Fundraising

The Fred Hollows Foundation Fundraising Guidelines

These guidelines have been developed to assist participants fundraising for The Fred Hollows Foundation. These terms and conditions will form the basis of any dealings between The Foundation and the Fundraiser.

If you have any questions or concerns regarding these guidelines, please don't hesitate to contact the Coastrek Fundraising Team

1. AUTHORISATION

• 1.1 Notifying us of your fundraising activities

  It is important that we keep track of all fundraising activities that are being conducted for us. We also need to know details about who is conducting the fundraising activity, and how they propose to conduct it. For this reason, we need all participants who plan to undertake additional fundraising activities (supplementing their online fundraising) to complete the online form.

• 1.2 Getting approval to fundraise

  If you choose an approved activity listed here you can begin to fundraise immediately. If you want to undertake an alternate fundraising activity other than those listed you must submit a fundraising proposal to The Fred Hollows Foundation, and have received  a Letter of Authority from us before you can begin.

• 1.3 Fundraising authority expiry date

  Fundraising is authorised from 12th September 2012 until 19th March 2013 only.

• 1.4 Fundraising Activites The Foundation cannot approve

  Due to the nature of our work and the high ethical standards under which we operate, there may be some events and activities we will not approve. For example, you, as a community fundraiser for The Fred Hollows Foundation must not engage in events and activities that:

  (i) involve telemarketing, door knocking, collection tins or buckets, or soliciting donations from occupants of vehicles or in public places such as shopping centres;

  (ii) involve the sale or promotion of tobacco products or illegal drugs, or that are in any way connected with illegal activity;

  (iii) where alcohol is being served, do not promote the responsible service of alcohol; and

  (iv) are in any way connected with terrorism, the use of landmines or money laundering.

• 1.5 Withdrawl of authority to fundraise

  We may at any time and without the need to give reason, withdraw your approval to fundraise by notification in writing. In this situation, all fundraising must cease immediately and you must, within seven days after you have received the notification, return your Letter of Authority (where relevant) and all money raised.

• 1.6 Complying to other requests by The Foundation

  From time to time, we may require you to comply with other requests. You agree to comply with such requests if they are made.

2. ORGANISING AND RUNNING YOUR EVENT OR ACTIVITY

• 2.1 Obligation of others to comply with fundraising guidelines

  You must, and must ensure that any other person assisting you with your fundraising activity or event, at all times:

  (i) comply with these terms and conditions;

  (ii) only conduct listed activities or activities as approved in your Letter of Authority;

  (iii) behave in an appropriate and respectful manner; and

  (iv) comply with any other directions given by us from time to time.

• 2.2 Compliance with other relevant requirements

  It is your responsibility to arrange and ensure compliance with all relevant permits, approvals, consents, gaming licenses or other requirements associated with the fundraising event or activity (Relevant Requirements). We will not be liable for any damage or loss (either direct or indirect) sustained by you arising from or connected with your failure to comply with any Relevant Requirements. Please note that there are particular rules and requirements relating to raffles, chocolate wheels, sweepstakes, bingo and other games of chance, some of which require a license and that each state and territory vary in this regard. We recommend that you seek guidance from the relevant gaming authority in each state and territory before engaging in any activity of this nature.

• 2.3 Representations to the public

  You must make it clear in any dealings with the public, donors, sponsors and supporters that you are not our agent or representative, but are acting on your own behalf to raise money for The Fred Hollows Foundation through Coastrek.

• 2.4 Representations to donors, sponsors and supporters

  You must make it clear in any dealings with the public, donors, sponsors and supporters that acceptance of a donation by you does not imply endorsement by The Foundation of any person or organisation.

• 2.5 Acknowledgement of risk and responsibility

  By agreeing to these terms and conditions you verify that you are physically and mentally able to organise and run your fundraising event or activity. You also acknowledge that you are aware of any risks involved and voluntarily agree to undertake all fundraising events and activities at your own risk.

• 2.6 Liability

  The Fred Hollows Foundation (including its directors, staff and volunteers) is not liable for any injury, damage or loss arising from or connected with (directly or indirectly) any of your fundraising events or activities.

• 2.7 Corporate Sponsors

  You agree to notify us before you approach any corporate sponsors as The Fred Hollows Foundation has existing relationships with a large number of corporate partners that may need to be taken into consideration.

• 2.8 Public Liability Insurance

  We will not provide you with public liability insurance for your fundraising events or activities. Try joining forces with an existing group (Scouts, Rotary or Lions) or hold your event at a venue which is already covered by public liability insurance.

• 2.9 Coordination of the fundraising event

  You understand that we will not take a coordination role in event organising and our staff will not assist in soliciting prizes, organising publicity or providing goods and services to assist you in the running of any fundraising event or activity.

3. PRIVACY AND PERSONAL INFORMATION

• 3.1 Your obligations

  All fundraisers, including you, are expected to protect the privacy and personal information of the people you come in contact with during the course of your fundraising, and help to ensure that all associated with The Fred Hollows Foundation comply with the laws relating to privacy. You must, and must ensure that any other person assisting you with your fundraising activity or event:

  (i) only collect personal information from a supporter or donor that is necessary for the functions or activities of the fundraising

  (e.g. collecting name and contact details for issuing a receipt or posting an event ticket), and will always make it clear why this information is being collected;

  (ii) not copy, use or disclose personal information other than for the primary purpose of fundraising for The Fred Hollows Foundation (e.g. issuing a receipt or posting an event ticket). Disclosures of personal information will primarily be to The Fred Hollows Foundation, the individual making the donation and other organisations or individuals directly related to the fundraising activity and/or the primary purpose of collection of the personal information; and not under any circumstances collect credit card details from supporters or donors. This is in breach of The Fred Hollows Foundation's compliance with Payment Card Industry Standards.

