Community Fundraising Kit

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1 Community Fundraising Kit

2 Thank you for your interest in conducting a fundraising event to benefit The Children s Institute of Pittsburgh. Hosting a fundraising event helps to increase awareness of The Children s Institute s mission and allows us to keep our promise of creating an amazing future for the children, their families and the communities we serve. And we know we couldn t do it all without the help of amazing people like you. There are many different types of events, and this kit includes everything you need to organize your event or initiative. Again, thank you for your support of The Children s Institute. We hope you have an amazing fundraising event. If you have any questions about the information contained in this kit, please contact the Institutional Advancement department of The Children s Institute at or Please note: This kit is not intended for use by corporate or foundation donors. If your business is interested in helping The Children s Institute, please contact our corporate and foundation relations manager at or by at 2

3 This community fundraising kit contains: Information to get you started: Who we are How your fundraising will help our Amazing Kids What s next? Steps involved in planning a fundraising activity We can help! Ways in which The Children s Institute may be able to support your fundraising activity Use of The Children s Institute name and logo Guidelines about the use of our name, logo and branding style in your communications Money matters How to collect donations, make receipts and pay the donations to The Children s Institute Your responsibilities as a fundraiser Other ways you can get involved Forms for you to use: Fundraising Registration Agreement to let us know what you are planning to do Fundraiser Results Summary Form to be completed and issued with the funds raised Donor Receipt Form to help us to organize tax-deductible receipts for donations 3

4 Who We Are As you raise funds for The Children s Institute, you become an ambassador of our organization, and as such, you should know exactly who we are and what we do. Below are some fast facts to help you promote The Children s Institute as you raise money. Established in 1902, The Children s Institute is an independent, nonprofit, licensed organization in Pittsburgh dedicated to promoting the well-being of children, young people and their families and to providing services that meet their special needs. This year, nearly 6,000 children came through our doors. Over the past decade alone we have provided more than $40 million in free and uncompensated care. Provides individualized treatment programs Licensed by the Pennsylvania Department of along a broad continuum of inpatient and Education as an approved private school for children outpatient care. ages 2 through 21 who are challenged by complex and severe disabilities such as autism, cerebral palsy and/or neurological impairments. Only free-standing pediatric rehabilitation specialty hospital in Pennsylvania and one of only 20 in the country First school in the Commonwealth of Pennsylvania approved by the National Commission for the Accreditation of Special Education Services (NCASES) 62-bed inpatient specialty hospital licensed by the Pennsylvania Department of Health and accredited by CARF The Rehabilitation Commission Teaches using multiple strategies for successful development Offers services and programs designed to nurture, support and maintain the family, especially those with children with physical, emotional and intellectual disabilities. Licensed by the Pennsylvania Department of Public Welfare as an adoption, foster care and private children and youth social service agency Affiliate member of the Statewide Adoption Network (SWAN); maintains contracts with local, statewide and out-of-state counties for placement services and family preservation/reunification services 4

5 How your fundraising will help our amazing kids We aren t able to achieve our mission without the help of amazing donors and organizers like you. As you begin to plan your event, you have a choice to make how do you want your donation to be designated? You may choose to raise funds for any part of The Children s Institute, or you may decide to dedicate the donations to where they are needed most. Give the gift of care, even when families can t afford it: Hands down, our greatest area of need is charity care. In the past decade, The Children's Institute has provided more than $40 mililon in uncompensated care, accomplished with the support of generous individuals, businesses, and foundations. That support allows us to carry out our mission of imporving the quality of life for children, young people, and their families. Your gift can help us to continue. Make an Amazing Wish come true: If you are looking to donate to a specific item, the Amazing Wish List is an excellent choice. The list includes items not typically funded through a department s regular budget such as equipment, staff development and training and items for children. Wishes vary from $100 to $5,000. One hundred percent of your donation will go towards the purchase of the wish item of your choice. If the final cost of an item is less than the amount contributed, any remaining funds will be dedicated to complementary needs or, if not possible, released into the general fund. For a complete and current list of Amazing Wish List items, visit 5

