Fundraising Guidelines

These guidelines have been developed to assist groups and individuals proposing to hold fundraising events/projects to benefit Wishlist.

1. About Wishlist

Wishlistis a not for profit organization established in 1998 under the Hospitals Foundations Act 1982. We are a local charity that raises money for the Sunshine Coast Region of the Sunshine Coast Health Service District.

Our purpose is to support the public health system across the SunshineCoast. This includes Maleny, Caloundra, Nambour and GympieHospitals and the various community health centres on the Coast.

Foundation operational costs are met by profits of the multi-level carpark at the NambourHospital. Surplus profits are injected back into the local health system by way of an annual $1million commitment to the provision and upgrade of medical equipment, service support, local health staff training and research projects.

Wishlist’s Board of Directors is comprised entirely of volunteers.

Tax deductible donations stay HERE on the SunshineCoast for the benefit of the local community.

Wishlist’s board of directors ensures your donation is spent responsibly, and where possible is directed to the area you nominate.

2. Where do the funds you raise go?

Wishlist takes care that the funds YOU raise are spent responsibly and directed to the areas you nominate.

As well as holding donations in trust for the ward/unit/hospital you nominate the Health Foundation will distribute $1million this year to meet priority needs of our local hospitals.

3. Organising Fundraising

3.1 By following some basic principles, you can turn a good idea into fundraising dollars!

Step 1 – Set clear, achievable targets at the beginning. eg. How much you aim to raise, what is your timeframe?

Step 2 – You may already have a fundraising idea in mind, however, it is still worthwhile brainstorming some other ideas with friends / family or your fundraising committee. Choose events that are fun for you to organise and fit into your lifestyle.

Step 3 – Pick the best idea (i.e. the one that gives you the best value for money, involves the least time and you are most enthusiastic about) and start planning!

3.2 When planning, things to consider include:

  • Timing – don’t schedule your event at the same time as public holidays or special occasions e.g. Mothers Day, or other events that might compete with yours e.g. large sporting fixtures
  • Any licenses and permits that may be required.
  • Teamwork - Organising a fundraiser takes time and can be challenging. Why not put a committee together to help you do the work? The value of volunteers and helpers cannot be underestimated – they usually have hidden talents and the ability to access untapped donors/supporters outside your own network!
  • Sponsorship is when a company pays to associate its name, logo and/or product with an activity. You may want to consider approaching sponsors to help cover any costs associated with your fundraiser. Before approaching sponsors, think what relevant benefits you can offer them and check with Wishlist if these sponsors already support Wishlist.
  • Wishlist involvement –Wishlist is able to providelimitedassistance for your fundraiser depending on the size of the project. We try to attend most fundraising events where possible however if you would like a representative from Wishlist to attend your activity, please advise early enough to allow enough time for us to source the most appropriate representative for your function/event.

4. A-Z of popular fundraising ideas!

  • Auction – auction off donated items, such as sports memorabilia; experiences such as a day off work, or a high-profile person e.g. ‘Boss the Boss Day’
  • Balls – have a theme to add more fun!
  • Bingo night
  • Bicycle ride
  • Book sale – collect old books from everyone you know and sell them
  • Bowls Days
  • Casino, card or games night
  • Collection boxes
  • Competitions
  • Crafts – if you have a talent make something and sell it to others e.g. Handbags, necklaces, cards, candles
  • Christmas lights – get your neighbours involved and decorate the houses in your street. Ask people who come to look to make donations.
  • Christmas hampers - make up and sell your own
  • Christmas in July
  • Cookie/Confectionary/Chocolate drives –Mars and Cadbury Confectionary can supply you with boxes to sell.
  • Exhibitions
  • Film premiers – Negotiate a reduced group-rate ticket price from the cinema, and then sell tickets for a profit.
  • Fashion Parades
  • Get sponsored to join in organised Fun Runs and Walk-a-thons e.g. City to Surf
  • Fetes
  • Garage sales - Car Boot Sales
  • Golf Days
  • Head shave - get sponsored to shave or colour your hair. See our safe head shave tips at
  • Luncheons – Dinners - BBQ’s
  • Non-Ball – don’t have a ball but send and invite outlining the cost of going to a ball and asking people to donate all or some of the costs of that instead. Eg. Ticket $50, new shoes $100, hair-do $45
  • Non-attendance – pay a fine!
  • Mufti-day
  • OpenGarden
  • Party – ask guests to donate instead of bringing gifts. Supply the drinks, food, sound and lighting and put a cover charge to cover expenses as well as an extra $10 per person for profits.
  • Pub Games Night
  • Trivia night
  • Treasure hunt
  • Races
  • Raffle – ask local businesses to donate prizes
  • Sports Days - Golf Tournaments - Tennis Round Robin – Bowls Day
  • Walkathon – a good old-fashioned walkathon where you get sponsors and aim for 10,000 steps a day. Wishlist sells pedometers!
  • Wine & Cheese Tasting
  • Car washing or house-window washing
  • Waxing – boys, get your sports team involved and get sponsored to wax your legs or chest
  • Zodiac evening – invite an astrologer along, charge for entry and horoscope readings.

