Events and Guideline Policy - Arkansas Children's Hospital

Thank you for your interest in hosting an event for ACH. By choosing to host an event for ArkansasChildren's Hospital (ACH), you are making a difference. To help guide clubs and individuals inhosting community fundraising events, we have established event guidelines and procedures. Allfundraising events require prior sanction and support from Arkansas Children's HospitalFoundation.Arkansas Children's Hospital Foundation (ACHF) reserves the right to approve all events. Successfulevents should uphold the mission and image of ACH, and offer net proceeds or an acceptablepercentage of net revenue to Arkansas Children's Hospital. The completed event proposal form mustbe submitted to the ACHF Events Committee at least 45 days prior to the event in order to beconsidered for approval. Your application will be reviewed and you will be notified ofapproval/status. Events will be approved on a case by case basis.Common reasons for delay of approval:1. Event does not fit within Arkansas Children's Hospital culture.i.e. The event is unsafe or unclear. Examples are boating and motorcycle eventscombined with alcohol or events involving high risk sports.2. Event is not mutually or equally beneficial; The event promotes a business rather thanphilanthropy.i.e. Net proceeds to Arkansas Children's Hospital are less than 50%.3. Requirements for implementation of event cannot be supported by Arkansas Children'sHospital Foundation.i.e. Planning and staffing needs exceed ACHF resources.4. Application submitted too close to event date.i.e. Event does not allow enough time to adequately plan and implement asuccessful event.5. Event requires ACHF to provide solicitation list.In order to be great stewards of your hard work and dedication, we ask that you update yourapplication every three (3) years or if the event changes in any way. If you would like assistance incompleting the application, please contact ACHF at 501/364-1476.Events and Guideline Policy - 1 -

Event ApplicationNote: Application must be approved by Arkansas Children's Hospital Foundation prior to publicizing orholding event.Please choose the description that best matches your group and event: Organized and recognized club that meets regularly to fundraise for Arkansas Children'sHospital (i.e. Fraternal Order of Eagles, Veterans of Foreign Wars, Masonic Lodge,churches, associations, etc.) Organized group of individuals hosting a community event to benefit Arkansas Children'sHospital (i.e. Community-based Gala, Cook-off, Tours of Homes, Benefit GolfTournament, Restaurant Proceeds Event, Community Celebration, etc.) Business/Corporation - Private or public business holding an event for ACH (i.e. Employee-Based Campaign, Change Angels, Percentage of Sales, etc.) School or organized club within school holding a fundraising event (i.e. FBLA, FCCLA,DECCA, organized group within a school, etc.)Individual/Organization/Business Name_____Event Name______________________________________________________________________Contact Person (person responsible for the event)__________Email ___________________________________________________________________________AddressCity State ZipHome Phone Work Phone Cell Phone__________________Brief Description of Event/PromotionEvent DateTimeLocationPromotional PeriodHow will you promote the event?Events and Guideline Policy - 2 -

Please list all anticipated sources of income or revenue for event:(Examples include ticket sales, entry fees, bingo revenue, pancake breakfast, etc.)Description Amount $Total Gross Income $Please list anticipated expenses, if any, that will be paid from event income.(Examples include supplies, entertainment, printing, postage, etc.)Description Amount $Total Expenses $Event/Promotion Proceeds (Income minus Expenses) $____________________% of proceeds donated to Arkansas Children's Hospital: ______________%(Please note that net donations of less than 50% must receive special approval from the ACHFEvents Committee.)Total estimated donation to Arkansas Children’s Hospital is: $_________________________Please answer the following questions:1. Will any other organization benefit from this event/promotion? Yes NoIf yes, please list other benefiting organizations and percentage going to each.___________________________________________________________________________2. Has the activity been approved by necessary local and county officials? Yes No3. All publicity and printed materials for this proposed activity must be approved by ArkansasChildren’s Hospital, and no publicity may be released, printed, etc., until Arkansas Children’sHospital has reviewed and approved it in writing. Please initial: _________________4. Please describe any support you will need from Arkansas Children's Hospital.______________________________________________________________________________________________________________________________________________________$$$$Events and Guideline Policy - 3 -

I, ______________________________, agree on behalf of the organization I represent that once theproject outlined above is approved by Arkansas Children’s Hospital Foundation (ACHF), we will abideby the Fundraising Policies and Guidelines of ACHF, a copy of which has been provided to theorganization by ACHF. In addition, we agree funds raised from the activity will be remitted to ACHFwithin 30 days of the event. I profess that the information provided by me in the Fundraising ProposalForm is true and factual to the best of my knowledge.________________________________________(Representative’s Signature)______________________________(Date)---------------------------------------------------------------------------------------------------------------------------------------FOR OFFICE USE ONLYDate Received ________ Approved _____ Declined_____ ACHF Staff ________________________Events and Guideline Policy - 4 -

