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Guidelines for Planning Your Fundraising Event

We know you’ll represent the very best of what Providence stands for by following these guidelines. If you have any questions or need clarification, don’t hesitate to contact us at (509) 474-4923. Thank you for your help!

Application and Authorization

  • Because you are raising funds on behalf of Providence Health Care Foundation, there are certain legal considerations that need to be taken into account prior to your fundraiser. Please submit the online application at least two weeks prior to the date of your fundraiser. After reviewing the application, the Foundation will sign the agreement, authorizing you to raise funds on behalf of Providence.
  • Please know that our intent is not to make this process difficult or cumbersome. Our role is to help you succeed in your fundraising initiative and to help donors feel confident and informed when supporting your efforts.

Financial Guidelines

  • A preliminary budget is required with your event application.
  • Your group is responsible for all expenses related to the event.
  • The Foundation’s fundraising policy prohibits the use of telephone solicitation for contributions from the general public.
  • All raffles must be licensed in accordance with state law. If you wish to conduct a raffle you must obtain your own license. For more information, please contact the Washington State Gambling Commission at wsgc.wa.gov.
  • In accordance with IRS regulations, the individual or organization conducting the fundraiser is responsible for disclosing to donors the exact dollar amount or percentage of their gift that will benefit the Foundation.
  • All necessary permits and certificates of insurance required by city ordinance or otherwise are the responsibility of your fundraising group.
  • All proceeds from the event should be submitted to Providence Health Care Foundation within 45 days after the event, along with a final report of total funds raised and expenses.

Language and Logo Usage

  • When naming your fundraising event, the Providence hospital or program should be identified as the beneficiary, but not as part of the name of the event. For example: “5K Fun Run to benefit Sacred Heart Children’s Hospital,” NOT “Sacred Heart Children’s Hospital 5K Run.” Please include the following disclaimer on promotional information: “Providence Health Care Foundation (or hospital or program) name is used with its permission, which in no way constitutes an endorsement, express or implied, of any product, service, company, individual or political position.”
  • Printed materials and other messaging must be reviewed and approved by the Foundation before usage.
  • Providence Health Care Foundation will provide you with any applicable logos and guidelines for usage, as applicable.

Sponsorship and In-kind Donations

  • If you plan to approach businesses for support (sponsorship, inā€kind gifts, donations for live or silent auctions, promotion, etc.), please provide a list of prospective contacts to Providence Health Care Foundation before requesting donations. Many local organizations already support the Foundation and we want to avoid multiple requests to our partners. We may also have suggestions about your solicitations, based on our professional experience.
  • It is reasonable and customary for donors to receive an acknowledgement of their donations. At the conclusion of your event, either provide each donor written documentation acknowledging the contribution, or provide individual donor and donation information (including name, address and amount of gift) to the Foundation, so that we may appropriately acknowledge them.

Volunteers

  • Your fundraising group is responsible for recruiting volunteers to support your event.
  • For confidentiality reasons, the Foundation cannot release donor, volunteer or staff lists to an individual, company, group or organization. In addition, the Foundation does not sell goods or services to our donors, volunteers or staff from outside organizations.