Application and Agreement to Fundraise

Transcription

1 Application and Agreement to Fundraise Thank you offering to raise funds for our school your efforts no matter the amount raised is really appreciated! As you can imagine we receive many requests to raise funds, therefore we must have a process to track and ensure that everyone fulfills their good intentions. We ask that before you proceed further with organising your fundraising activity/event, if you could please complete this form and return it to info@schoolofstjude.co.tz Attention: Marketing. We will check everything is ok and then provide you with an Authority to Fundraise letter once your event has been approved. Thanks for your patience with this process. Fundraiser contact details Title: Mr / Mrs / Ms /Dr (please circle) Name: Company/group name (if applicable): Address: State: Postcode: Phone number: Mobile number: Have you conducted a fundraising activity/event for School of St Jude in the past? (Please circle) YES NO What inspired you to fundraise for School of St Jude? Page 1 of 6

2 Fundraising activity/ event details Fundraising event/activity name: Event/activity date(s): Event/activity Venue: Event/activity description: Do you plan to make this a regular event? YES or NO Will any other organisations benefit from your fundraising activity/event? YES or NO If yes, provide details Are you seeking sponsorship for the event? YES or NO If yes, provide details Which area of our School would you like to raise funds for? (please circle) General Maintenance Bus Maintenance Nutritious Meals Teacher Resources School Uniforms Budget information How much money do you expect the event to raise - approximately? How much will the event/activity cost? What percentage of money raised will be donated to School of St Jude? If you are selling an item(s) or donating part of the proceeds from your usual course of business, what percentage of funds do you intend to donate to School of St Jude? Page 2 of 6

3 Note: Fundraising costs need only be estimates. We understand that you will incur expenses during your fundraiser, if you need reimbursement for these, we ask that you keep receipts and minimize expenses to not exceed 40% of the total funds raised please. Support from School of St Jude What support/assistance would you like from School of St Jude? m Use of the School of St Jude logo m Use of approved School of St Jude wording m DVD/ Brochures/information m Tax Deductible Receipts for donations m Contact details of relevant State based School of St Jude volunteer m Other (please specify): Your promise as a fundraiser 1. I have read The School of St Jude s Fundraising Terms of Agreement (refer below) and I agree to conduct my fundraising event/activity in accordance with these terms and in a manner which upholds the integrity, professionalism and values of The School of St Jude. 2. I understand that The School of St Jude reserves the right to withdraw approval for the Fundraiser/ event at any time if there is a likelihood that the activity/event fails to follow any of School of St Jude s Terms of Agreement. 3. I acknowledge that I am in proper physical and mental condition to conduct the fundraising activity/event and voluntarily agree to the risks associated with conducting the activity/event. 4. I waive any and all rights to make a claim against School of St Jude for, and agree to indemnify School of St Jude from and against, any damage, loss or injury arising in connection with the fundraising event/activity outlined in this agreement. Signature: Print name: Date: Thank you for becoming a School of St Jude Community Fundraiser! INTERNAL USE ONLY Date application form received: Received by: Is the event/activity approved? Yes No Date letter of Authority sent: Page 3 of 6

4 Returning this form Please a completed copy of this application (please scan the signatory page) and return to: Attention: info@schoolofstjude.co.tz Subject: Application to Fundraise Fundraising for School of St Jude Terms and Conditions These Terms of Agreement provide the basis for a fundraiser/event to be organised by the Community Fundraiser on behalf of The School of St Jude. By signing and returning the Fundraising Proposal and Agreement, the Community Fundraiser indicates acceptance of these terms and conditions and thereafter these terms and conditions will form the basis of any dealings between The School of St Jude and the Community Fundraiser in relation to the fundraiser/event. Community Fundraiser means the individual or organization holding the fundraiser/event for the benefit of The School of St Jude. Authority to fundraise Regulation and best practice in Australia dictate that any person or organisation fundraising must have an authority to fundraise. The Community Fundraiser is not authorized to use The School of St Jude as its beneficiary charity until it has received an authorisation letter from The School of St Jude. The authority to fundraise will only be issued by The School of St Jude upon being satisfied in its absolute discretion as to all the aspects of the proposed fundraising event, including: we have received a written and signed application from the Community Fundraiser; we are satisfied the fundraiser/event is consistent with the values and objectives of School of St Jude and will not call The School of St Jude into disrepute; we are satisfied that the fundraiser/event will produce a reasonable return after expenses have been deducted; we are satisfied the fundraising activity is not high risk. The fundraiser/event shall be conducted in the Community Fundraiser s name and is the sole responsibility of the Community Fundraiser. The School of St Jude is not able to take a coordination role in these activities and its staff cannot assist in soliciting prizes, organizing publicity, or providing goods or services to assist the Community Fundraiser in the running of the fundraiser/event. Legal implications The event/fundraiser must meet the requirements of State and Territory laws and regulations. The information you give The School of St Jude must be available to regulatory authorities on request. The School of St Jude does not provide legal advice regarding compliance with these laws and regulations. The School of St Jude will make available as requested, details of its tax status and registrations with any State or Territory bodies. Page 4 of 6

