INDEPENDENT COMMUNITY EVENTS

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1 INDEPENDENT COMMUNITY EVENTS Huntsville Hospital Foundation receives numerous offers each year from individuals and organizations that want to sponsor fundraising events in support of our mission; these events are executed independently from the Foundation by interested volunteers. Huntsville Hospital Foundation (HHF) defines an Independent Community Event as any fundraising activity by a non-affiliated group or individual, where HHF has no fiduciary responsibilities and little or no staff involvement. The path to launching an independent community event typically begins with an idea and plan of action that are presented to the Foundation. Upon careful review, the Foundation assists the potential organizers in examining a variety of factors to determine if in fact the proposed event is viable. Assistance may be provided in certain areas of preparation, and with coordination and provision of a nominal level of guidance and resources when appropriate. Not only are the funds raised from these events used to support the many programs and services benefiting our patients and their families, they also increase awareness of Huntsville Hospital and the Foundation. We are extremely grateful to the many friends who wish to organize events and fundraising projects in support of our hospital! Please review our guidelines for creating and staging an independent community event on behalf of the Huntsville Hospital Foundation. You will also be asked to fill out an event application. For more information, please contact: Stephanie Hanback, Director of Community Events Huntsville Hospital Foundation stephanie.hanback@hhsys.org 1

2 INDEPENDENT COMMUNITY EVENT POLICY GUIDELINES PROMOTION The event will be promoted and conducted in a manner to avoid statement or appearance of Huntsville Hospital Foundation (HHF) endorsing or affiliating with any product, firm, organization, individual, patient or service. HHF cannot be listed as a co-sponsor of an independent community event without prior consent. The official logo of the Huntsville Hospital Foundation may be appropriately used in conjunction with such an event, but may not be altered in typeface, color or configuration. HHF must review and approve all promotional materials to include advertising, letters, brochures, flyers and press releases prior to production or distribution. HHF should be given copies of all materials used. HHF cannot endorse or be affiliated with any events that are for the benefit of a specific patient. HHF has permission to use images or text publicly shared on the organization s website or social media sites for promotion of this event. LIABILITY HHF is not financially liable for the promotion and/or staging of an independent community event. The individual, organization or business sponsoring the event will indemnify and hold harmless HHF and its employees, officers and Trustees from and against all claims, suits and causes of action arising out of the fundraising event. Independent community event organizers will have participants complete a waiver for release from liability when requested by HHF. Independent community event organizers will provide insurance certificates when requested. REVENUE GENERATION All promotional materials must clearly state the percentage of proceeds and/or the portion of the ticket price that will benefit HHF. HHF must receive all net proceeds within 30 days of the conclusion of the event and/or promotion. SPONSORS HHF should receive a list of targeted sponsors and donors of goods and services for the event, before they are approached, to avoid conflicts with other fundraising campaigns underway by the Foundation. HHF will receive a list of all donors who contributed to the event cash, goods and services for acknowledgement and recognition purposes. TAX ISSUES Huntsville Hospital Foundation has been approved by the Internal Revenue Service as a charitable (qualified) organization as defined by IRS Code Section 501 (c)(3) meaning that contributions to HHF qualify for the maximum charitable contribution deduction under the Internal Revenue Code. To become a qualified charitable organization, organizations must apply to, and be approved by, the IRS. If a charitable contribution is made to an organization that is a qualified organization, then the payment is a charitable contribution. If donations are made to an organization that is not qualified, tax deductible rules do not apply. STAFF SUPPORT Huntsville Hospital Foundation can provide assistance with: Advice and suggestions on event planning Promotion of your event to Huntsville Hospital employees and friends through regular advertising venues: newsletters, e-newsletters, website and internal communications Huntsville Hospital Foundation is not able to: Provide assistance in soliciting donations, handling mailings, recruiting attendees or collecting monies Coordinate or request publicity with print, television or radio media on behalf of your organization Guarantee volunteers, Board or staff attendance at the event Share any donor lists or contacts Assume responsibility of any nature or kind associated directly or indirectly with the event 2

3 INDEPENDENT COMMUNITY EVENT Application Huntsville Hospital Foundation appreciates support from generous individuals, corporations and organizations in the community. Your completion of the following application will help us learn more about your event and ensure that the event and dates complement our mission, and our official fundraising events and projects. YOUR ORGANIZATION S INFORMATION Date submitted Organization Name Purpose of Organization Contact Name Contact Title Address City State Zip Code Daytime Phone Evening Phone Fax Publicity Phone EVENT INFORMATION Are there beneficiaries other than Huntsville Hospital, Huntsville Hospital for Women & Children or the Huntsville Hospital Foundation? Yes No If yes, who? Name of Huntsville Hospital unit or fund benefiting from event Will a corporate sponsor(s) be involved? Yes No If yes, how many? Event Name Event Description Event Location Event Address Event Date Event Time Ticket Price On-sale Date This event is By invitation only Open to the public Has this event taken place before? Yes No If yes, when? Estimated gross revenue from event? 3

4 CORPORATE SPONSOR INFORMATION List all potential event sponsors you would like to contact for contributions of money, prizes or products: PUBLICITY INFORMATION What are your publicity plans? Will they include press releases, flyers, radio/tv, printed ads, etc? Please explain: AGREEMENT I have read the attached Independent Community Event Guidelines and agree to follow them with regards to holding the proposed event to benefit Huntsville Hospital Foundation. By publicly advertising with Huntsville Hospital Foundation as the recipient of the proceeds of this event, I agree to provide the full amount of the proceeds within 30 days of the event. Submitted by: Signature Date Yes, I have attached the Event Waiver Yes, I have read the Independent Community Event Guidelines We appreciate your support in making a difference in the lives of our patients! When you have completed this form, please submit it to: Stephanie Hanback, Director of Community Events Huntsville Hospital Foundation 101 Sivley Road Huntsville, AL Questions? Please contact Stephanie Hanback at: Phone: stephanie.hanback@hhsys.org 4

5 Independent Community Event Waiver Name of Event I,, (independent community event representative) intend to conduct a fundraiser to benefit Huntsville Hospital Foundation. I understand that Huntsville Hospital Foundation is a non-profit organization and has not allocated a budget for this event. I accept all responsibility for the event including expenses incurred by the event and any other liabilities related to the event or to the actions or inactions of (independent community event organization name). Income generated by the event may be used to cover reasonable expenses before proceeds are given to Huntsville Hospital Foundation. I understand that budgetary responsibilities should be completed promptly after the event and that our donation to Huntsville Hospital Foundation must be submitted to the Foundation within 30 days after the event. Should the event generate less income than its expense, Huntsville Hospital Foundation will not be responsible for any shortfall. The (independent community event organization name) agrees to RELEASE, INDEMNIFY and HOLD HARMLESS Huntsville Hospital Foundation against all manner of liabilities, debts, fines, suits, claims, thefts, damages to property and person, demands and actions and causes of action, of any nature or kind for which the independent community event may be held liable relating in any way, including without limitation, any breach or violation, negligence, unlawful act or acts of the independent community event. This includes any solicitor and client costs, attorneys fees, expenses and liabilities incurred by Huntsville Hospital Foundation in any such suit, claim, theft, damage to property or person, demand, action or proceeding. Independent Community Event Organization Name (in full): Signature, Title (Independent Community Event Representative) Date 5