6 How your fundraising will help our amazing kids continued Every donation of every size can make an amazing difference. Giving unrestricted donations opens a world of possibilities. Here are just a few examples of how every level of donation may be used*: $100 could purchase six months of therapeutic toys for our Functional Feeding Program $250 could provide six weeks of support for families during the adoption process $500 could give one day of respite to a single parent who cares for a medically fragile child $1,000 could take a large group of our students on a community education outing $2,500 could enroll three children in our Camp Success for three weeks in the summer $5,000 could buy two communication devices *These examples are approximations and may be subject to change, as costs often fluctuate and needs vary. 6

7 What s Next? Now that you have decided to become a community fundraiser for The Children s Institute, here are the next steps you will need to take: Step 1: Decide what type of fundraising activity you would like to organize and determine what is required to host this activity. Step 2: Complete and sign the Fundraising Registration Agreement attached in this kit and mail it back to us. Step 3: We will send you a Fundraising Event Confirmation to let you know that we have received your request and if we approve your fundraising activity. Step 7: If any donors require receipts, record their details on the attached Donor Receipt Form and send it back to us together with the funds raised. We will mail tax letters to each individual. Step 8: We will recognize your fundraising achievements with an acknowledgement letter and by listing your event in our annual report. It s that simple! All of your raised funds will then contribute directly to providing services for children and adults with special needs and their families. Step 4: Get ready to fundraise by enlisting support and publicizing your event. Step 5: Host your event. Step 6: Within 14 days of finishing your event, send any funds raised, along with the attached Fundraiser Results Summary Form, to The Children s Institute. 7

8 We Can Help! Once your fundraising event or activity has been approved, there are many ways we may be able to assist you. Items that we can provide: The Children s Institute material and resources that you can use, such as collection container labels, teddy bear donation cut-outs and an event flyer template Approval to use our logo on authorized material Tax letters to donors A thank you certificate once your fundraiser is finished to acknowledge your support Here are just a few examples of activities that imaginative donors have organized in the past. Be creative. The only limit is your imagination! Dance Marathon: Charge a registration fee and encourage participants to get sponsors. Laps for Love: Secure sponsors to pay a set amount for each lap you make around a track or gym room. Dodgeball Tournament: Collect a registration fee from teams and sell tickets. You can earn extra money by having a concession stand! Set Your Feet Up for a Day: Raffle off tickets for a chance to sit in a recliner and watch movies for an entire class period. Teddy Bear Campaign: Sell and make a creative display to show off The Children s Institute s Teddy Bear donation cut-outs. Motorcycle Ride: Charge a registration fee and collect money from businesses along your route. For more ideas, please download a copy of 101 Fundraiser Ideas to Benefit The Children s Institute by visiting Please note that we are not able to provide the following: Funds or reimbursement for any expenses Contact lists for you to use in promoting your event (The Children s Institute does not sell, trade or forward mailing lists) Staff to run the event, though you can request a staff person to be there as a representative Applications for permits, licenses or insurances required (these are the responsibility of the organizer) Prizes, auction or raffle items 8

9 Use of The Children s Institute name and logo Let everyone know who you are supporting! We just ask that you adhere to a few guidelines first. Use of The Children s Institute name and logo cannot be used in any way without permission from The Children s Institute. If you wish to use any items with our logo in your fundraising activity, please discuss this with us first to ensure you are working within our guidelines. Please do not use variations of our name, such as The Institute. When naming your event, please note that our organization s name is not to be used as part of the event name, as this would indicate that the event is being hosted by The Children s Institute. However, we encourage the use of our name to indicate that funds will support the organization. The following are some examples of acceptable name use: Acceptable Field Day, proudly supporting The Children s Institute Fun Run, with net proceeds to The Children s Institute $2 from every sale will go to The Children s Institute Not Acceptable The Children s Institute Field Day The Children s Institute Fun Run The Children s Institute Silent Auction 9

10 Use of The Children s Institute name and logo continued The Children s Institute logo, address and phone number should be prominently placed on all advertising pieces so that those being solicited will know that the event/ solicitation is being held for The Children s Institute. Somewhere on the promotion materials, the charitable registration number and phrase must also be displayed as follows (it can be in small print at the bottom): The official registration and financial information of The Children s Institute may be obtained from the Pennsylvania Department of State by calling toll free within Pennsylvania Registration does not imply endorsement. The Children s Institute of Pittsburgh is a 501 (c)(3) organization effective May 28, Organizers are not permitted to manufacture, sell or license any goods bearing the name or logo of The Children s Institute, otherwise known as unofficial merchandise, unless you are given written consent. 10

