Guidelines for Community Events

• All events must be registered with Cincinnati Children’s.
• Events should fit the mission of and convey the appropriate image for Cincinnati Children’s.
• Cincinnati Children’s cannot sponsor or endorse fundraising events or products. Use of the Cincinnati Children’s logo is not authorized. When naming your event, Cincinnati Children’s should not be used in the title but rather listed as the beneficiary. For example, event organizers should not refer to the event as the “Cincinnati Children’s Fundraising Event.” Instead, it should be promoted as “XYZ’s Event to Benefit Cincinnati Children’s Hospital Medical Center.” Event materials should state that “Proceeds benefit Cincinnati Children’s Hospital Medical Center.”
• Cincinnati Children’s does not release its proprietary mailing lists to outside organizations.
• When approaching employees, clients and other businesses for assistance or monetary support for your event, remember that many local organizations may already have a longstanding partnership with Cincinnati Children’s and may not wish to make additional donations. When asking for a donation, do not represent yourself as an employee of Cincinnati Children’s but rather a community member planning an event to benefit Cincinnati Children’s.
• Please contact Cincinnati Children’s to register or repeat the event in a succeeding year.

How We Can Help

Cincinnati Children’s staff may be able to provide some or all of the following to assist with your event, in accordance with Cincinnati Children’s policies:

• Offer knowledge on event planning
• Acknowledge direct contributions to Cincinnati Children’s
• Approve the use of medical center name, as appropriate
• Provide a letter of support on Cincinnati Children’s letterhead to validate the authenticity of the event and its organizers
• Provide listing of event on our community fundraiser calendar
• Provide Cincinnati Children’s banners for your event
• Encourage staff attendance at event, if feasible and appropriate
• Offer a check presentation at the medical center for you to make your gift
• Offer a tour of the medical center for volunteer fundraisers

Cincinnati Children’s Staff Is Unable To:

• Extend our tax exemption to your organization or event
• Provide event insurance
• Sign vendor contracts
• Provide Cincinnati Children’s letterhead or envelopes
• Provide funding or reimbursement for expenses
• Solicit sponsorship revenue or in-kind donations for your event
• Share mailing lists of donors, sponsors or vendors
• Distribute or place event flyers, posters or other promotional materials throughout the medical center
• Guarantee media coverage or send press releases to promote the event on your behalf
• Guarantee staff or volunteers at the event

Terms and Conditions

By registering the event, organizer agrees that Cincinnati Children’s Hospital Medical Center (“Cincinnati Children’s”) may request, at any time it determines that the event is likely to be injurious to the image of Cincinnati Children’s, that organizer removes all references to Cincinnati Children’s in any and all event communications, whether oral or written.

1. The organizer represents to Cincinnati Children’s that: (a) it will comply with all applicable laws, rules and regulations while planning, promoting and conducting the event; (b) all necessary insurance, licenses and permits will be obtained and will be in force through the conclusion of the event; (c) the event will result in no cost or expense to Cincinnati Children’s whatsoever, unless expressly agreed in writing to the contrary; and (d) the organizer will indemnify and hold Cincinnati Children’s harmless from any and all claims of any kind or nature whatsoever arising out of, or in any way related to, the event.
2. Cincinnati Children’s cannot sponsor or endorse fundraising events or products. Event materials should state that “Proceeds benefit Cincinnati Children’s Hospital.” Use of Cincinnati Children’s logo is not authorized without express written agreement.
3. A representative from Cincinnati Children’s may be able to attend the organizer’s event. Requests for personal appearances by medical center staff will be handled on a case-by-case basis. Due to the volume of requests made and the availability of staff, not all requests can be fulfilled.
4. Nothing on this page shall be construed to authorize the organizer, or any of its employees or representatives, to act as an agent of Cincinnati Children’s. For example, the organizer may not open a bank account in Cincinnati Children’s name, nor may it endorse or attempt to negotiate any checks made payable to Cincinnati Children’s, all of which must be promptly forwarded to Cincinnati Children’s for processing.
5. If the organizer wishes to invite media to be present at a check presentation at the medical center, the organizer must inform his or her Cincinnati Children’s staff contact prior to this meeting so that the Cincinnati Children’s public relations team can advise and the proper arrangements on site can be made.
6. These terms and conditions apply for the duration of the event. Thereafter, the organizer may continue to receive funds for Cincinnati Children’s, provided such funds are paid promptly to Cincinnati Children’s.

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