5 The School of St Jude s reputation Because of the nature of our organisation and the high ethical standards under which we operate, there are some events with which we cannot be associated. We cannot endorse some activities, including: extreme sports such as parachuting, paragliding or bungee jumping motor vehicle and motor bike racing and activities that involve marine racing (however, School of St Jude may endorse the activity if the Fundraiser provides evidence of public liability insurance to cover themselves and their participants); gambling; games of chance that do not comply with State legislation; activities of an exploitive or discriminatory nature, including of a sexual nature; or activities that promote harm to self or the environment. Insurance The School of St Jude is unable to provide public liability insurance cover to Community Fundraisers. Using The School of St Jude name and logo Please remember that the event will not be a School of St Jude s event, but an event to raise funds for donation to The School of St Jude. All material with which the School of St Jude name and logo is to be associated must first be approved by The School of St Jude. If the Community Fundraiser wishes to utilise The School of St Jude name and/or logo on any materials or products or communications, the Community Fundraiser must obtain prior permission from The School of St Jude. References to The School of St Jude If the Community Fundraiser wishes to refer to or promote The School of St Jude, it must refer to the school as The School of St Jude. Acceptable references include "Proudly supporting The School of St Jude" or "Funds will support The School of St Jude". If you want to use another reference, then please speak with us first. Printed Materials Any material, pamphlets, brochures or products must be submitted to The School of St Jude for approval before a request to use the logo will be granted. Other printed material, such as media releases, must be pre-approved by The School of St Jude Marketing Department. Electronic copies of printed material must be forwarded to The School of St Jude for approval prior to being printed or circulated. Use of the logo The School of St Jude s has brand guidelines in the hope that we can all raise brand awareness together. If you would like to use the school logo then please let us know and we will supply it to you in various formats along with the guidelines demonstrating what logo should be seen and where. Finance, records and receipting The financial aspects of fundraising, raffles, record keeping and management of the fundraiser/event are entirely the responsibility of the Community Fundraiser and the Community Fundraiser must comply with the relevant State and Territory laws and regulations. Page 5 of 6

6 Event photos and/or video footage The School of St Jude likes to keep our worldwide supporters up-to-date with events and happenings on our social networks Facebook, Twitter and Youtube. Please don t forget to take lots of photos and we will try to include them on our page. If you take any video please ensure it is 1-2 minutes maximum so this is easy for you to load onto youtube. You have no doubt already known this if you are looking to hold and event but the following is a summary of financial reporting typical of that required from Community Fundraisers which is needed to protect the public interest: Set-up and maintain proper financial records and accounts which can be audited if necessary; Provide The School of St Jude at the outset with an estimate of expenses and the likely proceeds of the fundraiser/event Where necessary/appropriate, set up a separate bank account that mentions The School of St Jude s name. All funds are to be banked into this separate bank account. This account must be closed after your event; Money raised and details of your actual income and expenditure must be returned to The School of St Jude within four (4) weeks of the fundraising activity; and The School of St Jude cannot pay expenses incurred by you, but you can deduct your necessary expenses from the proceeds of your event provided they are properly documented, fair and reasonable. In any event, total expenses must be less than 40% of total proceeds. Receipts The School of St Jude can provide official receipts for donations to donors. All donation and sponsorship contributions over AUD $2.00 are tax deductible when payment is made via St Jude s website or to tax-deductible bank accounts advised by St Jude s. The Community Fundraiser must keep a register of all attendees/ supporters eligible for a tax-deductible receipt. A sample register is included in this Events Pack. Individual tax receipts and/or general receipts will be sent to the Community Fundraiser for distribution to attendees/supporters It is the responsibility of the Community Fundraiser to understand: Circumstances when a receipt can be issued, and to whom (for example, the following are examples of payments which are not tax-deductible: Ticket purchases (eg. raffle), entry to an event, donations of goods or services, auction purchases, or purchase of a device (this list is not exhaustive) The legal implications of issuing receipts to The School of St Jude; and Reconciliation of funds. Approval For your fundraiser to be ok d, we ask that you complete and sign The School of St Jude Fundraising Agreement form. You will be provided with an authorization letter as soon as possible and any further information that we feel relevant to your event. If you have any queries about your application, please contact: info@schoolofstjude.co.tz Attention: Marketing Page 6 of 6