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CYSTIC FIBROSIS WESTERN AUSTRALIA COMMUNITY FUNDRAISING HANDBOOK

CYSTIC FIBROSIS WESTERN AUSTRALIA 2

COMMUNITY FUNDRAISING HANDBOOK

Take a step towards delivering a bright future for people with cystic fibrosisCreating your own fundraiser is a great way to make a difference to the lives of people with Cystic Fibrosis (CF). By giving to Cystic Fibrosis WA you’ll ensure that important research projects are funded and that people with CF in WA have access to life-changing services.

This handbook gives you all the information you need to set up and run a successful fundraiser. If you’re looking for ideas on how to get going, tips on how to grow your fundraiser and the guidelines you need to stick to – you’re in the right place!

If you’d like to discuss things further please get in touch with our fundraising team on 08 9346 7333 or email [email protected]

Good luck getting started and thanks for your support!



1. MANAGING THE MONEY 08

1. YOUR RESPONSIBILITIES 09

1. CONTACT US 09

1. FUNDRAISING EVENT 10 REGISTRATION FORM

1. DONOR RECEIPT FORM 1 2

1. FUNDRAISING RESULTS FORM 13

What’s inside?

1. HOW YOUR FUNDRAISER 04 WILL MAKE AN IMPACT

1. FUNDRAISING IN SEVEN 04 BASIC STEPS

1. IDEAS TO GET YOU STARTED 05

1. HOW WE CAN HELP 06

1. USING OUR NAME AND LOGO 06

1. GETTING THE WORD OUT 07

1. TIPS TO ADD VALUE 07



How your fundraiser will make an impact

Fundraising in seven basic steps

There are over 300 people with CF in WA that benefit from the services and research support delivered by Cystic Fibrosis WA. It’s our mission to contribute to the social, physical and emotional wellbeing of people affected by CF, including the families of those living with the condition. The average life expectancy at birth has been raised from 5 years in the 1960’s to 37.5 years in 2013. This is a fantastic achievement, but we’ve still got a long way to go.

Donations are always put towards the areas where they are needed most and spread across research and services. On occasion there are opportunities to fundraise for specific major research and service delivery projects, contact us to find out more.

Lil & Phil Lung-

Part of the Go RED for CF team

can buy a Hospital Survival Pack to help a family cope with a long hospital stay.$25can provide counselling support to someone in crisis.$50

can give someone who’s struggling to breathe a clean home. $150can provide a family with physio equipment for a year.$300

can buy a nebuliser for people with CF to borrow to take antibiotics.$1,500can deliver support to families, schools and hospitals in regional areas.$2,000

can make a significant contribution to a critical research project.$10,000

Pick a fundraising activity – check out page 5 for some ideas. Read through this handbook to make sure you understand the fundraising guidelines.

Fill out the Fundraising Event Registration Form and send it back to us.

We’ll get in touch and send you a letter once we’ve approved your fundraiser to go ahead. If you need to use our logo we can sort that out too.

Get going with your fundraiser!

After your event you’ll need to fill in the Fundraising Results Form and send the money you raised to Cystic Fibrosis WA within 14 days. Say thank you to everyone that donated!

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Ideas to get you started

JOIN A CAMPAIGN Take part in one of our ready-made fundraising campaigns. They’re all set up to fundraise online so collecting donations is easy! 65 Roses MonthMay is all about raising awareness for CF and it’s a great time to hold a fundraiser. Get in touch with Cystic Fibrosis WA to find out the details of this year’s campaign.

Go RED for CF & Crazy Hair Day for CFGet your school, office or sporting club on board and hold a Go RED or Crazy Hair Day. People bring a gold coin donation to take part and there are educational activities available for schools.

Serve it Up for CF Throw a dinner or cocktail party and ask guests to donate what they would have spent on a night out.

My Celebration for CF Celebrate your birthday, Christmas, anniversary, wedding, christening or bar mitzvah and embrace the festive spirit by asking your friends and family to make a donation in lieu of a gift.

In MemoryAsking friends and family for a donation in memory of a loved one is a meaningful way to commemorate their life and leave a lasting tribute that will improve the lives of others who have been touched by CF.

SET UP YOUR OWNWe’ve got some suggestions below, but the sky is the limit for great fundraising ideas. If you need an online page to collect donations we can help you set it up.

■ Physical challenges – ride, swim, run, climb or paddle! Organise it yourself or join an event like the City to Surf, Run for a Reason or the Rotto Swim.

