Event Waiver, Release of Liability and Indemnity Agreement
Community Events – Terms & Conditions
1. Introduction
These Terms & Conditions apply to all Community events, initiatives, or fundraising activities (“Community Events”) organized by individuals, groups, or organizations (“Organizer”) in support of CAMH Foundation (“CAMH” or the “Foundation”).
By submitting a proposal, receiving approval, or hosting a Community Event, the Organizer acknowledges that they have read, understood, and agree to abide by these Terms & Conditions and all applicable CAMH Foundation policies.
CAMH Foundation reserves the right, in its sole discretion, to approve, decline, or withdraw approval for any Community Event at any time, with or without cause.
2. Guidelines for Community Events
2.1 Accountability
· The Organizer will provide periodic updates to CAMH Foundation as mutually agreed.
· CAMH Foundation is not responsible for any event-related expenses, financial losses, or outstanding accounts.
· In the event of cancellation, the Organizer will provide at least 72 hours’ notice, where feasible.
· CAMH Foundation will not sign contracts, assume responsibility for agreements, or be named in any financial or legal documentation on behalf of the Organizer.
· No obligations, commitments, or representations may be made on behalf of CAMH Foundation without prior written approval.
The Organizer must comply with all applicable municipal, provincial, and federal laws and CRA rules.
2.2 Sponsorship
· CAMH Foundation will not solicit sponsors on behalf of the Organizer and will not provide sponsorship contacts.
· All proposed sponsors must be approved by CAMH Foundation prior to confirmation.
· Sponsors must be informed that CAMH Foundation is not the host or organizer of the event but is the beneficiary of proceeds.
2.3 Financing
· CAMH Foundation will not supply funding, reimburse expenses, or assume responsibility for any event debts.
· All revenue generated through the Community Event is initially managed by the Organizer.
· All expenses are the sole responsibility of the Organizer.
· The Organizer must not open any bank accounts in the name of CAMH Foundation.
3. Licenses & Permits
· The Organizer is responsible for securing and paying for any required licenses, permits, or regulatory fees.
· CAMH Foundation will not apply for or hold licenses for Community Events.
4. Insurance
· CAMH Foundation’s insurance does not extend to Community Events.
· Organizers must obtain their own insurance coverage, including general liability coverage appropriate for the nature of the event.
· Proof of insurance may be requested by CAMH Foundation before approving or continuing support of the event.
5. Tax Receipting
Tax receipts will be issued in compliance with CRA guidelines, as follows:
· CAMH Foundation will issue official charitable tax receipts for all individual donations of $10 or more made directly to CAMH Foundation online or by cheque, and for donations under $10 upon request.
· For donations collected by the Organizer, receipts will only be issued for voluntary gifts of $10 or more where no product or benefit was received, and for donations under $10 upon request.
o Full name and address (including postal code) must be provided for each donor.
· CAMH Foundation does not issue tax receipts for:
o Sponsorships
o In-kind gifts
o Raffle ticket purchases
o Auction items (live or silent)
o Event ticket purchases
· Business acknowledgment letters will be issued for eligible corporate contributions.
· Management of all directed funds will follow CAMH Foundation’s policies regarding giving, investments, and grants. The Foundation retains 10% of each gift for the general purposes of the Foundation to align with our Restricted Gift Policy.
6. Staff and Volunteer Resources
· The Organizer is responsible for securing all required staff and volunteers.
· CAMH Foundation may provide volunteers at its discretion, but is under no obligation to do so.
7. Print, Digital & Promotional Materials
· Use of CAMH Foundation’s name, logo, brand elements, or visual assets is strictly prohibited unless prior written approval is granted.
· All promotional materials, including print, digital, and media communications, must be approved by CAMH Foundation before release.
· All advertising must clearly state that the event is hosted by the Community Event Organizer and that net proceeds will be donated to CAMH Foundation
· Organizers may use “In support of CAMH” logo on their promotional materials.
8. Privacy & Donor Information
Organizers may have access to donor information that is confidential and protected.
The Organizer agrees to:
· Protect all personal and confidential information
· Not disclose or share donor information with any third party
· Return or securely destroy donor information upon CAMH Foundation’s request
· Observe all applicable privacy laws
All donor data remains the exclusive property of CAMH Foundation. To learn more about commitments to donors by the CAMH Foundation you can read the donor bill of rights and our CAMHF Privacy statements
9. Waiver, Release & Indemnity
The Organizer acknowledges and agrees that:
· CAMH Foundation is not responsible for any accidents, injuries, illnesses, property damage, or losses arising from the Community Event.
· The Organizer assumes full responsibility for the safety and conduct of the event.
· The Organizer will indemnify and hold harmless CAMH Foundation, its affiliates, officers, directors, employees, volunteers, and agents from any claims, damages, liability, costs, or expenses arising from or connected to the Community Event.
· CAMH Foundation makes no warranties or representations regarding the event’s success, safety, or compliance.
Agreement
These Terms & Conditions shall be governed by the laws of the Province of Ontario. All disputes shall be submitted to the exclusive jurisdiction of Ontario courts.
By accepting, the Organizer certifies that:
· They have read, understood, and agree to abide by all policies and guidelines outlined above.
· All publicity, promotional materials, and media communications will be approved by CAMH Foundation before release.
· They acknowledge the event is fully their responsibility and that CAMH Foundation is not liable for any expenses, actions, or outcomes related to the event.
· They will obtain appropriate insurance coverage prior to the event.
