How you can help save lives by

Your step-by-step guide to running a fun and successful event

Thank you!

The Royal Adelaide Hospital Research Fund is honoured that you want to support our life-changing medical research by holding your own fundraising event.It’s a great way to become involved in your community - and we’re here to help guide you along the way.

Best of all, the proceeds from your event will help the world-class medical researchers at the Royal Adelaide Hospital find faster diagnoses, better treatments and ultimately cures.

After all, whether it is cancer, heart disease, stroke, diabetes, dementia or any other medical complication, we all need expert care at some stage of our lives. The impact of serious illness or injury can impact not only ourselves, but also our parents, brothers and sisters, grandparents, other family members and friends

Your fundraising will help keep day-to-day research experiments running, help recruit the best researchers, purchase essential hi-tech equipment and fund research student scholarships that foster bright, young minds and fresh ideas.

While State and Federal Government funding provides essential health services and some research funding, it cannot pay for everything. The RAH Research Fund’s role is to help fill this gap with your help.

Your donation will stay in South Australia and your school can nominate the area of research you wish your generous donation to be directed.

This guide will help you plan to and run your function and be aware of some rules under State law regarding collecting funds for the RAH Research Fund.

It’s easy with our step by step guide for your event

1 Ideas > 2 Register your fundraising > 3 Plan > 4 Promote > 5 Have fun > 6 Present your donation > 7 Celebrate!Thanks so much for your generous support. You are helping to build a healthier future for everyone.

Let’s get started!

Themed Dance Party

Casual or Dress Up

Day

Sponsored Walk

Talent Show

Karaoke Competition

Quiz Night

Stair Climb

Bike Ride

Movie Night

Book Sale

Photo Comp

Art Exhibition

Mistake jar

Silent Auction

Pyjama Party

Bake Sale

Sausage Sizzle

Car Wash Day

Fancy Hat Day

Fun Run

City-Bay team

1 IdeasIdeas for fundraising activities are as limitless as your imagination. Here’s just a few to spark some thoughts.

What’s your idea?

Guess the Jelly

Beans

2 RegisterYou’ve got your idea, now it’s time for planning.

Before you start:

1 Gain permission from your school to hold the event.

2 Have a chat with us. Please contact the Community Development Officer, Gabrielle Cespi at the RAH Research Fund on 08 7074 1443 or email contactus@rahresearchfund.com.au to let us know about your ideas and your plan to fundraise.

3 Read the Terms and Conditions in the back of this booklet. Fill in the Proposal to Raise Funds form. It’s also on our website if you prefer: www.rahresearchfund.com.au/support-us/schools-program

4 We will review your proposal and send you a formal Authority to Fundraise Letter.

5 The RAH Research Fund will also issue you with a Supporter ID. You will need to provide this ID when you contact us and when it comes to banking the funds you have kindly raised. This also ensures we can personally thank you for all your fantastic efforts.

We’re underway!

3 PlanYou can start planning even before you register.

Here’s some handy suggestions to help guide you through to a successful event.

DateMake sure you pick a date that gives you enough time to organise the event and fundraise and most importantly let people know it’s on. Choose a date that doesn’t clash with any other major activity in your school or community.

Place If you are having the event at the school think about:• Does your date clash with any other

events such as Assembly, School Sports Day, Pupil Free Days?

• Is a backup plan required for wet or hot weather?

• What equipment is needed? Is this available at the school or does it need to be hired/borrowed?

• Can you organise a local sports star or well-known local person to attend on the day?

If you are using an outside venue or open area think about:• Parking availability and/or is the venue close

to public transport?• Is the venue big enough and comfortable for

your expected number of people attending?• Are there kitchen facilities if catering

is required?• Is the venue accessible for people

with disabilities?• Is there a fee or permit required?• Is there a back-up plan for wet or hot weather?• Is the venue available on your selected date?

Get People InvolvedThink about who needs to know about your event and how you will tell them about it.• How will you promote your event –

social media, advertising, posters, school newsletter, noticeboards?

• Make sure you give people plenty of notice that the event is happening – at least a few weeks.

•  Make sure you let people know the reasons for your event and that you are supporting the Royal Adelaide Hospital Research Fund.

• Get together a team to help you plan and run the event. Assign individual tasks and deadlines.

Timeline ProgressIt’s important to make a list of what needs to be done with deadlines.• Set a fundraising target and track your

budget. It’s important not to spend more money than you raise.

• Consider setting up a donations page for people to donate to your event online. The RAH Research Fund has a Go Fundraise fundraising page www.gofundraise.com.au and search for Royal Adelaide Hospital Research Fund (Central Adelaide Local Health Network Incorporated).

