COMMUNITY FUNDRAISING GUIDELINES

Transcription

1 COMMUNITY FUNDRAISING GUIDELINES

2 THANK YOU Thank you for choosing Soldier On as the beneficiary for your upcoming Community Fundraising Event. This pack will help you along the way and assist you in making your event a fundraising success. The money you raise, and the money raised by others just like you, is what keeps Soldier On running. We currently do not receive any government funding so your community fundraiser helps us deliver many valuable opportunities for our wounded warriors and their families.

3 ABOUT US Soldier On supports men and women around Australia who have been physically or psychologically wounded in the service of their country. Through your fundraising, we can support these men and women, and their families, by providing them with opportunities to enhance their rehabilitation with inspiring activities; funding for high quality equipment and world s best care; and securing their future through education and employment support. OUR WOUNDED NEED YOUR HELP URGENTLY Every dollar donated to the charity is spent on helping wounded Australians. By raising funds for Soldier On, you know you are directly helping wounded Australians. Your fundraising will help many of our wounded to have an improved quality of life. Your efforts, along with other fundraisers, enable services to be rolled out. Thank you for being a part of the team effort! There are both seen and unseen wounds, which will affect these men and women for the rest of their lives, so it s your investment that can transform the lives of many wounded families.

4 step 1: Choose an EVENT and get organised! Here are some ideas Undertake a personal challenge Get mobile. enter a fun run, bike ride or obstacle course event and get friends to sponsor you Fundraising Dinner or trivia night Donations in lieu of gifts Fun theme day at work for a gold coin donation Sausage sizzle at your local hardware store step 2: let soldier on know Read this community fundraising pack to give your fundraiser the best chance of success and to ensure you understand your responsibilities as a fundraiser. fill in the intention to fundraise form (found at the end of this document) and send it back to Soldier On. Once we approve your event, we will send you an authority to fundraise letter. You cannot begin fundraising without this letter of authority. step 3: Get legal Ensure you have the necessary permits and permissions relevant to your state before holding your fundraiser. A public bbq may require Food Handling Certification. Events held in public places may require local council or government permission. step 4: start fundraising An easy way to collect funds is via the Soldier On Fundraising Portal. This eliminates the need to handle large amounts of cash and provides an easy, fuss free avenue for people to donate. soldieron.giveeasy.org Instructions for setting up a fundraising page can be found here: soldieron.org.au/fundraise/set-up-a-donation-page/ Funds can also be collected by way of cash, cheque or money orders (made payable to Soldier On). Cash can be deposited via EFT into the below bank account. Use your last name as a reference number and advise when cash has been deposited by ing admin@soldieron.org.au Name: Soldier On BSB: Number: Cheque and money orders can be posted to our Head Office postal address (PO Box 5186, Braddon, ACT, 2612). step 5: Finalise the event Don t forget to return any funds raised to Soldier On within 28 dauys of the event finishing. Return any unsold merchandise, buckets and all signage. If you need tax invoices for donations, send through details to admin@ soldieron.org.au We love to hear what our supporters are doing so send us through some photos and a summary of how your event went!

5 TIPS Here are some tips to help you organise a successfull fundraiser: Lower your event costs as much as possible. try and get goods, services, prizes and venues donated. approach sponsors to cover costs such as printing Utilise your own existing networks of friends, workmates and recreational clubs to promote the event Maximise opportunities to raise funds at the one event. Hold a trivia night, raffle, jelly bean counting jar Get other community networks involved eg Rotary, Lions, Netball/ Soccer. RSL Get people involved who have been personally affected to inspire others to donate to the cause Incorporate a challenge into your fundraising. Department v Department Delegate event tasks to people you can rely on and ask for help when you need it Take steps to make sure the event is as safe and enjoyable as possible Make sure to recognise and thank every one involved for their help with the event Take photos and send a copy to Soldier On Logo use The following logo is available for use by fundraisers promoting their event and can be used on fundraising websites. It should not be altered or changed in any way. For in depth information on logo use - please request a copy of the Community Fundraisers Style Guide from media@ soldieron.org.au All Media Releases, advertisements and printed collateral must be forwarded to Soldier On for approval prior to being printed and / or circulated. event naming Remember your fundraising activity will not be a Soldier On fundraising event. It will be a fundraiser which raises funds for donation to Solder On. Ensure your event name reflects this. Acceptable use of the name Soldier On for your fundraising event: Charity Dinner - Proudly supporting Soldier On Trivia Night - Proceeds donated to Soldier On Sausage Sizzle - Funds raised will support Soldier On Unacceptable use of the name Soldier On for your fundraising event: Soldier On Charity Dinner Soldier On Trivia Night Soldier On Sausage Sizzle

