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. The event organizer must be at least 18 years of age.
2.The organizer must wait for approval from the Foundation prior to proceeding with the initiative.
3. The organizer is responsible for all financial costs associated with the initiative. No costs will be incurred by the Foundation, and the Foundation is not responsible for any losses that may incur in hosting the event. Donations cannot be used to cover costs, expenses must be covered by the event organizer, ticket sales, or sponsorship.
4. All expenses and funds raised must be recorded and submitted on a budget tracking form provided by the Foundation. All expense receipts must be kept by the organizer for 7 years and may be requested by the Foundation for audit purposes.
5. The organizer is responsible for all aspects of the fundraising initiative, including but not limited to development, organization and execution, recruiting and managing volunteers, promotion, press releases, ticket sales, expenses, and sponsorship.
6. The applicant must keep all donor information strictly confidential and not share this information with any other parties.
7. 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.
8. The applicant is responsible for obtaining their own raffle or gaming license. Funds raised through gaming must be given to the Foundation separate from other forms of fundraising such as donations or ticket sales.
9. Silent auction bid sheets, showing item description, value, winning bid and the winner’s name and contact information must be provided to the Foundation at the time when the event proceeds are submitted.
10. The Stollery Children's Hospital Foundation name and logo are the sole property of the Stollery Children's Hospital Foundation. The Foundation logo is reserved for Foundation use only, but we can provide our Proud Supporter logo upon approval.
11. All promotional materials, electronic or print, must clearly state what percentage of net proceeds will benefit the Stollery Children’s Hospital Foundation.
12. 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. Any electronic promotions must follow Canada’s anti-spam legislation.
13. Proceeds to the Foundation must be remitted within 30 days of the event or every second month for on-going initiatives.
14. When publicly reporting on funds raised, the event organizer must be fully transparent on whether the amount reported is gross or net revenue.
15. Tax receipting complies with Canada Revenue Agency and the Stollery Children's Hospital Foundation policy. Requests for tax receipts must be submitted along with application for approval.
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. 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.
18. The Foundation does not approve initiatives that pose a health hazard, solicit door-to-door, solicit through telemarketing, or utilize coin boxes, vending machines or pass-the-hat types of fundraising. Fundraising initiatives must be consistent with the positive image of the Stollery Children's Hospital and the Foundation.
19. 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.
20. 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.
