Flinders Medical Centre Foundation Inc. - Terms and Conditions of Fundraising

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1 Flinders Medical Centre Foundation Inc. - Terms and Conditions of Fundraising These terms and conditions have been developed to guide groups and individuals who are planning on fundraising or holding fundraising events in support of the Flinders Medical Centre Foundation Inc. (FMC Foundation). If accepted, these Terms & Conditions will form the basis of any dealings between the FMC Foundation and the Fundraiser in relation to the fundraising/event. Authorisation Any fundraisers for the Flinders Medical Centre Foundation are provided with the Fundraiser Kit and are required to read and understand the information included. They are also required to sign and return a copy of the Terms & Conditions of Fundraising, Deed of Release for Fundraisers and the Event Registration Form, should this apply to their fundraising plans. Should the fundraiser be under the age of 18, these documents are required to be signed by a parent or guardian over the age of 18, with whom the liability rests as the contract is then with that person. By law, any person or organisation fundraising in South Australia must have an Authority to Fundraise letter. The FMC Foundation will send this to the registered participant once: We have received a completed registration form and fundraising/event proposal; We are satisfied that your fundraising/event will produce a minimum return of 60% income after expenses have been deducted; We are satisfied that the fundraising activity fits in with the aims and values of the FMC Foundation and is not a high risk activity. If approved, the Fundraiser will be issued with an ID number from the FMC Foundation. This should be used in all correspondence, including any banking. Fundraisers are not authorised to use the FMC Foundation as its beneficiary charity or to fundraise on behalf of the FMC Foundation until the Authority to Fundraise has been received. Any changes made from original details provided on the registration form and fundraising/event proposal must be reported to the FMC Foundation and may result in a new Authority to Fundraise being required. The Fundraiser is required to wear a fundraiser identification badge (ID badge) when fundraising in person, which includes any face to face fundraising. The FMC Foundation will provide you with this badge. Banking and Record Keeping All funds raised must be transferred directly into the FMC Foundation s bank account, paid in person, or paid online through Team Flinders. The Fundraiser must take all reasonable steps to ensure that any event expenses do not exceed 40% of gross income, and that all expenses are accurately and properly documented. The funds raised, the Authority to Fundraise, ID badge, and a statement of income/expenditure must be provided to the FMC Foundation within 14 days of the completion of the fundraising/event. Please use the Fundraiser ID as a reference for this payment. Receipts Individual tax deductible receipts can be provided by the FMC Foundation if the donation is for $2 or more. When the funds were received in exchange for goods or services (e.g. raffle tickets, event entry), a tax-deductible receipt cannot be issued. For receipts to be issued, please complete the Receipt Request Form and return to the FMC Foundation along with date of related payment via to fmcfoundation@sa.gov.au Your fundraising planning and promotion The fundraising/event is the responsibility of the Fundraiser and due to limited resources, FMC Foundation is unable to assist in soliciting prizes, organising publicity, or providing goods and services unless agreed in writing with the Fundraiser. If the Fundraiser would like a representative of FMC Foundation to attend an event, they should notify FMC Foundation as early as possible to enable a representative to be available. Please note, not all requests will be able to be met as we have limited staff numbers. 13 P a g e

2 Promotion of fundraising/event If the Fundraiser wishes to refer to or promote the FMC Foundation, it must be referred to in full or as the FMC Foundation. Suggested wording would be proudly supporting the Flinders Medical Centre Foundation. The Fundraiser must make clear how and what portion of the funds raised will be used e.g. 100% of funds raised will be donated to the Flinders Medical Centre Foundation. The FMC Foundation may provide permission for the Fundraiser to use the FMC Foundation logo on promotional material (e.g. posters, media releases). The logo remains the property of the FMC Foundation. Any promotional material which uses this logo must have prior approval from the FMC Foundation in writing. If the Fundraiser wishes to approach media, celebrities, corporate sponsors or donors, this must be discussed with the FMC Foundation prior to doing so. The FMC Foundation has corporate and media partners whose relationships needs to be carefully maintained to ensure the best outcomes for the cause. The FMC Foundation can also advise on the best course of approach. Health and Safety All persons who work at The Flinders Medical Centre Foundation as well as fundraisers, have responsibilities for observing work health and safety requirements and to take care to protect their own health and safety and to avoid adversely affecting the health and safety of any other person. All fundraisers for The Flinders Medical Centre Foundation have responsibilities for also observing work health and safety requirements, as well as taking caution in extreme weather. Fundraisers are advised to have discretion when fundraising or coordinating fundraising activities and events, in particular when forecast temperatures are 37 degrees or higher, or in wet weather conditions. Fundraisers are advised to consider extreme weather in all activity/event planning and take this into consideration when completing any risk management, and should forecast conditions be too high or wet, it is advised to delay or change the date/venue of the activity/event. Licences and Liability The Fundraiser agrees to abide by all local legislation and obtain any necessary permits or licences which are required (e.g. raffles, auctions, council permits, liquor licence). If you are intending to hold an event to raise funds you may need to purchase public liability insurance and consider this in your budget. Please note that the FMC Foundation is not responsible for arranging or covering any Public Liability for the event, and will not be held responsible for any claims made in relation to your event. o You must provide the FMC Foundation with a copy of your insurance cover. Under some circumstances if you expect less than 100 guests the FMC Foundation s general public liability insurance may cover the event. All event risks need to be assessed by the FMC Foundation s insurers in the weeks before the event. The FMC Foundation is not liable for each individual member s conduct or damage or injury caused whilst fundraising. You are required to sign the attached deed of release to this effect before you conduct any fundraising event. Termination of Authority to Fundraise The FMC Foundation may at any time by notice in writing to you withdraw its approval of your fundraising activities. The FMC Foundation may do this without giving you a reason, but an example would be if you failed to comply with any of these terms and conditions or your activities did or could cause damage to the FMC Foundation s brand or reputation. In this situation, all fundraising must cease immediately and all monies raised, materials displaying the FMC Foundation name or logo, as well as the Authority to Fundraise and your ID badge must be returned to the FMC Foundation within seven days ************************************************ I, (Fundraiser) agree that I have read and will comply with the Flinders Medical Centre Foundation s Terms and Conditions of Fundraising and take full responsibility for this project. Signature: Date: If you are under 18 years of age please have a parent/guardian sign this form on your behalf. Signature: Date: / / Name of adult parent/guardian: Phone: 14 P a g e

