Planning for Success
Find out the rules of the road when it comes to managing your community fundraiser and collecting donations. Proper financial planning is one of the keys to fundraising success.
Steps for Managing Event Financing
- Prepare a budget
- Record all expenses
- Get all estimates in writing and keep receipts
- Pay all expenses by check (avoid paying with cash)
We also recommend that you consider the following as you develop your fundraiser:
- The cost of the funds raised must be reasonable.
- Expenses should not exceed 30 percent of income.
It is more important to budget wisely in order to cover any items not being donated.
Financial - Accounting
Rochester Regional Health Foundations recognizes that organizers need funds to run their fundraisers and pay expenses. Rochester Regional Health is unable to manage or provide the finances for community fundraisers. For these purposes, you may prefer to keep funds on hand, either in your own personal account or in a separate account earmarked for the fundraiser. In your pre-planning process, make sure to develop a budget, taking into consideration the type of fundraiser you are having and the many components related to the event. Rochester Regional Health cannot pay expenses in anticipation of funds raised from a community event. Instead, the Foundations Office encourages organizers to protect their proceeds through careful financial management – especially if supporters’ individual checks are not mailed directly to Rochester Regional Health.
After all expenses have been paid and accounted for, please mail/deliver all net proceeds payable to Rochester Regional Health Foundations accompanied by a cover sheet.
Checks: Please have all checks made payable to Rochester Regional Health Foundations. Be sure to specify your designation for your donation and to reference the name of your fundraiser on the memo line. Please mail to the Rochester Regional Health Foundations Office at the below address.
Cash: Please deliver cash to the Foundations Office with a note indicating the amount included and name of your fundraiser.
Rochester Regional Health Foundations
100 Kings Highway, Suite 2300
Rochester, NY 14617
Fundraisers must comply with all federal, state and local laws governing charitable fundraising, gift reporting and special events. New York has strict regulations governing raffles and gaming events carried out for charitable purposes. Organizers may obtain more information on the rules governing the conduct of raffles and other “games of chance” in New York by contacting the New York State Attorney General, Charities Bureau, 120 Broadway, New York, NY 10271, or by calling (212) 416-8400.
Rochester Regional Health is not financially or otherwise liable for the promotion and/or staging of fundraising events by any community organization/individual. The sponsoring organization/individual may not incur any financial or other obligation on behalf of Rochester Regional Health.
For more information, contact us at CommunityEvents@RochesterRegional.org or 585-922-4800.