11 Media and Publicity There are many ways to get the word out about your event or activity. Here are a few suggestions to consider: Post flyers: Many businesses, like coffee shops, have community bulletin boards Create a website: It s fast and easy and there are tons of resources available Social media: Create an event listing on Facebook or MySpace, or tweet about it to all of your contacts! To be sure you get the best coverage for your event, please first speak to our media contact, Erica Tony, at or before contacting media outlets. The Children s Institute may help organize publicity on your behalf; however, due to staffing restrictions, at least six weeks prior notice is requested. If you are approached by the media for further information, please call The Children s Institute immediately before proceeding. This will allow us to provide them with experts who may be able to answer their potentially complicated questions about our organization or how the money will be used. 11

12 Money Matters As the organizer, it is your responsibility to ensure appropriate financial management of your fundraising event. Here are some guidelines to help you. Collecting and sending your funds: Once your event or activity has been completed, please fill in the Fundraiser Results Summary Form in this kit and send it back to us with the funds raised. You also will need to send the Donor Receipt Form if you need us to send any receipts to donors. Please send these within 14 days of your fundraising event/activity s conclusion. You can collect funds in the form of cash, checks or money orders. In order to protect your donors, checks should not be deposited into a personal checking account. Doing so could jeopardize their tax deductibility and open event supporters to unintended tax penalties. Please direct checks or money orders to: The Children s Institute Institutional Advancement Department 1405 Shady Avenue Pittsburgh, PA Donor receipts: If any donors need receipts, you must collect their contact information on the Donor Receipt Form included in this kit and provide this to The Children s Institute at the end of your fundraiser. We will then organize and send an acknowledgement letter with specific tax language direct to each donor. Please note the price of participating in a raffle or similar drawing cannot be deducted as a charitable donation, as classified by the Internal Revenue Service. Please make sure that all checks and money orders are made payable to The Children s Institute. Anyone wanting to make a credit card donation would need to contact The Children s Institute directly either by phone at or make a secure donation on our Website When collecting cash, please do not send the cash donations by mail, as there is a risk that it will not reach us. You may choose to send a check, deliver the donation in person or call to arrange a pick-up with the Development staff. The Children s Institute will then send you an acknowledgement letter to show that the funds have been received. 12

13 Your responsibilities as a fundraiser It is your responsibility as the organizer to ensure appropriate financial management of your fundraising event. Here are some guidelines to help you: The fundraising activity should only proceed once the Fundraising Activity Registration Agreement is submitted to and approved by The Children s Institute. The organizer must comply with all applicable laws. The organizer is responsible for ensuring the safety of the event, including organizing appropriate liability insurance and providing first aid and security services, if required. The organizer agrees to release The Children s Institute to the fullest extent permissible under law for all claims and demands of any kind associated with the event, and indemnify The Children s Institute for all liability or costs that may arise in respect to any damage, loss or injury occurring to any person in any way associated with the event. We reserve our right to terminate our support for the fundraising activity/event at any time if it appears that there is a likelihood of the organizer failing to meet any of the above responsibilities. Organizers must request approval for the use of our name on any communications and cannot under any circumstances use our photos or logo without permission. The organizer holds all funds raised from the public on behalf of The Children s Institute until the fundraiser is completed. They will need to make sure that full records of income and expenses are made and that these are sent to The Children s Institute within 14 days of the event unless other arrangements have been made. 13