Arkansas Children’s Hospital FoundationFundraising Policies and GuidelinesPolicy to be updated every 3 years1. Arkansas Children's Hospital (ACH) reserves the right to decline any event or promotion.2. Donations/contributions of less than 50% of net proceeds will require the Arkansas Children'sHospital Foundation (ACHF) approval. Please allow additional time.3. In naming your activity, ACH should not be used in the title, but rather, “proceeds to benefitArkansas Children’s Hospital” is appropriate. For example, “Charity Auction to benefitArkansas Children’s Hospital” is used rather than “The Arkansas Children’s Hospital Auction.”4. If ACH is the beneficiary of less than 50%, the title should read, “___% of proceeds to benefitArkansas Children's Hospital.” As the donor or sponsor of the activity, you are required by IRSregulations to denote in all promotional and printed material the percentage of proceeds thatwill be donated to ACH. For example, if ACH will receive 40 percent of all entry fees for aparticular event, the caption should read “Arkansas Children's Hospital will receive 40% of allevent entry fees.”5. Please contact the ACHF for approval before soliciting support for your event. We will beglad to work with you to coordinate efforts.6. As the local contact in charge of the activity, you will be most effective in working with the localmedia to gain maximum coverage. Please provide ACHF with information on your publicityplans, ideas or needs. We will work with you to gain as much exposure for your activity aspossible.7. All events are required to provide ACHF with a registration list of attendees along with homeand email addresses.8. The Arkansas Children's Hospital or Arkansas Children's Hospital Foundation logo is aregistered trademark and may not be reproduced without prior approval. The logo may not bealtered in any way.9. If approved, you will be using ACH’s name to help promote your event. Because of thataffiliation, the following guidelines apply:♦ In some cases, a separate bank account in the name of the fundraising activity may beestablished for the sole purpose of collecting donations and paying fundraising expenses.THIS MUST BE APPROVED IN ADVANCE BY ACHF. If it is agreed that an account willbe established, no co-mingling of funds will be permitted and authorized signatories of theaccount must be approved by ACHF along with a copy of the monthly bank statement aslong as the account remains open.Events and Guideline Policy - 5 -

♦ All original invoices, check books, bank statements, deposit slips, voided documents andother documents related to the fundraising activity must be maintained from the onset ofthis agreement. All documents should be retained until the fundraising activity is completedand a representative of ACHF has officially accepted the proceeds.♦ ACHF is authorized to have complete access to all fundraising records from the onset ofthe fundraising activity and is authorized to audit such records at completion of thefundraiser or at any time during the fundraising activity as deemed necessary by the ACHF.♦ Collection of all donations should be in accordance with the Instructions for Handling andDocumenting Cash and Other Donations (enclosed).♦ An Event Donation Summary Form (enclosed) must be completed and sent to the ACHFalong with the proceeds of the event. Funds raised should be remitted to ACHF within 30days following the event or on terms mutually agreed upon prior to the event. Pleaseinclude names and address of anyone who should receive a thank you letter from ACHF.Please do not mail cash. Convert all cash into a cashier’s check or money order.10. ACHF will not provide approval to individuals to privately solicit funds for the hospital. Webelieve that it is in the best interest of each individual to work within a group of volunteers inorder to maintain the safest of environments.11. You must obtain all necessary permits, licenses and insurance. If you enter into any contractsfor the activity, please send copies to ACHF. You may not enter into any contract on behalfof ACH or ACHF.12. Attendance of ACHF staff will be based upon availability and pursuant to staff attendancepolicy. Each year, ACHF conducts or is the beneficiary of 2,300+ events. Unfortunately, staffcannot attend each event. However, we will work directly with you to determine attendance inadvance of your event.13. Please be aware that the IRS has issued regulations regarding the deductibility of charitabledonations. For example, if you are providing your donors with something of value as part oftheir contribution, not all of their donation may be tax deductible. It may be necessary todeduct the value of the service gift or meal they receive before the deductible portion of thecontribution is realized. If you have questions about your activity, please consult with an ACHFstaff member and we will help you adhere to IRS regulations. See page 7 for current IRSpolicy.Events and Guideline Policy - 6 -

Quid Pro Quo ContributionsA payment made by a donor to a charity that is partly contribution and partly for goods or services isconsidered a quid pro quo contribution. If the donor’s quid quo pro contribution is more than $75, awritten notice (as described in the table below) must be provided.Current IRS Policy:GIFT AMOUNT VALUE TO DONOR RESPONSELess than $75 None or valued at less than $9.10 Written notice that value to donorwas insignificant and entire gift isdeductible as allowed by law.$75 to $249 None Same as above$9.10 or less Same as aboveMore than $9.10Written notice stating amount ofdonation, value of gift to donor, &amount deductible (donationamount minus value received).$250 and over None Written notice stating amount ofdonation, nothing of materialvalue received, & entire gift isdeductible as allowed by law.Less than $9.10 or 2% of giftOver 2%• Figures accurate through December 31, 2008.Written notice stating amount ofgift, value of gift to donor that isinsignificant and entire gift isdeductible as allowed by law.Written notice stating amount ofgoods or services to donor andamount thus deductible.Events and Guideline Policy - 7 -

Cash/Credit Gift AcknowledgementDonor Name:Company/Organization Name:Address:City: State: Zip:Phone Number Work:Home:Date: Amount of Gift: $Event:_______________Cash/Credit Gift AcknowledgementDonor Name:Company/Organization Name:Address:City: State: Zip:Phone Number Work:Home:Date: Amount of Gift: $Event:_______________Cash/Credit Gift AcknowledgementDonor Name:Company/Organization Name:Address:City: State: Zip:Phone Number Work:Home:Date: Amount of Gift: $Event:_______________Events and Guideline Policy - 9 -

Name of event/promotionContact NameOrganizationAddressArkansas Children's Hospital FoundationEvent Donation Summary FormCity State ZipDate(s) heldMethods used to raise fundsDonation Summary:Pay Type Total # Donations Total $ DonationsCash (please attach Cash GiftAcknowledgements for each gift)CheckOther (please describe)Totals:Expenses: (use back of form if extra space is needed)Type of ExpenseAmount of ExpenseTotal Expenses:Net Contribution to ACH:♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦Amounts submitted by:SignatureDateSignatureDate♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦Donor Services verification:SignatureDateSignatureDateEvents and Guideline Policy - 10 -