Rockhampton Regional Council

Terms & Conditions

Fundraising Guidelines

The Children’s Hospital Foundation Queensland (Children’s Hospital Foundation) is the official charity of Queensland Children’s Hospital, the Centre for Children’s Health Research, and for all sick kids throughout Queensland and Northern New South Wales. 
World-class research, state-of-the-art medical equipment, clinical care and entertainment. The work we do at the Children’s Hospital Foundation supports every aspect of the healing environment needed to help sick kids get better and go home sooner with their families. 
Your support will help us continue this work and so much more. 
The Children’s Hospital Foundation is legally required to approve all community and business 
fundraising activities so, before you get started in your fundraising for us, we will need to authorise your fundraising event or activity. This will be done via email from your Children’s Hospital Foundation representative. 
All supporters are required to register their fundraising event or activity, no matter how large or small it is. These fundraising guidelines are designed to assist you in planning your fundraising event or activity. We request that you read the guidelines and seek Foundation approval for your event or activity prior to commencing any fundraising. 
By creating your online fundraising page you are automatically agreeing to abide with the Children’s Hospital Foundation fundraising guidelines. 

Thank you for helping sick kids today and tomorrow! 

Becoming a Children’s Hospital Foundation Supporter 
Any person, organisation, or group wishing to fundraise for the Children’s Hospital Foundation is 
required to accept the following guidelines and register their event or fundraising activity with us. 
By creating your online fundraising page, through Everyday Hero, you are automatically agreeing to comply with the Children’s Hospital Foundation’s guidelines. 
Please read through these guidelines. Any arrangement for your event or fundraising activity must be planned with the written approval of the Children’s Hospital Foundation. You can register your event or activity by visiting the ‘Fundraise’ section of our website: https://www.childrens.org.au/ 
Once you register your activity, we will contact you within two business days. 

Fundraising Terms and Conditions 
To obtain approval and authority to raise funds for the Children’s Hospital Foundation the following fundraising terms and conditions must be read and accepted and an outline of your fundraising event must be submitted to the Children’s Hospital Foundation for approval. 
The Children’s Hospital Foundation will issue you with a written acceptance of your event, which will enable you to undertake fundraising on behalf of the Foundation when: 
• the Children’s Hospital Foundation has received in writing a description of your fundraising event, outlining the proposed fundraising activity 
• the Children’s Hospital Foundation is satisfied that the fundraising activity will produce an 
appropriate return after expenses have been deducted 
• the Children’s Hospital Foundation is satisfied that the fundraising activity aligns with the aims 
and values of the Foundation 
• the Children’s Hospital Foundation is satisfied that the fundraising activity is not high risk 
Any fundraising activity you undertake will be conducted in your own name and is the sole responsibility of the fundraiser. At no time do you represent the Children’s Hospital Foundation. You are acting on your own behalf to raise funds that will be forwarded to the Children’s Hospital Foundation. 
You must abide by all relevant State and Federal charities legislation. 
What we can do to help you be successful 
• Offer advice and expertise on event planning 
• Provide templates and other resources 
• Issue key messages and social media handles and hashtags 
• Provide a Letter of Authority to validate the authenticity of the event and its organisers 
• Provide receipts, Certificates of Appreciation and branded ‘thank you’ letters to donors 
What we cannot do to help you 
• Provide on-site staff or volunteer support at your event 
• Extend our tax exemption to you 
• Provide insurance coverage 
• Provide funding or reimbursement of expenses 
• Solicit sponsorship revenue or goods for your fundraising activities 
• Provide celebrities for your event 
• Provide publicity, newspaper, radio or TV coverage 
• Provide mailing lists of donors, medical staff, employees, volunteers or vendors 
• Approach the Children’s Hospital Foundation corporate partners for event sponsorship 
Financial Aspects of the Event/ Fundraising Activity 
All fundraising events must be self-funded. The Children’s Hospital Foundation will not be held liable for any losses or expenses incurred by you in any circumstance. 
It is a requirement that you keep accurate financial records of your event or fundraising activity. This means keeping accurate records of expenses, income sources, banking details and raffles on the fundraising record form provided. 
The proceeds of the fundraising activity and fundraising record form should be forwarded to the 
Children’s Hospital Foundation within four weeks of the conclusion of the event/ fundraising 
The Children’s Hospital Foundation cannot pay any expenses associated with your event/ fundraising activity, nor can we be liable for any losses incurred if your event/ fundraising is cancelled for any reason, or does not break even. 
You, the fundraiser, must take all reasonable steps to ensure that the expenses do not exceed a fair and reasonable proportion (no more than 30% of total income) of the gross proceeds obtained from the event. 
Receipting Donations 
Individual tax deductible receipts can be issued by the Children’s Hospital Foundation for people making monetary donations of $2.00 or more. If a donor would like a receipt, please complete a ‘Receipt Request Form’ with the donor’s full name, donation amount, email address and postal address. The ‘Receipt Request Form’ can be provided by your Children’s Hospital Foundation representative on request. 
Please note that the Children’s Hospital Foundation cannot provide tax deductible receipts for 
sponsorship, ticket purchases, entry to an event, donations of good or services, raffle tickets and auction purchases. However, letters of acknowledgement can be provide for donations of goods. 

