Utilizing Donations for Fundraising Events

Event Fundraising Reimbursement Policy Proposal
If a hospital wishes to organize a fundraising event to increase donations to its Angel Fund, the hospital must submit the following in advance or at the start of the event:
-   A brief event description (2–3 sentences) describing the nature and purpose of the event
-   The event start date and end date
-   A log all event-related expenses, including retaining receipts/invoices

Submit to [email protected] with the heading: (Hospital Name) Fundraising Event Details

Definition: “Donations collected from the event.”
For purposes of reimbursement, “donations collected from the event” means monetary donations received between the event start date and end date. In-kind gifts do not count toward the donation total. Sponsorships are included in the donation total; if a sponsor is donating and requires documentation, the hospital must request this via a follow-up email so myBalto can provide the appropriate tax receipt.

Reimbursement cap and eligibility.
If the above information is provided, the hospital may request reimbursement for eligible event expenses. Reimbursement is not automatic; it is a reimbursement of documented, eligible expenses and is subject to the caps below. Eligible expenses are limited to marketing materials, event supplies, and venue/site reservations. Labor, staff time, overtime, and administrative fees are not eligible for reimbursement.

Reimbursement is capped at the lesser of:
10% of the monetary donations collected between the event start and end date, or $500 total

This $500 cap applies to all events and no exceptions will be made.

Submission deadline and payment method.
Reimbursement requests must be submitted within 30 days of the event end date. Approved reimbursements will be issued via ACH or check, to be determined upon receipt and review of the expense documentation.

Brand and donor transparency requirements.

All event materials used to solicit donations must include the myBalto Foundation logo and the Foundation’s EIN so donors can verify the legitimacy of the donation. We are happy to help with creating marketing materials as long as our team is provided enough time before hand.

No reimbursement from prior funds / no-funds-raised clause.
Reimbursements may only be paid from donations collected during the event window. Hospitals may not draw from prior donations to cover event expenses. If an event does not raise any funds during the event dates, no reimbursement will be issued.