Terms & Conditions
Terms & Conditions – Online Fundraisers
As of 16/07/2025
Thank you for choosing to support Westmead Hospital Foundation (WHF) through your DIY fundraiser.
Whether you’re baking cupcakes, hosting a trivia night, running a marathon or dedicating your birthday, your fundraising efforts make a tangible impact—helping to improve patient care, fund life-saving equipment, and support ground-breaking research at Westmead Hospital.
By registering your fundraiser and accepting these terms and conditions, you are applying for an official Authority to Fundraise on behalf of WHF. This Authority is valid until one month after your fundraising activity concludes.
Agreement & Responsibilities
As the event organiser, you agree to the following:
- Approval Process
- WHF reserves the right to decline activities that are not aligned with our values of Excellence, Diversity, Collaboration, Impact, and Celebration within the health and medical research sectors.
- Use of Westmead Hospital Foundation Name & Logo
- All marketing materials, including posters, invitations, websites, and social media posts referencing WHF must be submitted for approval prior to distribution or publication.
- The WHF name and logo must be used in accordance with our branding guidelines. Misuse or misrepresentation is not permitted.
- The WHF registered charity number (CFN 16180) must be included on all promotional materials displaying our logo.
- Media & Promotion
- All media enquiries must be directed to the WHF team or your designated WHF contact.
- The event must not be used for personal or commercial gain.
- Insurance & Legal Compliance
- WHF does not provide public liability insurance for fundraising events. You are responsible for obtaining your own insurance and any required permits or licences.
- You must comply with all applicable laws and regulations, including those outlined in the Charitable Fundraising Act 1991 and Lotteries and Art Unions Act 1901.
- You are responsible for the safety and conduct of your event.
Financial Management
As the organiser, you agree to:
- Ensure your event has the potential to be financially viable, and that WHF is not liable for unpaid expenses or financial loss.
- Cover all event-related expenses. WHF will not reimburse or pay any supplier invoices.
- Notify WHF of any major planned expenses before the event takes place.
- Minimise event costs to ensure that at least 60% of proceeds go to WHF (i.e., expenses should not exceed 40% of funds raised).
- Do not use donations, raffle proceeds or auction income to cover event costs. Ticket sales or sponsorship income may be used for expenses.
You are also required to:
- Keep accurate financial records and submit an Income and Expenditure Statement following the event.
- Provide supporting documentation if requested.
- Return all funds raised (excluding fees for online fundraising platforms) to WHF promptly via one of the following methods:
Cheque
Payable to: Westmead Hospital Foundation
PO Box 574, Westmead NSW 2145
Bank Transfer
BSB: 032 340
Account Number: 961 488
Account Name: Westmead Hospital Foundation
(Use your fundraising authority number as the reference)
Once funds are submitted, email a copy of the deposit or remittance advice to: finance@westmeadhf.org.au
Tax & Receipts
- Donations over $2 made directly to WHF are tax-deductible.
- Payments where a benefit is received (e.g. raffle tickets, auctions, sponsorship, ticket sales) are not tax-deductible.
- WHF can only issue tax-deductible receipts for monetary donations received directly by the Foundation.
Privacy & Data
You agree to:
- Handle personal information from participants, donors, or attendees in compliance with WHF’s Privacy Policy.
- Use such information solely for the purpose of organising and administering your event.
- Return or destroy any personal information collected after the event, unless otherwise authorised.
Materials & Equipment
- If WHF provides you with materials or merchandise, you are responsible for their care.
- All items must be returned in good condition. You may be liable for any loss or damage.
Final Declaration
By registering your fundraiser online, you confirm that:
- You have read, understood and agree to conduct your fundraising activity in accordance with the above Terms & Conditions and all relevant legislation.
- You understand that your Authority to Fundraise is conditional on compliance with these requirements.
Need Help?
Email: info@westmeadhf.org.au
Phone: (02) 7240 3666
We are here to help you make your fundraiser a success and are so grateful for your support.
Thank you for helping make a difference at Westmead Hospital.
