Fundraising Guidelines

1
These guidelines have been developed to assist groups and individuals (The Fundraiser) that are planning to fundraise on behalf of The Indigenous Literacy Foundation (ILF). A  Fundraiser must complete/sign and return this document to ILF. If approval to fundraise is granted by ILF these terms and conditions will form the basis of any dealings between ILF and the Fundraiser in relation to the event.

Authority

2
Fundraisers must provide ILF with a clear written description of the nature, extent and duration of the fundraising activity, provide an estimate budget of the proposed activity and provide information about the group or individuals organising the activity.

3
Any person or organisation must, by law, have a Letter of Authority to fundraise. ILF will issue the Fundraiser this letter if their proposal is approved and:
  1. ILF is satisfied that the event/activity will produce a return of at least 60% income after expenses have been deducted
  2. ILF is satisfied that the Fundraiser will supply a complete record of income and expenditure with supporting receipts and invoices within 4 weeks of the conclusion of the event/activity.
  3. ILF is satisfied that the event/activity fits with its aims and values
  4. ILF is satisfied that the fundraising activity is not high risk.
A Fundraiser ID Card will also be issued to the approved Fundraiser. The ID card must be displayed when the Fundraiser is collecting monies or conducting the activity. The letter and card will contain a Fundraiser ID number that should be included in all correspondence with ILF.

4
The Fundraiser is not authorised to use ILF as its beneficiary charity until it has received the Letter of Authority. Permission to fundraise is issued for a period no longer than 12 months, and following the event/activity the letter of authority to fundraise, ID card, along with the records of income and expenditure and accompanying receipts, and any used or unused receipt books must be returned to ILF.

5
The Fundraiser understands that ILF reserves the right to withdraw approval of this event/activity at any time should the event/activity or the event/activity organisers fail to comply with ILF’s Fundraising Guidelines.

6
ILF may withdraw the Fundraiser’s authority to fundraise by notifying the Fundraiser in writing. The Fundraiser must immediately cease the event/activity and return the Letter of Authority, Fundraiser ID Card and all records and monies must be returned to ILF within seven days.

7
The Fundraiser must abide by all relevant State legislation for fundraising and apply for any permits and authorities that may be required. Different states have their own legislation, which should be checked beforehand by the Fundraiser. Please contact ILF if you need direction or guidance in this area.

Upholding ILF's Standards

8
Due to the nature of the work of ILF and the high ethical standards under which ILF operates, there may be some events we cannot approve. Please note the following activities will not be approved:
  1. Telemarketing, door knocking, collection tins or buckets, or soliciting donations in public places such as shopping centres
  2. The sale or promotion of tobacco products or illegal drugs
  3. Events that do not promote the responsible service of alcohol
  4. Activities or events that are in any way linked to terrorism or the use of landmines

9
The Fundraiser commits to uphold the ethics and standards of The Foundation and agrees they shall not do anything to bring The Foundation or its staff or associates into disrepute.

10
Fundraisers agree that they have read ILF’s partner (The Fred Hollows Foundation) Child Protection Policy available at www.hollows.org.au/Child_Protection_Policy/ and have signed the attached Child Protection Code of Conduct.

Organising the Event

11
The fundraising event/activity shall be conducted in the name of the Fundraiser and is the sole responsibility of the Fundraiser. The Fundraiser must make it clear in all their dealings with the public, sponsors and supporters that they are not employees or agents of ILF, nor are they acting in another other representative capacity.

12
ILF is not able to take a coordination role in event organising and its staff cannot assist in soliciting prizes, organising publicity, or providing goods and services to assist the Fundraiser in the running of the event/activity.

13
ILF does not provide public liability insurance for fundraisers. Try joining forces with an existing group (Scouts, Rotary or Lions) or hold your event at a venue which is already covered by public liability insurance.

14
ILF expects The Fundraiser will keep ILF up to date throughout planning for the event/activity.

15
For fundraising purposes, a child is anyone under the age of 15. The minimum age of children participating in an appeal (event/activity) as a volunteer is 8 years. There are specific codes of practice associated with children in fundraising that may apply. Please discuss with ILF if you intend involving children in your event/activity.

