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Special Events Guidelines
Prior to beginning fund-raising efforts, please contact the Development Office of the Sidney Kimmel Comprehensive Cancer Center at Johns Hopkins: 410-361-6391.
We are extremely grateful to all who wish to organize special events in support of the Cancer Center's mission. However, only those events which meet the following guidelines, and legitimately and genuinely benefit the Cancer Center may be conducted.
Once the Development Office has approved your event, the following guidelines must be followed:
I. Use of the Sidney Kimmel Comprehensive Cancer Center at Johns Hopkins logo and or name
- The name Johns Hopkins may only be reproduced on signs, banners, publications, literature, or other printed materials after consultation with the Development Office.
- The Development Office must review and approve all promotional materials, including but not limited to, use of the logo, advertising, letters, brochures, flyers and press releases prior to production and distribution.
- The Sidney Kimmel Comprehensive Cancer Center at Johns Hopkins may only be identified as the beneficiary of the event. For example, event organizers should not call an event, "the Sidney Kimmel Comprehensive Cancer Center at Johns Hopkins Walk-a-thon." The event should be promoted as the "Walk-a-thon to benefit the Sidney Kimmel Comprehensive Cancer Center at Johns Hopkins."
- The Sidney Kimmel Comprehensive Cancer Center at Johns Hopkins is not financially or otherwise liable for the promotion or staging of special events.
- Special event organizers must provide insurance certificates. The Sidney Kimmel Comprehensive Cancer Center at Johns Hopkins cannot be held responsible in any way for casualties and/or situations that occur at your special event.
III. Receipting and Tax-Deductibility of Charitable Donations to 501 (c) (3) Organizations
- All donations should be made by check payable to Johns Hopkins Medicine.
- If goods and/or services are received in return for charitable donations (i.e. auction purchases, tokens of appreciation, "give-aways", 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 Johns Hopkins Medicine will receive an official receipt for tax purposes outlining the tax-deductible portion of their donation. The name appearing on the check received by Johns Hopkins 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 Johns Hopkins and subsequently donated in a single sum to Johns Hopkins, 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 Johns Hopkins.
IV. How the Sidney Kimmel Comprehensive Cancer Center at Johns Hopkins can help:
- Offer advice and expertise on event planning.
- Provide brochures and/or publications for distribution at the event.
V. What the Sidney Kimmel Comprehensive Cancer Center at Johns Hopkins cannot do:
- Provide insurance and/or liability coverage.
- Provide funding for expenses and /or sponsorship.
- Provide Cancer Center stationery.
- Provide staff support.
Guidelines for Sponsorships, Silent Auctions, Raffles, and Donations
(where goods and/or services are received)
I. Charitable Laws:
Events must comply with all federal, state and local laws governing charitable fund raising, gift reporting and special events.
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.
III. 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.
IV. 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.
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.