The legislation relating to charitable fundraising in each state and territory, require any person or organisation wishing to raise funds for charitable purposes to hold an authority to fundraise issued by the organisation, QIMR Berghofer Medical Research Institute (QIMR Berghofer). As part of Team Eureka Everyday Hero are authorised to issue this authority on our behalf when you are creating a fundraising page through their platform.
We realise you are very keen to begin fundraising for QIMR Berghofer, but before you get started, you must agree to fundraise within our guidelines. So please read through the guidelines below before joining Team Eureka or commencing your fundraising.
Thanks again for your kind support!
1. Fundraising for QIMR Berghofer
These guidelines provide the basis for a fundraiser/event to be organised by the Fundraiser on behalf of QIMR Berghofer. If accepted by creating your Everyday Hero fundraising page, these terms and conditions (Guidelines) will form the basis of any dealings between QIMR Berghofer and the Fundraiser in relation to the fundraiser/event.
“Fundraiser” means the individual or organisation holding the fundraiser/event on behalf of QIMR Berghofer.
Regulation and best practice in Australia dictate that any person or organisation fundraising must have an ‘authority to fundraise’. The fundraiser is not authorised to use QIMR Berghofer as its beneficiary charity until it has received an authorisation letter from QIMR Berghofer or Everyday Hero on behalf of QIMR Berghofer. This authority will be for a specified period and is non-transferable.
This will be sent when:
- The Fundraiser creates a fundraising page on Everyday Hero and select QIMR Berghofer as their chosen charity or create their fundraising page by joining Team Eureka.
- We are satisfied that the fundraising activity fits in with the aims and values of QIMR Berghofer
- We are satisfied the fundraising activity is not high risk.
The fundraiser/event shall be conducted in the Fundraiser’s name and is the sole responsibility of the Fundraiser.
QIMR Berghofer prides itself on its reputation as a world class medical research institute. In keeping with the high ethical standards under which we operate, there are some events with which we cannot be associated. We cannot endorse some activities that may be dangerous, risky, have overly sexual overtones or promote unhealthy habits as examples.
QIMR Berghofer is unable to provide public liability insurance cover to Community Fundraisers.
When participating as a member of Team Eureka in an event, public liability insurance may be covered by the official event organisers as part of the Fundraisers registration in their event. It is the responsibility of the Fundraiser participating to ensure that they are covered under the events insurance.
If creating their own active challenge, the Fundraiser must provide evidence of public liability insurance to cover themselves and their participants.
When creating their own active challenge event, the Fundraiser’s arrangements for the fundraiser/event should be planned with the approval of QIMR Berghofer and submitted to QIMR Berghofer by filling out the requested details in the online Registration form.
If you have a business you may wish to donate a percentage of sales over a period of time to QIMR Berghofer. You will need to contact QIMR Berghofer’s External Relations Group to make arrangements which satisfy QIMR Berghofer and the Department of Gaming and Racing guidelines for working with a trader.
QIMR Berghofer may be able to provide you with fact sheets about our latest research or promotional material to hand out at your activity. Material can be ordered from QIMR Berghofer after your have created your fundraising page by phoning FREECALL 1800 993 000.
2. Using the Team Eureka and QIMR Berghofer Name and Logo
2.1 Please remember that the event will not be QIMR Berghofer’s event, but an event to raise funds for QIMR Berghofer.
2.2 All material with which the Team Eureka and QIMR Berghofer name and logo is to be associated must first be approved by QIMR Berghofer. If the Fundraiser wishes to utilise the Team Eureka and QIMR Berghofer name and/or logo on any materials or products, the Fundraiser must make a request to QIMR Berghofer in writing to obtain prior permission from QIMR Berghofer and must only use logos supplied by QIMR Berghofer. Logos must not be downloaded from the website.
2.3 If the Fundraiser wishes to refer to or promote QIMR Berghofer, it must refer to QIMR Berghofer as “QIMR Berghofer Medical Research Institute (QIMR Berghofer)”. The Fundraiser has no right to the name “QIMR Berghofer Medical Research Institute” or “Team Eureka” nor is the Fundraiser given the right to raise funds in that name.
2.4 Suggested wording would be “proudly supporting QIMR Berghofer” or “funds raised help QIMR Berghofer create better health through medical research”.
2.5 Any material, pamphlets, brochures or products for which logo representation is requested must be submitted to QIMR Berghofer for approval before production.
2.6 Permission for logo usage must be sought and will attract conditions to be negotiated between QIMR Berghofer and the Fundraiser, especially if the use of the logo is for marketing activities of the organisation, and a minimum donation amount may have to be guaranteed.
2.7 Guidelines on how to use the logo are supplied in QIMR Berghofer’s Style Guide.
2.8 All printed material, such as media releases must by approved by QIMR Berghofer. Printed material must be forwarded to QIMR Berghofer for approval prior to being printed or circulated.
3. Media and Public Relations
All media material and press releases must be approved by QIMR Berghofer prior to circulation. QIMR Berghofer is more than happy to discuss any ideas that the Fundraiser may have for media materials.
