Terms and Conditions for Festive Funding for Patients

I agree to abide by the conditions of the grant outlined below:

Charitable grants are awarded at the level indicated in the offer correspondence. The amount of the grant may differ to the amount applied for. It is the responsibility of the grant holder to deliver the project within the budget awarded. The Charity has made no commitment to support overspent budgets.

Grant funding must be used solely for the activities and costs approved by the funder, as set out in the application form, and confirmed in the grant award letter. It is the responsibility of the Grant Recipient to ensure that all funds are spent in accordance with these approved purposes.

You must obtain permission from NHS Lothian Charity to make changes to the project.

Only those individuals detailed on the application form are authorised to collect the cash from the Cashier. Please take your NHS Lothian ID.

The named individuals on the application form are responsible for ensuring the cash is kept secure once collected, spent appropriately in line with the approved use, and that all receipts are retained.

Festive Funding is for the benefit of patients. Items for staff must not be purchased. If receipts include any of these items, the cost will not be reimbursed.

Costs incurred should be reasonable and not excessive. Costs can be incurred to provide a modest gift, festive snacks and refreshments, festive outings or activities or festive decorations.

No store loyalty points are to be obtained as a result of any purchases e.g. Tesco Clubcard points

The purchase of alcohol, tobacco, gift vouchers or items unrelated to festive celebrations are not permitted. If receipts include any of these items, the cost will need to be reimbursed.

Any unspent money, MUST be returned to the Cashier, and receipts scanned and sent to [email protected] by the 31st of January, as stated in your application correspondence. Failure to do so may result in future applications being rejected.

You agree to complete the on-line evaluation report. Failure to do so may result in future applications being rejected.

Wherever possible, appropriate acknowledgement should be made to NHS Lothian Charity for the funding provided. E.g on gifts tags: from the staff on ward xxx and NHS Lothian Charity.

All items must comply with current Infection Prevention and Control guidelines and NHS Lothian’s Fire Safety policy.

The Charity reserves the right to make changes to terms and conditions. Written notice and a full explanation will be given.

Recognition of Charitable Support

As a condition of receiving charitable funding, NHS Lothian Charity should be appropriately recognised for its support. This recognition helps us:

  • Demonstrate how donations are making a difference.
  • Inspire others to seek funding for impactful projects.
  • Encourage future donations to wards, departments, or services for future projects.

This can be done in a variety of simple ways, appropriate to the funding provided, for example:

  • using NHS Lothian Charity gift tags on presents (these will be provided by the Charity when collecting cash) and mentioning the Charity’s support when sharing gifts or activities with patients, helping to highlight the positive impact of donations.
  • including an acknowledgement in team updates or newsletters
  • recognising the charity in social media posts
  • displaying posters or messages in ward or activity areas where appropriate.
  • providing quotes, photographs, or case studies for use in promotional materials.

Your cooperation in recognising NHS Lothian Charity’s support is greatly appreciated and helps us continue to fund meaningful work across NHS Lothian.

Confidentiality

All information provided to the Charity, either through an online application form or monitoring and evaluation data , is held confidentially and in line with our privacy policy.

We will not disclose any sensitive data provided, either in an application or project progress report, to a third party in any circumstances other than what has been outlined above, unless the disclosure is required by law or specifically approved by a grant recipient.

Information provided to the Charity will not be sold to a third-party individual, organisation or commercial company for any gain, either financial or otherwise.

Termination of Grant

NHS Lothian Charity reserves the right to make changes to these terms and conditions at any time: written notice and a full explanation will be given.

NHS Lothian Charity reserves the right to terminate a charitable grant at any time. Written notification will be given and funding provided to cover relevant costs incurred up to the termination date. If the receiving organisation discontinues the project, NHS Lothian Charity reserves the right to reclaim the charitable grant amount.

Please do not hesitate to get in touch with the Charity Team on [email protected] if you have any queries regarding the grant conditions.

Updated July 2026