3 DEED OF RELEASE FUNDRAISERS In relation to any fundraising/event (Event), for and on behalf of Flinders Medical Centre Foundation Inc (FMC Foundation) of Flinders Drive, Bedford Park SA 5042 and its partners, agents, employees, associates, affiliated companies, or contractors, I, the undersigned, acknowledge and agree that: 1. I have read and understood the 'Fundraising Kit and 'terms and conditions of fundraising' documents, and any other document provided to me in connection with the Event; 2. Any services supplied to me or products purchased by me in connection with the Event are subject to the terms and conditions of the provider of the services or products which may be changed by those providers; 3. FMC Foundation, and any person on FMC Foundation s behalf, have not given any warranty or made any representation to me regarding any such services or products purchased by me in connection with the Event; and 4. To the extent permitted by law and without limiting any document referred to in clause 1, I release FMC Foundation from any liability, damage, loss, cost, claim or expense (including legal expense) suffered (directly or indirectly) by me arising out of or in connection with the Event, including: 4.1 dangers and risks inherent in activities similar to the Event; 4.2 accident, illness, personal injury or death; 4.3 inadequacy of, delay in, change or variation to, or failure in the provision of any services or products in connection with the Event; 4.4 events beyond the direct control of FMC Foundation including acts of God, civil disturbances and war, natural disasters, risks inherent in travel including by boat, automobile, cycle, train, ship, aircraft or any other means of travel, limited or restricted access to medical facilities or transportation or means of rapid evacuation and assistance, terrorist activities, social or labour unrest, mechanical, construction or equipment failures or difficulties, diseases, local laws, or weather conditions 4.5 any statutory or regulatory obligation in connection with the Event; and 4.6 acts or omissions of FMC Foundation, including negligence and breach of contract. I have read and fully understand the provisions and the legal consequences of this document and I acknowledge that I have had the opportunity to seek legal advice in relation to this document. I agree that this document is governed by the laws of South Australia. Signed as a deed Signed by: Signature of participant In the presence of: Signature of witness Name of participant Name of witness Date Date If you are under 18 years of age please have a parent/guardian sign this form on your behalf. Signature: Date: / / Name of adult parent/guardian: Phone: 15 P a g e

4 Fundraiser Registration Form Any individual or group fundraising in support of the FMC Foundation is required to complete and return this form, prior to receiving an Authority to Fundraise. Should you have any questions, please contact us: or Contact Details Name of Fundraiser:... Name of Organisation (if applicable):... Address:... PC:... Phone (W/H):... Mobile:... Fax: Fundraiser Information Area fundraising for:... Estimated fundraising amount:... Estimated expenses amount:... Why did you choose to fundraise for FMC Foundation? : Please state other beneficiaries (if any):... Fundraising Event/Activity Information *Please complete the Fundraising Event/Activity Information section for each event or activity planned. Name of Event/Activity:... Description: Proposed date/time:... Venue name and address:... How will funds be raised? : Donation Tins Sponsorship Entry Fee Silent Auction Raffles Sales of Merchandise/Goods Other (please explain). 16 P a g e

5 Proposed Flinders Medical Centre Foundation Involvement Please select the following resources you may need from the FMC Foundation. Please note that the equipment requested is dependent on availability at the time of the event/activity: Donation Tins How many? :. Donation forms/envelopes How many? :. Banners Use of FMC Foundation logo for marketing materials FMC Foundation staff member Other (please explain). ******************************************************************* Please return the completed and signed paperwork to: Fundraising Manager Flinders Medical Centre Foundation Post: Flinders Drive, Bedford Park SA 5042 Thank you for your support of the Flinders Medical Centre Foundation. Flinders Medical Centre Foundation Privacy Statement Flinders Medical Centre Foundation will use your information to process donations, send you receipts and keep you updated about what we do. We will not rent, sell or exchange your information without your direct consent. Please do not hesitate to give us call on (08) or visit our website for more details. 17 P a g e

TERMS AND CONDITIONS FOR THIRD PARTY FUNDRAISERS SUPPORTING BRAVEHEARTS

TERMS AND CONDITIONS FOR THIRD PARTY FUNDRAISERS SUPPORTING BRAVEHEARTS The following information has been produced to assist community fundraising initiatives to ensure that all fundraising is both transparent