Third-Party Fundraising Resources & Toolkit
Thank you for your interest in fundraising for University Health Foundation! The work of the Foundation secures the latest medical technologies, provides advanced clinical facilities and facilitates essential research that benefit University Health patients, families and members of our community today and well into the future. The generosity of donors is a true investment in the health and well-being of everyone in our region. Whether you are organizing a community event, participating in a challenge or hosting an online fundraiser, you are making a direct impact on the work of University Health.
Overview
About University Health Foundation University Health Foundation is a separate 501(c)3 non-profit organization whose purpose is to support the strategic priorities of University Health. The Foundation provides financial support through partnerships with individual donors, organizations and corporations to fund bold ideas and discoveries that expand life-changing care throughout the South Texas region.
What is a third-party fundraising event? A third-party fundraiser is a fundraising activity by a group or individual other than the Foundation, in which the Foundation is the beneficiary.
How will this toolkit help me? This toolkit will provide information on: How University Health Foundation can help you host a third-party event Guidelines for third-party fundraising events Planning your event Resources from University Health Foundation Answers to frequently asked questions Applying to host a third-party event/fundraiser
How do I apply to host a third-party fundraising event? To apply, complete the form on page 8 of this packet and email it to Foundation@uhtx.com. The Foundation prefers at least three months notification in advance of the third-party event date.
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How University Health Foundation CAN help you host a third-party event: Help finding the University Health program, initiative or specialty area to benefit from the funds raised at your event. Logo for marketing materials (Any materials where our logo appears must be reviewed and approved prior to use.) Foundation produced literature/materials including brochures, pamphlets and other materials as needed. Information on how to set up a web page for your event on our fundraising platform. We can also walk you through the process if you need assistance.
We are here to help, but there are services we are not able to provide: On-site staff or volunteers to work at your event Mailing lists of donors, employees, prospects or volunteers Insurance, liability coverage or permits, liquor licenses, raffle licenses Receipts for donations not made directly to the Foundation Our tax exemption number Foundation letterhead or stationery Assistance in solicitating donations or recruiting attendees Automated auction systems or services Media publicity
As the event organizer, what are my responsibilities? All third-party fundraisers must comply with all applicable local, state and federal laws. Upon Foundation approval of your third-party fundraising event, the Foundation must be notified of any significant changes to the event. The Foundation has the right to disassociate with a third-party event at any time if guidelines are not followed or any activity at the event does not meet the Foundation’s mission and values. All third-party fundraising events must be financially self-sustaining, without contribution from, or financial risk to the Foundation. Any expenses incurred by the event are the responsibility of the event organizers. The Foundation has no legal obligation to third-party events and assumes no liability for the planning or execution, including promotion, set-up, staffing (including volunteers) or the collection and management of funds and donations.
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Frequently Asked Questions Can I solicit local businesses to give to my event or have a letter of attestation or endorsement from University Health Foundation? Because the Foundation solicits a large number of local businesses, we kindly ask donors to notify the Foundation if they are interested in soliciting local businesses on behalf of University Health Foundation. We are unable to provide attestation or endorsement letters.
Can I use a University Health Foundation logo or name on promotional materials for my event? When the name University Health Foundation is shown as the beneficiary of events sponsored by external organizations, groups or individuals, the following verbiage should be used: “…proceeds benefiting University Health Foundation” “…proceeds benefiting University Health Foundation [Specific Fund]” Donors wishing to use any promotional materials with the Foundation logo must submit to the Foundation for approval to assure they meet brand guidelines. Contact Foundation@uhtx.com for further guidance.
Can I organize a raffle? The Texas Charitable Raffle Enabling Act authorizes raffles only when conducted by qualified organizations in compliance with state law. You may hold a raffle if you are a qualified nonprofit or other eligible organization and you follow the Charitable Raffle Enabling Act and any local rules. Texas law does not allow individuals to organize or conduct raffles.
Can you send a receipt to my donors for tax purposes? University Health Foundation cannot issue charitable tax receipts for donors who make payments directly to you. However, if you create a fundraising page using the Foundation’s GoFundMe Pro account (see more on page 7), donors will receive an automated tax receipt following their payment. Your donors can also receive a tax receipt if they write a check payable to University Health Foundation with the event name included. Checks should be sent to: University Health Foundation PO Box 33038 San Antonio, TX 78265-9711
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Can University Health Foundation send a press release or solicit media coverage for my event? University Health Foundation cannot write or distribute press releases for your event or solicit media coverage on your behalf. Please notify us one month prior to your event if you are considering inviting media to your event, so we can work with University Health’s corporate communications department.
