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Overview and guidelines to hosting a third party fundraiser

We greatly appreciate your interest in organizing a fundraising event in support of Harmony House. Harmony House defines third party fundraising as “an external fundraising activity run by outside supporters whose proceeds are directed to Harmony House.” Harmony House is a registered Canadian charity (registered CRA charity 886420199RR0001), established in 1987.

Harmony House works to support women and their children who are fleeing abuse. To ensure events associated with Harmony House are in keeping with our mission and mandate, we ask that third parties adhere to these guidelines. Please review the information below before planning your event.

Approval process

Agreements between Harmony House and the event organizer will reflect the requirements and principles in this guideline.

Liability and accountability

The event organizer(s) will adhere to the following:

  • Provide Harmony House with a record of revenues, expenses, and copies of receipts;
  • Provide periodic status updates to Harmony House on an agreed upon basis;
  • Harmony House will not be responsible for any financial losses or unsettled accounts of the event organizer or fundraising event;
  • Harmony House will be advised if the event is to benefit other charitable organizations, who they are, and what percentage of the final net revenue they will receive;
  • Harmony House will be provided with reasonable prior notice of any third party event cancellation;
  • The event organizer will not enter into any oral or written agreements on behalf of or in the name of Harmony House.

Fundraising practices

Volunteers who solicit or receive funds on behalf of Harmony House adhere to Imagine Canada’s Ethical Fundraising and Financial Accountability Code and other applicable codes of ethics and standards of practice:

  • act with fairness, integrity, and in accordance with all applicable laws;
  • discontinue solicitation of a prospective donor who identifies the solicitation as harassment or undue pressure or does not wish to be solicited;
  • immediately disclose to Harmony House any apparent or actual conflict of interest/loyalty and do not accept donations for purposes that are inconsistent with Harmony House’s mission.

Financing

In accordance with Harmony House’s legal obligations to comply with CRA guidelines, Harmony House will not underwrite any third party event.

Insurance

  • Harmony House will not provide insurance coverage for any third party events;
  • Harmony House will not assume any legal or financial responsibility relating to the fundraising event or event organizer;
  • Event organizer must provide proof of insurance, if requested;
  • Harmony House is not responsible for any damage, theft, or accidents to individuals or property.

License and fees

Any third party events involving licenses and fees will comply with all government regulations and applicable laws. Harmony House must be given adequate time to review all applications. The event organizer(s) are responsible for payment of applicable licensing and/or permits and costs.

Event promotion and solicitation

  • Harmony House will have approval on the presentation and usage of the Harmony House logo;
  • The event organizer(s) is responsible for making all media contacts and must ensure that it is clear that Harmony House is not the organization requesting media coverage and/or participation;
  • Harmony House will, at its discretion and depending on supplies and reasonable requirements, provide materials such as brochures, etc. Any leftover brochures will be returned to Harmony House;
  • Harmony House will not provide any donor contact lists;
  • All sponsorship/donation lists must be reviewed and approved by Harmony House.

Use of the Harmony House name and logo

  • Harmony House will, in its discretion and upon consultation, allow the use of its name and logo by the event organizer(s) to promote the event;
  • Harmony House reserves the right to withdraw the use of its name at any time and will not assume any liability or costs in doing so.

Tax receipts

  • Harmony House may issue tax receipts in accordance with CRA guidelines[1];
  • Harmony House issues two kinds of receipts – charitable tax receipts and “gift in kind” receipts;
  • Harmony House will provide an Excel template to capture all donor information for all events.

    Charitable Tax Receipts

  • A tax receipt is given to people who make a personal donation to a registered charity. The donation must be made directly to Harmony House (e.g. cheque made payable to Harmony House) and without personal benefit to the donor;
  • Purchase of admission tickets, green fees, and other goods that provide a benefit to donors are not eligible for a tax receipt from Harmony House, except when an admission fee exceeds the fair market value (FMV) of the benefits received. For example, a tax receipt may be available for a portion of the admission price if a ticket or entrance fee exceeds the fair market value (FMV) of the benefits received. This must be discussed and approved by Harmony House well in advance of the event date;
  • Fair market value will be established by providing Harmony House with:
    • A purchase invoice or other proof of purchase of the item;
    • An independent third party appraisal and value of the item. All costs of appraisal are borne by the event organizer(s);
    • A current price list for the items at a recognized commercial enterprise operating independently of the donor;
    • Individuals who request charitable tax receipts for gifts-in-kind will also have to complete the CRA three year holding declaration.
  • Harmony House will only issue tax receipts for the amount of $20 or more and for the actual donations received. Tax receipts cannot be issued for funds used to cover the costs of the event or other administrative expenses incurred by the event organizer;
  • Net funds raised from the third party event must be submitted to Harmony House no later than 30 days after the event. At this time, donor information for those requiring and eligible for tax receipts must be submitted with the following information:
    • Donor’s address (including postal code);
    • Donor’s telephone number (including area code);
    • Amount of donation;
    • Donor’s email address.

2. “Gifts in kind” receipts

  • Harmony House may issue a gift-in-kind (gift of property other than cash) charitable donation receipt to individuals and a business acknowledgement letter to businesses provided that the event organizer(s) supplies adequate documentation to verify the fair market value of the item(s) donated (e.g. purchase receipt, invoice, or appraisal). This would be the case for silent auction items;
  • However, a tax receipt cannot be issued for gifts of services to Harmony House (e.g. donated time, labour, including personal, professional, or legal services);
  • A tax receipt cannot be issued to event sponsors. If requested, sponsors can receive a letter of acknowledgement for the value of their sponsorship, which they can use against their business expenses.

Sponsorship

  • Decisions regarding the final, signed approval of event sponsors will be made in consultation between Harmony House and event organizer(s);
  • Harmony House will not solicit sponsors on behalf of the event organizer(s), nor will it provide contacts for sponsorship;
  • Any third party contacting potential sponsors must disclose the nature of the third party arrangement and must position Harmony House as a recipient of the event proceeds, not the host or sponsor of the event.

Staffing

  • The event organizer(s) will provide all staffing for the event unless otherwise agreed in a contract with Harmony House;
  • Harmony House will not guarantee staff or volunteer representatives to attend or participate in the event, although event organizers may request the presence of Harmony House volunteers, staff, or board members.

Privacy

All information obtained and used by Harmony House will be treated with the utmost confidentiality and security in accordance with Harmony House policies.

Thank you for raising funds for Harmony House! 

Your dedication, passion, and commitment to workplace safety is greatly appreciated!

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i) If the value of the advantage is 80% or less of the fair market value of the donation, then a receipt may be issued for the difference (see Split receipting).

If the value of the advantage is greater than 80% of the value of the donation, no gift is deemed to have been made, and a receipt cannot be issued.

If the value of an advantage is the lesser of $75 and 10% of the value of the donation, it is considered nominal (deminimis), and it need not be deducted from the eligible amount of the gift for receipting purposes.

If the FMV of the advantage cannot be determined, a receipt cannot be issued: http://www.cra–arc.gc.ca/chrts–gvng/chrts/prtng/rcpts/dtrmnfmv–eng.html

ii ) Can official donation receipts be issued for property donated for sale at an auction?

Yes. However, the fair market value of the property must be determined before a receipt can be issued. Also, keep in mind that gifts of services, for sale at an auction or otherwise, are not eligible for an official donation receipt.

[1] http://www.cra–arc.gc.ca/chrts–gvng/chrts/prtng/rcpts/fndrsng–eng.html

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