Community Event Policy Guidelines
- Organizer(s) wishing to hold a fundraising event
to benefit Covenant Foundation are required to complete and submit a
Community Event Proposal Form prior to organizing the event. Each request is carefully reviewed to see if
it is feasible and fits with the Foundation’s mission, values and goals. The Foundation will notify the applicant(s) of the
proposal’s status within 5-10 business days.
- The Foundation will not incur any costs or
liabilities associated with community events. The organizer(s)
must obtain all necessary permits, licenses and insurance relating to the event. If applicable, the organizer(s) may be asked to provide the Foundation with copies of the above documents a minimum of two weeks before the event start date.
- All staff and volunteers for community events will be provided by the organizer(s).
- Event organizer(s) may be asked to identify the businesses of individuals that will be contacted for solicitation so as to avoid overlap with the Foundation.
- In accordance with government, Covenant Health and Foundation privacy policies, the Foundation does not release its donor and/or mailing list for any purpose.
- Where appropriate, the Foundation will not solicit participation from its donors/volunteers/stakeholders. The Foundation is not bound to support and/or promote a business/group as the result of the group having hosted an event to benefit the Foundation.
- All advertisements and other event related
promotional materials which use the Foundation’s name and/or logo must
be approved by the Foundation prior to use.
- The organizer(s) acknowledge the Foundation
adhered to the receipting policies set out by the Canadian Revenue
Agency (CRA). The organizer(s) cannot claim to issue charitable tax receipts for any donation or item without speaking with the Foundation office prior to organizing the event.
- Organizer(s) are prohibited from setting up a
bank account which includes any aspect of the Foundation’s name in
conjunction with a fundraising event.
- Within 30 days after the last day of the event,
the organizer(s) must arrange for the presentation of a cheque made
payable to Covenant Foundation. If applicable, no tax receipts will be issued until the funds have been received by the Foundation and the correct contact information is provided.
- The Covenant Foundation has a fiduciary responsibility
to ensure that the Foundation’s name is being used properly and
the funds are being conducted in a manner that is consistent with our mission and public image.
- The logos of the Covenant Foundation and Covenant Health cannot be reproduced without permission.
Tax Receipt Guidelines
Covenant Foundation will only issue tax receipts for the amount of the actual donations received by the Foundation and to the person who made the donation (the person who is named on the cheque, credit card or pledge sheet). Tax receipts cannot be issued for funds used to cover the costs of the event or other administrative expenses incurred by the organizer. As the event organizer, it is your responsibility to cover any and all expenses incurred relating to the event.
Covenant Foundation will issue tax receipts to donors within 4 - 6 weeks of the Foundation receiving their donation. Please inform you donors of this timeline and also take into account the period of time that you will hold their donation prior to submitting them to the Foundation in the total processing time they should expect before receiving their charitable tax receipt.