6 Frequently asked questions I d like to organise an event to raise runds for Soldier On. where do I start? It s easy and reading this document is the first step. Complete the Community Fundraising Registration Form at the back of this document and send it through to Soldier On. This gives us the information we need to consider your plans. You will need to wait for our approval before asking your networks to support you. This is so supporters know that funds are getting to the right place as well as being a legal requirement. Once you ve submitted your Registration Form, we will review your application and if approved, will issue a letter of authority within 10 working days. We may have some questions regarding your fundraiser so ensure your contact details on the form are accurate. Soldier On reserves the right to refuse authority for events that are deemed dangerous, unacceptably risky or do not align with our core values. We are required by law to be accountable for all fundraising actvity so must issue a letter of authority stating our approval and any condiditions under which you can fundraise. In addition, some states of Australia require fundraisers to apply for permission from their state authority. Can I raise money for a specific project? Do i have to make a separate application each time i fundraise? Yes. In general we will only issue an authority to fundraise for a specific event. If you are planning to have Soldier On as your workplace or community charity for the year, let us know and we will include this in your authority letter. Will my fundraising event be covered by Soldier On s insurance? Soldier On has public liability and volunteer insurance which covers certain fundraising activities. Depending on your event, you may also need to consider arranging additional public liability insurance. Soldier On will advise as to whether this is required before issuing a letter of authority. Can expenses be deducted from funds raised by the event? Yes, proper or reasonable expenses may be deducted but these must be documented and included in the paperwork you return to Soldier On after the completion of your event. Please submit a rough budget including estimated expenses for approval if expenses are estimated to be over $1000 along with your application to fundraise. As a guide, expenses should total no more than 30% of total funds raised. Generally we direct funds to where they are needed most. For details of our completed and current initiatives, please check out our website. What materials / support can Soldier On provide? NB: Commission or fundraising fees are not considered a reasonable expense and should not be submitted Can Soldier On issue tax deductible receipts? We may be able to assist by promoting your event on our website calendar. a description of the event, a link for donations, pictures to be posted online and a contact person through to media@soldieron.org.au. Please note we have many events and projects to share online and no guarantee is given that every event will be promoted. We have limited banners and flags available on a LOAN ONLY basis in some major cities. Collection can be organised from the Canberra, Adelaide, Sydney, Perth and Melbourne offices and is strictly subject to availability. A generic Fundraising Poster is available for download from our website and this can be displayed at your event. Yes. We can issue tax receipts for donations but only to individuals or organisations that make a donation without receiving a product or service in return. Under ATO legislation, Soldier On cannot issue tax receipts for donated services like set-up or entertainment. Similarly auction purchases or raffle tickets are not tax deductible. keep a log of tax invoices required including a contact address for the recipient. Send the list through to admin@soldieron.org.au and we will issue the invoices accordingly. A tax invoice cannot be issued to the fundraiser for the fundraised amount.

7 Can I wear a Soldier On shirt for my fundraising event? How your money helps Yes. Head to the Soldier On website and follow the links to purchase. How do i organise Workplace Giving? admin@soldieron.org.au and one of our friendly team will be in touch. Any other questions? them through to admin@soldieron.org.au ONE SESSION WITH A PSYCHOLOGIST $200 could assist in providing psychological support for an ex-service person or family member. REINTEGRATION OFFICER - ONE DAY $500 could cover the costs of having a staff member work directly with those affected by their service for one day. This includes office space, travel and other expenses. MOUNTAIN BIKE $2000 can provide acces to a high quality mountain bike, enhancing recovery and providing motivation for rehabilitation. Major project to enhance rehabilitation $ could fund part of a major project, such as the refurbishment of a pool at a PTSD treatment facility. If you would like to see how you could help Soldier On fund these programs, and others like them, please feel free to contact us at admin@soldieron.org.au.