14 Other ways you can get involved Fundraising is just one way that you can get involved with The Children s Institute. There are many ways you can show additional support for The Children s Institute, including: Volunteering Your Time: Whether spending time with a young patient, aiding in a classroom or helping in our administrative offices, your time, passion and expertise is an invaluable gift. To learn more about volunteer opportunities, contact Community Resources and Training at or Make a Donation Through a Third Party: Give Through the United Way: Use the following codes to designate your United Way contribution: The Children s Institute... code #187 Project STAR... code #3643 Project STAR Beaver County... code #4699 The Day School... code #3588 Get Your Employer Involved: Ask about a matching gifts program or how your employer may want to become a partner with The Children s Institute. Invite a Speaker to Your Business or Community Group: A representative from The Children s Institute would be glad to explain what we do for our amazing kids. Making Wishes Come True: Make a direct and immediate impact on children with special needs by helping to purchase vital equipment used in therapies, family services and education of the children we serve through the Amazing Wish List. Plan Gifts for the Future: Consider The Children s Institute in your will. To learn more about these opportunities, contact The Institutional Advancement department at The Children s Institute at or unless otherwise noted. Give Through the Combined Federated Campaign (CFC): Federal government employees may choose to give to The Children s Institute through the Combined Federated Campaign. To do so, use the following code: The Children s Institute... code #62983 Give by Selling on ebay: The Mission Fish nonprofit organization and the ebay Giving Works program make it possible for sellers to give proceeds from their sales to a favorite nonprofit. Visit for more information. Participate in Giant Eagle Apples for Students: This program allows you to support your local schools simply by shopping at Giant Eagle and using your Giant Eagle Advantage Card. The Day School at The Children s Institute... code #

15 Fundraising Registration Agreement Please complete the following Registration Agreement and return it to The Institutional Advancement Department, The Children s Institute, 1405 Shady Avenue, Pittsburgh, PA or fax to Personal Details Event Organizer:... Group/School Name:... Group s Advisor (if applicable):... Address:... City:... State:... ZIP Code:... Contact Phone No.: (indicate home, work or cell) Preferred Contact Method: home work cell If by phone, best time to reach you:... Activity/Event Details Name of Proposed Event: (this is how your event will be listed in our annual report)... Event Location:... Address of Venue:... Date of Event:... Time:... am/pm to... am/pm Brief description of fundraising activity, including how funds will be raised: Will you serve alcohol at your event? Yes No. If yes, what precautions will you take to guard against underage drinking and/or drinking and driving?... I, fully understand and agree to comply with the terms of community fundraising as outlined in The Children s Institute Community Fundraising Kit. I agree to act in a professional manner in conducting the fundraising activity and uphold the integrity and values of the organization. I also accept my obligation to remit the funds raised to The Children s Institute within 14 days of the event s conclusion. Signature:... Date:...Activity Approved: Yes No Further action/information required: Yes No Notes:... Staff name:...

16 Fundraiser Results Summary Form This form is to be completed and returned to The Children s Institute within 14 days of the fundraiser s conclusion. Name of Event:... Date Held:... Full Name of Organizer(s):... Street Address:... City:...State:... ZIP Code:... Contact Phone No.: (indicate home, work or cell)... The total (gross) income generated by the fundraiser: $... Minus total expenses (as shown below): $... The total net proceeds (enclosed with this form): $... Expenses: Date Supplier Description $ Amount Total Expenses $: Please check that the following items are submitted with this form: Funds collected (please do not send cash by mail). Please make payments to: The Children s Institute. Completed Donor Receipt Form (if receipts are required)

17 Donor Receipt Form Name of Event:... Event Organizer (full name):... Daytime phone number:... Acknowledgement letters that may be used for tax deduction purposes are sent to the name and address that appears on any check made payable to The Children s Institute. Therefore, if an individual makes a donation at your event and needs such a letter, he must either write out a check or give you cash. Donations of cash are then documented on this form. We will send acknowledgement letters directly to these donors using the details provided below, so please ensure they are accurate, complete and legible. Please note: Tax-deductible receipts cannot be issued if goods or services are received in return for a donation (including the purchase of auction items and raffle tickets, for example). Title First Name Last Name Street Address City State Zip Contact No. Donation $ Amount

18 Donor Receipt Form please make copies of this form as needed Title First Name Last Name Street Address City State Zip Contact No. Donation $ Amount

19 For questions regarding the contents of this packet, please contact Lauren Vermilion, Annual Fund and Community Outreach Manager, at or 1450 Shady Avenue Pittsburgh, PA :: main phone :: fax :: web ::

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