Share your story with St. Charles

A simple "thank you" can mean the world to a doctor, nurse or caregiver. Please use this form to share your story and recognize your caregivers today.

Auction

• All auction (silent or live) items need to be valued at the fair market value (FMV). The value must be listed on bid sheets or at the auction table or included in any printed list of auction items, including live auction descriptions. 
• IRS regulations require items valued at $5,000 or more to provide an appraisal by a qualified appraiser.
• If an item is not valued or valued as priceless, the final auction bid amount establishes the FMV; therefore, no portion of the payment is tax-deductible. Autographed items are deemed priceless. 
• The FMV of the item must be disclosed to provide a gift credit. The charitable portion is the amount above the FMV.

Games of Chance (GOC)

• Per Oregon state law, Games of Chance (GOC) are defined as: a raffle, bingo, or Monte Carlo (gambling).
• The raffle license issued to St. Charles Foundation cannot be utilized for any event organized by an independent third party. Per the Oregon Department of Justice, only registered nonprofit organizations are permitted to conduct raffles within the state of Oregon. Individuals or commercial entities are not authorized to conduct a raffle under St. Charles Foundation’s license, even if the proceeds are intended for charitable purposes.
• Community Organized Fundraising organizers are responsible for obtaining all permits and licenses. Per Oregon law, special licensing is required to conduct GOC games. If your organization would like to conduct a game of chance, individuals and organizations must obtain a license from the Oregon Department of Justice. For more information, please visit: Oregon DOJ Charitable Gaming.
• St. Charles Foundation is prohibited by law from receiving funds generated by a third party through a GOC unless hosted by a qualified nonprofit and the proceeds from the GOC are used towards their charitable purpose.

Donations and Receipting

• St. Charles Foundation can only provide a written tax-exempt receipt for tax purposes for a donation if the donation is made payable to and received directly by St. Charles Foundation.
• In-kind donations to Community Organized Fundraisers and initiatives are not tax-deductible. St. Charles Foundation can only provide receipts for a donation directly made payable to St. Charles Foundation.
• If donations from your fundraiser are deposited into another account outside St. Charles Foundation and then donated as a single sum (i.e., one check), only the individual whose name appears on the check is eligible to receive a tax-exempt receipt for the donation. In this instance, it is your responsibility to ensure the donors understand that a gift will not be acknowledged as a tax-deductible gift donation by St. Charles Foundation.
• If a donor pays cash equal to or greater than $5.00 and would like to receive a tax-exempt receipt from St. Charles Foundation, you must submit full contact information for the donor along with the cash donation.
• Under federal tax income law, if any good or services are received by a donor in return for a donation, the deductible portion of the donation is restricted to the amount by which the donation exceeds the fair market value of the goods or services received. Some examples include an auction purchase, meal, or gift. You will need to provide St. Charles Foundation with a detailed list of any goods and services received by the donor as part of their donation, along with their respective values.
• In accordance with IRS regulations, the individual or organization conducting the fundraiser is responsible for disclosing to donors the exact dollar amount or percentage of their gift which will benefit St. Charles Foundation.
• Submit 100% of all net proceeds to St. Charles Foundation (if sole beneficiary) or % of proceeds as determined on Community Organized Fundraiser application when St. Charles Foundation is not the sole beneficiary, as soon as possible after all costs have been paid/settled after the conclusion of the event/initiative, but no later than 90 days post-event. Any checks made out directly to St. Charles Foundation should be submitted within 14 days post-event.

Liability, Insurance and Permits

• As the organizer, you are responsible for obtaining all necessary licenses and permits relating to the event and ensuring it is conducted in accordance with all applicable laws and regulations. 
• The names St. Charles Foundation or St. Charles Health System cannot be used on any permits, applications, or agreements. 
• St. Charles Foundation and St. Charles Health System, Inc. are not financially or otherwise liable or responsible in any way for the promotion or staging of any Community Organized Fundraiser or for any claims, damages, liabilities, injuries, losses, or expenses that arise out of or relate to a Community Organized Fundraiser. 
• At your own expense, you agree to maintain liability insurance that is appropriate and acceptable to St. Charles Foundation. We may request proof of insurance at any time. 
• The Community Organized Fundraising organizer/sponsor/ organization agrees to indemnify, refund, and hold St. Charles Foundation and St. Charles Health System harmless against and in respect of any claims, demands, losses, costs, expenses, obligations, liabilities, damages, recoveries, and deficiencies including interests, penalties, and reasonable attorney’s fees that shall be incurred or suffered by St. Charles Foundation and or St. Charles Health System, which arise, result from, or relate to the fundraising event or initiative, the organizer/sponsor/organization’s performance of its agreement as specified in these guidelines and Community Organized Fundraising application.