If I have questions about organizing a third-party event benefitting University Health Foundation, what should I do? If you have questions at any time, please contact the Foundation at 210-358-9860 or email Foundation@uhtx.com.
What about social media? You are welcome to tag University Health Foundation on social media so long as any accompanying photos do not include patients. Facebook: University Health Foundation Instagram: @UniversityHealthFoundation LinkedIn: @University Health Foundation What do I do after the fundraiser? Send in your donation. If you are not using our fundraising platform, a single check from the event should be made payable to University Health Foundation. Once we receive your donation, an acknowledgement letter will be sent to you. Mail check to: University Health Foundation PO Box 33038 San Antonio, TX 78265-9711 Send us photos. Email the best 3 - 5 photos with a brief description from your fundraiser to Foundation@uhtx.com. 5
Planning your third-party fundraiser In-Person Events Community Events: Host a bake sale, car wash or charity concert with donations going to a fundraising page. Or, have a table to collect money during the event/upon entry. Organize an interactive game or challenge (a walk, pie-throwing contest, dunk tank or a decorating competition) and encourage people to donate to particpate or vote.
Online Events Virtual Challenges: Host a walk, run or fitness challenge where participants raise money to join and track their progress online. Organize an online trivia night, talent show or gaming event where people donate to participate. Peer-to-Peer Fundraising: Encourage others to create their own fundraising pages to get their networks involved. PRO TIPS: Determine how much you want to raise and how that amount will make a difference. Set a timeline for your fundraiser to give supporters a sense of urgency and completion. Create mini-goals to celebrate milestones along the way with your network.
Create a Fundraising Page We recommend whether you plan an in-person or online event, you make it easy for donors by creating a fundraising page. (See next page for details and instructions.)
Promote your Fundraising Page Promote your new fundraising page with your network. This allows your friends, family and supporters to participate in their own way and help spread awareness. Social Media: Regularly post updates, share your story and tag others who have contributed. Email: Send updates to friends, family and colleagues with a direct link to your fundraising page. Thank Donors: Personalize your thank-you messages to show gratitude and encourage continued support.
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Create your Fundraising Page 1
Select Set-up Fundraiser on the Foundation’s GoFundMe Pro page and complete the sign-up form. Note: If you already have a GoFundMe Pro account, log into your account instead.
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Create your page and enter page details including your fundraising goal, end date of your efforts, and headline (a short description advocating for your cause), the fund you are supporting and a short URL for your page. You can upload a profile picture for your fundraising page. We encourage you to personalize your page once set-up.
Share your page. Start with your closest inner circle. This is a great group to target for your first few donations, as they are more likely to respond to your personal outreach. It’s always nice to get some quick wins in the beginning, and you’re on your way to fundraising success! Then, it’s time to spread the word and take strides toward your goal. We suggest starting by creating a list of people you plan to reach out to. Cast a wider net. Don’t be afraid to look beyond your immediate connections and expand your list. Some people in your wider network may have a personal connection to our mission, and it could spark some great conversations on top of a donation toward your goal! PRO TIP: Keep your message clear, direct and timely! Don’t be afraid to add some visual and personal elements to catch donor attention and inspire immediate action.
Visit our GoFundMe Pro page to get started!
View step by step instructions here
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Third Party Fundraising Event Form Thank you for considering University Health Foundation as a beneficiary of your event! Once you have reviewed the Third-Party Fundraising Guidelines and FAQs, please return this form to Foundation@uhtx.com. You may also call 210-358-9860 with any questions. Proposed event Date/Time of event Location Organization, business, individual Contact person Address, city, state, zip Cell phone Email Event description:
How will you raise money through this event (entrance fees, auction, donations etc.)?
Approximate Fundraising Goal: $ Funds raised to be designated for (check appropriate area): Unrestricted gift to University Health Foundation Specific program(s): ___________________________________ Not sure, would like to learn more about fund designations.
Signature
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