UC DAVIS HEALTH SYSTEM
FUNDRAISING SPECIAL EVENT APPLICATION
For UC Davis Health System departments
*Please apply for approval at least 60 days in advance of your event to allow for approval time.
Return completed application to:
UC Davis Health System
Health Sciences Development
Outreach and Special Events Committee
4900 Broadway, Suite 1150
Sacramento, CA 95820
or fax to:
Outreach and Special Events Committee
916-734-9155
UC DAVIS HEALTH SYSTEM
FUNDRAISING SPECIAL EVENT APPLICATION
Please read carefully
1. Purpose
A UC Davis Health System event is for the sole purpose of supporting a department and/or
program of the University. These events can be initiated by “friends” of UC Davis or
internally by UCDHS departments and staff. In any event, all UC Davis Health System
fundraising events must be reviewed and approved by Health Sciences Development,
Outreach and Special Events Committee. The event cost is supported by the department
that will receive the funds. All UC Davis Health System fundraising events must comply
with UC Davis policies and procedures for acceptance of gifts and appropriate money
handling processes, which are outlined in the policy section of this document.
Please complete the application for a UC Davis Health System Event
2. Guidelines/What to expect:
o All UC Davis Health System events that have a fundraising component, must be
approved by Health Sciences Development, Outreach and Special Events committee
o Please do not assume your event is approved, you must complete the application
process, it is required
o HSD may or may not be able to offer support to your department, it will be
dependent on staff availability and the projected R.O.I of the event
o HSD may be able to offer expertise and guidance on your event
THANK YOU FOR SUPPORTING THE VISION AND MISSION OF UCDAVIS
HEALTH SYSTEM
UC Davis Health System - Health Sciences Development - 916-734-9400
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UC DAVIS HEALTH SYSTEM
FUNDRAISING SPECIAL EVENT APPLICATION
Contact Information
1. UCDHS department organizing event:
2. Name of event coordinator or main contact:
3. Address:
4. Phone number and fax:
5. Email address:
Event Information
1. Name and description of event:
2. Date and time of your event:
3. Location of your event:
4. Will there be an auction? Yes No If yes, summarize auction plans; addressing if there will
be a live and/or silent auction and number and type of items you are seeking:
5. Summarize food and beverage plans:
6. Staffing: Identify number and type of volunteers for event:
7. Are you asking for support from HSD? Please summarize type of support needed:
8. How are you planning for your guests to pay to attend the event and purchase items at the
event? Checks, credit cards, cash?
9. Are you planning on soliciting corporate partners (sponsorships)? Yes No If yes, please
summarize what companies you plan to solicit:
(This will need to be reviewed by the Director of Corporate Relations in the approval process) .
Event Checklist
1.
Collateral Material must be signed off by Health Sciences Development. This is a list of
possible materials that may be used for the event, but are not required. All of these materials
must be approved by Health Sciences Development. Please check the box if being used, the
initial is for HSD staff use.
UC Davis Health System - Health Sciences Development - 916-734-9400
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UC DAVIS HEALTH SYSTEM
FUNDRAISING SPECIAL EVENT APPLICATION
Initials
Solicitation letter
Invitation
Program
Posters/Banners
Sponsorship forms
Brochures
Auction forms/receipts
Budget worksheet
Any other marketing/promotional material
2. Calendaring
Event has been posted on the UCDHS activity calendar and there is
no significant interference with another event on that date.
Health System Leadership invited?
Department Leadership invited?
3. Audit after event. The lead event coordinator must submit a report
Success of the event
Final budget, amount raised, number in attendance
Outcomes - what went well and what will be deleted if the event is
repeated. Will you do this event again next year?
Thank you letters & Stewardship
Beneficiary Information
1. What department/program will the event benefit?
2. Ticket price (if applicable)
, how much is tax deductible:
3. How much is your budget for this event:
Have you set up appropriate
accounts, gift account and self-supporting account (for fees)?
List accounts: Gift account:
Self-supporting account:
4. How much do you expect to raise:
how much are your costs:
Budget – attach budget
I have reviewed and understand the special event guidelines and agree to abide by the policies and
procedures.
