Thank you for choosing Headwaters Health Care Centre as a beneficiary of your fundraising event. The support of our community is key to our success and we recognize the effort it takes to organize and hold an event on our behalf. THANK YOU!

In order to help your event run more smoothly we have created community event guidelines for fundraising events held on behalf of Headwaters Health Care Centre. Please read these guidelines carefully, especially the section regarding tax receipts.

If you have any questions, please do not hesitate to call 519.941.2702 ext. 2309.

Click here to register your event today!

What Headwaters requests of Community Event Organizers

• Please contact the Foundation office to register new events or update us on continuing events. It is important we are aware of all events that are held in support of the hospital.

• Please complete and return the Community Event Form to the Foundation as soon as possible so we can begin to assist you with your event.

• It is the event organizer's responsibility to communicate to sponsors, participants and the general public that Headwaters Health Care Centre is not conducting the event, but is the beneficiary of the event.

Our Role in Your Community Event

Headwaters Health Care Foundation can provide the following assistance once your event has been registered with the Foundation:

• advice and expertise on event planning;

• a letter of support to validate the authenticity of the event and its organizers;

• approve the use of our name. Please note you must obtain permission from the Foundation to use our name and all materials with our name must be approved by the Foundation office in accordance with the External Use of Logo policy;

• the wording to be used in any printed materials of publicity regarding the activities of the hospital and use of funds generated by the event;

• a media list for press releases. The Foundation office must see all press releases beforehand for approval by our Communications department;

• promotion of the event internally in our online events calendar and internal newsletter;

• if possible, have a representative on hand available to speak at the event;

• acknowledge direct contributions to Headwaters Health Care Foundation and issue tax receipts for donations in accordance with Canada Revenue guidelines, which can be found at the following site: www.cra-arc.gc.ca/tax/charities/menue.html. Please see section on tax receipts;

• distribute the net proceeds of the event in a manner that reflects the needs of Headwaters Health Care Centre and the Foundation’s accountability to its donors and supporters;

• arrange appropriate publicity surrounding the donation of the proceeds to Headwaters Health Care Foundation.

Headwaters Health Care Foundation cannot:

• offer funding or reimbursement for expenses;

• share donor or sponsor lists;

• provide staff to organize or run your event;

• provide prizes, auction items or awards;

• sell tickets or items;

• ensure staff attendance or participation;

• use paid advertising to promote your event;

• issue tax receipts or business receipts for gifts-in-kind made directly to the event (please see section on tax receipting guidelines);

• provide insurance coverage;

• apply for a raffle or liquor license on your behalf;

• accept any legal or financial responsibility for your event.

Tax Receipting Guidelines

The Canada Revenue Agency has strict rules and regulations regarding the issuance of tax receipts. It is imperative that these matters pertaining to receipting are handled efficiently, appropriately and most importantly, legally.

• Tax receipts will be issued for cash gifts of $20 or more. Please note that it is the responsibility of the organizers to provide, within 30 days of the event, the title, name, address and gift amount in electronic spreadsheet form for any donation that requires a tax receipt. Tax receipts may not exceed the amount donated to the Foundation;

• Tax receipts can be issued for donations only and not sponsorships;

• If tax receipts will be issued for the charitable donation portion of a ticket price, this amount must be clearly identified and differentiated from the "fair market value" of the event (as described by Canada Revenue Agency). Please discuss receipting with the Foundation staff prior to establishing your ticket price to ensure compliance with all Canada Revenue Agency regulations. Admission fees, ticket prices and auction purchases do not qualify for charitable tax receipts.

• Most companies prefer to claim contributions as business expenses since there is a greater tax advantage for a business expense write-off than for a charitable donation. If a corporation wishes to receive a business receipt for its donation, we will be happy to issue one upon request, provided the conditions set by Canada Revenue Agency are met. An official tax receipt can only be issued if the company has not received advertising or promotional value in return.

Tax receipts CANNOT be issued:

• for the purchase of admission tickets, green fees or auction items

• for registration/participation fees

• for in-kind goods donated to the event

• for donated services, such as hiring an entertainer or auctioneer

• for sponsorships

• for gift certificates donated by the issuer of the certificate

If you need further clarification, please contact the Foundation at 519.941.2702 ext. 2303.

Other Guidelines

• The event organizers will obtain all necessary permits, licenses and insurance for their event.

• The event organizers will provide a detailed, accurate and up-to-date accounting record must be provided to the Foundation upon request.

• All funds and tax receipt information (if approved to issue receipts), must be received by Headwaters Health Care Foundation within 30 days after the event.

• Headwaters Health Care Foundation will retain the right to review the financial statements and internal controls of the event at the request of our auditors, Deloitte and Touche.

• If the event is cancelled, please notify the Foundation at least one day prior to the event.

• Headwaters Health Care Foundation will not assume any legal or financial liability at a community event.

• Headwaters Health Care Foundation is not responsible for any damage, accidents to persons or property at a community event.