The Fairview Foundation is a charitable, tax-exempt organization. Our role is to promote philanthropy and build relations in support of Fairview's mission to improve the health of the communities it serves. Our policies and procedures are designed to clarify the role of the Fairview Foundation and to guide you in planning fundraising events and activities that will benefit Fairview. The state of Minnesota regulates all fundraising activities, and we follow all IRS laws for charitable giving.

General Event Policies

1. Events should complement the mission and image of Fairview. Companies that conflict with Fairview’s mission or values may not be sponsors.
2. Events must comply with all federal, state and local laws governing charitable fund raising, gift reporting and special events. The IRS requires that all tickets, invitations or entry forms state which portion of the contribution is tax-deductible. If a donor receives a product or service in exchange for their donation, subtract the value (whether or not it is donated) of the product or service from the contribution. The remaining amount is tax-deductible.
3. Events raising funds for Fairview must be approved by the Fairview Foundation. Please allow at least 90 days prior to the event for the foundation review process to take place.
4. The event organizer must obtain any necessary permits, licenses or insurance.
5. The event organizer must pay for all expenses incurred to hold the event. Expenses should not exceed 25-50% of the total income for the event.
6. When an event is considered routine and before the foundation will approve its taking place, the event organizer is responsible for sharing the vision of growth and expansion of the event. If there is no philanthropic growth component then the foundation will have limited interest. 

Fundraising Event Review Process
Individuals or organizations planning a fundraising event should complete the following steps to obtain permission and approval to solicit funds on behalf of Fairview Health Services.

1. Signature of support must be obtained by your care system president or director in your area or care system to provide proof of knowledge and backing of the event you are proposing. Please see attached form. 
2. Be prepared to estimate expenses and revenues for your event, as well as the size of the contribution you intend to “bank” at Fairview Foundation. (The foundation will serve as your “bank” for monies raised from your event). The foundation will not approve an event in which fundraising costs exceed 25-50% of total income, depending on the type of event.
3. Submit signature of support and event details to Fairview Foundation. The foundation’s “Outside Events” review committee will decide if / how to proceed. (Outside Event team: Manager of Annual Giving, Development Associate, Director of Corporate & Foundation Relations, Grants & Corporate Relations Specialist, Director of Development & President of the foundation and/or Development Officer involved in idea)
4. When a decision has been reached to approve and proceed with an outside event, an “Event Leader” from the foundation will be chosen and will act as your contact.
5. Notify the foundation if you plan to contact businesses, individuals or organizations for sponsorship or underwriting proposals. If you plan to solicit contributions, sponsorship or in-kind gifts from local businesses, the list of potential business sponsors must be reviewed by Fairview Foundation’s Director of Corporate and Foundation Relations before being solicited. (See below for how the foundation can help in the solicitation process). Please remember that many individuals and businesses already support Fairview and may not wish to make additional donations.
6. The Fairview Foundation must approve, in advance, all copy for invitations, advertisements, press releases, posters or other promotional information related to your event. Do not make public announcements or promote the event until you receive written approval from the foundation.
7. The Fairview Foundation must be notified if there are any significant changes planned for the event. If circumstances warrant, the foundation may at any time, through members of its Board of Directors or President, direct you to cancel the event.

What the Fairview Foundation can do to help you

The role of Fairview Foundation:

• Offer advice and expertise on event planning
• Provide a letter of authorization to be used to validate the authenticity of the event and its organizers.
• Provide and approve the use of Fairview's logo in complaince with Faiview's communications policies.
• Promote the event on Fairview Foundation's Web site or in the newsletter (if time permits.)
• Provide a written tax receipt (in the form of a thank you letter), to donors who make their checks payable to Fairview or Fairview Foundation.
  

The role of the Event Leader:

• Be the liaison between the Fairview Foundation staff and the event committee. He / she will assist in coordinating event and bring in foundation staff as needed.
• Attend planning meetings as necessary and bring in additional Fairview Foundation staff as needed.
  

The role of the Corporate & Foundation Relations team:

• Craft and send out solicitation letters to potential funders asking for specific sponsorship opportunities.
• Review list of organizations or foundations the committee wishes to ask for gifts. The purpose being, that this team knows of possible conflicts that could get in the way of securing a gift. 
  *Note: The Fairview Foundation holds veto power over which organizations or foundations can be approached for gifts. (Some factors that come into play if an organizational ask is denied are: grant proposals pending, various asks in process to the same organization, and miscellaneous vendor or organizational intelligence.)
  
  

What the Fairview Foundation cannot do
Because of limited staff, time and resources, we will not

• Be able to assist in the securing of gift certificates, prizes, gifts, auction items or other non-monetary donations made in the name of an event. 
• Be involved in the solicitation of gifts on behalf of Fairview internal events that are celebratory or educational in nature.  (ie, QLC, SLT, Symposia etc.)
• Provide funding or reimbursement for expenses.
• Provide insurance or liability coverage.
• Provide gaming, raffle or liquor license.
• Provide celebrities or professional athletes for your event.
• Provide publicity: newspaper, radio, TV coverage, etc.
• Provide Fairview Health Services or Foundation letterhead, place event fliers, posters or distribute other promotional material throughout the system.

The Fairview Foundation does not guarantee on-site staff or volunteers for your event. Requests for staff will be considered on a case-by-case basis, depending on availability of staff, size of event, and fundraising potential. In cases where the Fairview Foundation is directly involved in sponsorship opportunities, mailing lists of donors, physicians, employees, volunteers or vendors can be provided.

Definition of “events”:
Fundraiser: events held to raise funds. (examples: golf tournaments, galas, Turtle Derby, auctions). These events are typically volunteer committee-driven.

Recognition: An event held for the sole purpose of recognizing donors or volunteers for their contributions.

Cultivation: An event held for the sole purpose of “cultivating” or building relationships with potential donors or volunteers.

Definition of “sponsorship”:
Sponsorship in the fundraising sense is defined as a monetary donation given to a non-profit in support of a fundraiser. This could come in the form of a hole sponsor in a golf tournament, underwriting a particular piece of an event, or paying for the entire event. When sponsorship is awarded recognition of the donor is always a factor.