Terms & Conditions
Thank you for your interest in raising funds to help Redkite (ABN 65 104 710 787) provide essential emotional, financial, and educational support to children and young people with cancer and their families. Your assistance and support are appreciated and gratefully received.
These guidelines have been developed to help you in your fundraising project and assist you to comply with Fundraising legislation and best practice in fundraising. Before you can start fundraising Redkite needs to authorise you to fundraise for us. We will send you a letter of “Acceptance of Application and Authorisation to Fundraise” once acceptance of the fundraising Guidelines and terms have been received and providing that your fundraising project meets with Redkite’s Guidelines. Until you receive this letter you will not be authorised to use Redkite as your beneficiary charity.
- Support from Redkite
Redkite may be able to provide you with information and materials to assist in your fundraising efforts, such as:
- Redkite brochures and promotional material
- Inclusion of your event on the event calendar on the Redkite website (where appropriate)
- Merchandise required for your event, such as balloons/stickers/posters
- Tax deductible receipts when a donation is received for $2 or more
Let us know in your application if you would like any of these materials. Please make yourself familiar with the services Redkite provides which are set out on our website www.redkite.org.au and in our brochures and other materials. Your word of mouth helps us raise awareness of the need to support children and young people with cancer and their families.
To ensure your fundraising efforts are as successful as possible, we will also discuss aspects of your fundraiser to offer advice and assistance where necessary. You are responsible for the fundraising activity, which is why we ask you to consider the following and provide us information before we can authorise you to fundraise for us.
- Your Responsibilities
You will be solely responsible for your fundraising and it will be conducted under your name. You will need to manage your fundraiser at your cost, including:
- Marketing and promotion
- Running of the event (including sponsorship, ticket sales where necessary etc)
- Legal compliance (safety, insurance, permits etc)
- Prize and gift sourcing
There are some events or activities that we cannot be associated with. It is important to decide whether the fundraiser corresponds with these values and meets community standards.
Please consider whether the following themes and activities will be part of your fundraiser:
- boxing (or any other highly physical, high risk sport or blood type sport)
- violence of any nature
- content relating to death and/or drugs
- use of firearms or fireworks
- misrepresenting children or young adults
- nudity or risqué activities
- promoting cruelty to animals
- results in a potential negative impact on the environment
- selling roses or other products in highly public places (restaurants, shop fronts etc)
- door to door or public street collections
You will be solely responsible for your fundraising and Redkite reserves the right to deny any authority to fundraise. If the event is approved, public liability insurance cover will need to be obtained by the fundraiser.
- Financial Responsibilities
Below are some financial aspects to consider when starting your planning of your fundraiser to ensure you are within appropriate guidelines and your event is as successful as possible.
In order to ensure your fundraising is successful and you are open and accountable for the funds you are raising we need you to prepare a budget and carefully consider and estimate the costs and likely income you might make. This is especially important if you are incurring costs and the event is not being underwritten. You will need to provide this in your application for the fundraising so our team can offer advice and support where needed.
Your budget will need to be issued to Redkite within 1 week of your planning commencing to enable the team to work with you on the feasibility of the event. If this is not received, Redkite has the right to discontinue the fundraising authority.
- Keep records, invoices, and receipts and draw up accounts as you go.
- Copies of receipts of invoices for all expenses taken from the funds raised must be kept by you for 3 years. An expandable file is a simple way to keep track of all the bits of paper
- Only reasonable expenses can be taken out of the proceeds, if the event is not being underwritten, and these should not exceed 50% of the proceeds. If it looks like you will not raise enough funds to meet this requirement it is better to cancel and stop incurring costs.
- All monies raised must be banked with Redkite as soon as possible and at least within 14 days of raising the funds. This can be done by either direct payment into our bank account or by cheque sent to Redkite. An accurate detailed record of income and expenses associated with the fundraiser must be provided to Redkite, also within 14 days of the activity.
- Donations are preferably made directly to Redkite on donation forms provided or electronically through our website www.redkite.org.au/donate or through an online fundraising page (please speak to Redkite about setting this up). For any cash donations received you must provide the donors name and address so a tax deductible receipt can be issued for donations $2 or over sent to the donors by Redkite. These receipts can only be sent once the money has been received by Redkite.
- In order to not mislead your donors and supporters, and comply with your obligations to Redkite, you are unable to incur any expenses in the name of Redkite or represent that you are an employee, contractor or part of Redkite. You can explain that you are generously raising funds for Redkite.
