Community Fundraising Event Protocol

To Benefit George Washington University School of Medicine and Health Sciences

Host an event or fundraiser for George Washington University School of Medicine and Health Sciences (GW SMHS Development Office) that reflects your interests while helping students and the patients in our care.

A community fundraising event constitutes any fundraiser produced to benefit George Washington University School of Medicine and Health Sciences (GW SMHS) and any or all of its corporate entities in which a non-university, hospital individual or organization is coordinating and/or managing the fundraiser. These events must be for the benefit of GW SMHS and not a named patient or family.

When you host an event or organize a fundraiser to support GW SMHS, not only are you helping our students and the patients in our care, you’re also helping to share the University’s mission with the community. Everyone who attends your event will be able to learn about what we do to educate the next generation of medical professionals, keep the patients treated in our hospital—and our community members—healthy and safe.

We welcome events and fundraisers of all kinds. Build an event around something you enjoy—from running a race or hosting a golf tournament, to throwing a birthday party and inviting guests to donate or leading a chili cook-off.

You can find our fundraising guidelines below. This includes our policies for third-party fundraisers. If you’d like to propose an event or fundraiser, please fill out the following Google Form. Upon submission, you will receive notification of fundraiser approval or denial. This process takes about four to six weeks.

For more information, please send an email to smhsfundraising@email.gwu.edu.

Guidelines pertaining to all community fundraising events benefiting GW SMHS:

Fundraisers to benefit the institution must be approved by the GW SMHS Development Office. Completion of the GW SMHS community fundraising form is required for all new fundraisers not previously approved by the Development Office. A signed Acknowledgement of understanding GW SMHS Community Fundraising Protocol must be on file with the GW SMHS Development Office prior to any fundraising event activity.
The George Washington University School of Medicine and Health Sciences may only be identified as the beneficiary of the event. For example, event organizers should not call an event, "the George Washington University School of Medicine and Health Sciences Walk-a-thon." The event should be promoted as the "Walk-a-thon to benefit the George Washington University School of Medicine."
If use of the GW SMHS logo is requested and approved, branding guidelines will be provided by the Development Office to the community fundraising event organizer. The organizer will follow the branding guidelines in ALL forms of use of the logo. All materials containing the George Washington University School of Medicine and Health Sciences name and/or logo must be approved by GW SMHS Development Office and the GW SMHS marketing and communications team before being released. Promotional materials must use approved language stated in the branding guidelines document. A minimum of 4 business days is required for approvals. Begin the brand request form.
GW SMHS Development Office cannot ensure staff, volunteers, speakers or patient ambassador representation at a community fundraising event. Attendance is determined on date and availability.
GW SMHS Development Office respects the confidential nature of our donor lists and, therefore, does not provide donor names and/or contact information for solicitation.
GW SMHS Development Office is unable to sell tickets on behalf of individuals or organizations for community fundraising events. In addition, GW SMHS Development Office cannot commit to securing silent auction donations.
All contracts and permits, including liquor licenses, required by City Ordinance or otherwise are the responsibility of the community fundraising event organizer.
As noted on the GW SMHS community fundraising form, funds raised and post-event report must be provided to GW SMHS Development Office within 60 calendar days of the fundraiser date.
The community fundraising event must be approved GW SMHS Development Office prior to any reference of GW SMHS involvement with the event. This includes but is not limited to all means of publication and promotion, solicitations and word of mouth.
A minimum of 20 percent of the net proceeds must be donated to GW SMHS for all approved community fundraising events. GW SMHS Development Office cannot assist in setting up a checking account or supporting with any funding/banking assistance.
All donations should be made by check payable to “George Washington University.”
If goods and/or services are received in return for charitable donations (i.e. auction purchases, tokens of appreciation, "giveaways", meals, beverages, etc.) the fair market value of those goods and/or services should be determined and communicated to individuals prior to their making a donation. The value of goods and/or services will be deducted from the total donation amount to determine the tax-deductible portion of the donation.
All donations made payable to and received by GW SMHS will receive an official receipt for tax purposes outlining the tax-deductible portion of their donation. The name appearing on the check received by GW SMHS will be used for receipting purposes and that individual, corporation, foundation, etc. will be the eligible party for tax benefits received as a result of the donation.
If donations are deposited to a separate account outside of the GW SMHS Development Office and subsequently donated in a single sum to GW SMHS, only the individual, organization, etc. whose name appears on the check will receive tax benefits for the donation. Donors contributing in this circumstance should be made aware that their gift will not be acknowledged as a tax-deductible donation by GW SMHS.
Gifts made via check should be payable to “George Washington University” and should be mailed to:
   George Washington University
     School of Medicine and Health Sciences Development Office
     Attn: SMHS Community Fundraising
     P.O. Box 98131
     Washington, DC 20077-9756

Please complete and include the provided remittance form that states the event name and the area within George Washington University School of Medicine and Health Sciences that the donations support. If individuals are mailing checks directly to the GW SMHS at the address above, please include the event name in the memo of the check so the donations may be directed appropriately.

