THIRD PARTY FUNDRAISING GUIDE 888 Swift Blvd Richland, WA 99352 (509) 942-2661 foundation@kadlec.org www.kadlec.org/foundation
HOST AN EVENT! Thank you for your interest in fundraising for community health causes for Kadlec Foundation. Kadlec Foundation s mission is to elevate community health through Kadlec, our region s largest non-profit healthcare provider. Your donations stay local to enrich the lives of our friends and loved ones through safe compassionate care. We welcome support from the community in the form of third party fundraising and are grateful for all contributions and support. A third party fundraising event is when a company, organization or individual organizes and holds an event to benefit Kadlec Foundation. It is our intent to be clear about what assistance we are able to offer and, at the same time, make sure that the individual/organization understands what its responsibilities will be as Third Party Fundraisers. Because you are raising money on our behalf, there are certain legal considerations we must take into account prior to the promotion of your fundraiser. It is our belief that mutual understanding and open dialogue prior to embarking on any fundraising effort is in the best interest of all. We want to help you be successful in your fundraising and to help donors feel confident and informed when supporting your efforts. Visit our website at www.kadlec.org/foundation to view our current funding priorities. If you would like to host a fundraising event, please review the Third Party Fundraising Guidelines, and submit the Event Planning Sheet and Terms & Agreements, all included here. For ideas, questions, or completed forms, you may contact us at (509) 942-2661 or foundation@kadlec.org. Thank you for taking action to elevate community health! 2
THIRD PARTY FUNDRAISING GUIDELINES 1. All third party events must align with the Kadlec Mission, Vision and Values. 2. Kadlec Foundation must approve all events. Please complete and return the Event Planning Sheet and the Terms and Agreement to the Foundation at least 30 days prior to your event. After reviewing the proposal, the Foundation will provide you with a signed agreement authorizing you to raise funds on our behalf. 3. The event organizer must obtain any necessary permits, licenses or insurance. If the organizer has obtained Section 501(c)(3) tax-exempt status, the event organizer must clearly state this in all promotional materials. If your event will feature alcoholic beverages, you must obtain either a special occasion license or a permit from the state. 4. To support you and your event, Kadlec Foundation must approve, in advance, copy for invitations, advertisements, press releases, posters or other promotional information related to your event. Please do not make public announcements or promote the event until you receive written approval from the Foundation. 5. Kadlec Foundation may only be identified as the beneficiary of the event. For example, an event may not be called "The Kadlec Foundation Walk-a-Thon. The event should be promoted as the "Walk-a-Thon to benefit Kadlec Foundation." 6. To ensure that your work will benefit the community as soon as possible, and so we can recognize all donors appropriately, all contributions should be donated directly to the Foundation within 30 days of the event. Cash gifts should be hand-delivered to the Foundation at 800 Swift Boulevard in Richland. If the Foundation will not receive all of the proceeds from the event, the percentage of the proceeds that benefit the Foundation must be stated clearly on all invitation and promotional materials. 7. Events must comply with all federal, state and local laws governing charitable fundraising, gift reporting and special events. The IRS requires that all tickets, invitations or entry forms state which portion of the contribution is tax -deductible. 8. The Washington State Gambling Commission s guidelines for unlicensed raffles state that ticket sellers must be 18 or older, prizes must be purchased and/or donated prior to the drawing, raffle receipts may not exceed a cumulative gross total of $5,000 in a calendar year, and a group may only have two raffles in a calendar year. Also, raffle tickets need to be numbered; two-part tickets with duplicate numbers (one part for purchaser and one part for drawing) are required. Liquor, tobacco or firearms may not be offered as prizes. All raffles must be licensed in accordance with Washington State law. Kadlec Foundation does not hold a raffle license. If the special event wishes to conduct a raffle, please contact the Washington State Gambling Commission at 1-800-345-2529 or www.wsgc.wa.gov. 9. Not all contributions are considered tax-deductible. If a contributor receives a product or service in exchange for its contribution, the fair market value of the product or service must be subtracted (whether or not it is donated) from the contribution. The remaining amount is tax- deductible. If event contributors send their contributions directly to us, you must inform us of the value of any goods or services the donor received in return for the contribution. Raffle ticket sales are not tax-deductible gifts for the individuals participating. 10. If the organizer does not have tax-exempt status and individual donors send their contributions directly to the organizer, the organizer must submit an itemized listing of all donors, their addresses and the amount of their individual donation to Kadlec Foundation within 30 days, so that a proper 3