5. Tips for organising successful fundraising events

Organising an event can be hard work so plan to raise the most amount of money in the most efficient and enjoyable way possible.

  • Lower your event costs as much as possible i.e. get goods, services, prizes and venues donated. Approach sponsors to cover costs such as printing, promotions.
  • Maximise the opportunities to raise funds at the one event e.g. have a head shave, raffle, jellybean counting jar, sell off decorations at the end of the event, have a trading table
  • Utilise your own existing networks of friends, workmates, recreational clubs to promote the event
  • Get other existing community networks involved e.g. local CWA, fishing club, RSL
  • Get people involved that have direct relationship with Wishlist to inspire others to donate to the cause
  • Incorporate a ‘challenge’ into your fundraising. ie. department/club v department/club.
  • Make sure everyone feels recognised and appreciated for their help with the event
  • Delegate event tasks to people you can rely on and ask for help when you need it
  • Take steps to ensure the event is as safe and enjoyable as possible
  • Take lots of good quality photos! Use a professional/experienced photographer where possible.

6. Fundraising for Wishlist

As a reputable registered charity Wishlist has a responsibility to ensure that all funds given to our organization, directly or through a third party (a fundraiser), reach the area the donor intended.

To protect our donors we have established guidelines to ensure that all parties fundraising on Wishlist’s behalf are authorized to do so and are therefore accountable to our organization.

6.1 These guidelines provide the basis for a fundraiser/event to be organised by the Fundraiser on behalf of Wishlist. If accepted, by signing and returning the Fundraising Proposal and Agreement, these terms and conditions (guidelines) will form the basis of any dealings between Wishlist and the Fundraiser in relation to the fundraiser/event.

6.2 "Fundraiser" means the individual or organisation holding the fundraiser/event on behalf of Wishlist.

6.3 Any person or organisation fundraising in Queensland must by law, have an ‘authority to fundraise’. Wishlist will send the Fundraiser an authorisation (sanction) letter confirming Wishlist’s involvement when:

  • We have received a written application
  • We are satisfied that the fundraiser/event will produce a reasonable return after expenses have been deducted
  • We are satisfied that the fundraising activity fits in with the aims and values of Wishlist.
  • We are satisfied the fundraising activity is not high risk.

The Fundraiser is not authorised to use Wishlistas its beneficiary charity until it has received that letter.

6.4 The fundraiser/event shall be conducted in the Fundraiser's name and is the sole responsibility of the Fundraiser. Unless previously agreed Wishlist is not able to take a coordination role in all these activities.Its officers cannot assist in soliciting prizes, organising publicity, or providing goods or services to assist the Fundraiser in the running of the fundraiser/event.

6.5Because of the nature of our organisation and the high ethical standards under which we operate, there are some events that we cannot be associated with – such as any event that promotes smoking or high risk activities.

6.6 For all approved events the Fundraiser must provide evidence of public liability insurance to cover themselves and their participants.

6.7The Fundraiser's arrangements for the fundraiser/event should be planned with the approval of Wishlist. Wishlistexpects a reasonable level of liaison and full financial disclosure about the fundraiser/event.