Nothing in this Toolkit is intended or should be construed as legal or tax advice. We encourage you and your donors to consult tax advisers regarding the deductibility of contributions.

Glossary of Terms

Budget: a detailed breakdown of estimated income and expenses for a development program, prepared in advance. Budgets show various cost categories, including personnel, printed materials, purchase and rental of equipment, office expense, venue, mailing charges, costs of events, etc.

Community Organized Fundraiser (COF): a Community Organized Fundraiser is a fundraising event/initiative organized by any person, group, or organization not employed by St. Charles Foundation or volunteering in an official capacity for a St. Charles Foundation organized event. 

Donation acknowledgement: a communication sent by a nonprofit organization to express gratitude to a donor for their contribution. It acknowledges the receipt of the donation and thanks the donor for their generosity. Unlike the tax-exempt receipt, the acknowledgment letter is not used as proof for tax deductions.

Donor: the individual, organization, or institution that makes a gift.

Fair market value: the price that an asset would sell for on the open market.

Good(s) and service(s): any item(s) or service(s) donor receives in exchange for donation, admission, or fee. Some examples can include a meal, auction purchase, gift certificate for a service, host gift, etc.

Nonprofit organization: organizations of members or volunteers, classified by the Internal Revenue Service as providing a public benefit without purpose of profit for members of the corporation.

Restricted gift/funds: restricted funds are any donations made and earmarked for a specific purpose by the donor giving assurance that the money can only be used for specific projects or purposes.

Tax benefits: savings in income, gift, and estate taxes brought about by giving to charitable institutions.

Tax-exempt receipt: a document issued by a 501(c) (3) organization (a nonprofit organization with tax-exempt status) to a donor, to acknowledge the donor’s charitable contribution. It serves as evidence for the donor to claim a tax deduction for their contribution when filing their annual tax return.

Unrestricted fund/gift: a gift to an institution or agency for whatever purposes officers or trustees of the nonprofit choose. 

Virtual Fundraising Page (VFP): an online fundraising technique in which individual supporters or ambassadors fundraise on behalf of a larger cause or organization. These volunteer fundraisers promote the campaign to their own networks of friends and family online. Also known as peer-to-peer, social or team fundraising.

All event promotional and marketing materials, including invitations, flyers, online ads, must include language about where the donation is designated so that donors understand what their monies will support.

You can choose to have your fundraising dollars support in the following ways:

• St. Charles Foundation’s General Fund – An unrestricted donation that allows St. Charles Foundation to determine and fulfill the areas of greatest need at St. Charles Health System and/or St. Charles Foundation.
• Cancer Services – Including but not limited to: providing financial support to St. Charles Cancer Center for programs support, screenings, research funding.
• Pediatrics – Including but not limited to: supporting the NICU, children’s programs, specialized pediatric and neonatal medical screenings and equipment.
• Scholarships – Including but not limited to: providing financial assistance to St. Charles employees through continuing education, certificates, and degrees.

Please mail all donations to:

St. Charles Foundation
Attention: Community Organized Fundraising
2500 NE Neff Road
Bend, OR 97701

Please do not mail cash. If you have cash to submit, please contact the foundation office to make arrangements to drop off in person.

No marketing or promotional materials may suggest that the fundraiser is being sponsored, co-sponsored, or produced by St. Charles Foundation or St. Charles Health System. All materials should clearly state that your event is “benefiting St. Charles Foundation”. The marketing and promotion materials must include the following approved verbiage:

Proceeds donated to St. Charles Foundation from this event and event organizer will be used to support St. Charles Health System. St. Charles Foundation can only provide a written acknowledgement for tax purposes for a donation (monetary or donated/in-kind goods) if the donation is made payable to St. Charles Foundation and received directly by St. Charles Foundation. We cannot provide tax credit if the donation is made to a third party.