acknowledgment letter documenting the tax-deductibility of the contribution can be issued from the Foundation, the not-for-profit beneficiary, to the individual donor. 11. Please notify the Foundation if you plan to contact businesses, individuals or organizations for sponsorship or underwriting proposals. Please refrain from door-to-door requests and telemarketing. If you plan to solicit contributions, sponsorship or in-kind gifts from local businesses, the list of potential business sponsors must be reviewed and approved by Kadlec Foundation before being solicited. Please remember that many individuals and businesses already support us and we must honor their current commitments to the Foundation. 12. Any in-kind donation to the Foundation must have prior approval. 13. Any staff employed or retained by the event organizer or sponsoring organization will not be compensated by the Foundation. It is the responsibility of the sponsoring organization to provide such compensation. The Foundation does not endorse the hiring or selection of any special event planners, consultants or coordinators. 14. The Foundation must be notified if there are any significant changes planned for the event. If circumstances warrant, the Foundation may counsel the event organizer to cancel the event. Event organizers must agree to cancel the event, if so directed, and further agree to release the Foundation and its employees and Trustees from all liability and connection to any such action. 15. The sponsoring organization or individual must seek approval from Kadlec Foundation to repeat an event in each succeeding year. How we can support you: Offer advice and expertise for best practices of event planning Assist with project ideas and goals Provide a letter of authorization to be used to validate the authenticity of the event and its organizers Provide collateral materials to help promote your event Assist you in designating your contribution to a specific area of interest that has special meaning for you Produce acknowledgment letters to individual donors that qualify for a tax deduction What we are not able to do: Provide insurance coverage Ensure dedicated staff support or attendance at the event (unless available) Solicit sponsorship revenue for your fundraising activities Provide media personalities for your event Provide funding or reimbursement for expenses Provide mailing lists of donors, employees, volunteers or vendors 4
EVENT PLANNING SHEET CONTACT Name/organization: Mailing Address Phone/Email EVENT DETAILS Event/project name Location/Date(s)/Time Description of the event/project How will you raise money? (ticket sales, cash donations, sponsorships, auctions, etc.) SPONSORS AND IN-KIND SOLICITATION Please list all businesses, individuals and organizations you plan to contact for cash or in-kind support. The Foundation works with many local businesses. We ask to approve your contact list first before you solicit. (List here or attach document) PROMOTION All materials with the Kadlec name or logo must be reviewed. Do you intend to use our name and/or logo? Yes No How do you plan to promote your event? PROCEEDS Will proceeds from your event be donated exclusively to Kadlec Foundation? Yes No If no, please list the other charities/organizations that will benefit and how the proceeds will be divided. SHARE YOUR STORY! What inspired you to fundraise for Kadlec Foundation? 5
TERMS & AGREEMENT To host a fundraiser, I/we agree to the following: All proceeds from the event will be submitted to Kadlec Foundation within 30 days after the event, along with a final report of total funds raised and total expenses I/we agree to plan, organize, staff, execute and finance the event at NO cost to Kadlec Foundation I/we will obtain written permission before using the Kadlec Foundation name or logo I/we will submit all marketing and promotional materials to Kadlec Foundation and will provide 5 days to review and approve prior to printing and/or distribution online I/we will conduct the fundraiser in compliance with all federal, state and local laws I/we will obtain all necessary permits and/or licenses required by law for this event I/we will not solicit funds door to door or using telemarketing methods I/we will not represent ourselves as an employee or official representative of Kadlec Foundation Kadlec Foundation agrees to the following: Assumes no legal liability or financial liability associated with this fundraiser Will review all submitted marketing and promotional materials May provide promotional materials and promotional assistance on a pre approved, case by case basis Reserves the right to decline any fundraising proposal that may compete with an existing established fundraiser or that is not in line with our mission Does not obtain any licenses or insurance on behalf of fundraisers After authorization, we will provide you with a signed agreement authorizing you to host your fundraiser The fundraiser and organizer/sponsor/participant/organization agrees to indemnify, refund or hold harmless Kadlec Foundation against and in respect of any and all claims, demands, losses, costs, expenses, penalties and reasonable attorney s fees that shall be incurred or suffered by Kadlec Foundation which arise, result from or are related to the fundraiser or project. The organizer/sponsor/organization s has read and is in agreement with the specified guidelines and commit to compliance. Organization/individual printed name: Organization/individual signature: Date: Kadlec Foundation representative name: Kadlec Foundation signature: Date: 6