Fundraising Agreement novita.org.au NM0005 Mar 2013 Welcome Thank you for choosing to fundraise for Novita! Community Partnerships – events or activities that are organised by a person or group outside of Novita – contribute greatly to Novita’s ability to deliver services to our 2,000 young clients. Novita Children’s Services was established in 1939 as the Crippled Children’s Association of SA, to care for children diagnosed with polio. From these humble beginnings, Novita has grown to become one of South Australia’s premier, not-for-prof it service providers to children living with disabilities and special needs, and their families. Novita currently provides essential therapy, equipment and family support to more than 2,000 children - and through broader work with families and communities, has a direct impact on more than 10,000 South Australians. Novita is proud to help South Australian kids connect with their worlds – at home, at school and right across the community. This cannot be achieved without the support of the business sector, wider community and generous individuals like our third-party fundraisers. This Fundraising Pack will provide you with all the information you need to register and run a fundraising event or activity supporting Novita. Your continued support is greatly appreciated, and ensures that we can continue to help give children with disabilities the best possible start to life. Good luck with your fundraising, and on behalf of Novita’s young clients and their families, thank you! 2 Novita Children’s Services Fundraising Pack Agreement to fundraise Please fill out a form for each fundraising event you plan to hold. Fundraising organiser contact details Title: Mr/Mrs/Ms/Dr First Name: Family Name: Name of Community/Company /Group (if applicable): Position held by person coordinating the activity/event: Address: Suburb: State: Mobile: Email: Postcode: Proposed fundraising activity/event Please tick Name of event: Brief description of fundraising event: Date or timeframe of event: Venue: Venue address: Time: How will people RSVP to event: How will funds be raised from this event: Total estimated income: What % of proceeds will Novita receive? Any other charity to receive part proceeds? Yes! We understand the Terms and Conditions under which any fundraising activities/event benefiting Novita Children’s Services need to operate. We will ensure that Novita Children’s Services representatives are informed of the development of any fundraising concepts and approve any promotional material or media releases citing Novita Children’s Services as the beneficiary. I have read the Novita Children’s Services Fundraising Terms and Conditions and offer to hold my fundraising activity/event in accordance with these rules. I understand my obligations with regards to sending the proceeds raised to Novita Children’s Services within 28 days of the conclusion of the activity/event. I, agree to conduct my activity/event (fundraiser’s name) (activity name) in a manner which upholds Novita Children’s Services’ integrity, professionalism and values. I agree to inform Novita Children’s Services if the details of my activity deviate from those stated on this Agreement to Fundraise Form. Signed: Date: Novita Children’s Services Fundraising Pack 3 Novita support form Novita is able to assist you to reach your fundraising objectives by supplying collateral for you to use (subject to availability). Please indicate the quantity of each item you require Receipt books (50 receipts per book)* Donation receipt books (25 receipts per book)* Goods and services receipt books (25 receipts per book)* Donation tins About Novita brochure Novita News newsletters Novita banners/signage (2 available) Novita table centrepieces. * Please note: If an issued receipt book cannot be located or returned, then a Statutory Declaration must be completed to account for the receipt book. Please contact the Marketing Department should this be required. Please tick if you would like any of the following Use of Novita logo (electronic) Marquee (3m x 3m) Novita staff member to speak at event Post on Novita website/Facebook/Twitter Raffle books (Please complete page 5) Liquor Licence (we will contact you for more information) Statement of income and expenditure template (electronic) Sponsorship proposal template (electronic) Tickets and flyers designed and printed at Novita Everyday Hero To sign up with Everyday Hero the online donation portal, visit www.everydayhero.com.au/event/novitaheroes, sign up and customise your own fundraising page. It’s quick and easy and costs nothing to set up! Tickets and flyers designed and printed at Novita Would you like posters/flyers designed? Yes No If yes, what size posters/flyers would you like produced? A3 A4 A5 DL Number of posters/flyers you would like produced: Would you like tickets designed? (Note: Tickets are 1/6 of an A4 page) Yes No Number of tickets you would like produced: When will you need these items Pick up Date (Tickets/posters/flyers/raffle books): Pick up Date (other fundraising collateral): All non-consumable items must be returned to Novita within 7 days of your activity. From which Novita location will you collect your requested items Regency Park Centre – 171 Days Rd Parafield Gardens – 422 Salisbury Hwy Please return the completed Agreement to Fundraise and Novita Support Form to Novita Marketing via: Fax (08) 8243 8238 Email:[email protected] Post: Novita Children’s Services Marketing Department PO Box 2438 REGENCY PARK SA 5942 4 Novita Children’s Services Fundraising Pack St Marys – 15-31 Aylifes Rd Raffle books Note: Raffle books need 10 working days lead-time before they will be available to collect. Major Raffles (i.e. prizes totalling more than $5000) will require longer lead-time. Section 1 (please tick) Raffle tickets sold and drawn at the same location/event. Ticket requirements The raffle tickets will be sold prior to the draw date (Please complete sections 2, 3 & 4 below) For raffles with prizes greater than a combined total of $5,000 fill in all sections below. Section 2 Name of Raffle: Prize Nature of prizes (e.g. cash, car, boat, trip, etc) Retail value 1st $ 2nd $ 3rd $ 4th $ 5th $ Value of Prizes: The total value of the prizes in the lottery must not be less than 20% of the total value of all the tickets in the lottery. Total number of ticket: Total $ Price per ticket $ Section 3 Start date: Closing date: Draw date: Time of draw: Draw venue address: Post code: Contact name:Phone: Section 4 Will discounted tickets be offered? (If yes, these details must appear on the ticket) Yes No Will bonus tickets be offered? (If yes, these details must appear on the ticket) Yes No Are persons under the age of 18 permitted to enter? (If no, this must be stated on ticket and any advertising) Yes No If you answered yes to either of the first 2 questions in section 4 then please provide details: Section 5 (only applicable for prize pool greater than $5,000) Results published in:Publication date: Novita Children’s Services Fundraising Pack 5 Fundraising terms and conditions Legislation is in place to govern the conduct of fundraising. Anyone wishing to raise money for Novita Children’s Services must hold an Authority to Fundraise Letter issued by Novita. When the supporter has received goods or services in return for money given, e.g. ticket purchases, entry to a raffle or auction prizes, a tax-deductible receipt cannot be issued. Before commencing your fundraising for Novita Children’s Services, your fundraising activity/event must be authorised. All individuals, groups or organisations who wish to fundraise must register the activity/event with us, whatever the size of the event or the type of donation (cash or in-kind). For donated goods and services Novita Children’s Services requires correspondence from the company or individual stating the donated value of goods or services to the activity/event. Accurate records of the donors’ details assist Novita Children’s Services with financial reporting. Fundraising for Novita Children’s Services Due to our limited resources, Novita Children’s Services is not able to take an operational role in your activities, such as assistance with ticket sales, soliciting prizes or organising celebrities. All requirements; including the financial aspects, record keeping, and management of the event(s) must be conducted in the fundraiser’s name and are the responsibility of the fundraiser. The fundraiser’s arrangements for each activity/event must be planned with the approval of Novita Children’s Services. We request and expect a reasonable level of liaison and information about the activity/event. Any changes made from the original details provided on the Agreement to Fundraise Form must be reported to Novita Children’s Services. Because of the nature of Novita Children’s Services as a not for profit children’s organisation and the high ethical standards under which it operates, there are some activities with which Novita cannot be associated. Please consider this prior to planning your activity/event. Novita Children’s Services also requires that there be no door-todoor appeals, street collections or telephone solicitation of any kind to the public in connection with your fundraising activities. Financial aspects of each activity/event Any expenditure involved to conduct your activity/event must be properly authorised by Novita Children’s Services prior to purchase. The fundraiser must take all reasonable steps to ensure that the expenses do not exceed a fair and reasonable proportion of the gross proceeds obtained from the activity/event. Individual, Novita authorised receipts can be issued by the fundraiser for tax-deductible donations of $2 or more, to supporters of the activity/event. 