■ Car wash ■ Casual dress day ■ Raffle - ask your local sporting club or office to help ■ Cinema charity night ■ Weight loss challenge ■ Games night ■ Mow the lawns in your neighbourhood ■ Concert ■ Market stall or garage sale selling cakes or second-hand items like

clothes, jewellery & books ■ Quiz or bingo night ■ Garden party ■ Colour or shave your hair – maybe grow a beard! ■ Sausage sizzle ■ Collection tins at your work and local businesses ■ Give something you love up – like chocolate or wine!

©copyright function creative 2013


IT UP

ServeIT UP

ServeIT UP

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How we can help Using our name and logo

Cystic Fibrosis WA’s fundraising team will do their best to make sure your event is a success. We can offer:

■ A Letter of Authorisation to show that your event has our approval and is a genuine fundraiser

■ Fundraising tips customised to your event ■ Use of the ‘Proudly Supporting Cystic Fibrosis WA’ logo – you’ll

need to ask us for permission first ■ Cystic Fibrosis WA branded resources such as brochures, stickers,

balloons, display banners and collection tins ■ Cystic Fibrosis WA merchandise for you to sell ■ Publicity for your event on our website, Facebook, Twitter, e-news

and RED magazine ■ Help writing a media release ■ A guest speaker ■ Help sourcing volunteers ■ Tax deductible receipts for donors

We can’t provide:

■ Funds or reimbursement for any expenses incurred ■ Staff to help coordinate or run the event ■ Applications for permits, licences or insurances (these are the

responsibility of the organiser)

You’ll need permission from us before you can use the Cystic Fibrosis WA name and logo. Once we’ve given you the go-ahead we’ll send you a permit, a copy of the ‘Proudly Supporting Cystic Fibrosis WA’ logo and a set of guidelines.

When you choose a name for your event you’re welcome to use ‘Cystic Fibrosis WA’ in the title, but please stick to this guide: Acceptable:

■ ‘Quiz Night’ proudly supporting Cystic Fibrosis WA ■ ‘Quiz Night’, with proceeds to Cystic Fibrosis WA

Not Acceptable: ■ Cystic Fibrosis WA ‘Quiz Night’

You’ll also need to make sure that you clearly state the amount or percentage of funds raised that will go to Cystic Fibrosis WA in all communications, particularly if you are splitting the funds between more than one charity.

Under no circumstances should you manufacture or licence any merchandise bearing the name, logo or branding of Cystic Fibrosis WA without written permission.

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Minimum clear space around the Cystic Fibrosis WA logo



Once you’ve picked a name, date, venue and theme for your fundraiser you’ll need to start promoting it. If you’re running a private event this could be as simple as calling, emailing or sending out invitations.

If your event is larger and you want to engage the public, think about some of the following options:

Set up an online fundraising page Create posters or flyers and display them in local businesses or

around the office Set up a Facebook or Twitter page Write a blog so that people can follow your progress online

Create a YouTube clip to let people know what you’re doing and why you’re passionate Create an event on Facebook and encourage your friends to share the link Put an article in your school, company or club newsletter List your fundraiser on public event sites such as www.enjoyperth.com.au, www.experienceperth.com and www.whatson.com.au Get in touch with your local radio station or community newspaper Find out if the local council can support you or help promote your event

Getting the word out Tips to add value

1. Let people know why you’re passionate! We all want to give more if we feel a connection to a cause. Whether it’s by email, phone or speaking at the event, make sure people know why CF is important to you.

2. Don’t set your target too low People will consider your target when they decide how much to give. If you reach your target quickly, bump it up a bit!

3. Be the first to donate If you can afford it, make the first donation. When you ask others to give let them know you’ve started things off by donating $X. They’ll realise CF means a lot to you and consider how much you donated when they make their gift.

4. Add in ‘bonus’ fundraisers Consider getting some prizes donated and holding a raffle, a live/ silent auction or a lucky dip to increase the amount you raise.

5. Don’t be afraid to ask twice People intend to donate, but sometimes it gets pushed to the bottom of the list. It usually takes a reminder to get everyone into action, so don’t feel embarrassed to ask again.


-Rosie To kids ‘cystic fibrosis’ sounds a bit like ‘65 roses’ - so our mascot is a rose!



Managing the money

YOUR COSTSAny costs you incur and deduct from the funds raised must be fair and reasonable. ■ Costs deducted from the funds may only include expenses directly related to the event such as venue hire, catering, etc. ■ You can’t claim personal time organising the event as an expense. ■ Expenses shouldn’t exceed 30% of the gross proceeds, unless otherwise agreed to by Cystic Fibrosis WA.

