Fundraising Guidelines & Application
Fundraising Guidelines & Application Thank you for your interest in raising funds for The Love Your Sister Foundation (LYS). These Fundraising Guidelines are designed to assist any individuals, groups or organisations who wish to fundraise on behalf of LYS for medical research, particularly cancer research. LYS staff will liaise with you about your proposed Fundraising Activity. We are here to give advice and support where we can. These Fundraising Guidelines explain some legal concepts relating to fundraising and collections, but they do not constitute legal advice and are not a substitute for your own legal advice, which independent advice we encourage you to get. Please be aware that you cannot commence your fundraising activity on our behalf without written approval from the LYS team. What can we help with; Provide an Authority to Fundraise letter where appropriate. In some instances, we can promote your event through our social media (events open to the public only). Provide a tax receipt to donors who make a donation of $2 or more. Provide our logo and other marketing materials on request. Provide LYS merchandise for sale at your event on request (conditions apply). What we cannot do to help; Provide on-site staff or volunteer support at your event. Guarantee the attendance of the Johnson family. Provide public liability insurance cover. Fund or reimburse expenses. Solicit sponsorship money or goods for your fundraising activities. Provide celebrities or professional athletes for your event. Provide mailing lists of donors, physicians, employees, volunteers or vendors. Due to limited resources, the volume of requests exceeds our number of staff available to attend third party fundraising events. Please allow 10 working days for your proposal to be reviewed. LYS is authorised under Australian fundraising and collections legislation to fundraise in Tasmania, Victoria, New South Wales, The Australian Capital Territory, South Australia and Western Australia.
Fundraising Guidelines & Application The Fine Print In accordance with the relevant legislation, anyone wishing to raise funds on behalf of LYS in all States and Territories, except in Victoria and the Northern Territory, must hold an Authority to Fundraise letter. If you are in Victoria you may be required to apply for a fundraising licence to fundraise on LYS s behalf, particularly if you expect to raise over $10,000 in a financial year. Please contact Consumer Affairs Victoria for more information. If your Fundraising Activity is related to business or trading or if you plan to keep some of the funds raised, additional paperwork is required. If children will be involved in your Fundraising Activity, additional requirements may also apply. Please contact The Australian Charities and Not-for-profits Commission for more information. Fundraising Information 1. The Fundraising Activity, including financial management, fundraising, raffles, marketing, record keeping and management of the Activity is the sole responsibility of the Fundraiser, and shall be conducted in your (the Fundraiser s) name. 2. A Fundraiser has no power to bind The Love Your Sister Foundation, including its directors and staff (LYS) in any manner whatsoever or to take any action or do any act or thing in the name of LYS. Fundraisers must make it clear when dealing with the public, sponsors and supporters that you are not representing LYS; rather, you are acting on its behalf to raise funds that will be forwarded to LYS. 3. The Fundraiser releases LYS from and indemnifies LYS to the fullest extent possible against any liability for any injury, accident or other loss, whether physical or financial, suffered by the Fundraiser or its personnel in the course of conducting the Fundraising Activity. 4. The Fundraiser acknowledges and agrees that LYS is not able to take a co-ordination role in your Activity, such as soliciting prizes, organising publicity or celebrities, assisting with ticket sales, or providing goods and services to assist the Fundraiser in running the Activity. 5. The Fundraiser acknowledges and agrees that LYS is unable to provide public liability insurance to cover the Fundraising Activity. It is the Fundraiser s responsibility to obtain public liability insurance where required. 6. The Fundraising Activity must be promoted and conducted by the Fundraiser in compliance with all relevant laws and regulations. This includes ensuring advertising materials are not misleading or likely to cause offence. 7. Some fundraising activities may require permits, such as raffles with large prize pools or use of public spaces for events. The Fundraiser must apply for any permits and authorities that may be required. Copies of all permits must be sent to LYS. 8. LYS expects a reasonable level of liaison and information regarding your Fundraising Activity. 9. Any changes made from the details provided on the Application to Fundraise form must be reported to LYS within 14 days of the date of the change and before the commencement of the Activity. 10. LYS requires that there be no door-to-door appeal, street collections, telephone or email solicitation of any kind to the public in connection with the Fundraising Activity.