- Ensure any cash collected is in secure containers and safeguarded. It should only be opened and counted when there are at least two people present. If you are collecting coins in person or using collection tins, you must comply with the rules applying to identification badges and the supervision, labelling, and opening of collection tins.
- In relation to fundraising events, be clear if you intend to cover the expenses from the amount raised. Do not say all proceeds of the fundraising will go to Redkite unless you are covering the costs separately and not from the amounts raised.
- Running the event
Holding a fundraiser can be a really rewarding experience. Here are some tips to help it run smoothly and successfully, including some important terms and conditions:
- Prepare a timeline of activities to cover the lead up to the event, the event itself plus your post event wrap up, including thank you's.
- Do not go it alone - ask for help! Ensure you have enough resources to make it happen successfully – get a committee of helpers or a team of volunteers together to assist you.
- Set an ambitious yet achievable goal and share it. Everyone relates to a tangible number.
- Do not forget the budget document, working from the bottom up - number of people, funds per person, sponsorship etc.
- Research the requirements of your fundraiser and ensure there are no risks associated.
- Ensure that you have appropriate liability insurance to cover your event if required, as Redkite’s insurance does not extend to external events. See section 5 for permits and authorities.
- All fundraising activities must comply with all relevant Australian Federal and State laws and you must apply for all permits and authorities that may be required. Ensure you check the requirements for fundraising in your State or Territory
- If you are conducting raffles be aware and ensure compliance with the separate legal requirements for raffles. Check your relevant State or Territory –regulator Redkite can help you identify this.
- Ensure you are not false or misleading in relation to the amount of money going to Redkite; the information you provide about Redkite or in relation to your connection with Redkite.
- You are conducting this event yourself at your sole care and responsibility and notwithstanding the Authority issued to you by Redkite to conduct the fundraiser, it does not become a Redkite event but remains your fundraiser in support of Redkite. Therefore, you acknowledge that you have no authority to bind Redkite in any manner whatsoever or to take any action or do any act or thing in the name of Redkite.
- Permits and Licences
Depending on the nature of your proposed fundraising activity, it may be necessary to comply with additional rules imposed by other authorities. For example, if it is a large event taking place outdoors, you should consider whether you need to contact the local council or Police. The below style of events would require additional permits and approvals:
- holding an event on council or other public land;
- setting up a temporary structure or using a venue for a purpose it is not designed for;
- serving food to the public;
- serving alcohol to the public;
- playing live or recorded music;
- displaying signs and banners in a public area;
- using gas cylinders to cook or for other purposes;
- large groups using public facilities;
- using an open flame;
- using the footpath or closing a road.
Every state has different legal requirements so please check your relevant state or territory regulator. Redkite can help you identify who they are. There are useful websites to assist you in organising the event and considering the legal and risk management issues such as www.ourcommunity.com.au or http://www.pilch.org.au/events.
- Marketing and Promotions
To hold a successful fundraiser, marketing and promotion is essential, but you must ensure it is not misleading.
If you wish to use the Redkite logo on any materials or products, other than those we provide to you, you must provide to us all material or products on which it is proposed to use the logo prior to production, for our approval – we may not always give permission and we may require changes, so we suggest you discuss your plans with us early.
By signing the agreement, you agree not to use the Redkite logo or name except as authorised under these guidelines and any authority to fundraise.
- Media and Public Relations
All media material and releases must be approved by Redkite prior to circulation.
Redkite is more than happy to discuss any ideas that you may have for media materials and distribution outlets.
- Redkite representatives and celebrities
If you would like a representative of Redkite to attend your fundraiser, or play a part in the proceedings, you need to notify Redkite at least 4 weeks prior to your event to enable the most appropriate representative to be available. Please note Redkite has a small team and it may not always be possible to have a representative attend every fundraising activity.
Redkite respects the privacy of the children and young people with cancer and their families. As such we are very sensitive to them publicly sharing their cancer journey story and would not like them involved in events or with the media in any way that would compromise their privacy. If you do require a family story, Redkite will review your request and endeavour to work with you to find a suitable alternative solution.
If you are planning to invite a celebrity to your event, due to the number of demands on celebrities to support Redkite, any approach made to these public personalities must be discussed with Redkite prior to any contact being made. You must not approach celebrities using the name of Redkite unless specific written approval has been given by Redkite.