While this event is being conducted to benefit St. Charles Foundation, the event is not sponsored or organized by St. Charles Foundation or St. Charles Health System, and St. Charles Foundation or St. Charles Health System is not responsible in any way for the event or any related activities.

• All Community Organized Fundraisers need to have promotional and marketing materials reviewed and approved by St. Charles Foundation before they can be distributed. This includes, but is not limited to any commercial art, posters, press releases, flyers, TV/radio spots, or advertising. Please be sure to work with your St. Charles Foundation representative to ensure all materials obtain final approval. Requests may take several business days to process, please submit all materials early.
• Consent to use any logos or collateral is at the discretion of St. Charles Foundation. You will be notified of the approved permissions when your Community Organized Fundraiser proposal is reviewed.
• As the organizer, you are fully responsible for marketing and promoting the Community Organized Fundraiser event.

Download Logo Usage Guide

As a Community Organized Fundraiser organizer, you are responsible for planning and executing your event, including staffing. St. Charles Foundation is unable to produce, manage or staff approved fundraising initiatives. St. Charles Foundation will provide you a point person who will answer your questions and help you make your event a success.

• All fundraising events must complete the Community Organized Fundraising application 60 days prior to the date of your event or promotion launch that uses our name, logo or marks.
• St. Charles Foundation must be advised in advance if other organization(s) will also benefit from your fundraiser.
• St. Charles Foundation is unable to advance monies, solicit sponsorships or sell tickets on behalf of your fundraiser.
• If your fundraiser plans to solicit sponsors, you will need to provide St. Charles Foundation a list beforehand of all those you plan to approach. St. Charles Foundation works with many businesses, you may be asked not to approach certain companies for support.
• Due to confidentiality commitments, St. Charles Foundation is unable to release donor, volunteer, employee, physician or other mailing lists for the purpose of solicitation of funds or participation in your fundraiser or initiative.
• If alcohol or games of chance (raffle, bingo or Monte Carlo (casino) games) will be offered at your fundraiser, you are responsible for ensuring all necessary licenses and permits are obtained.

Before your event

• Download our Community Organized Fundraising toolkit for more details and information. 

• Decide how you want to fundraise.

• Name your event. Have fun and be creative. Something catchy so it is easy to remember.

• Decide on a date, time and location. Be sure to give yourself enough time to plan and prepare. Be conscious of possible conflicting local events and holidays.

• Tell us about your idea. Complete the Community Organized Fundraising application (hyperlink) at least 60 days before your event.

• Will you need to contact local law enforcement or apply for a public use permit? Do you need to provide security as part of your agreement with the venue? Be sure to research all required permitting, insurance and licenses you will need for your event.

• Recruit help: friends, family, coworkers, neighbors or volunteer organizations may be interested in forming a planning committee.

• Plan your budget, both expenses and projected income. Try to get creative on how you can keep your expenses at a minimum. We can provide you with a sample budget worksheet to help keep you on track.

• Determine what vendors you will need to work with i.e. caterers, audio visual support, rentals companies, etc. – if applicable to your event.

• Organize what supplies and materials you will need. Will you need to print auction programs, create a sponsor benefits brochure, how will you display signage during the event, will you display banners, etc.? Try to outline and plan for all supplies and materials you will need ahead of time to allow you to organize and if needed, purchase.

• Promote! Tell your friends, family, coworkers, neighbors and community members with flyers, emails and letters, invitations, posters, ads or local media. Be sure to remember all promotion and marketing materials must be reviewed and approved by St. Charles Foundation in advance. Be sure to allow time for this process. Get creative and have fun! 

During your event

• Assign at least two people you trust to be responsible for handling donations and monies. We can provide a donation tracking form for use during your event, if needed.

• Take pictures! Be sure to get photo releases so you can share your success.

• Don’t forget to thank your volunteers and supporters when applicable.

• Have Fun!! 

After your event

• Collect and tally the funds. Thank your donors, volunteers and supporters again. By email, social media, on the microphone at the event, etc.

• Organize and reconcile monies collected with any applicable tracking and donation forms.

• Pay any remaining outstanding expenses.

• Submit funds raised as soon as possible and no later than 90 days post event to St. Charles Foundation.

