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Terms & Conditions

Fundraising Terms and Conditions

Marketing your event

Responsibilities for promoting and organising your event

All organisational aspects of your fundraising activity/event are your responsibility. This may include soliciting prizes, ticket sales, sourcing auction items, organising publicity, and providing goods or services. We are more than happy to discuss ideas and advise on the execution of your activity/event.  See our resource kit for a selection of templates.

Naming your event

The WCH Foundation’s name cannot be used in the name of your activity/event, however you can use the preferred wording of: ‘This event proudly supports the Women's & Children's Hospital Foundation'.

Fundraising collateral (Brochures, flyers etc)

To make promoting your event easy, we have created several resource for you to use. Click here: If the resources don’t suit your needs, all material used to promote your event must be approved by the WCH Foundation prior to circulation. Please allow 5 working days for approval. We are happy to discuss all marketing ideas with you. The use of the WCH Foundation brand are limited to the materials specifically relating to your approved fundraising activity and for the agreed period only.

Logo and image usage

A copy of the “Proudly supporting the Women’s & Children’s Hospital Foundation” logo is provided in the resource kit.  Logos and images are only to be used in the format provided and may not be altered in any way.

Unofficial Merchandise

The manufacture or sale of unofficial merchandise (i.e. any goods bearing the WCH Foundation branding) is prohibited.

Money Matters

Donation of Goods and Services for prizes or auction items

To assist the WCH Foundation to accurately record and issue the appropriate acknowledgements letters, please fill out the donated gift form for any donation and/or services which states the donated value of the goods and/or services. (link) Please note that any items or services donated to a Fundraisers event is not entitled to a donation receipt by the WCH Foundation.

Receipt records

1. The WCH Foundation can provide a tax-deductible receipt for donations of $2 or greater. Please complete the donor receipt form for each donation. Form is here:

1. Receipts will be issued once the following items have been returned to the WCH Foundation:

1. • Funds deposited
   • Donor receipt form
   • Goods and services form
   • Collection Device/s
   • Banner/s

1. Receipts for tax purposes can only be issued to individuals giving donations of money. A tax receipt is not applicable for the purchase of:

1. • raffle tickets
   • goods and services from an auction (Live or Silent)
   • Food or beverages during the event
   • Entry ticket to the event

Raffle and Lotteries

Holding an auction or raffle at your event is a great way of generating large donations with minimal costs. There are strict laws relating to all lotteries and raffles. If the fundraising activity includes a major lottery ($5000+), the reporting responsibilities, audited financials and record keeping will need to be submitted to the appropriate authorities as outlined at  https://www.sa.gov.au/topics/family-and-community/community-organisations/fundraising-for-organisations/lotteries. The reporting and legal requirements can be onerous. For more information, please read our how to find auction and raffle prizes. (link) Delivering and handling your cash donations Always have two people present when counting any donations. All donations collected should be delivered to the WCH Foundation within 2 weeks of collection. Please ensure that any relevant forms are provided at the time the funds are transferred. These includes:

• Donation form – If this form has credit card details, do not email. It must be dropped off to our office.
• Donated gift form

Alternatively, you can deposit your cash donation via our bank account if you do not have any credit card information. Our office details: Monday-Friday, 9-5pm Ground level, 55 King William Road, North Adelaide

Third Party data handling

As part of your fundraising, you will encounter personal information provided by your supporters. You are responsible for ensuring that any paper or electronic information complies with the Australian Privacy Act (1988) and the Australian Privacy Principles (2014).

When to collect information

• When someone makes a cash donation and would like a receipt for tax purposes. Please fill out the donation form (located here). If credit card details are filled out, this form cannot be emailed. The donation form will have to be dropped off at the foundation for processing.
• Donated gift form – Auction item list
• When someone attends a fundraising event and consents to receive communications from the Women’s & Children’s Hospital Foundation either through registration, raffle or auction entry.

Why we need this information

The Women’s & Children’s Hospital Foundation is a Deductible Gift Recipient, and in order to provide accurate and timely donation receipts to your supporters, you will need to provide us with their name and contact information. As a Third-Party Fundraiser, you cannot issue donation receipts yourself. (link to form) How much information to collect In order to provide a receipt, we need to know the name and contact details for the individual or organization that made the gift. We will require either a valid email address or a current postal address. Where possible, please provide more information rather than less. (See receipt template) When a gift is made on behalf of an organisation, please provide the name of a contact person at that organization to allow us to address the receipt appropriately.

Liability

Working with Children and vulnerable individuals

Extra care should be taken if your activity/event involves children. Your event should include proper adult supervision. You should also carry out a DCSI check if volunteers or suppliers are left unsupervised with access to children. Other factors to consider when fundraising with children:

• Children under the age of 15 are not permitted to sell tickets in a lottery or raffle, unless accompanied by an adult.
• Children under the age of 18 cannot purchase raffle tickets.