• 3.2 Our commitment to protect personal information

  We will treat any personal information you pass on to us in accordance with the National Privacy Principles contained in the Privacy Act 1988 (Cth) and our own privacy policies.

4. PUBLICITY

• 4.1 Use of The Foundation's logo or images

  Any use of our logo, text, images or any other branding must first be approved by us. This helps us to ensure that the message about The Fred Hollows Foundation and its work is consistent and correct.

• 4.2 Printed materials and approaching the media

  While we will not undertake media relations on your behalf, we are happy to provide advice on producing media materials. You agree to notify us if you intend to approach any media.
  

• 4.3 Seeking approval for references to The Foundation

  We must approve the use of any phrase or "tag line" that states the relationship between your event or activity and The Fred Hollows Foundation. We must be referred to as 'The Fred Hollows Foundation' or 'The Foundation'. Examples of phrases we have approved include:

  (i) 'Proudly supporting The Fred Hollows Foundation'

  (ii) 'Money raised will be used to support The Fred Hollows Foundation's projects in over 18 countries worldwide and in Australia's Indigenous communities'

  (iii) 'All net proceeds to The Fred Hollows Foundation'

  (iv) 'This is a volunteer run event raising money for The Fred Hollows Foundation'.

• 4.4 Obligation to ensure accurate representations to the public

  You must ensure that all publicity in connection with your event or activity and The Fred Hollows Foundation (whether in written or oral form) is not deceptive or misleading in any way and is clear and accurate in its explanation of:

  (i) what you, and The Fred Hollows Foundation, will do with the money raised;

  (ii) the tax deductibility or otherwise of donations made in connection with your fundraising event or activity;

  (iii) the prizes or benefits on offer in connection with your fundraising event or activity;

  (iv) the portion of the money raised that will be donated to The Fred Hollows Foundation

  (e.g. whether 100% of money raised will be given to The Fred Hollows Foundation and if you will cover your own costs or if expenses will be deducted from the money raised)

5. INVOLVING CHILDREN

• 5.1 Minimum age to fundraise

  All fundraisers, including you, must be at least 18 years old to fundraise for The Fred Hollows Foundation unless we have given you specific permission. If you are between 8 and 18 years of age, you must obtain consent from your parent or guardian who must also sign the Registration Form where indicated. Children under the age of 8 cannot by law participate in any fundraising at all.

• 5.2 Advising of intent to involve/work with children at any time

  5.2 You agree to inform us if you are between 8 and 18 or if you anticipate that your fundraising acitivity will involve working with or alongside children at any time.

• 5.3 Fundraisers on school grounds

  Proposals involving fundraising on school grounds will not be approved unless:

  (i) you are a teacher at the school where you intend to fundraise; and

  (ii) express written consent has been given by your Principal.

6. RECEIVING MONEY

• 6.1 Collecting money & issuing receipts

  6.1 You must, when collecting money on our behalf and when receiving money in connection with a fundraising activity or event, only issue receipts through your online fundraising account. You must not use self-generated receipts or ready‐made receipt books such as those found in news agencies.

  (i) A straight donation of $2 or more where the donor receives nothing material in return will be considered a tax deductible gift.

  (ii) If the donor receives something material in return for the money (e.g. a dinner, entry to an event, an auction item or a chance to win a raffle prize) the donation will not be a tax deductible gift.

7. MANAGEMENT OF FINANCES

• 7.1 Costs and Debts of your fundraiser

  All costs and debts associated with your fundraising activities or event are your responsibility and we will not be liable for any financial loss suffered by you or those you involve.

• 7.2 Managing fundraising expenses

  While we will not pay for any expenses incurred by you, expenses necessary to conduct your fundraising event or activity can be deducted from money raised but only if total expenses are less than 40% and are accurately and properly documented. To help ensure proper management of money raised during your fundraising event or activity, you agree to:

  (i) keep accurate financial records (including, but not limited to, retention of receipts and invoices);

  (ii) provide us with an accurate record of money raised and expenses associated with the event or activity within 4 weeks of the conclusion of the event or activity; and

  (iii) never bank monies raised for The Fred Hollows Foundation into a personal bank account. Instead you must 'pay in' via your online fundraising account. Please contact us if you have any questions

• 7.3 GST

  It is your responsibility to pay any Goods and Services Tax (GST) costs associated with the fundraising activity or event.

• 7.4 Remitting fundraising money

  All money raised should be paid in through your online fundraising account as soon as possible and within two weeks after completion of an event or, for ongoing activities, every four weeks for the duration of the activity.

• 7.5 Counting cash at an event

  7.5 You must not count cash donations at an event unless prearranged and a private, quiet room can be provided. Two people are required to be present for any counting of cash donations and they must both sign a document confirming the total counted.

• 7.6 Cash bills

  Cash bills must not be paid at the event unless prearranged with a supplier or venue.

• 7.7 Receiving cash at an event

  If you expect to receive cash at your fundraising event or activity you will ensure that adequate secure containers for receiving cash (such as a lockable petty cash tin or similar) are provided.

• 7.8 Responsibility for cash management

  If a Fred Hollows Foundation representative is present at an event or activity, you remain solely responsible for all aspects of the activity or event unless prearranged and agreed between you and the representative of The Fred Hollows Foundation.