Community Fundraising Guide

Raising funds for Addison Gilbert Hospital Beverly Hospital Lahey Health Behavioral Services Lahey Health Continuing Care Lahey Hospital & Medical Center Winchester Hospital

Thank you for your interest in hosting a community fundraiser to support a Lahey Health affiliate. Lahey Health

is extremely grateful to the many people and organizations who wish to organize community fundraising

events to support our mission. By hosting a community fundraiser, you are helping raise the much-needed

funds that allow us to continue operating at the top of our game as a national and international leader in

clinical care and research, as well as a comprehensive network of hospitals, outpatient centers, behavioral

health providers and continuing care facilities and services.

A community fundraising event happens when a business, organization, community group, school or individual

hosts an event or program to benefit one of the Lahey Health affiliates. Please note that all funds raised from

your community fundraising event will benefit and go directly to the Lahey Health affiliate you identify as the

receiving beneficiary (Addison Gilbert Hospital, Beverly Hospital, Lahey Hospital & Medical Center, Winchester

Hospital, Lahey Health Behavioral Services or Lahey Health Continuing Care). In this document, “Lahey Health”

is used only for brevity and to imply one of those affiliations.

Prior to hosting an event to benefit one of the affiliates, we ask that you complete a Community Fundraising

Event Application and Agreement form. The form must be submitted and approved by Lahey Health staff

before the event can be promoted to the public. Fundraising events must also comply with all relevant state

and federal laws.

Please remember that while the staff at Lahey Health is able to provide advice and guidance, we do not have

the personnel to handle the organizational and administrative aspects of a community fundraising event,

so you are solely responsible for the development and execution of the event.

This guide is intended to help you structure a successful fundraiser in compliance with Lahey Health

requirements. The Community Fundraising Application and Agreement form must be approved by Lahey

Health before you can begin to use the logo or raise money on our behalf. Before signing the application and

agreement, please review the following information carefully and let us know if you have any questions about

the Community Fundraising Application and Agreement, this guide, your proposed fundraiser or anything else.

Organizer ResponsibilitiesYou, the event organizer (“Sponsor”), are responsible for planning and obtaining support for your fundraiser from inception to the day the check or donation is issued to Lahey Health. It is your job to develop logistics and acquire the venue, sponsors, publicity, prizes, entertainment and staff that are necessary for a successful event, including the fundraising aspects.

You agree to pay all costs (or to get them donated) associated with advertising, developing and printing promotional and marketing materials for the fundraising program.

We look forward to answering your questions and providing support where we can. You must demonstrate a willingness and ability to fully coordinate a successful effort in order for your event to be approved.

Approval ProcessAt the end of this packet, you will find a Community Fundraising Event Application and Agreement. Please return it to the Lahey Health contact prior to any event promotion for approval. Your submission will be reviewed, and we will call you with any questions and help revise any areas that are not in compliance with our standards.

The event time and date must be included in the Community Fundraising Event Application form. Additionally, they must be approved by Lahey Health to ensure no duplication of event or event dates. Please submit your application as soon as possible, but at a minimum of six (6) weeks before your event. This will allow for sufficient time between events to maximize support, enthusiasm and attendance at all events.

Lahey Health Name and Logo UsageA copy of the Lahey Health logo will be attached to your approval email in jpeg format. There are 1 and 2-color versions of the logo. Some rules for using the logo:

• Please do not use logos found on the internet.We will provide you with the most current version.

• The logo’s typestyle was developed especially for LaheyHealth and must be used as it appears and not appearin any other color besides what is currently approved.

• Please do not use “Lahey Health” in the title of yourevent such as “Lahey Health Golf Outing’” instead,use “Golf Outing to benefit Lahey Health.”

• Lahey Health must review all promotional materials thatinclude the Lahey Health name or logo (including pressreleases, t-shirts, posters, brochures, etc.) before theyare used or made public.

• Please note: Lahey Health must approve all online use ofour name and logo, including Facebook, other websitesand anything requiring online registration.

• Please provide a minimum of seven (7) business daysfor review of your marketing materials.

Event Promotion• Because of state laws and regulatory commitments

we have to our patients and donors, Lahey Health doesnot provide any databases or mailing lists (names and/or addresses/emails) for promotion of a communityfundraising event.

• Promotion and listing can be provided through the LaheyHealth Philanthropy website, if and when approved.

• At this time, solicitation at the hospital and distributionof community fundraising event flyers or posters arenot permitted on Lahey Health affiliate hospital wallsor bulletin boards.

Event Expenses and Tax Exempt Status• Lahey Health does not advance monies for community

fundraising events nor pay for any event-relatedexpenses. Suggestions to reduce event expenses:

— Secure donated goods and services.

— Negotiate reduced costs.

• If you are deducting expenses before sending netproceeds to Lahey Health, you should not state or implyto your donors that any funds given to cover expensesare tax-deductible, and you should not use the word“donation” because it implies that they are tax deductible.