16
The Fundraiser verifies that they are in proper physical/mental condition to organise and run this event and acknowledge that they are aware of the risks involved and voluntarily agree to assume those risks.

Promoting the Event/Activity


17
Any use of ILF’s logo must be approved. Each community fundraising event will be evaluated on a case by case basis and it is at the discretion of ILF whether logo usage shall be granted.

18
All references to ILF in each piece of promotional material, including text and images, (whether taken from ILF’s website and print materials or another source) must be submitted to ILF for approval before publication.

19
ILF may approve the use of a line of copy (suggestions below) stating the relationship between the event/activity and ILF. The organisation must be referred to as ‘The Indigenous Literacy Project’ or ‘ILF’. Suggested wording:
  1. ‘Proudly supporting The Indigenous Literacy Foundation’
  2. ‘Funds raised are used to support The Indigenous Literacy Foundation’s purchase and supply of books and literacy resources to remote Indigenous communities’
  3. ‘All net proceeds to ILF'. ‘This is a volunteer run event raising money for ILF’

20
Details on how the income/proceeds from the event/activity will be allocated to ILF must be stated on all materials and correspondence relating to the event/activity. For example the Fundraiser should specify:
  1. If 100% of money raised will come to ILF, and the Fundraiser will cover their own costs
  2. If income from the event/activity less expenses will come to ILF
  3. If income will be split with another charity, if so with whom and how the income will be allocated

21
ILF cannot undertake media relations on behalf of the Fundraiser but is happy to provide advice on producing media materials. Please notify ILF if you intend to approach any media. 

22
Please notify ILF if you plan to approach a corporate sponsor.

23
Due to the ‘Federal Privacy Act (1998)’  ILF is unable to promote Fundraisers events/activities to our database.

At the Event

24
ILF recommends that no counting of cash donations takes place at an event unless prearranged and a private, quiet room can be provided. Two people are required to be present for any counting of cash donations, both people to sign a document confirming the total counted.

25
It is recommended that no cash bills be paid at the event unless prearranged with a supplier or venue.

26
Fundraisers who expect to receive cash donations at their events should provide adequate secure containers for receiving cash such as a lockable petty cash tin or similar.

27
If an ILF representative is present at an event, the fundraiser remains solely responsible for all aspects of the event unless prearranged and agreed between the fundraiser and the representative of ILF.

Financial Aspects of Your Event/Activity

The financial aspects of your event activity are entirely the responsibility of the Fundraiser.

28
The basic obligations of the ‘Charitable Fundraising Act (1991)’ and Regulations for Fundraisers are to:
  1. Keep accurate financial records (including retention of receipts and invoices), and hence provide ILF with an accurate record of income and expensesa.associated with the event/activity within 4 weeks of the conclusion of activity/event;
  2. A bank account may be set up to receive funds from the fundraising activity. All funds donated to your fundraising activity are to be banked into this account and the account must be closed after your event. Please notify ILF of the signatories to this account.

29
ILF cannot pay expenses incurred by you, however expenses necessary to conduct the activity/event can be deducted from income provided they are documented properly. Total expenses must be less than 40% of income.

30
Funds raised in the aid of ILF cannot be used to make a donation to another organisation.

31
Any GST associated with the cost of the fundraising is the responsibility of the registered fundraiser.

32
ILF’s partner, The Fred Hollows Foundation, can provide official receipts for donations towards approved fundraising events/activities. Tax-deductible receipts can only be issued to people donating money of $2 or more, where the donation is a gift (the donor received nothing of material value in return). Receipt booklets must be returned, whether completely or partially used, to ILF within four weeks of the event/activity conclusion. ILF will provide the Fundraiser with advice for issuing receipts.

It is the responsibility of the Fundraiser to familiarise themselves with:
  1. When a receipt can be issued, and to whom i.e. the following are not tax deductible: ticket purchases (eg raffle), entry to an event, donations of services and auction purchases;
  2. The legal implications of issuing receipts;
  3. The necessity of returning official receipts (used and unused) to ILF;
  4. Reconciliation of funds.

Thank you for taking the time to read these guidelines.

If you have any queries about your application please contact ILF, (info@indigenouslitercyfoundation.org.au).