4. Finance, records and receipting
4.1 The financial aspects of fundraising, raffles, record keeping and management of the fundraiser/event are entirely the responsibility of the Fundraiser and the Fundraiser must comply with the Charitable Fundraising Act and Regulations.
4.2 Donations made through your Everyday Hero fundraising page will be treated as per the Everyday Hero Terms and Conditions detailed on their website. It is the responsibility of the fundraiser to familiarise themselves with these terms.
4.4 If you are holding an event as part of your fundraising please note the financial aspects of fundraising, raffles, record keeping and management of the fundraiser/event are entirely the responsibility of the Fundraiser and the Fundraiser must comply with the Charitable Fundraising Act and Regulations. 4.5 The Charitable Fundraising Act and Regulations highlight the need to protect the public interest and require that Fundraisers:
- Set-up and maintain proper financial records and accounts which can be audited if necessary;
- Provide QIMR Berghofer at the outset with an accurate estimate of expenses and the likely proceeds of the fundraiser/event;
- Where necessary/appropriate, set up a separate bank account. All funds are to be banked into this separate bank account. The account must be closed after your event;
- Money raised must be returned to QIMR Berghofer within 4 weeks of the fundraising activity.
4.6 Basic tips for record keeping – a simple way to keep track of the financial details of your event is to keep a folder with a number of plastic sleeves. Use individual sleeves to keep receipts, bank deposit stubs, cheques donated, donor pledge/tally sheets, receipts.
4.7 QIMR Berghofer cannot pay expenses incurred by you, but you can deduct your necessary expenses from the proceeds of your event, provided they are properly documented.
Receipts for donations made through your fundraising page will be issued by Everyday Hero in compliance with their procedures and the funds transferred to QIMR Berghofer.
If you are holding an event as part of your fundraising and require a receipt, QIMR Berghofer can provide official receipts for approved events. Tax-deductible receipts can only be issued to people donating money of AUD$2 or more. The Fundraiser must keep a register of all attendees/supporters eligible for a tax-deductible receipt and send this list into QIMR Berghofer. QIMR Berghofer will then issue receipts directly to those individuals or businesses. The Fundraiser may not issue receipts on QIMR Berghofer’s behalf. It is the responsibility of the Fundraiser to understand:
- Circumstances when a receipt can be issued, and to whom NB: The following are not tax-deductible: Ticket purchases (eg. raffle), entry to an event, donations of goods or services, auction purchases;
5. Legal Implications
5.1 The event/fundraiser must meet requirements of relevant State laws and regulations. The information you give QIMR Berghofer must be available to regulatory authorities on request.
5.2 QIMR Berghofer may notify the appropriate regulatory authorities in the event that the money raised is not paid to QIMR Berghofer within the 4 weeks of the Fundraising Activity, or if QIMR Berghofer has any other concerns relating to the compliance of the Fundraiser with state or territory laws.
6. Fundraising and Physical Activities
By creating a fundraising page connected to a physical activity or fitness event (each such event, an “Event”) I agree as follows:
6.1 I agree, represent, and warrant that I have received consent from my physician to participate in health and fitness programs, workouts, exercises, or any other related activities connected to my fundraising activities and declare that I am physically fit and have trained sufficiently to participate in and complete the Event.
6.2 I waive, release and discharge QIMR Berghofer and its officers, employees, contractors, volunteers or agents involved in the Event from all claims or causes of action I may have (including for negligence) arising from any injury, loss or damage of any kind suffered by me including personal injury, illness or death and/or loss or damage to any property (in so far as this does not breach the provisions of the relevant Australian Consumer Law) arising either directly or indirectly out of my attendance at or participation in the Event. I also waive, release and discharge QIMR Berghofer and its officers, employees, contractors, volunteers or agents involved in the Event from all claims or causes of action I or any person under my care may have (including for negligence) arising from any injury, loss or damage of any kind suffered by any person or property being pushed, carried, accompanied or in any like manner by me. This includes children in child-carrying devices (in so far as this does not breach the provisions of the relevant Australian Consumer Law) arising either directly or indirectly out of my or their attendance at or participation in the Event. I agree to take all necessary precautions and actions to ensure any child or person accompanying me, whether in a child-carrying device or not, is safe. I indemnify and will keep indemnified QIMR Berghofer and its officers, employees, contractors, volunteers and agents against all costs, losses or damages arising from or in relation to my attendance at or participation in the Event including the attendance or participation of any person in my care.
6.3 I consent to the free use of my name and pictures of me in any broadcast, telecast and print by QIMR Berghofer in relation to the Event.
There are certain areas where QIMR Berghofer can assist your event/intiatives and these include:
- Provision of Fundraising Letter of Authority which verifies you as an Approved Fundraiser to assist you when approaching potential supporters
- Fact sheets and applicable posters if available about QIMR Berghofer and our research
- Borrowing donation collection boxes / buckets
Please note that QIMR Berghofer cannot provide:
- Access to our database of supporters for your promotion or marketing purposes Staff or volunteers to run the events
- Sales of tickets as part of your initiative
- Applying for relevant permits or insurance covers
Thank you for supporting QIMR Berghofer.