• If the expenses are greater than the total collected, theindividual or group conducting the event is responsiblefor payment of these additional expenses.

• Lahey Health’s sales tax exemption (on purchases)cannot be extended to any community fundraisingevent or fundraising effort.

• Event organizers must obtain their own liability insuranceto cover the event when applicable.

Disclosing Your DonationPlease include language that discloses how your fundraiser is benefiting Lahey Health in all publicity that mentions the Lahey Health affiliate. If you need assistance determining the appropriate language, please ask your Lahey Health contact.

You must clearly disclose how Lahey Health benefits from the sale of products or services (i.e. cause marketing) when you state or imply that a charity will benefit from a transaction. Such promotions should disclose, at the point of solicitation:

• The actual or anticipated portion of the purchase price that will benefit Lahey Health(e.g., “50 cents will be contributed to Lahey Health for every XYZ product sold”).

• The date and/or duration of the campaign (e.g., the month of December).

• Any maximum or guaranteed minimum contribution amount (e.g., “up to a maximum of $20,000”).

Donation Type Sample Language

100 percent of funds collected will be donated to Lahey Health.

“100 percent of ticket sales/registration fees/purchase price benefits Lahey Health.”

If all the money minus your expenses on the event will be donated to Lahey Health, state the minimum portion or percentage of the amount charged that will benefit Lahey Health.

“A minimum of $ from every ticket sold will benefit Lahey Health”

“Eighty percent of ticket sales will benefit Lahey Health.”

If a specific dollar amount in the purchase of a product is going to Lahey Health, state the dollar amount.

“For every car we sell on Sunday, $100 will go to Lahey Health.”

RafflesLahey Health’s raffle permits cannot be used for community fundraising events, per licensing regulations.

All raffles held to benefit Lahey Health must apply for and receive a raffle license. It is important that you:

• Disclose how much of the funds will go to Lahey Health.

• Carefully research and fully understand the IRSrequirements and individual state and town lawsfor holding a raffle, and agree to comply with thoserequirements. Different towns and different stateshave different requirements and laws.

Getting Donations for Your EventIf you are planning to go to companies or organizations to get donations or sponsors for your event, please provide us with a list of whom you plan to approach, because we may already have a relationship with them. It is not our desire to limit your plans, but to protect our own relationships with those who give directly to Lahey Health on a regular basis.

We may also have recommendations on those who might or might not be good to approach. Because many area companies and organizations do so much for us, we must be careful about duplicating efforts and making these groups feel like a lot of people are asking for donations on our behalf We ask that you only approach businesses that have been approved by Lahey Health.

In-Kind Donations (Tangible Goods)• In-kind support is defined as a donation of a product or

service, such as printing invitations or an auction item.

• In-kind donations to community fundraising events are nottax deductible.

• Lahey Health cannot solicit in-kind donations forcommunity fundraising events.

• The value of in-kind sponsors/donations should not beincluded in your total event revenue.

Closing Out Your FundraiserWe have a few housekeeping items that will need to be completed for us to properly close out your event file within the guidelines provided by Lahey Health. After your event:

• If only one check is written from the community fundraisingevent for the proceeds from the event, the individual taxreceipts will not be sent to donors and attendees. Onlythe lump sum check will be acknowledged. Since thedonation is from multiple individuals, the entity writing theconsolidated check cannot receive a tax deduction.

• If donors expect a tax receipt for their donations madeto a Lahey Health affiliate, please ask them to make theirdonation by individual check that includes the donor’s nameand address. The check must be made payable to the LaheyHealth affiliate — not to individuals or another organization.

• Only the amount that is over and above what is receivedin goods and services from the donation is considered taxdeductible. For example, if an individual writes a check fora $100 ticket made payable to Lahey Health, and the actualcost of the event/fair market value is $20 per person, theamount of the tax deduction is $80.

• You will need to provide Lahey Health with the cost ofyour event/fair market value per person, as well as thesponsorship or ticketed dollar amounts raised.

• All donors must be aware that all “chance to win” games(i.e. raffles) are not tax deductible.

• Please deliver the funds to Lahey Health within 30 days. Youcan mail donations to our office or deliver them in person.

• Do not deposit any checks made payable to “Lahey Health”or attempt to open a bank account in the name of LaheyHealth. Please deliver all checks made payable to LaheyHealth, and we will deposit them.

Please complete your event registration and indicate your acceptance of the following terms and conditions at Giving.LaheyHealth.org/EventApplication.

Events Team Contact: Michelle Hinchey, Lahey Health

Email: Michelle.D.Hinchey@Lahey.org

Phone: 978.236.1626 | Fax: 781.744.5265

Terms and ConditionsPlease carefully read the terms and conditions and agree to them when completing your event application at Giving.LaheyHealth.org/EventApplication.

Thank you so much for your time, effort and commitment to Lahey Health.