• Get some rest and celebrate your success knowing you helped make a difference!

What is a Virtual Fundraising Page (VFP)?

Virtual Fundraising (VFP) enables you to mobilize your network of friends and family to raise funds for any purpose. Upon completion of the Community Organized Fundraiser application, St. Charles Foundation will generate a dedicated fundraising donation webpage and link for you. This personalized webpage allows you to share your story, set fundraising goals, and add photos to make it uniquely yours. You can select a specific fund at St. Charles Foundation to benefit from your efforts.

How does it work?

St. Charles Foundation will create a fundraising donation webpage for you on our web-based platform. Once created you then share it to all who you would like to ask for support from. Each page can benefit one fund of your choosing at St. Charles Foundation. You can set your fundraising goal, share your story, add photos to customize the page in more detail, making it more personal to your why*. VFP’s are an easy and effective way to raise funds for St. Charles Foundation without having to keep detailed tracking information and records. Your page is easy to share, you have no minimum required goal and can be used annually. 

*Individuals who create personal fundraising pages using the fundraise for St. Charles Foundation platform, Classy.org, have the ability to post content and images. St. Charles Foundation has the right to remove or require removal of any content posted to a Virtual Fundraising Page for St. Charles Foundation fundraiser that it, in its sole discretion, deems objectionable. Content includes, without limitation, images, illustrations, designs, icons, photographs, trademarks, logos, text, or any other form of advertising. The page creator agrees to make only lawful use of the personal fundraising pages for St. Charles Foundation platform and will use it only in compliance with all federal, state and local laws and regulations. St. Charles Foundation reserves the right to contact the page creator or disable any Fundraise for St. Charles Foundation fundraiser at any time.

Why does it work?

With a personal fundraising donation page, you are empowered to share your stories and ask for support. The social sharing component helps raise awareness and encourages others to support your cause. As the donations start to come in, your page will show a scrolling donor list and a thermometer that fills as your total increases. Your VFP will engage those who donate as they help you reach your goal.

What is St. Charles Foundation’s role?

As you start to receive donations through your fundraising donation page, St. Charles Foundation will issue an individual tax-deductible receipt for each completed donation. Using a VFP is an easy and effective way to raise funds for St. Charles Foundation without having to keep detailed tracking information and records. 

What are some reasons to use a VFP?

There are a lot of reasons/ways you can be inspired to create a VFP, here are just a small number of ways: 

• Donation day: Birthday, Graduation, anniversaries

• In Honor/Memory of a loved one

• “Thank you”

• Annual National days/weeks/months (just some of the many: Cancer Survivor Day, Cancer Awareness Months, Doctors or Nurses Day, Hospital Week, Nurses Week.)

Why should I use a VFP and not a crowdfunding platform, like, GoFundMe ® ?

When you raise money through a VFP, the monies raised are directed to St. Charle Foundation directly and immediately. Additionally, because the money is not being handled by a third party, it goes directly to St. Charles Foundation, all donations are eligible to receive a tax-deductible eligible acknowledgement.  

Steps to a successful fundraising campaign:

• Create an interesting fundraiser title
• Write a meaningful fundraiser story
• Choose the best types of photos and videos for your fundraiser
• Pick the right fundraising goal
• Share your fundraiser to get more donations
• Thank your supporters
• Post updates that can help you meet your goal

Can I see who had donated to my VFP?

You can see your donor’s name and gift amount on your dashboard if your donors choose to share the information at the time of their donation.

What if I want to create a team page?

We can make that happen! A basic Team Fundraising Page (TFP) will be created for the team captain. Once set up, you can the have the option of personalizing it the same way you personalize your VFP*. Share and invite folks to join your team. Once a member signs up on your team, you will be able to see their amount raised.

What if someone wants to support, but does not want to give online?

Our website is secure, and the donor will be able to access their receipts immediately. We can, however, accept gifts offline if needed. If you collect cash or checks from your donors, you will need to submit them at our office or mail checks as soon as possible. In order for the donation to be allocated to your fundraiser, you will need to let us know at the time you submitting the donation(s). Please include your VFP URL on the memo line of the check(s) and if needed, provide a note with any additional information. 

