Event Letter of Understanding by robinishere

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									                   Dear Friends:

                   Re: Foundation Participation in Fundraising Events

                   Thank you for wanting to organize a fundraising event for HIV/AIDS in Africa to benefit
Directors          the Stephen Lewis Foundation. Our experience with events has convinced us that it is
Stephen Lewis,     important to clarify, from the beginning, the manner in which the Foundation is able to
Chair
Jean Augustine     participate.
Barbara
Coloroso
Mary Coyle         We would ask you, first of all, to read the „Foundation Involvement‟ section of the Plan
Grace-Edward       Events page thoroughly – especially the two important sections on Communications and
Galabuzi           Tax Receipting -- prior to signing this letter or undertaking your event.
Patsy George
Roy McMurtry
David Morley       On Communications: This section explains the language we would prefer that you use to
Richard Phillips
                   promote the event. It makes it clear that you, the organizers, have chosen to donate the
African            funds raised at the event for HIV/AIDS in Africa to the Stephen Lewis Foundation. It
Advisory           indicates that while the Foundation is the chosen beneficiary of your event, it is not, in
Board
Ms. Graça          any way, “sponsoring” the event, a partner in the event, nor involved in the organizing of
Machel, Chair      the event. Please, don‟t get us wrong. We think that it is marvellous that so many
Dr. Agnes
Binagwaho
                   individuals and organizations have jumped in to assist with the fundraising for the
Ms. Sisonke        Foundation, and we are most grateful. But, understand that legal considerations
Msimang            underlie our need to clarify the relationship.
Ms. Theo Sowa

Senior Advisor     We have amassed a great deal of experience, since our inception, on how to
Dr. James
Orbinski           communicate this beneficiary relationship in a way that ensures we keep squarely within
                   our regulations. For this reason, we must ask you to send us all the material which you
Executive          intend to produce for the event, which mention the Stephen Lewis Foundation name,
Director
Ilana              prior to printing or distribution. Use of the Foundation logo also requires our express
Landsberg-         consent.
Lewis
                   On Receipts: We‟ve also found it is important to clarify the manner in which donation
                   receipts may be issued by the Foundation. Please read the „Donations and Receipts
                   FAQ‟ section of the website thoroughly. The Foundation is able to provide receipts only
                   in the circumstances outlined in those sections.

                   We trust that the foregoing is helpful. Kindly contact us at any time if you require any
                   further information or assistance! We look forward to hearing about the success of your
                   event and again, thank you most warmly for your assistance and commitment.

                   Please complete, date and sign the attached form and fax it to the Foundation (416-850-
                   4910) before you proceed with your event.

                   Warmly,

                   Ilana Landsberg-Lewis
                   Executive Director




                                                  www.stephenlewisfoundation.org
                                                  info@stephenlewisfoundation.org
               Event Letter of Understanding Sign-off Sheet
I have read the document above and consulted the „Foundation Involvement‟ and
„Donations and Receipts FAQ‟ sections of the website. I understand and agree to these
terms this      day of        , 2007.



______________________________ _______________________________
Name (printed)                 Signature

In addition to your signature above, please provide as much of the following information
as possible (email address is particularly helpful!).


                    Event Information
    Event Name:
   Date of Event:
        Location:
                    Contact Information
      Full Name:
          Phone:
             Fax:
           Email:
 Street Address:


  City, Province:
    Postal Code:

Event Description:




                              www.stephenlewisfoundation.org
                              info@stephenlewisfoundation.org
                                               Event Wrap-Up Form
Thank you for holding an event to raise awareness and funds for HIV/AIDS in Africa. We deeply appreciate all your hard
work on our behalf. Please complete the following form when you are ready to send us your proceeds. If you will be
sending the proceeds in more than one mailing, please complete this form each time.

EVENT INFORMATION

Event Name:________________________________________________

Event Date & Location:________________________________________

ORGANIZER CONTACT INFORMATION
Name:_____________________________________________________

Phone Number: _____________________________________________

Email: _____________________________________________________

          Questions about what kinds of donations are eligible for a tax receipt? Visit the FAQ section of our
           website, email us at community@stephenlewisfoundation.org, or call (416) 533-9292, ext.223.


Please indicate how funds were raised at your event and the amount generated though each method.
**Sample
                                                                                  Total
Payment Type                           Source of Funds            Count        Amount Notes:
Individual Cheques                        Donation                     15              $1,000.00   Receipts issued
Individual Cheques                        Ticket sales                 10               $500.00    No tax receipt issued
                                          Anonymous donations:cash                                 No tax receipt issued; Cheque
Cheque covering other payments            collection and bake sale     1                $100.65    #89 John Smith

Cheque covering other payments            Cash donations at the door   1                 $50.00    Donor cards enclosed

Cash                                      Donations                    5                $100.00    Donor cards enclosed
Credit card forms                         Silent Auction payments      15              $4,000.00   No tax receipts issued

Total Submitted                                                        47              $5,750.65

PLEASE FILL IN AND GROUP THE FUNDS BY PAYMENT TYPE & SOURCE
                                                                                         Total
Payment Type                              Source of Funds              Count           Amount      Notes:




Total Submitted                                                                    $

                                                 www.stephenlewisfoundation.org
                                                 info@stephenlewisfoundation.org

								
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