Guidelines for Sponsorships, Silent Auctions, Raffles, and Donations (where goods and/or services are received):

Charitable Laws: Events must comply with all federal, state and local laws governing charitable fund raising, gift reporting and special events.
Sponsorships: Sponsorships with no goods and/or services may be fully tax-deductible. This includes sponsorships that receive advertisement space in a booklet for the event. (These are not considered advertising so long as there is no commercial content such as, "Come in and Buy" or "Our product is the best"). Name, slogan and logo of the sponsor can be used.
Tax Deductibility of Event Ticket Price: The IRS requires that all tickets, invitations or entry forms state what portion of the ticket price is tax-deductible if the price is beyond the fair market value of the event itself. For example: A gala dinner costs $100 per person for the entertainment, food and drink; the cost of the ticket to attend the gala is $250; only $150 of each ticket sold is tax deductible.
Tickets and/or promotional flyers which invite people to sign-up or purchase tickets must state the portion which may be tax deductible. (In the case above, it would say, "$150 of the ticket price may be tax deductible.") The Development Office can assist in proper wording.
Silent and Live Auctions: Each item of a Silent Auction should be valued at the Fair Market Value. This value must be listed on the Bid Sheet at the auction table, as well as in any printed list of the auction items.
Each item of a Live Auction should be valued at the Fair Market Value and that value must be listed on a printed list of the auction items.

Donors of the items for Silent and Live Auctions should provide the Fair Market Value of their item/service. If the item is a 'collectible' reasonable efforts should be made to assess the value (e.g. contact an antique or collectible dealer who has some knowledge of similar items).

Only winning bids that are over the stated Fair Market Value will receive receipt information on their charitable gift.

If an item is not valued, or valued as priceless, the final auction bid then establishes the item's fair market value, therefore no portion is tax-deductible.
Raffles: There is no charitable gift for a raffle ticket, lottery or any game of chance. No receipt will be issued for money collected through these means.
Liability: GW SMHS (also known as George Washington University School of Medicine and Health Sciences) is not financially or otherwise liable for the promotion and/or staging of special events.
Alcohol at such an event should be avoided unless it is believed to be important to the success of the event. Alcohol distribution should be via a “cash bar” and availability should not be promoted. Proof of age must be required and signs posted to that effect. All required permits must be obtained. Alternative means of transportation must be available to attendees and/or participants. Responsibility/liability for such events is exclusively with the host. We prohibit events in which gambling is involved.

Special event organizers must provide insurance certificates. GW SMHS cannot be held responsible in any way for casualties and/or situations that occur at your special event.

George Washington University School of Medicine and Health Sciences (GW SMHS) Community Fundraising Events Q&A

1. What can GW SMHS provide for my fundraiser event?

GW SMHS can help make your fundraiser a success by offering:

Gift receipts for all contributions made directly to GW SMHS via check or online
Information about the clinical area of interest chosen as the beneficiary of your fundraising effort
Volunteer and event guidance in the acceptable use of GW SMHS’s name and logo in promotional materials for your event (see below)

Assistance that GW SMHS cannot offer:

Staff support for event coordination
Recruitment of event sponsors and participants
Mailing lists of donors, alumni, vendors, employees, or volunteers
Financial support to cover event expenses
Help obtaining permits or insurance coverage
Official receipts for donations not payable to GW SMHS
Requirements for Marketing and Promotional Materials

2. Why do I need to submit an application if I can just become a fundraiser by creating an advocacy page?

You need to submit an application in order to ensure that the correct fund has been designated for your support. All fundraisers must be approved to ensure that programs:

Support the mission and values of GW SMHS;
Do not promote a political party/candidate or appears to endorse political issues;
Do not potentially conflict with marketing or public relations campaign; and
Do not require GW SMHS to sell tickets, coupons or involve telemarketing or door-to-door solicitation.

3. May I use the GW SMHS logo to promote my fundraiser?

Upon your application approval, you may use the appropriate logo. Using the logo or name must be approved by GW SMHS Development Office staff prior to printing. Please submit all materials, marketing, and collateral with application, and complete a request for approval.
*A minimum of 4 business days is required for approval.

4. Will GW SMHS staff help me manage my fundraiser event?

GW SMHS staff are not able to help plan or manage your fundraiser. We recommend you form a committee of friends, family members, and other volunteers to help you plan and execute your fundraiser.

5. Will GW SMHS cover my expenses?

No. Community fundraisers are responsible for covering all expenses and will not be reimbursed. You can deduct costs associated with your fundraiser prior to submitting the proceeds if donating funds via check. They cannot be deducted from your online fundraising page.

6. Will GW SMHS share a list of supporters for me to contact?

No. Due to confidentiality policies, we cannot provide mailing lists of donors, physicians, staff, or vendors.

7. Can someone from GW SMHS attend or speak at my fundraiser?

We can facilitate invitations to GW SMHS physicians and staff but cannot guarantee participation.

8. Will GW SMHS solicit corporate sponsors for my fundraiser?

No. We cannot solicit corporate sponsors or celebrity endorsements for your fundraiser.

9. Will GW SMHS provide gift receipts to my supporters?

GW SMHS will issue tax receipts for any donation made payable to “George Washington University” and accompanied by comprehensive contact information.

An individual or organization making a donation payable to and received by GW SMHS will receive an official receipt for tax purposes outlining the tax-deductible portion of the donation. The name appearing on the check received by GW SMHS will be used for receipting purposes.

If goods or services are received in return for charitable donations (e.g., auction purchases, beverages, meals, tickets, etc.), you must determine and communicate the fair-market value of those goods or services to individuals before they make a donation. The value of goods or services will be deducted from the total donation amount to determine the tax-deductible portion of the donation.