Community fundraiser guidelines
1. A Community Fundraiser is an initiative that is organized and executed by a group independent from the Stollery Children’s Hospital Foundation, such as fun runs, tournaments, head shaves, and event ticket sales.
2. The applicant must wait for approval from the Foundation prior to proceeding with the initiative.
3. The applicant is responsible for any financial costs associated with the initiative and no costs will be incurred by the Foundation unless otherwise agreed to in writing prior to commencement of the initiative. Donations cannot be used to cover costs, expenses must be covered by the event organizer, ticket sales, or sponsorship.
4. The applicant must keep all donor information strictly confidential and not share this information with any other parties.
5. The applicant is responsible for obtaining any necessary liability insurances, licenses and permits required to conduct the fundraiser and agrees to indemnify and save harmless the Stollery Children’s Hospital Foundation from all liability arising out of the event.
6. The Stollery Children’s Hospital Foundation name and logo are the sole property of the Stollery Children’s Hospital Foundation and can only be used with the Foundation’s expressed written permission. The Foundation logo is reserved for Foundation use only, but we can provide our Proud Supporter logo upon approval.
7. All promotional materials, electronic or print, must clearly state what percentage of net proceeds will benefit the Stollery Children’s Hospital Foundation.
8. The promotional material must clearly state that you and/or your organization are conducting a fundraising initiative “In Support of the Stollery Children’s Hospital Foundation”. All promotional material, electronic or print, MUST be approved by the Foundation prior to distribution.
9. Proceeds to the Foundation must be remitted within 30 days of the event or every second month for on-going initiatives.
10. Tax receipting complies with Canada Revenue Agency and Stollery Children’s Hospital Foundation policy. Requests for tax receipts must be submitted along with application for approval.
11. If donation tracking forms are being used (provided by the Foundation), the applicant must ensure that the cash and cheques received balances to the total donation.
12. Applications are approved for a defined period up to a maximum of 12 months. The Foundation must be notified immediately of any schedule changes or cancellations.
13. In an effort to maximize the donation to the Hospital/Foundation, the applicant is responsible for all aspects of the fundraising initiative, including but not limited to: recruiting and managing volunteers, event advertising, press releases, ticket sales, creating a budget, all expenses incurred, event sponsorship and/or solicitation.
14. The Foundation does not support community initiatives that pose a health hazard, solicit door-to-door, solicit through telemarketing, coin boxes or vending machines. Fundraising initiatives must be consistent with the positive image of the Stollery Children’s Hospital and the Foundation.
15. The Foundation reserves the right to withdraw approval of an initiative at any time should it not comply with the values and fundraising guidelines of the Foundation or the Stollery Children’s Hospital or, differs in any way from the original fundraising application.
16. Gift in kind charitable tax receipts – Receipting is based on fair market value before GST and proof of value (receipt or invoice) must be provided. As per CRA legislation, charitable tax receipts cannot be issued for gift cards, certificates or any gift of service which may include personal, professional, or provisions of leased space. Artwork and jewellery valued at over $1,000 must be independently appraised.
17. The Foundation does not trade, sell, or exchange in any way databases or lists of biographical information, and abides by the Freedom of Information and Protection of Privacy Act and Canadian Anti-Spam Legislation.