Procedures and Guidelines
- The event organizer must obtain any necessary permits, licenses or insurance.
- Liability event insurance is the responsibility of the event organizer.
- UW Medicine is not responsible for any damage or accidents to persons or property at the community partner event.
- UW Medicine has the right — at any time and for any reason — to request that the event organizer cease the use of our name and affiliated names in connection with the event, and the organizer shall use its best efforts to comply with such request.
- The sponsoring organization or individual must seek written approval from UW Medicine to repeat an event in each succeeding year.
- All events require completion and approval of the community partner event application form at least eight weeks prior to the event.
Promotions and Logos
- UW Medicine does not purchase media for community partner events or guarantee media coverage.
- The University of Washington and UW Medicine do not share logos for use in materials produced by community partners.
- UW Medicine’s name can be used in reference to an approved community partner event. (e.g., Dream Big Dinner in support of Alzheimer’s Research at UW Medicine.)
- You must receive approval of context (i.e., location, wording, how long it will be visible to the public, etc.) prior to any release of information. Use of UW Medicine’s name must be approved per event and may not be used on an ongoing basis thereafter, unless given written permission is given.
- All publicity (including media releases, print promotional materials, etc.) for the proposed event must be approved by UW Medicine prior to being printed and/or released.
- You are responsible for funding the event.
- UW Medicine cannot serve as the fiscal agent for the event. UW Medicine cannot pay expenses for a community partner event.
- Generally, expenses should not exceed 25 percent of your total revenue. Exceptions to this must be approved by UW Medicine Advancement.
- A proposed financial statement must be submitted with an application, and a final financial statement must be presented within 30 days of the event’s conclusion.
- If expenses exceed revenue, UW Medicine is not responsible for those costs.
There are two methods for handling event proceeds:
- Preferred method: you process event monies and submit one check to UW Medicine.
- Additional method: UW Medicine processes event-day gifts. This method must be arranged and approved before the event. Funds directly collected by or donated to UW Medicine cannot be returned to you.
Tax Receipt Rules
It is very important that you understand the rules about tax receipts before you plan your event. It is your responsibility to communicate decisions surrounding tax receipting to event participants.
- UW Medicine must adhere to all IRS and Washington state rules and regulations to retain our charitable status.
- We reserve the right to audit event records to ensure compliance with the IRS.
- Tax receipts cannot be issued for funds used to cover the cost of the event or other administrative expenses incurred by the organizer.
- UW Medicine is permitted to issue tax receipts to individuals in these instances:
- A straight gift to UW Medicine and/or a department or institute at UW Medicine for the amount of the actual donations received by the UW Medicine Advancement office.
- Amount of an auction purchase exceeds the fair market value (FMV) of an item, e.g., if the FMV of an item is $150, and the donor purchases it for $200, the donor will receive a tax receipt for $50.
- UW Medicine is not able to issue tax receipts to individuals for certain benefits, which may include dinner, alcohol, a chance to bid on an auction item, entertainment, parking and other tangible items.
- The event organizer is responsible for paying all applicable federal, state and/or local taxes incurred during the planning and execution of the event.
- Because UW Medicine is not hosting the event directly, you will not be able to use our tax identification number for tax-exempt purposes.
- In order for UW Medicine to accept donations from your event, all event communications should clearly indicate the beneficiary of your fundraiser.
- This language must be pre-approved by UW Medicine Advancement.
Solicitations for Support
- UW Medicine will not provide lists of volunteers, donors or underwriters for you to solicit.
- If you plan to solicit contributions, sponsorships or in-kind gifts from local businesses, please allow UW Medicine Advancement to review your list of potential underwriters before soliciting them.
- Please remember that many individuals and businesses already support UW Medicine and may not wish to make additional donations.
Community Partner Responsibilities
UW Medicine is unable to help with the following fundraising activities:
- Provide staff support and event-production assistance; we are permitted de minimis use of state resources.
- Secure a venue, catering vendor or other services on your behalf. Your group must be the contract signatory.
- Provide on-site staff or volunteer support at your event; per compliance, we are permitted de minimis use of state resources.
- Provide prizes, auction items, awards, etc.
- Assist with applications for licenses.
- Share patient, donor, staff/employee or vendor lists; due to patient privacy laws and additional compliance rules, we are unable to provide information on patients and state employees.
- Provide insurance coverage.
- Provide funding or reimbursement for expenses.
- Provide tax receipts for cash or in-kind goods not directly received by UW Medicine.
- Solicit event underwriting revenue.
- Provide celebrities or professional athletes for your event, including the UW mascot.
- Provide publicity, i.e., newspaper, radio, TV coverage, etc.
- Provide UW Medicine letterhead.
- Distribute promotional material throughout UW Medicine. We also cannot guarantee attendance of staff, caregivers or patients at the event.