Fundraising Guidelines & Application Financial Information 11. All Fundraisers will be issued with an Appeal ID. You must use this Appeal ID number when banking money to the LYS account. 12. The law requires you to keep financial records of income and expenditure relating to your Fundraising Activity. 13. The proceeds from the Fundraising Activity and a statement of income and expenditure, along with copies of receipts to be issued and bank slips must be forwarded to LYS within 14 days of the conclusion of the Fundraising Activity. 14. All Fundraising Activities must be self-funding. LYS will not be held liable for and the Fundraiser releases LYS from any losses or expenses incurred by the Fundraiser in any circumstances. 15. Fundraisers must take all reasonable steps to ensure that the expenses do not exceed a fair and reasonable proportion of the gross proceeds obtains from the Fundraising Activity. Expenses should not exceed 40% of the event revenue. 16. Monies raised through a raffle cannot be used to pay any event expenses. All proceeds raised by a raffle must be donated to LYS. The only expense that can be taken out of funds raised by a raffle are those that are strictly raffle related, e.g. raffle ticket printing, raffle tickets. 17. Individual tax deductible receipts can only be issued by LYS for people making monetary donations of $2.00 or more. If a donor would like a receipt, please include their name, email address and donation amount on the spreadsheet provided with your Authority to Fundraise letter. Where a person has received goods or services in return for the donation (e.g. raffle ticket or prizes) LYS cannot issue a tax-deductible receipt. PARTICIPATION OF CHILDREN 18. Additional legal requirements and conditions generally apply for the participation of Children in any Fundraising Activity, including minimum ages for children to volunteer and receive donations and requirements for parental approval and supervision. It is the Fundraiser s responsibility to comply with these conditions. 19. Fundraisers must also check whether Working with Children Checks are required in relation to the Fundraising Activity. USE OF LOVE YOUR SISTER NAME AND LOGO 20. The Fundraiser is not permitted to use the name or logo of LYS without written approval from LYS. At no time can your Fundraising Activity be advertised as a LYS event. However, the Fundraising Activity can be referred to as supporting LYS or state that proceeds will go to LYS. WITHDRAWAL OF AUTHORITY 21. LYS reserves the right at its sole discretion to withdraw an authorisation to fundraise should it be necessary to protect the reputation of the LYS or for any other reasons. 22. If an authority to fundraise is withdrawn, all fundraising and promotion must cease immediately, and the fundraising authorisation letter and all monies raised must to be provided to LYS within 7 days.
Application to Fundraise Your Details: Your name Your phone Your email Your organisation (if applicable) Your address (make sure to include your postcode) Your Fundraising activity: Name of your activity Proposed date & time Date (maximum duration 12 months!) Time Description of your activity Location of your activity (include venue name and address)
Application to Fundraise Your fundraising activity continued How many people are you expecting? What is your fundraising goal? What are your approximate costs? How will the funds be raised? e.g. ticket sales, auction, raffle, donation, percentage of sales etc. Will all proceeds from your activity go to Love Your Sister? Yes! No, we are also raising funds for Do you have or do you intend to seek public liability insurance for your activity? Yes! No APPLICANT ACKNOWLEDGEMENT I/We have read and agree to LYS s Fundraising Guidelines. I /We confirm that all information provided above is correct at time of submission. I/We agree to conduct all fundraising activities in accordance with the Fundraising Guidelines and in a manner which upholds LYS s integrity, professionalism and ethos. Your signature Your name Date Please return your completed application to us by post or email, and allow up to 10 business days for your proposal to be reviewed. Please feel free to contact us if you have any queries! Love Your Sister PO Box 286 Tallarook VIC 3659 fundies@loveyoursister.org