Third-Party Event Policies and Procedures

Thank you for your interest in hosting a fundraising event to support Community Health Network. As a nonprofit health system, a number of the services available at Community are made possible because caring individuals like you have chosen to give back to Community Health Network Foundation. Your gift will help to enhance health for men, women and children who turn to Community for care in a time of need.

Definitions

Third-Party Fundraising Event – a fundraising activity by a non-affiliated group or individual, where the Community Health Network Foundation has no fiduciary responsibilities and little or no staff involvement.

Event Organizer – Person, group, organization or business hosting a third-party fundraising event to benefit Community Health Network Foundation.

Use of Community Health Network Names and Logo/Promotional Approval

Any fundraising project/event created, organized, and operated by a third-party for the benefit of Community Health Network Foundation and using Community Health Network images or logos in any promotions must be approved in advance by Community Health Network Foundation. This requirement applies to all print, media, broadcast, social media and online promotions and all printed materials referencing Community Health Network and the Community Health Network Foundation. Generally, logo approval will not be granted for events.

Community Health Network Foundation as Beneficiary, Not Sponsor

Community Health Network Foundation and Community Health Network are the beneficiaries, rather than sponsors, of all third-party events. Community Health Network will take no part in or responsibility for the organization, administration, or conduct of the third-party event. Promotional materials that use the Community name should incorporate the following statement: “proceeds to benefit Community Health Network Foundation.”

Soliciting Sponsors

Please remember that many local organizations already support Community Health Network and may not wish to make additional contributions through your third-party events. Prospective sponsors must be approved in advance by Community Health Network Foundation. Events should complement the mission and image of Community Health Network and Community Health Network Foundation. Companies that conflict with Community’s mission or values may not be sponsors.

Expenses/Proceeds

Fundraising projects and events must be financially self-sustaining without contribution from or financial risk to Community Health Network Foundation. All third-party event expenses are the responsibility of the third-party event organizer and must be paid before net proceeds are given to the Foundation. Community Health Network Foundation will only accept the net proceeds of a third-party event. Refunds or reimbursements of third party event expenses will not be available after the event income is given to Community Health Network Foundation. Within 30 days following the event organizers should submit funds payable to Community Health Network Foundation and appropriate documentation from individuals and/or businesses regarding their financial donations.

Tax Advice

Third-party event organizers should not provide tax advice to third-party event contributors. Organizers should refer individuals to tax or legal counsel for information.

Organizer’s Compliance with Legal Obligations

The third-party event organizer is responsible for obtaining all necessary permits, licenses, insurance and permission from local authorities. Community Health Network Foundation and Community Health Network will not be liable for any injuries sustained by third-party event volunteers or participants relations to an event benefiting Community Health Network Foundation and will not assume any type of liability for a third-party event. Any event that includes charity gaming activities must obtain the proper licenses from the Indiana Gaming Commission. The third-party event organizer is solely responsible for the design and implementation of the event, including safety precautions. Third-party events must comply with all relevant laws.

Cancellation/Disassociation by Community Health Network Foundation

Community Health Network Foundation may cancel a third-party event or disassociate with a third-party event at any time if these Third-Party Event Policies are not satisfied, or if it is determined that the third-party event does not honor the Community Health Network Foundation mission and vision.

Application Guidelines:

  1. Please submit this application 90 days in advance of your event.
  2. The event agreement is not valid until it has been reviewed and signed by both the Foundation and the sponsoring person/organization.
  3. Organizers are not authorized to use the Foundation name or logo or represent to others a connection to the Foundation without prior approval and a signed event agreement.
  4. Events should be consistent with the mission and image of the Network. Organizations or individuals that are in conflict with the Network’s mission or values may not participate as sponsors.
  5. If you plan to contact businesses, individuals or organizations for sponsorship, contributions or in-kind gifts, you must inform the Foundation prior to your approach for review and approval. Many individuals and businesses already support the Foundation and may not wish to make additional donations.
  6. The event organizer is responsible for obtaining any necessary permits, licenses or insurance needed to conduct the event itself or any activities happening therein.
  7. The Foundation must approve, in advance, all copy for any promotional materials related to the event.
  8. The Foundation should be identified as the beneficiary of the event. For example, an event should not be called “Community Health Network Bake Sale.” Your event should be promoted as, “Organization Name Bake Sale: Benefiting Community Health Network Foundation.”
  9. Requests for Community Health Network’s tax ID or W-9 are not approved. We cannot allow the use of our tax ID number for third-party events, as we are not administering and/or managing these events.
  10. All expenses are the responsibility of the event organizer and must be paid before proceeds are given to Community Health Network Foundation. The Foundation will not refund or reimburse third-party event expenses. Event organizers should submit one check with net proceeds, not individual checks.
  11. The Foundation encourages event organizers to utilize FirstGiving (www.firstgiving.com), an online fundraising website, to help manage their event. FirstGiving is free for event organizers. Donors appreciate knowing that FirstGiving sends all donations directly and securely to Community Health Network Foundation. We pay a small fee for the service. Any sponsors and the public should be informed that the net amount will be donated to the Foundation. If the Foundation will not receive all of the proceeds from the event, then the exact percentage of the proceeds to benefit the Foundation must be stated clearly on all promotional materials.
  12. The Foundation must be notified if there are any significant changes planned for the event. The Foundation reserves the right to, at any time, ask you to cancel your event and/or to take affirmative steps to disassociate your event with the Foundation.
  13. If a third-party fundraising activity does not support Community Health Network Foundation, United Way of Central Indiana or one of Community’s Volunteer Auxiliaries, then the opportunity will need to be evaluated by Community’s senior leadership.

Questions?

Please contact Cindy Farber, Strategic Engagement Specialist at Community Health Network Foundation, at cfarber@eCommunity.com or 317-355-4661.