6.8If you have a business you may wish to donate a percentage of sales over a period of time to Wishlist. You will need to contact Wishlist to make arrangements that satisfy Foundation policy, the requirements of the Collections Act 1966 and Department of Fair Trading guidelines for working with a trader.

7. Using Wishlist’s name

7.1 Please remember that the event will not be Wishlist’s event, but an event to raise funds for donation to Wishlist.

7.2 All material with which Wishlist’s name and logo is to be associated must first be approved by Wishlist. If the Fundraiser wishes to utilise Wishlist’s name and/or logo on any materials or products, the Fundraiser must obtain prior permission from Wishlist.

7.3Suggested wording would be “proudly supporting Wishlist” or “funds raised help Wishlist in their mission to improve SunshineCoast public health services”.

8. Using WishlistLogo

8.1 Any material or products requesting logo representation must be submitted to Wishlist together for approval.

8.2Permission for logo usage will attract conditions, negotiated between Wishlistand the Fundraiser, especially if the use of logo is for marketing activities of the organisation, and a minimum donation amount may have to be guaranteed.

8.3 Guidance on how to use the logo will be provided

9. Finance, records and receipting

Once the event has been approved Wishlist will assist the fundraiser in order to ensure compliance to government and statutory regulation.

9.1Unless agreed to in writing the financial aspects, fundraising, raffles, record keeping and management of the fundraiser/event are entirely the responsibility of the Fundraiser and the Fundraiser must comply with the Collections Act 1966 & Regulations and the Charitable Non Profit Gaming Act 1999Regulations.

9.2The basic obligations of the Collections Act 1966 and Regulations and the Charitable Non Profit Gaming Act 1999 & Regulations are to:

  • Provide Wishlist with a fairly accurate estimate of the income and expenses associated with your fundraiser
  • Keep accurate financial records
  • Where necessary/appropriate, set up a separate bank account that mentions Wishlist’s name. All funds are to be banked into this separate bank account. The account must be closed after your event.
  • Money raised and details of your actual income and expenditure must be returned to Wishlist within 4 weeks of the fundraising activity.

9.3 Basic tips for record keeping – a simple way to keep track of the financial details of your event is to keep a folder with a number of plastic sleeves. Use individual sleeves to keep receipts, bank deposit stubs, cheques donated, donor pledge/tally sheets, receipts

9.4 Unless agreed to in writing Wishlist cannot pay expenses incurred by you, but you can deduct your necessary expenses from the proceeds of your event, provided they are properly documented. (Total expenses must be less than 30% of total proceeds).

9.5Receipts

Wishlist can provide official receipts for approved events. Tax-deductible receipts can only be issued to people donating money of $2 or more. The Fundraiser must keep a register of all attendees/supporters eligible for a tax-deductible receipt. Individual receipts will be sent to the Fundraiser for distribution to attendees/supporters.

Wishlist will provide the fundraiser with Guidelines for using receipts. It is the responsibility of the Fundraiser to familiarise themselves with these, and understand:

  • When a receipt can be issued, and to whom e.g. The following are not tax-deductible: Ticket purchases (e.g. raffle), entry to an event, auction purchases;
  • The legal implications of issuing receipts;
  • The necessity of returning official receipts (used and unused) to Wishlist.
  • Reconciliation of funds.

10. Media and Public Relations

10.1Wishlist staff will assist the approved fundraiser with media relations, public relations and approvals of printed materials for advertising and press releases.

10.2 All printed material, including media releases must by approved by Wishlist. Printed material must be forwarded to Wishlist for approval prior to being printed or circulated.

11. Legal Implications

11.1 The information you give Wishlist will be available to the CEO of Wishlist, the Fundraising/Marketing Coordinator, Financial Controller and the Office Administrator.

11.2 The event/fundraiser must meet requirements of relevant laws and regulations.

12. Approval

12.1For your fundraiser to be approved, you will need to complete and sign the Fundraising Proposal and Agreement form.

12.2 You will be notified by mail if your Proposal is endorsed by Wishlist.

12.4 If you have any queries about your application, please contact the CEO of Wishlist

Thank you for supporting Wishlist. Your contribution will make a difference to the SunshineCoast’s public health system.

Community Fundraising Guideline 3/8/20111