■ No costs may be incurred in the name of Cystic Fibrosis WA. ■ You mustn’t present yourself as a representative of Cystic Fibrosis WA.

COLLECTING FUNDSIf you’re fundraising through one of Cystic Fibrosis WA’s online fundraising partners, people will be able to make donations direct to your page. These funds will then be transferred to Cystic Fibrosis WA minus a small administration fee.

Funds can also be collected in cash, by cheque or by credit card through our website or over the phone.

Cash collections need to be counted by a minimum of 2 people in a secure place, at or immediately after the fundraiser.

DONOR RECEIPTSIf donors require receipts, complete the Donor Receipt Form and return it to us. Once we receive this list and the funds we can send out receipts.

Donations over $2 are tax deductible if the person hasn’t received goods or services in return. Raffle tickets, entry tickets and auction items are not tax deductible.

We can issue a receipt for donated goods and services if the supplier gets in touch with us directly. The receipt will state a description of the goods or services but we can’t put a dollar value on it.

SENDING IN THE FUNDS Once your event is over you must ensure Cystic Fibrosis WA receives the funds raised within 14 days of your fundraiser concluding.

Cash can be handed in personally to our office, or you can transfer the funds by cheque, EFT or via credit card through our website or over the phone.

The completed Fundraising Results Form and copies of receipts and invoices for all expenses deducted from the income must be sent in within 30 days of the fundraiser concluding.

WHAT IF THINGS GO WRONG?If something unexpected occurs please contact us as soon as possible. We’re here to help and you need to keep us in the loop.



Your responsibilities

To keep things simple for you, here’s a summary of your responsibilities as a fundraiser.

Cystic Fibrosis WA reserves the right to withdraw support for the fundraising event at any time if it appears you have or will fail to meet any of these responsibilities.

08 9346 [email protected] cysticfibrosis.org.au/wa

Office AddressCystic Fibrosis WA The Niche11 Aberdare Road (cnr of Hospital Ave)Nedlands WA 6009

Postal AddressCystic Fibrosis WAPO Box 959 Nedlands WA 6909

Contact us

c You must not start fundraising until you’ve submitted the Fundraising Event Registration Form and received back a Letter of Authority from Cystic Fibrosis WA giving you permission to go ahead.

c Your fundraiser must comply with relevant state and federal laws.

c You must not use the Cystic Fibrosis WA logo without permission from Cystic Fibrosis WA.

c You must obtain any/all necessary insurance, licences and permits required to conduct the fundraising activity.

c You must ensure the event is run safely.

cMonies and goods may only be collected for the purpose that was given on the Fundraising Event Registration Form.

c You must not employ the use of unsolicited telemarketing, door-to-door collections or street appeals in connection with your event.

cNo children under the age of 16 years should be collecting funds.

c All funds raised must be received by Cystic Fibrosis WA within 14 days of your fundraiser concluding.

c The Fundraising Results Form and copies of all receipts and invoices for all expenses deducted from the income are to be provided to Cystic Fibrosis WA within 30 days of your fundraiser concluding.



Fundraising Event Registration FormFundraising Event Registration Form

Organiser’s Contact Details Title: _____ Full name: ______________________________________________ Name of organising group (if any): __________________________ Relationship to organising group: ___________________________ _______________________________________________________ Link to cystic fibrosis (if any): ______________________________ _______________________________________________________ Organiser’s street address: ________________________________ Suburb: ____________________ State: ____ Postcode: _________ Home/Office phone: ____________ Mobile: ___________________ Email: __________________________________________________ Do you have current or previous criminal convictions? Y/N If yes, please provide details: _______________________________ _______________________________________________________

Details of Proposed Fundraiser Name of activity: _________________________________________ Brief description: _________________________________________ _______________________________________________________ Proposed date or timeframe: _______________________________ Venue name: ____________________________________________ Venue street address: _____________________________________ Suburb: _______________________ State: ____ Postcode: ______ How will funds be raised from this activity? ___________________ _______________________________________________________ What percentage of funds will go to Cystic Fibrosis WA? ________ Are there any other charities benefiting from this event? Y/N If yes, please provide details: _______________________________

Event Budget* Total estimated income to be generated: $________________ Total estimated costs: $________________ Details of expected costs (advertising, equipment, venue, etc.): ___ _______________________________________________________ Estimated net revenue to be donated to Cystic Fibrosis WA:

$________________ Any other comments: _____________________________________ ______________________________________________________________________________________________________________ *Total expenses should be less than 30% of the total income. They must be fully documented via receipts and be fair and reasonable.

