A great example of third-party fundraising in action — supporters coming together at the Harvard Club in Spring 2025 to make an impact.
Interested in raising funds To support Boston MedFlight?
Boston MedFlight is grateful for the generosity of individuals, families, businesses, and community groups who raise funds to support our lifesaving critical care transport services.
From lemonade stands and bake sales to tournaments, athletic challenges, corporate partnerships, and community celebrations, third-party fundraising is critical to helping us advance our nonprofit mission.
Overview
What is a third-party fundraising event?
A third-party fundraising event is organized and conducted by an individual, group, or organization in the community, with proceeds designated to benefit Boston MedFlight.
Who can host a fundraiser?
Anyone in the community can host an independent fundraiser in support of Boston MedFlight — grateful patients and families, civic organizations, schools, faith communities, businesses, athletic teams, and community groups.
How will this toolkit help?
This toolkit is designed to make planning your fundraiser as straightforward as possible. From creating a budget and timeline to promoting your event and submitting proceeds, this guide provides practical tools and ideas to help you succeed.
We can provide
- Consultation and guidance for your fundraiser
- A letter of authorization confirming your event benefits Boston MedFlight
- Approved use of the Boston MedFlight logo, with prior review
- Coordination of check presentations
- Select branded materials, when available
We are unable to provide
- Our tax exemption number for event purchases
- Insurance or liability coverage
- Mailing lists of donors or vendors
- Stationery or official letterhead
- Funding or reimbursement of event expenses
- Guaranteed publicity coverage
- Guaranteed attendance of staff, pilots, clinicians, or patients
Online Fundraising Tools & Platforms
Boston MedFlight offers approved online fundraising tools for select third-party events and peer-to-peer campaigns. When you submit your request form, please indicate whether you are interested in using a third-party platform.
Getting Started
Hosting a fundraiser in support of Boston MedFlight is an incredible way to help save lives. Here are 10 steps to help you begin:
1
Form a planning committee. A dedicated group — even if small — increases your likelihood of success.
2
Brainstorm ideas. Think creatively and choose something that aligns with your interests.
3
Choose the right event. Consider your time, audience, and available resources.
4
Identify your audience. Who is most likely to support your event?
5
Develop a budget. List anticipated expenses and revenue sources. We encourage keeping costs at or below 20% of gross revenue.
6
Create a timeline. Map out key milestones, especially publicity deadlines.
7
Select a date. Check local calendars to avoid conflicts.
8
Open a bank account, if needed. Accounts must be opened in your event’s name, not Boston MedFlight’s.
9
Submit proceeds. Please forward all proceeds within 30 days of your event.
10
Say thank you. Acknowledging participants and sponsors builds goodwill and future support.
Publicity Tips
Create a Publicity Timeline
3–4 months before:
Identify your audience and create a targeted outreach plan.
4–6 weeks before:
Distribute digital materials, social posts, and announcements.
2 weeks before:
Follow up with media contacts and community partners.
1–2 days before:
Send a brief media alert outlining who, what, when, where, and why.
Take Photos
- Aim for 3–4 people per photo for strong visuals
- Create a shot list in advance
- Capture candid moments
- Include sponsors
After Your Event
Submit Proceeds
Please mail checks payable to Boston MedFlight:
Boston MedFlight
Attn: Development
150 Hanscom Drive
Bedford, MA 01730
Include a short note describing your event. An acknowledgement letter will be issued upon receipt.
Send Photos
Email 3–5 high-quality photos to development@bostonmedflight.org.
Logo Use
Use of the Boston MedFlight logo is permitted only for approved materials and must be discontinued after your event.
Start Planning Your Next Event
The best ideas often come right after a successful fundraiser!
Frequently Asked Questions
How long does approval take?
Fundraiser proposals are typically reviewed within 5 business days.
Do I need to form a nonprofit?
No. Anyone may host a fundraiser with prior approval. We can provide an authorization letter upon request.
Can Boston MedFlight plan or staff my event?
We are happy to provide guidance but cannot manage event logistics. Staff attendance cannot be guaranteed.
Does Boston MedFlight provide insurance?
No. Event organizers are responsible for securing insurance and necessary permits.
Can I use Boston MedFlight’s tax-exempt status?
No. Third-party events may not use Boston MedFlight’s tax ID or tax-exempt certificate.
Will donors receive receipts?
Boston MedFlight cannot issue individual receipts for payments made directly to your event unless via an approved and supported online platform.
If donors would like a charitable receipt, checks must be made payable directly to Boston MedFlight and submitted without alteration.
Because charitable receipt regulations are complex, please do not promise tax receipts without confirming with our office.
Can I be reimbursed for expenses?
Boston MedFlight cannot reimburse event expenses. Organizers are responsible for covering costs.
We recommend retaining no more than 30% of gross revenue to cover expenses.
Can we have a check presentation?
Yes. Please contact the Development Team to coordinate.
Should I thank my donors?
Absolutely. Personal thank-you messages are essential and greatly appreciated.
Questions? Please contact the Development Office at development@bostonmedflight.org.