Media and Marketing Aspects of the Event/ Fundraising Activity 
The use of the Children’s Hospital Foundation Name and Logo (includes social media) 
If you would like to use the Children’s Hospital Foundation logo on any of your promotional materials, you must obtain prior permission from the Children’s Hospital Foundation and written authority to use the Children’s Hospital Foundation logo will be issued. All materials and collateral printed with our logo and name must also be approved by the Children’s Hospital Foundation prior to printing and distribution. 
Your fundraising activity cannot be advertised as a Children’s Hospital Foundation event. However, it can be referred to as an event “supporting the Children’s Hospital Foundation.” 
You, the Fundraiser, can use the tag line “proudly supporting” on promotional materials. For example, “this event is proudly supporting the Children’s Hospital Foundation” or “funds raised will be donated to the Children’s Hospital Foundation.” 
Any Children’s Hospital Foundation key messages or logos sent to you from your Children’s Hospital Foundation representative cannot be altered in any way without the permission of the Children’s Hospital Foundation. 
Media and Public Relations 
To ensure the success of your fundraising event it is important to let as many people know about it as you can. Contacting your local media is one way to do this. Please do not contact any major media outlet before checking with us. 
A draft copy of any media releases must be forwarded to the Children’s Hospital Foundation for approval before printing. If you have any queries regarding publicity please contact our Marketing & Communications department on 07 3606 6100. 
A media release template can be forwarded to you by your Foundation representative. 
The Children’s Hospital Foundation cannot generate any PR for your fundraising activity. 
Children’s Hospital Foundation Representative 
A representative from the Children’s Hospital Foundation may be arranged to attend your event 
depending on availability. At least four weeks’ notice is required. 
If you would like to make a formal cheque presentation to the Children’s Hospital Foundation, we would be happy to discuss this with you. A novelty the Children’s Hospital Foundation branded cheque can be provided subject to availability. 

Raffle Guidelines, Permits and Collections 
Some fundraising activities require permits, where the total prize pool is over a certain amount. For guidelines about raffles conducted in Queensland see https://www.business.qld.gov.au. There are three types of raffles. 
• Category 1- A raffle where the maximum ticket sales available is less than $2,000. 
• Category 2- A raffle where the maximum ticket sales are less than $50,000 but more than 
$2,000. 
• Category 3- A raffle where the maximum ticket sales are more than $50,000. These raffles 
require a Queensland Office of Liquor and Gaming permit. If your Category 3 raffle extends into 
additional states outside Queensland you will need to contact each states’ Department of Liquor 
and Gaming to register for the relevant permits and permission. 
Permits 
Permits are required by the Council for outdoor events. Please contact your local Council representative if you wish to hold an outdoor event. 
If your event or fundraising activity involves the sale of alcohol, please be aware of government 
regulations. Advice should be sought from the Department of Tourism and Racing Liquor Licensing Division. Information on the regulations can be found at https://www.business.qld.gov.au. 
Collections 
The Children’s Hospital Foundation requires that there be no door-to-door appeal, street collections or telephone solicitation of any kind to the public in connection with your fundraising activity. 
Public Liability 
All aspects of financial and public liability and public safety are the responsibility of the event organiser. As the Children’s Hospital Foundation is not the event organiser it does not cover any public liability on your behalf. Please ensure that any space or venue used for your fundraising activities has the required public liability insurance. 
Termination Policy 
The Children’s Hospital Foundation may, in its sole and absolute discretion, terminate the authority to fundraise granted to the party involved, effective immediately, on written notice to the party. 

Cause Related Marketing Policy (CRM) 
Cause Related Marketing is when a company or group markets a product, image or service and build a relationship or partnership with the Children’s Hospital Foundation for mutual benefit. Usually this involves the company donating a fixed amount of percentage of the unit sale price to the Children’s Hospital Foundation. For example, $1.00 from every chocolate bar sold is considered a CRM related activity. 
• It is the responsibility of the fundraiser to administer these products or services 
• The Children’s Hospital Foundation reserves the right to refuse any offer of a cause related 
marketing opportunity. Please call to discuss your CRM proposal with the Children’s Hospital 
Foundation representative to ascertain if it is suitable for both parties. 

Children’s Hospital Foundation Brand 
You, the fundraiser, are not to conduct activities that could bring the Foundation’s reputation into 
disrepute in any way, this also includes on social media platforms. 
If the Children’s Hospital Foundation concludes that your activities are not in line with the Children’s Hospital Foundation brand a Children’s Hospital Foundation representative can terminate your fundraising permission.