Please mail all donations to: 

St. Charles Foundation
Attention: Community Organized Fundraising 
2500 NE Neff Rd 
Bend OR 97701

Please remember:

St. Charles Foundation can only provide a written receipt for tax purposes for a donation if the donation is made payable to and received directly by St. Charles Foundation. 

If donations from your fundraiser are deposited into another account outside St. Charles Foundation and then donated as a single sum (i.e. one check) only the individual whose name appears on the check is eligible to receive a tax acknowledgement letter/receipt for the donation. In this instance, it is your responsibility to ensure the donors understand that a gift will not be acknowledged as a tax-deductible gift donation by St. Charles Foundation.

I am ready to start my Personal Fundraise Page, now what?

Great, your efforts will help make a difference in our community! Please complete the Community Organized Fundraiser application as soon as possible, or at least 60 days in advance. Once completed and reviewed, your point of contact with St. Charles Foundation will provide you with your VFP and be available to answer questions.

Good Luck!

What if I have questions?

You can email St. Charles Foundation staff at CommunityFundraising@stcharleshealthcare.org or call our office at 541.706.6996

Do you have a fun idea? Do you want to support, but don't know how?

There are some really fun and exciting ways you can support St. Charles Foundation. Here is just a sample of ideas:

• Car wash

• “-sales” (bake, book, craft, garage, etc.)

• Cooking competitions

• Tournaments (golf, basketball, bowling, pickleball, etc.)

• Specialty “feast” meals (pancake, seafood, spaghetti, BBQ, etc.)

• Run/walk

• Fashion show

• Auction

• “a-thons” (walk, ride, swim, dance, bowl, etc.)

• Carnival/festival

• Performing Arts show (theater, dance, improv, etc.)

• Dinner party

• “Pass the can”

• Virtual Fundraiser/“Donate a day” (Birthday, graduation, anniversary, in honor of, etc.) with a personal fundraising webpage provided by St. Charles Foundation

Rural communities across the nation face a critical shortage of primary care doctors and the same is true for Central Oregon. Our region’s health and well-being is in jeopardy. 

This shortage can lead to patients driving long distances for care or visiting the emergency room with routine concerns. Long wait times can also make health problems worse or cause patients to forego care all together. 

Relying on recruitment alone does not work well, because there are simply not enough doctors. Estimates show a shortage of more than 100 primary care doctors in the tri-county area by 2030.

After decades of working to address this issue, health care leaders got creative. St. Charles Health System, partnering with Mosaic Community Health and Indian Health Services in Warm Springs, has created the Three Sisters Rural Track Program. It’s the first graduate medical education program in Central Oregon. This program creates a pipeline of uniquely trained doctors that will significantly transform health care access in Central Oregon.

Doctors applying for this program desire to specialize in rural family medicine which, includes: 

• Primary Care

• Family Birthing

• Emergency Medicine

• Behavioral Health

• Hospital Medicine

These doctors spend the first year of their residency at Oregon Health & Science University in Portland, and the following two years treating patients at St. Charles Madras, Mosaic Community Health Madras, and Indian Health Services in Warm Springs.

Doctors in training will immediately improve access to health care in Jefferson County when they begin arriving in 2025. Each doctor will care for approximately 300-400 patients, serving 900+ in the first year of the program, and this number will grow as more doctors graduate from the program.

3 doctors

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Seeing 900+ patients per year

6 doctors

---

Seeing 1,800+ patients per year

23 doctors

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Seeing 20K-40K patients per year

Statistics show that roughly 55 percent of doctors stay within a 100-mile radius of their residency program site. This means within 10 years, the program is estimated to generate 23 doctors who would reside and care for patients across the region, serving 20,000 – 40,000 more people.

*Source: Fagan EB, Gibbons C, Finnegan SC, Petterson S, Peterson LE, Phillips RL Jr, Bazemore AW. Family medicine graduate proximity to their site of training: policy options for improving the distribution of primary care access. Fam Med. 2015 Feb;47(2):124-30. PMID: 25646984.

How you can help

By making a gift to St. Charles Foundation in support of the Three Sisters Rural Track program, you not only invest in the future of health care services in Central Oregon, you invest in the recruitment, training and education of doctors who may care for you, your loved ones, or your neighbors in their greatest time of need.

Learn more about how you can advance the future of health care in Central Oregon.

Email Angela Saraceno