6 The proceeds of the activity/event, the Authority to Fundraise Letter, and a statement of income and expenditure, together with copies of receipts for all expenditure, are to be sent to Novita Children’s Services within 28 days of the conclusion of the activity/event. Proceeds from your fundraising activity/event will form a nondeductible donation to Novita Children’s Services. Monies can be forwarded to Novita by various means: • Cheques are payable to Novita Children’s Services, PO Box 2438, REGENCY PARK SA 5942 • Funds can be transferred electronically to: Novita Children’s Services Account: BankSA BSB 105-116 Account number: 065 655 440 • Payment can be made by credit card (Amex, Diners, Visa or Mastercard) by calling Novita’s Marketing department on 8243 8229. Please specify your name and fundraising activity/event when sending in any payments. The use of Novita Children’s Services name and logo The fundraiser has no right to the names ‘Novita Children’s Services’ or ‘Novita’, nor is the fundraiser given the right to raise funds in those names. This means you cannot call your event a Novita event, e.g. a Novita trivia night. However, you can call it an event supporting Novita Children’s Services. Recommended wording would be, ’this event proudly supports Novita Children’s Services’ or ‘funds raised will assist Novita Children’s Services’. Any printed materials or advertisements to be used by the fundraiser in relation to the activity/event must be submitted to Novita Children’s Services Fundraising Pack Novita Children’s Services for approval and must state that the proceeds from the activity/event are to benefit Novita Children’s Services, e.g. ‘all proceeds from this event’ or ‘all proceeds from this auction’. Please allow 10 working days for approval of your material. If the fundraiser wishes to use the Novita Children’s Services logo on any materials or products, the fundraiser must obtain prior permission from Novita. Please contact Novita Marketing for provision of the logo. Media and publications All communication with media must be approved by Novita Marketing prior to circulation. Please allow 10 working days for approval. Permits and licences Some fundraising activities require the appropriate permits, e.g. raffles with a prize value over $5000, bingo sessions or poker nights. Permits are also required by councils and shopping centres for outdoor events. If you are hosting an event where you personally provide/sell alcohol to patrons, you will require a liquor licence. Please visit www.olgc.sa.gov.au for further information. When hosting your own event, it is the fundraiser’s responsibility to make contact with the applicable authorities to ensure all laws are being adhered to. Liability All aspects of the activity/event, including financial, public liability and public safety are the responsibility of the fundraiser. The fundraiser agrees to release Novita Children’s Services to the fullest extent permissible under law for all claims, except where such liability arises because of the negligence of Novita Children’s Services or its agents. Therefore, please ensure that any space or venue used for your fundraising activities has the required public liability insurance. Thanking sponsors To complete the fundraising cycle, thank you letters and certificates must be sent out to those who have kindly donated their time, venue, product and/or money. Please provide the following details to Novita by emailing [email protected], and we will organise for thank you certificates to be distributed to your supporters. •Organisation •Name •What they donated to assist your fundraising efforts (if money, please specify amount) •Mailing address The thank you certificate is specific to your event, and contains limited information. If you wish to compose your own letter to accompany the certificate, please email that also to [email protected]. Everyday Hero Your fundraising efforts deserve an easy way for your supporters to do just that - support you. Through this website, you will be able to direct people to your own personalised page where supporters will be able to view your specific fundraising efforts, including photos and other information. People will also be able to make donations directly through the website, which are then added to a visual tally on the page. (Everyday Hero does deduct a small administration fee from each donation made.) Check out Novita’s Everyday Hero page at | www.everydayhero.com.au/event/novitaheroes Thank you Thank you for your support. We’re sure that you’ll enjoy fundraising for Novita Children’s Services and sharing in our joy of brightening the lives of South Australian children living with disabilities and special needs. How to get started Please fill out the Agreement to Fundraise and Novita Support Form and return it to Novita Marketing via: Fax: (08) 8243 8238 Email:[email protected] Post:Novita Children’s Services Marketing PO Box 2438 Regency Park SA 5942 For further information on any of the information provided within this agreement please contact the Marketing department on P: 8243 8229, E: [email protected] Novita Children’s Services Fundraising Pack 7
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