Fundraising Support Cystic Fibrosis WA (CFWA) can provide promotional material and other resources, subject to availability. Please indicate the promotional material you require with approximate quantities:

Donation Tins _______ Stickers _______ Balloons _______ Information brochures _______ Display banners _______ CF guest speaker (Y/N) Other: __________________________________________________

Fundraising Event Registration Form

Organiser’s Contact Details Title: _____ Full name: ______________________________________________ Name of organising group (if any): __________________________ Relationship to organising group: ___________________________ _______________________________________________________ Link to cystic fibrosis (if any): ______________________________ _______________________________________________________ Organiser’s street address: ________________________________ Suburb: ____________________ State: ____ Postcode: _________ Home/Office phone: ____________ Mobile: ___________________ Email: __________________________________________________ Do you have current or previous criminal convictions? Y/N If yes, please provide details: _______________________________ _______________________________________________________

Details of Proposed Fundraiser Name of activity: _________________________________________ Brief description: _________________________________________ _______________________________________________________ Proposed date or timeframe: _______________________________ Venue name: ____________________________________________ Venue street address: _____________________________________ Suburb: _______________________ State: ____ Postcode: ______ How will funds be raised from this activity? ___________________ _______________________________________________________ What percentage of funds will go to Cystic Fibrosis WA? ________ Are there any other charities benefiting from this event? Y/N If yes, please provide details: _______________________________

Event Budget* Total estimated income to be generated: $________________ Total estimated costs: $________________ Details of expected costs (advertising, equipment, venue, etc.): ___ _______________________________________________________ Estimated net revenue to be donated to Cystic Fibrosis WA:

$________________ Any other comments: _____________________________________ ______________________________________________________________________________________________________________ *Total expenses should be less than 30% of the total income. They must be fully documented via receipts and be fair and reasonable.

Fundraising Support Cystic Fibrosis WA (CFWA) can provide promotional material and other resources, subject to availability. Please indicate the promotional material you require with approximate quantities:

Donation Tins _______ Stickers _______ Balloons _______ Information brochures _______ Display banners _______ CF guest speaker (Y/N) Other: __________________________________________________



Please indicate the marketing support you require: Inclusion on CFWA’s website events page (Y/N) Inclusion in CFWA’s fortnightly e-news (Y/N) Inclusion in CFWA’s quarterly magazine (Y/N) Inclusion on CFWA’s Facebook / twitter (Y/N) A media release from CFWA (Y/N) To assist us in marketing your fundraiser, please provide the following for your event: Website: _______________________________________________ Facebook page: _________________________________________ Twitter page: ___________________________________________ Depending on the nature of your fundraiser CFWA may be able to provide staff or source volunteers to assist on the day. If you would like support please include a short description below: _____________________________________________________________________________________________________________________________________________________________________

Authorisation

I, ________________________________ (organiser’s full name) have read and fully understand and agree to comply with the terms and conditions of fundraising for Cystic Fibrosis WA as outlined in the Community Fundraising Handbook.

I agree to act in a professional manner in conducting the fundraiser and to uphold the reputation and values of Cystic Fibrosis WA; I understand that I am responsible for obtaining any relevant permits, licences and adequate public liability insurance if required; I understand that Cystic Fibrosis WA is not responsible for payment of any costs associated with the fundraiser;

I understand that I am obligated to remit funds raised for Cystic Fibrosis WA within 14 days of my fundraiser concluding, as required by regulation 11(2) of the Charitable Collections Regulations (1947). I understand that if funds are

not remitted within this timeframe, Cystic Fibrosis WA will take necessary action to retrieve the funds and inform the Department of Commerce of my actions; I will provide Cystic Fibrosis WA with an accurate record of all income and expenses and copies of receipts and invoices for all expenses within 30 days of the fundraiser; Cash collections will be counted by a minimum of 2 people in a secure place at or immediately after the fundraiser; No person under the age of 16 years shall act or be permitted to act as a collector; The fundraiser cannot be used for personal or commercial gains and all monies collected may only be distributed to the purpose outlined in this application; and Cystic Fibrosis WA reserves the right to withdraw authority to fundraise under their Charitable Collections Licence at any time should I/my organisation fail to meet any of the above conditions.

Note: If you are under 18, please have a parent or guardian sign this form on your behalf.