Fundraiser Liability

• The Fundraiser releases the WCH Foundation from any and all loss, damage and liability arising from the event or the use of the name  'WCH Foundation'  or  'Women’s & Children’s Hospital Foundation' or logo.

• The Fundraisers indemnify the WCH Foundation and will continue to indemnify the WCH Foundation from and against any and all claims, demands, debt, expenses, costs (including legal costs and expenses), losses or damages, whether direct or indirect, consequential or not, which the WCH Foundation suffers or incurs as a result of, or arising out of, the event or activity or the use by the Fundraisers of the name 'WCH Foundation' or 'Women’s & Children’s Hospital Foundation' or logo.

• The Fundraisers are solely responsible for the conduct of the fundraising event or activity including complying with any and all applicable laws governing the conduct of the event or activity.

• The Fundraisers must not bind or purport to bind the WCH Foundation or incur any obligations of any nature in the WCH Foundation's name. The Fundraisers are not authorised to represent the WCH Foundation in any way whatsoever other than in accordance with the Letter of Authority.

• The WCH Foundation reserves the right to withdraw its approval for the activity/event at any time if it appears that there is a likelihood of the fundraiser failing to adhere to any of the above guidelines.

• The Fundraisers must, on receipt of a notice to do so in writing from the WCH Foundation, immediately discontinue the use of the name 'WCH Foundation' or 'Women’s & Children’s Hospital Foundation' and/or logo use.

Public Liability Insurance

In some circumstance’s fundraisers must have adequate public liability insurance in respect of the fundraising event or activity (including all activities involved in the staging of the event) in an amount of at least $10,000.00 per claim. The fundraisers must, if requested by the WCH Foundation, supply proof of insurance to the WCH Foundation. If the Fundraiser is unable to obtain such insurance, WCH Foundation may be required to take this policy out and in doing so the cost of this will be taken out of the proceeds of the event. What does the money go towards? All funds donated are used to support the Women’s & Children’s Hospital’s most urgent needs to deliver the best possible clinical care and ground-breaking research.

Disclaimer

• The WCH Foundation reserves the right to withdraw its approval for the activity/event at any time if it appears that there is a likelihood of the fundraiser failing to adhere to any of the above guidelines.
• The Fundraisers must, on receipt of a notice to do so in writing from the WCH Foundation, immediately discontinue the use of the name ‘WCH Foundation’ or ‘Women’s & Children’s Hospital Foundation’ and/or logo use.
• Further to this, the Letter of Authority will not be issued where the viability of the fundraising activity is in doubt.

Contact us

If you have any questions about the terms & conditions, or fundraising for the WCH Foundation, please contact our Community Fundraising Department at community@wchfoundation.org.au or by telephone on (08) 8464 7900.

Hosting a Collection Device

TERMS & CONDITIONS – SINGLE USE COLLECTION DEVICE

Single use collection tins are to remain sealed and returned to the WCHF for opening and counting. Once finalised, total amount collected will be provided to the host via a receipt and letter of acknowledgement. All single use collection devices are accountable and need to be returned, unopened, to the WCHF. This includes both used and unused devices.

TERMS & CONDITIONS – REUSABLE COLLECTION DEVICE (with key)

Responsibility of the Collection Device Host

1. You agree to accept responsibility for the security of the key and ensuring two people are present when emptying the device, unless otherwise agreed in writing, this is  to be done on a minimum quarterly basis.
2. You ensure funds are banked into the designated WCHF bank account.  Full bank account details will be provided with Authority to Fundraise document.
3. You provide details of funds banked and email remittance form to:  finance@wchfoundation.org.au
4. You agree to notify WCHF:

• if any collection device is damaged, stolen, lost or removed to a new location other than that specified on your Registration Form
• if there is any change of key contact details or business name

1. If you are unable to comply with these terms, the WCHF shall have the right to provide written notice to terminate the authority.  In this instance, all collection devices in your possession must be returned immediately to the WCHF, and all rights hereunder to collect donations on behalf of WCHF will be withdrawn.

Responsibility of Women’s & Children’s Hospital Foundation

1. To provide a clearly numbered and branded collection device and key (if applicable)
2. To replace damaged or graffiti covered collection devices.
3. To provide acknowledgement of receipt of individual collection device/s monies and maintain accurate records of all funds received.
4. Provide a certificate of appreciation and acknowledge support of businesses and local communities participating in the Collection Device program. Once approval is obtained, this may include newsletters and/or on WCHF social media platforms.