1. Sponsor agrees to provide Lahey Health with all of the net proceeds from the Event, along with a written accounting of Event within thirty (30) days after the Event. Accounting must be in a format acceptable to Lahey Health and set forth the total amount raised by the Event and the total expenses incurred, including an itemization and supporting documentation for any expenses in excess of $500. Lahey Health may audit the Event revenues and expenses, if necessary.

2. Sponsor acknowledges: (a) that Lahey Health is the owner of certain federally registered and common law trademarks, service marks, and trade names and (b) that Sponsor’s use of the logos and name is for the benefit of Lahey Health. If this proposal is approved, the Sponsor will be granted a non-exclusive license to use the Lahey Health logo and name in connection with the Event only. Sponsor recognizes the need and agrees to maintain high standards in promoting, producing, and conducting the Event, for the protection and enhancement of the Lahey Health logo and name and the goodwill associated therewith.

3. The term of the agreement granted hereunder shall be from the date Lahey Health approves Sponsors’ application until the conclusion of the Event; provided, however, that Lahey Health has the right to terminate the application and agreement if it determines, in its reasonable discretion that the Event is or will likely be injurious to the Lahey Health name.

4. Sponsor understands and agrees that any use of the Lahey Health name and logo is subject to the prior written approval of Lahey Health, such approval not to be unreasonably withheld. Accordingly, Sponsor agrees to submit to Lahey Health for approval all printed materials (e.g. flyers, invitations, t-shirt design, etc.) that contain the Lahey Health name and logo, as well as all publicity releases and advertising relating to the Event (whether television, radio, newspaper, internet or any other form), prior to the production, distribution, broadcast, or publication thereof.

5. Sponsor understands and agrees that the Lahey Health name and logo (a) may not be altered in any way (including stretching of the logo), nor may they be sublicensed to any other person; (b) may not be used in connection with any telemarketing or door-to-door solicitations; and/or (c) may not be used in conjunction with terminology that is contrary to the Lahey Health mission.

6. In accordance to industry standards, Sponsor agrees that any solicitations made in conjunction with the sale of products or services that state or imply that Lahey Health will benefit from a consumer sale or transaction will disclose at the point of solicitation, and in a manner acceptable to Lahey Health: (a) that Lahey Health is the benefiting organization; (b) the actual or anticipated portion of the purchase price that will benefit Lahey Health, (c) the duration of the campaign, and (d) any maximum or guaranteed minimum contribution amount.

7. Sponsor understands and agrees: (a) that it is the sponsor of the Event; (b) that Lahey Health is in no way responsible for the Event; and (c) that the Event will result in no cost or expense to Lahey Health whatsoever, unless Lahey Health has expressly agreed in writing to the contrary.

8. In order to avoid inadvertently jeopardizing existing relationships between Lahey Health and its donors, Sponsor agrees to receive approval from Lahey Health before soliciting corporations, businesses, celebrities, sports teams, or individuals for cash or in-kind donations relating to the Event.

9. Sponsor represents to Lahey Health: (a) that is will comply with all applicable federal, state, and local laws during the planning, promotion, and conduct of the Event; and (b) that all necessary insurance and requisite licenses and permits will be obtained and will be in full force during the Event.

10. Sponsor agrees to defend, indemnify, and hold harmless Lahey Health, and affiliated and related organizations, and the officers, directors, employees, agents and legal representatives of each, from and against any and all claims, losses, damages, costs and expenses, and liabilities of whatever kind or nature caused by, arising out of, or occurring in connection with, or claimed to have been caused by, arisen out of, or occurred in connection with, any act or submission of Sponsor relating to the Event.

11. Sponsor agrees that Lahey Health has the right to withdraw its name from affiliation with Sponsor or the Event if Lahey Health determines, in its reasonablediscretion that the Event is or will likely be injurious to Lahey Health.

12. Sponsor’s license to use the Lahey Health name and logo shall terminate at the conclusion of the Event. Thereafter, Sponsor may continue to receive fund for Lahey Health, provided such funds are delivered promptly to Lahey Health. However, Sponsor shall discontinue use of the name and logo following the termination date unless expressly authorized to the contrary in writing by Lahey Health.

13. Nothing in the document shall be construed to authorize Sponsor, or any of its employees or representatives, to act as an agent of Lahey Health, nor shall it create a joint venture, partnership or other similar relationship between Lahey Health and Sponsor, and it is the specific intent of the parties that no such relationship be established hereby. Thus, for example, Sponsor may not open a bank account in the Lahey Health name, nor may it endorse or attempt to negotiate any checks made payable to Lahey Health, all of which must be promptly forwarded to Lahey Health for processing.

14. Sponsor agrees Sponsor has received a copy of the Community Fundraising Guide and further agrees to abide by all the terms and conditions set forth in the Community Fundraising Guide, which are incorporated herein by reference.

15. This Community Fundraising Event Application and Agreement reflects the entire agreement between the parties and supersedes all prior understandings and agreements, whether written or oral. It may be amended or modified only by a subsequent writing signed by both parties.