• Have Work In Progress meetings to track what’s doing what and what still needs to be done.

• Is there a need for a First Aid Officer, or other officials to oversee smooth running of the event?

4 Promote

5 Have fun

It’s important to let your community know about your event well in advance to get people involved. There are many ways to do this.

• Notice boards in the workplace/clubrooms/meeting venue• Newsletter• Your school’s Facebook/Twitter/Instagram• Posters•  Media Release to the local Messenger Newspaper inviting them to attend on the

day for a photograph and story (if appropriate and approved by your school). Please refer to the SA Health and Department for Education media policies before approaching media outlets. Contact Community Engagement and Events Officer for details

• Tell your colleagues and encourage them to get involved

On the day there’s going to be lots to do.

• Make sure the organising team sets up the event well ahead of time.• Have a task list for everyone with what needs to be done by when.• Set out any Donation Boxes in prominent but safe locations.• Fill out receipt forms and record all donations requiring a receipt.• Have some refreshments and snacks and a rest area on hand for people who are running the event.• Pack up promptly after the event and say thanks to those involved on the day.• Have a debrief to discuss what went well, what didn’t work well and how we

can improve for next time.

6 Present Your DonationFunds must be sent to the RAH Research Fund within two weeks of completing your fundraising event. You can do this by:

Direct depositBank Name: Commonwealth Bank Account Name: CALHN RAH Research Funds BSB: 065-266 Account Number: 10020320

Credit cardMake your donation via our Go Fundraise page,OR Call the RAH Research Fund on 08 7074 1445 to make a phone payment OR visit the RAH Research Fund Newsagency Level 3 at the Royal Adelaide Hospital

Cheque or money orderPost your cheque or money order to:Gabrielle Cespi RAH Research Fund Port Road, Adelaide SA 5000or deliver to the RAH Research Fund Newsagency Level 3 at the Royal Adelaide Hospital

7 Celebrate!Congratulations and thank you for efforts in supporting life-changing medical research at the Royal Adelaide Hospital.

Please don’t forget to send thank you notes to people who helped you with the event. They’ve done a good job.We’ll send you a certificate of thanks, which we hope you will be proud to display in your school.

Don’t forget if you have any questions please don’t hesitate to contact Gabrielle Cespi in the Fundraising team on (08) 7074 1443 or email contactus@rahresearchfund.com.au

Make sure we know your preferred contact person’s details so that we can provide updates from the RAH Research Fund.

Proposal to raise funds for the Royal Adelaide Hospital Research Fund

Address

Address of event

Name of school

Name of fundraising event Venue name (if applicable)

Email

Suburb

Description of event

Applicant Details

Financial Details

Event Details

First name Surname

Proposed TimeProposed date

Title

Anticipated income Anticipated expenditure

Title

State

Anticipated number of participants

Postcode

Mobile Telephone Fax

Target audience

Fundraising strategies  Ticket sales  Raffles  Auction  Sales  Other (please specify)

Do you have or will you be seeking Public Liability Insurance for your event/activity (if you already have Public Liability Insurance, please attach documentation)

Will you be giving a percentage of the proceeds to other charities?

Will you require assistance from the RAHRF to process payments/donations?

If yes please state the name(s) of the organisations

Please indicate the % for RAHRF

 Yes  No

 Yes  No

 Yes  No

Proposal to raise funds for the Royal Adelaide Hospital Research Fund Continued

Declaration

Research Area Please nominate the area of research to direct your donation

Support Information The RAHRF can only promote fundraising events that are open to the public.

Applicant Name Applicant signature

Printed materials required

Logo

 RAHRF general brochure Qty:

Qty: RAHRF Researcher newsletter

 RAHRF receipt books Qty:

Qty: RAHRF fundraising poster

Would you like the RAHRF to assist in promoting your event?

Do you intend to use the Supporting Royal Adelaide Hospital Research Fund logo? If yes you will need to abide by the Brand Guidelines to be supplied with the logo. Final designs which include the logo must be approved by the RAH Research Fund.

Please tick the required support you would like  RAHRF Facebook  RAHRF Website (upcoming events)

Accept the terms and conditions of the Royal Adelaide Hospital Research Fund. I have read and agree to abide by the Royal Adelaide Hospital Research Fund Terms and Conditions, and to the maximum extent permitted by law, indemnify the Royal Adelaide Hospital Research Fund, its employees, volunteers, and all sponsors from and against all liabilities, claims, damages, suits, expenses, causes of action, injuries, losses or inconvenience of any description whatsoever arising in any way for the fundraising activity/event that is the subject of this application. I also hereby declare that all information supplied for this request, with the intention of raising awareness of the Royal Adelaide Hospital Research Fund and conducting a fundraising activity for the Royal Adelaide Hospital Research Fund, is truthful and accurate and that in conducting the fundraising activity/event outlined in the expression of interest form, I am in compliance with all relevant State or Territory laws relating to fundraising.

