Adopt a Charity Application Guidelines

Transcription

1 OBJECTIVE Adopt a Charity Application Guidelines The Surrey Children s Festival Adopt a Charity program provides not-for-profit organizations focused on family and child services with an on-site opportunity to increase community awareness of their organization and services. ELIGIBILITY Eligible: Not-for-profit organizations (society incorporation number must be provided). Serving families and/or children. Governed by a Board of Directors that has approved the application. Based in Surrey or servicing the Surrey community. Not Eligible: For-profit organizations. Individuals. Public and private schools including post secondary educational institutions, or societies seeking funding for school-based programs. Religious organizations. Organizations that primarily fund other organizations (e.g. grants) or individuals (e.g. scholarships). APPLICATION DEADLINE The deadline for submitting Adopt a Charity applications will be determined annually. Please see the Surrey Children s Festival website ( for dates. Application Deadline for the 2013 Surrey Children s Festival is March 15, Please Note: Late submissions will not be considered. APPLICATION ASSESMENT Applications will be assessed by the Surrey Children s Festival Steering Committee based on the applicant organization s eligibility, suitability, benefits of services provided to families and children, and the creativity of their proposed art activity. APPLICATION PROCESS 1. If you have general questions regarding your application, please contact Marnie Perrin, Artistic Director of the Surrey Children s Festival (SCF), at MLPerrin@surrey.ca. 2. Applications need to be submitted by 5pm on deadline date (March 15, 2013) to: Surrey Children s Festival Attn: Marnie Perrin, Artistic Director th Avenue Surrey, BC V3W 3L1 1/3 Guidelines

2 3. As part of the review process, a SCF Steering Committee member may contact the applicant organization for further information. 4. Decisions regarding the annual selection of the chosen Adopt a Charity rest with the SCF Steering Committee. Due to the high number of applications, and as applicants may apply again the following year, no late applications are accepted and there is no appeal process of SCF Steering Committee s decision. 5. The annual review may take 4 to 5 weeks. Decision for the 2013 Surrey Children s Festival will be announced by April 19, Following SCF Steering Committee approval, each applicant will receive notification of the Steering Committee s decision. 7. The Adopt a Charity organization chosen for the 2013 Surrey Children s Festival will be forwarded the Adopt a Charity agreement. To confirm participation, the chosen organization must sign the Adopt a Charity agreement and return one copy by April 26, 2013 to: Surrey Children s Festival Attn: Marnie Perrin, Artistic Director th Avenue Surrey, BC V3W 3L1 8. Once chosen, the Artistic Director and the Adopt a Charity Arts Activity Coordinator will meet to finalize details of the proposed Arts Activity. The Artistic Director must approve the final Arts Activity concept by May 3, BENEFITS Presence on the Surrey Children s Festival site for all 3 days of the Festival. Logo recognition as the chosen Adopt a Charity on the 2013 Surrey Children s Festival Website Festival News page including a hyperlink to the charity s website. Logo recognition as the chosen Adopt a Charity on the 2013 Surrey Children s Festival Website including a hyperlink to the charity s website. Recognition in one Festival general newsletter. Verbal recognition from our Community Spirit Stage as part of our Festival parade. Participation in the Festival s sponsor recognition event (scheduled for Friday, May 24, 2013). After the first year and for three more consecutive years: Continuing opportunity to operate an art activity on site provided by the charity, with prior approval from the Artistic Director. Recognition in one Festival general newsletter. Logo recognition as a past Adopt a Charity on the Surrey Children s Festival Website including a hyperlink to the charity s website. After four consecutive years: Logo recognition as a past Adopt a Charity on the Surrey Children s Festival Website including a hyperlink to the charity s website. 2/3 Guidelines

3 CHARITY RESPONSIBILITIES Provide an approved art activity on site for all three days of the Festival. Note: one Festival day is negotiable. Charity provides tent (no larger than a 10x10; with non-branded walls) Charity supplies all activity supplies, materials and staff/volunteers. Charity provides signage inside the tent. Charity supplies a simplified activity should main activity supplies and materials be exhausted. Charity provides information flyers. Set up Art activity set up is available Wednesday until 4:30pm and Thursday morning until 9:00am Additional set up assistance is available on a limited basis; please contact Technical Director Dave Brownell, DVBrownell@surrey.ca, , if needed. Table and chairs are provided by the Surrey Children s Festival and must be ordered from technical Director Dave Brownell by May 10, Festival Hours 9am-2:30pm on Thursday, May 23, am-2:30pm on Friday, May 24, :30am-7:30pm on Saturday, May 25, 2013 The Charity s art activity coordinator will be on site at all times during Festival Hours to supervise the art activity. The Charity will be on site one hour before the start of each Festival day to ensure their activity is ready for site opening. Driving on site during Festival hours is not permitted under any circumstance. The Charity shall not tear down their activity before the Festival closes on Saturday. Clean Up At the end of the Festival, the Charity shall be responsible for the complete clean-up of their activity area including cleaning tables and disposing of garbage and recycling. Saturday, May 25, 2013: between 7:30pm and 9pm Sunday, May 26, 2013: between 11:00am 2:00pm RESIGNATION If a charity decides after year one that they will no longer be able to support an art activity on site, the Festival will maintain logo recognition as a past Adopt a Charity on the Surrey Children s Festival Website including a hyperlink to the charity s website. The Charity is asked to provide written or ed notification of their intention to discontinue on-site participation to the Surrey Children s Festival by January 15, /3 Guidelines

4 Adopt a Charity Application Form Application Deadline for the 2013 Surrey Children s Festival is March 15, Please Note: Late submissions will not be considered. Charity contact information Name of Organization: Mailing Address: City: Postal Code: Website: Charity representative contact information Name: Title: Phone: Cell: Charity information Who do you serve: What service do you offer: What community or geographical area within Surrey(if applicable): What age demographic do you focus on: Approximate number of families/children you serve per year: How many years have you existed: Charitable number: Charity s Mandate & Vision: 1/3 Application

5 Why your organization/charity should be chosen? ( word description) Include ways you plan on increasing community awareness of your organization/charity. What on-site art activity do you propose? ( word description; with photos if applicable) Charity s art activity coordinator contact info (this person will supervise the Charity s art activity on site for the duration of the Festival) Name: Title: Phone: Please attached a list of the Board of Directors, Officers and Executive Directors. 2/3 Application

6 SIGNATURES Signature of the Charity s contact person is required to indicate agreement that the information provided in this Surrey Children s Festival Adopt a Charity application, including all required documentation, is accurate, complete and endorsed by the organization and its Board of Directors. If chosen, I agree to respect these terms. Name Title Signature Date Thank you for your application to the Surrey Children s Festival Adopt a Charity program. We value your commitment and contribution to the community and your desire to get involved. We are looking forward to another great year in Sincerely, Festival Staff and Steering Committee 2013 Surrey Children s Festival 3/3 Application