Organiser’s signature: __________________ Date: ____/____/____

If signed by a person other than the organiser please provide: Full name: ______________________________________________ Relationship to organiser: __________________________________ Contact phone number: ___________________________________

Please return this form to Cystic Fibrosis WA, PO Box 959 Nedlands WA 6909 or email to [email protected]. Please wait for approval to be granted prior to commencing fundraising.

Please indicate the marketing support you require: Inclusion on CFWA’s website events page (Y/N) Inclusion in CFWA’s fortnightly e-news (Y/N) Inclusion in CFWA’s quarterly magazine (Y/N) Inclusion on CFWA’s Facebook / twitter (Y/N) A media release from CFWA (Y/N) To assist us in marketing your fundraiser, please provide the following for your event: Website: _______________________________________________ Facebook page: _________________________________________ Twitter page: ___________________________________________ Depending on the nature of your fundraiser CFWA may be able to provide staff or source volunteers to assist on the day. If you would like support please include a short description below: _____________________________________________________________________________________________________________________________________________________________________

Authorisation

I, ________________________________ (organiser’s full name) have read and fully understand and agree to comply with the terms and conditions of fundraising for Cystic Fibrosis WA as outlined in the Community Fundraising Handbook.

I agree to act in a professional manner in conducting the fundraiser and to uphold the reputation and values of Cystic Fibrosis WA; I understand that I am responsible for obtaining any relevant permits, licences and adequate public liability insurance if required; I understand that Cystic Fibrosis WA is not responsible for payment of any costs associated with the fundraiser;

I understand that I am obligated to remit funds raised for Cystic Fibrosis WA within 14 days of my fundraiser concluding, as required by regulation 11(2) of the Charitable Collections Regulations (1947). I understand that if funds are

not remitted within this timeframe, Cystic Fibrosis WA will take necessary action to retrieve the funds and inform the Department of Commerce of my actions; I will provide Cystic Fibrosis WA with an accurate record of all income and expenses and copies of receipts and invoices for all expenses within 30 days of the fundraiser; Cash collections will be counted by a minimum of 2 people in a secure place at or immediately after the fundraiser; No person under the age of 16 years shall act or be permitted to act as a collector; The fundraiser cannot be used for personal or commercial gains and all monies collected may only be distributed to the purpose outlined in this application; and Cystic Fibrosis WA reserves the right to withdraw authority to fundraise under their Charitable Collections Licence at any time should I/my organisation fail to meet any of the above conditions.

Note: If you are under 18, please have a parent or guardian sign this form on your behalf.

Organiser’s signature: __________________ Date: ____/____/____

If signed by a person other than the organiser please provide: Full name: ______________________________________________ Relationship to organiser: __________________________________ Contact phone number: ___________________________________

Please return this form to Cystic Fibrosis WA, PO Box 959 Nedlands WA 6909 or email to [email protected]. Please wait for approval to be granted prior to commencing fundraising.



Donor Receipt Form

Name of Event Organiser:______________________

Event Title:__________________________________

Phone Number:______________________________

Write down the details of any donors who would like a receipt issued from Cystic Fibrosis WA. Donations of $2 or more are

tax-deductible, provided that the person hasn’t received goods or services in return (i.e. the purchase of auction items, entry tickets

or raffle tickets).

Title First Name Surname Street Address Suburb State Postcode PhoneDonation Amount

($)



Fundraising Results FormThis form must be returned to Cystic Fibrosis WA with any relevant receipts within 30 days of the conclusion of your fundraiser.

Funds must be deposited within 14 days of the event.

Name: ____________________________________

On behalf of:________________________________

Address: __________________________________ Suburb: ____________________ State: _______ Postcode: ________

Phone Number: _____________________________ Email: ____________________________________________________

MONEY RECEIVED EXPENSES DEDUCTED FROM FUNDS RAISED

Ticket Sales $ Advertising $

Donations $ Printing/Stationary $

Raffles $ Prizes $

Auctions $ Venue Hire $

Merchandise $ Catering $

Total Proceeds $ Total Expenses $

Total Proceeds – Total Expenses = $___________

Date funds were transferred to Cystic Fibrosis WA’s bank account: ____/____/____

DECLARATION

I certify that the above monies were banked and the expenses incurred are true and correct.

Print name: ___________________________________________________

Signed: ______________________________________________________

Date: ____/____/____

© Cystic Fibrosis Western Australia 2014

Visit the Cystic Fibrosis WA website for other resources and information. www.cysticfibrosis.org.au/wa

cystic fibrosis western australia community … · my celebration for cf celebrate your birthday,...

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