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 2 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 3 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 4 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 5 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 6 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 7