UCDHS Department Organizing Event
UC Davis Health System - Health Sciences Development - 916-734-9400
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UC DAVIS HEALTH SYSTEM
FUNDRAISING SPECIAL EVENT APPLICATION
Event Coordinator
Date
Executive Director/Senior Officer/Department Chair
Date
………………………………………………………………………………………………
For Health Sciences Development Department use
Approved:
Disapproved:
Budget attached:
Date:
Signature of Outreach and Special Events Committee Member/Title
UC Davis Health System - Health Sciences Development - 916-734-9400
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UC DAVIS HEALTH SYSTEM
FUNDRAISING SPECIAL EVENT APPLICATION
Definitions
Gift - anything of assignable value that is voluntarily and legally transferred to the University's
ownership and possession. A gift is a contribution to the University that is donative in intent,
bestowed voluntarily and without expectation of tangible compensation, for which, in general,
contractual or grant requirements are not imposed. Gifts are awarded irrevocably.
Gift-in-kind - personal or business property (except securities and real property), including works
of art, books, animals, and scientific and other equipment. Gifts-in-kind are generally reported at fair
market value as determined by an independent appraiser or other reliable market indicator or, for
administrative purposes, by the department.
Quid pro quo – Something that is given in exchange for a benefit to the other. Quid pro quo gifts
must be structured to comply with University policies and IRS regulations. The benefiting
department is responsible for establishing, in accordance with these guidelines, a fair market value
for the benefits received by the donor. This value must be disclosed to donors and potential donors
in solicitation and acknowledgment materials. Further information on procedures is in PPM section
260-25.
Third-Party Event - A third party event is completely organized, funded and carried out from an
individual or organization that is not considered part of the University. In this case, the University
receives the proceeds from the event but in no way controls the event. A typical example of this
situation is when an organization holds an event of which the proceeds of the event are intended to
benefit the University. The organization provides a tax receipt to the donor. Upon completion of
the event, the organization presents a check to the University from the organization.
UC Davis Health System Event - A UC Davis Health System sponsored event is for the sole
purpose of supporting a department and or program of the University. The event cost is supported
by the department that will receive the funds. All UC Davis Health System fundraising events must
comply with UC Davis policies and procedures for acceptance of gifts and appropriate money
handling processes. Please refer to PPM 260-15 Solicitation and Acceptance of Gifts and PPM 26020 Fundraising for the University and PPM 260-25 Gift Reporting Procedures. All UC Davis
Health System sponsored fundraising events must be approved by Health Sciences Development
prior to moving forward with any planning for the event.
UC Davis Health System - Health Sciences Development - 916-734-9400
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UC DAVIS HEALTH SYSTEM
FUNDRAISING SPECIAL EVENT APPLICATION
UC Davis Policies and Procedures
All of the policies referenced below pertain to UC Davis Health System fundraising events.
260-15 Solicitation and Acceptance of Gifts--Departments are required to submit draft
solicitation pieces to the Associate Vice Chancellor--University Relations prior to any solicitation.
Current sample solicitation pieces and solicitation disclosures are available from the Gifts
Acceptance Unit.
260-25 Gift Reporting Procedures-- Explains how to report and acknowledge gifts to The Regents
of the University of California. Gifts to UC Davis may also be made through the UC Davis
Foundation.
330-57 Departmental Cashiering Operations—Instruction related to the handling of cash and
cash equivalents.
260-50 Gift Fee: Assessment and Distribution—Explains the gift fee policy
310-65 Use of the University's Name, Seal, and Other Trademarks -- Define the permitted uses
and restrictions of the uses of the University of California name and seal and the UC Davis name,
seal, and trademarks. The policy also identifies the appropriate offices on campus and in the UC
Office of the President from which to seek authorization for use of the name, seal, and trademarks
and to arrange for licensing of the name, seal, or trademarks. This applies to all media, including
print, radio, television, video, motion pictures, and all forms of electronic media (e.g., Internet
websites and electronic mail).
UC Davis Health System - Health Sciences Development - 916-734-9400
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