunteer fundraising activities so, before you get started in your fundraising for us, we will need to authorise your fundraising event or activity. All supporters are required to register their fundraising event or activity, no matter how large or small it is. These fundraising guidelines are designed to assist you in planning your fundraising event or activity. We request that you read the guidelines and seek Foundation approval for your event or activity prior to commencing any fundraising. Thank you for helping to work wonders for sick kids! Becoming a “Wonder Worker” Any person, organisation, or group wishing to fund-raise for the Children’s Hospital Foundation is required to accept the following guidelines and register their event or fundraising activity with us. Please read through these Guidelines. Any arrangement for your event or fundraising activity must be planned with the approval of Children’s Hospital Foundation. You can register your event or activity by visiting the Fundraise section of the website at www.childrens.org.au Once you register your activity, we will contact you within 48 hours. When your event has been approved, Children’s Hospital Foundation will send you a Letter of Authority to fund-raise on our behalf. Fundraising Terms and Conditions To obtain approval for Authority to Raise Funds for Children’s Hospital Foundation the following fundraising terms and conditions must be read and accepted and an outline of your fundraising event must be submitted to Children’s Hospital Foundation for approval. The Children’s Hospital Foundation will issue you with a Letter of Authority which will enable you to undertake fundraising on behalf of the Foundation when: Children’s Hospital Foundation has received in writing a description of your fundraising event, outlining the proposed fundraising activity. Children’s Hospital Foundation is satisfied that the fundraising activity will produce an appropriate return after expenses have been deducted. Children’s Hospital Foundation is satisfied that the fundraising activity aligns with the aims and values of the Foundation. Children’s Hospital Foundation is satisfied that the fundraising activity is not high risk. What we can do to help you be successful Offer advice and expertise on event planning Provide templates and other resources Provide a Letter of Authority to validate the authenticity of the event and its organisers List your event on our website Provide receipts, certificates of appreciation and thank you letters to donors 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 for your event Provide publicity, newspaper, radio, TV coverage Provide mailing lists of donors, medical staff, employees, volunteers or vendors Financial Aspects of the Event or Fundraising Activity All fundraising events must be self-funding. Children’s Hospital Foundation will not be held liable for any losses or expenses incurred, by you, in any circumstances. It is a requirement that you keep accurate financial records of your event or fundraising activity. This is a simple task of keeping a record of expenses, income sources, banking details and raffles conducted. Your basic obligations are to: Keep accurate financial records on the fundraising record form provided The proceeds of the fundraising activity, and fundraising record form should be forwarded to the Children’s Hospital Foundation within four weeks of the conclusion of the event/fundraising Ensure your fundraising event expenses do not exceed 30% of total income. Children’s Hospital Foundation cannot pay any expenses associated with your event/fundraising activity, nor can we be liable for any losses incurred if an event/fundraising activity is cancelled for any reason, or does not break even. 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 event. Receipting Donations Individual tax deductible receipts can be issued by Children’s Hospital Foundation for people making monetary donations of $2.00 or more. If a donor would like a receipt, please complete a ‘Receipt Request Form’ which can be provided by your Foundation representative. Please note that Children’s Hospital Foundation cannot provide tax deductible receipts for 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. Please send the proceeds of the fundraising activity, together with any relevant correspondence to Children’s Hospital Foundation within 14 days of the conclusion of the fundraising activity. The use of the Children’s Hospital Foundation Name and Logo If you would like to use the Children’s Hospital Foundation logo on any of your promotional materials, you must obtain prior permission from the Children’s Hospital Foundation and a Letter of Authority to use the Children’s Hospital Foundation logo will be issued. All materials and collateral printed with our logo and name must also be approved by Children’s Hospital Foundation prior to printing and distribution. Your Fundraising Activity cannot be advertised as a Children’s Hospital Foundation Event however it can be referred to as an Event supporting the Children’s Hospital Foundation. The Fundraiser can use the tag line “proudly supporting” on promotional material. For example, “this event is proudly supporting the Children’s Hospital Foundation” or “funds raised will be donated to the Children’s Hospital Foundation”. Media and Public Relations To ensure the success of your fundraising event it is important to let as many people know about it as you can. Contacting your local media is one way to do this. Please do not contact any major media outlet before checking with us. A draft copy of any media releases must be forwarded to Children’s Hospital Foundation for approval before printing. If you have any queries regarding publicity please contact our marketing & communications department on 07 3606 6100. A media release template can be forwarded to you by your Foundation representative. Children’s Hospital Foundation cannot generate any PR for your fundraising activity. Children’s Hospital Foundation Representative A representative from CHF may be arranged to attend your event depending on availability. At least four weeks’ notice is required. If you would like to make a formal cheque presentation to Children’s Hospital Foundation we would be happy to discuss this with you. Raffle Guidelines, Permits and Collections Some fundraising activities require permits, where the total prize pool is over a certain amount. The following guidelines are applicable to raffles conducted in Queensland. There are two types of raffles. Category 1 – A raffle where the maximum ticket sales available is less than $2,000. If holding a Category 1 Game you may use standard “check tickets”, making sure they are numbered consecutively. If you plan to sell tickets for more than one day, you must write the name and contact details of the purchaser clearly on the ticket butt. Category 2 – A raffle where the maximum ticket sales are less than $20,000 but more than $2,000. If holding a Category 2 Game each ticket needs to display the following information: Children’s Hospital Foundation, 494 Stanley Street South Brisbane, QLD 4102; Ticket number and price per ticket Each prize and its value Closing date and time of the draw Day and place of the draw Date and name of newspaper publishing results Total net proceeds raised from a raffle must be given to the Children’s Hospital Foundation and cannot be used to pay expenses for other functions/prizes. A detailed account of each raffle must be kept. Prizes may include goods, cash (to the value of $10,000 or less), and other merchandise. Some prizes are not allowed to be included, including tobacco in any form or alcohol with a retail value exceeding $1,000. Raffles over $20,000 are classified as Category 3 Games and require special authorisation from the Children’s Hospital Foundation, a Queensland Treasury Office permit and printed tickets. Permits Permits are required by Council for outdoor events. Please contact your local Council representative if you wish to hold an outdoor event. If your event or fundraising activity involves the sale of alcohol, please be aware of government regulations. Advice should be sought from the Department of Tourism and Racing Liquor Licensing Division. Information on the regulations can be found at www.liquor.qld.gov.au Collections 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. Public Liability All aspects of financial and public liability and public safety are the responsibility of the event organiser. As Children’s Hospital Foundation is not the event organiser it does not cover any public liability on your behalf. Please ensure that any space or venue used for your fundraising activities has the required public liability insurance. Termination Policy Children’s Hospital Foundation may, in its sole and absolute discretion, terminate the Letter of Authority granted to the party involved, effective immediately, on written notice to the party. Cause Related Marketing Policy (CRM) Cause Related Marketing is when a company or group markets a product, image or service and builds a relationship or partnership with Children’s Hospital Foundation for mutual benefit. Usually this involves the company donating a fixed amount or percentage of the unit sale price to Children’s Hospital Foundation. For example, $1.00 from every chocolate bar sold is considered a cause related marketing activity. It is the responsibility of the applicant to administer these products or services. The Children’s Hospital Foundation reserves the right to refuse any offer of a cause related marketing opportunity. Please call to discuss your CRM proposal with one of our fundraising staff to ascertain if it is suitable for both parties. If you have any questions about these guidelines, or fundraising for the Children’s Hospital Foundation, please contact our Partnerships Team on 07 3606 6100. Thank you for your working wonders for sick kids!