 Yes  No

 Yes  No

I

Date

Please return signed form to:Mail Royal Adelaide Hospital Research Fund, Port Road, Adelaide 5000.Email contactus@rahresearchfund.com.auOnline www.rahresearchfund.com.au/support-us/schools-program

 Cancer  Mental health  Respiratory disease (eg asthma)  Neurology

 Renal   Stroke  Cardiology  Orthopaedics  Other (please specify)

To support your fundraising activity the Royal Adelaide Hospital Research Fund can provide:

• Donation boxes

• General brochures and fact sheets about the Fund and work at the RAH

• Promotion on the Royal Adelaide Hospital Research Fund social media and website if a public event

• A letter verifying your organisation as an Approved Royal Adelaide Hospital Research Fund supporter

• A generic poster template

• A “Supporting Royal Adelaide Hospital Research Fund” logo for use on you promotional materials. (subject to rules of use)

• Receipt books

• Links to relevant information on fundraising legislation and regulation.

As we are a small, energetic team, unfortunately we are not able to provide assistance with:

• Access to our data bases for marketing or promotional purposes

• Prizes for fundraising or raffles

• Applying for permits, licences or insurances

• Staff to assist in running the event or inviting guests or celebrities

• Sales of tickets, products or services

• Reimbursement of event related expenses

• Financial contributions to any event

• Organise media stories or photo opportunities.

Your ResponsibilitiesWhen you agree to become a Royal Adelaide Hospital community fundraiser you agree to be responsible for the administration and finances related to the staging of the conduct of your activity.

It will be your responsibility to:• Seek the required permits relating to activities such as

raffles, lotteries, auctions etc.• Collect, hold in a secure environment and reconcile the

funds relating to any fundraising activities underwritten.• Reconcile the sale of any Royal Adelaide Hospital

Research Fund merchandise.• Return any unsold Royal Adelaide Hospital Research

Fund merchandise that was received as part of your activity.

• It is the policy of the Royal Adelaide Hospital Research Fund that an event should aim to return at least 60% of income to the charity. This means that expenditure should remain at no more than 40% of total income. If the latter exceeds 40% the organisers should be able to clearly show where the additional income was required and why (eg hire of venue because sponsorship did not reach target, or ticket sales did not achieve target). This does not apply if your event is not being held specifically to raise money for the Royal Adelaide Hospital Research Fund but is a company or already existing event.

• Pay any monies relating to your expenses and ensure that they are not to be addressed to the Royal Adelaide Hospital Research Fund.

Legal implications:• The event must be conducted and conform with the

best practice guidelines for charitable organisations relevant to South Australia.

• Insurance requirements e.g. holding a minimum $20 million public liability cover. (Your workplace or organisation may already hold this).

• The organisers will indemnify the Royal Adelaide Hospital Research Fund from and against any claims for injuries or damage arising at or from the activity. The Royal Adelaide Hospital Research Fund to be noted as an interested party.

• Obtain other licences required eg. Local council approvals.• When the Royal Adelaide Hospital Research Fund

authorises your activity, it is recognised as being run to support the Royal Adelaide Hospital Research Fund and therefore you, as the organiser, must properly account for all income expenses incurred as well as ensuring that the activities and actions are appropriate.

• The information you supply to the Royal Adelaide Hospital Research Fund will also be provided to the relevant Government Agencies in South Australia upon request should licences be required.

Terms and conditions

Scrubs for sale!

$25!

Thank you for efforts in supporting life-changing medical research at the Royal Adelaide Hospital.

Scrubs the Bear

The RAH: A beacon of care

The 800-bed Royal Adelaide Hospital is the state’s flagship hospital, providing a comprehensive range of the most complex clinical care to an estimated 85,000 inpatients and 400,000 outpatients each year.

The hospital’s world-class medical researchers are currently undertaking research in the areas of:

• cancer• respiratory and lung disease• cardiology• orthopaedics• renal• surgery• neurology• immunology• rheumatology• allied health

Royal Adelaide Hospital, Port Road, Adelaide SA 5000

T (08) 7074 1445 E contactus@rahresearchfund.com.au

The RAH is an entity of the Central Adelaide Local Health Network (CALHN)

For more information, please visit

RAHresearchfund.com.au

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