8 community fundraising guidelines Your responsibilities as a fundraiser: APPROVALS An application to fundraise must be submitted to Soldier On outlining event details including a detailed description, date and fundraising estimate The Fundraising activity must not be high risk. Activities involving water sports, motor vehicles and aerial risks will be assessed on an individual basis and a risk management plan must be provided Soldier On will not endorse any event that may adversely effect health or those which involve the use of firearms, missiles or other dangerous activites. Fundraising can only proceed once a letter of authority has been issued by Soldier On Limited RESPONSIBILITIES & OBLIGATIONS The event must be conducted in the community fundraiser s name. That person will be solely responsible for running and managing the fundraising event in an appropriate and responsible way. Soldier On may offer some assistance however cannot assist with coordination, monetary assistance or sponsorship The community fundraiser must ensure they are compliant with any state or local fundraising regulations and should ensure that any permits, authorities, insurances or licences are secured for the event. this includes but is not limited to food handling certification and lottery licensing All fundraising activity must comply with relevant Australian and State/ Territory laws and regulations The community fundraiser is responsible for ensuring the safety of the event includinig organising appropriate public liability insurance cover and providing first aid services if required. Children under the age of 16 years must be accompanied by an adult during any form of fundraising for Soldier On MONEY RAISED & EXPENSES The community fundraiser will hold any funds raised until the event is completed, ensuring the funds are held in a secure place and that full records of income AND expenses are made. These must be sent to Soldier On within 28 days of the event occurring The community fundraiser can deduct unavoidable costs of organising the event provided these are documented and considered fair and reasonable.e. As a guide these expenses should total no more than 30% of total money raised. An example of a fair and reasonable expense is the cost of sausages & bread in a sausage sizzle RESTRICTIONS & LEGAL The community fundraiser is not permitted to conduct door-to-door, street or telephone approaches to the general public for donations in connection with the event the community fundraiser agrees to release Soldier On from any claims associated with the event and will indemnify Soldier On for any liability or costs that may arise in respect to damage, loss or injury occuring to any person associated with the event caused by breach of responsibilities or negligence Soldier On reserves the right to terminate support for the community fundraising activity at any time if there is any likelihood of the community fundraiser failing to meet the above responsibilities

9 AUTHORITY TO FUNDRAISE - APPLICATION & AGREEMENT YouR DETAILS (the fundraiser) Contact Name (person responsible): Name of organisation or group (if applicable): Mailing address: State: Postcode: address: Mobile or contact Number: Fundraising or EVENT Details Name of activity or event: type of activity or event: Description of activity / event. Provide full details Agreement I,, (fundraising organiser) agree to comply with Soldier On s conditions of Fundraising. I have read the Community Fundraising Guidelines pack and understand my responsibilities as a fundraiser. I understand my obligation to send all proceeds to Soldier On within 28 days of completing the fundraiser. I agree that any photos provided to Soldier On may be used for future promotional, marketing and publicity purposes in any media worldwide without any notice and without any fee being paid. Will you be seeking sponsorship from a third party for the event? Yes No Please include your target list: Do you require donation buckets? yes No Will ALL proceeds be donated to Soldier On? yes No If no - List all other organisations and percentage split Proposed date/time period of fundraising or event: Proposed Location/s: Fundraising Target: Estimated Costs: *If over $1000, please attach budget breakdown Estimated Guest Attendance Numbers Signed (Fundraiser): Date: Signed (Parent/Guardian if applicable): Name of Parent/Guardian if applicable: Relationship of Parent/Guardian if applicable: Date: the completed Authority to Fundraise - Application & Agreement Form to admin@soldieron.org.au. Allow 10 working days for form processing and to receive your Authority to Fundraise approval

10 FOLLOW US FOLLOW THE CHARITY AND FIND OUT WHAT WE RE DOING BY HEADING TO OUR WEBSITE, FOLLOWING US ON FACEBOOK, TWITTER or linked in SOLDIERON.ORG.AU ENGAGE WITH US IF YOU HEAR OF ANY ACTIVITIES YOU D LIKE TO GET INVOLVED IN - OR KNOW SOMEONE WHO MIGHT NEED OUR HELP - GET IN TOUCH VIA ADMIN@SOLDIERON. ORG.AU VOLUNTEER WITH US YOU CAN HELP OUR WOUNDED BY VOLUN- TEERING AT ONE OF SOLDIER ON S EVENTS THROUGHOUT THE COUNTRY! SIMPLY VISIT SOLDIERON.ORG.AU AND HEAD TO THE GET INVOLVED SECTION OF OUR WEBSITE TO SIGN UP! SHOP WITH US YOU CAN FIND A VARIETY OF MERCHANDISE ON OUR ONLINE STORE. YOU CAN SEE THE RANGE AT SOLDIERON. MILITARYSHOP.COM.AU CONTACT US Contact us at admin@soldieron.org.au or for genral enquires