Fundraiser Policies & Guidelines
Ronald McDonald House Charities of Eastern Iowa & Western Illinois welcomes our community’s initiatives to help further promote awareness and funding for our programs. However, due to limited staff time, RMHC must commit its resources to the number of internal fundraising events already being offered to sustain services. The nature of third party events limits us because we cannot schedule, budget nor predict a reliable source of revenue from such events. By taking on a fundraiser, the third party assumes the responsibility of creating a successful event without a significant level of assistance from RMHC-EIWI.
Fundraisers which benefit Ronald McDonald House Charities of Eastern Iowa & Western Illinois should be managed by individuals, corporations or organizations that are financially responsible, of well-established reputation and motivated by a genuine desire to help further our mission of serving families of seriously ill children. If an outside individual, corporation or organization wishes to sponsor a special event or promotional campaign to benefit RMHC-EIWI, the following guidelines must be followed:
- All expenses incurred at the fundraising event are the responsibility of the third party event organizer; RMHC cannot provide any funds.
- RMHC will only associate with individuals, corporations and organizations known to conduct themselves in a manner compatible with our mission. Should an issue arise, it will be resolved by RMHC Management.
- Fundraisers must comply with all federal, state and local laws governing charitable fundraising, gift reporting and special events.
- RMHC cannot sponsor or endorse individuals, companies, programs, products and services and does not allow door-to-door selling or phone solicitation on our behalf.
- No fundraising activity that involves agreement with any organizations or individuals to raise funds on a commission, bonus or percentage basis will be considered.
- The fundraiser organizer is responsible for obtaining any necessary permits and clearances required by the government. The organizer must also obtain appropriate insurance coverage, if necessary.
- The fundraising organizer must seek approval from RMHC to repeat the fundraiser in each succeeding year.
Third party event organizers are responsible for the planning and execution of the event, including all set-up, promotion, staffing and/or volunteers, and liability. Approval from RMHC must be received before any action can take place on any event/campaign. An Event Fundraiser Application must be submitted to determine if the event or campaign is within RMHC’s guidelines and feasible within its existing annual calendar of events.
Terms for use of RMHC staff, volunteers, mailing lists or general publicity among our supporters should be agreed upon by RMHC before approval of the event/campaign.
RMHC is unable to solicit sponsors for the fundraising event and does not provide any donor or volunteer contact information.
RMHC will notify clients/volunteers/supporters of event details and invite them to attend third party events only when deemed appropriate by RMHC Staff. Organizers should identify any businesses or individuals to be contacted for solicitation, so that RMHC can avoid duplicated efforts. Permission must be received from RMHC prior to soliciting any businesses or individuals in RMHC’s name.
Promotion and Logo Usage
RMHC Development Director must review and approve all promotional materials that includes RMHC logo or name prior to production or distribution including, but not limited to, press releases, invitations, brochures, letters and flyers.
The official logo of RMHC is a registered trademark and cannot be legally reproduced without written permission. In addition, the RMHC logo should be used appropriately in conjunction with the event and may not be altered in any way.
RMHC may promote the event, when appropriate, in the following:
- RMHC website, with a link to the event/organization’s website
- RMHC newsletter
- Social Media
Any contact with media must be coordinated with RMHC.
A donation solicited on our behalf, whether the donation is an item or cash, is fully tax-deductible only when it is made directly and entirely to RMHC. RMHC will determine what types of gifts can be considered tax-deductible prior to solicitation or promotion, as we are the only agents who can verify that such a gift was made, and its nature, to the IRS. This information must be made explicitly clear in promotion of the event or campaign.
Fundraisers shall state the terms of the donation RMHC can expect from the event/campaign (for example, 50% of profits, one-time donation of $1,000, or all proceeds). This information must be made specific in event/campaign promotions.
Organizers should also provide the date by which RMHC will receive the donation. In general, we ask that no more than 20% of gross revenue generated be used to cover expenses. When a portion of the charge or “suggested donation” to the participant in a third party event/campaign is not tax-deductible, a statement to that effect must be included in all appropriate materials.
Organizers who wish to request the presence of RMHC Ambassadors or representatives should make their request at least twenty (20) days prior to the event to allow sufficient time for such individuals to be contacted and scheduled to attend. However, RMHC cannot guarantee the presence of volunteers or staff for any third party fundraising event. Each request will be considered individually.
What RMHC of Eastern Iowa & Western Illinois CAN DO to assist with your fundraiser:
- Offer advice and expertise on fundraising and event planning.
- Provide and approve the use of the RMHC-EIWI name and logo.
- Promote your event on our website, with a link to your event or fundraising page. If applicable and at its discretion, RMHC may send out e-mail communication to selected RMHC constituents.
- Assist with writing press releases and promotional materials.
- Provide a letter of authorization to be used to validate the authenticity of the fundraiser and its organizers.
- Attend fundraisers or check presentations, as schedule permits.
- Provide RMHC promotional materials (ie. newsletters, brochures, fact sheets and or small giveaways, as available).
- Provide a written tax receipt to donors who make their contributions payable to Ronald McDonald House Charities of Eastern Iowa & Western Illinois in accordance with state and federal tax laws.
What RMHC of Eastern Iowa & Western Illinois IS NOT ABLE TO DO to assist with your fundraiser:
- Extend our tax exemption to you.
- Provide a written tax receipt for contributions NOT made directly to Ronald McDonald House Charities of Eastern Iowa & Western Illinois.
- Provide primary insurance coverage.
- Provide funding or reimbursement for expenses.
- Solicit sponsorship revenue for your fundraiser.
- Provide volunteers, donor names or RMHC families to come speak.
- Provide mailing lists of donors, vendors, board members, employees, or others affiliated with RMHC or McDonald’s Corporation constituencies.
- Guarantee the participation of Ronald McDonald.
- Guarantee media coverage.
- Guarantee attendance or be the sole solicitor of support of donors, vendors, board members, employees, or others affiliated RMHC or McDonald’s Corporation constituencies at the fundraiser.
After reviewing the guidelines, please complete the online application form at ADDRESS. Please contact Heather Wilson at [email protected] with questions or concerns.