Tea Party or Luncheon Bake Sales. Walk-a-thon, Dance-a-thon, etc. Black-Tie Event

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1 Thank you for considering Friends of Gilda s Club Memphis as a beneficiary of your fundraising activities. We appreciate your efforts and look forward to working with you as a partner in raising awareness and funds to help Memphis area cancer survivors and their loved ones receive emotional and social support. Friends of Gilda s Club Memphis is funded entirely by local donations. Your help is important to our members. A third-party fundraising event is an event or program created and hosted by a business, organization, community group, school or individual to help promote awareness and support for Friends of Gilda s Club Memphis. The event is planned and executed independently of Friends of Gilda s Club Memphis. Listed below are some ideas of the many ways that you can help raise funds and awareness for Friends of Gilda s Club Memphis. This list is by no means exhaustive; let your creativity guide you! Art Show Tea Party or Luncheon Bake Sales Walk-a-thon, Dance-a-thon, etc. Black-Tie Event Car Wash Book Club Wine tasting Car Show Cocktail Party Holiday-Themed Party Lemonade Stand Concert Runs/Walks Golf Outings/Tournaments Yard sales Work with a Local Business to: Donate a percentage of a designated night s profits to Friends of Gilda s Club Memphis Set out collection canisters next to cash registers to encourage customers to help you support Friends of Gilda s Club Memphis Designate Friends of Gilda s Club Memphis as an event beneficiary: If your business or organization hosts an annual event that generates funds, consider designating Friends of Gilda s Club Memphis as the beneficiary for your next event. This packet contains the following information: An overview of Friends of Gilda s Club Memphis. A Friend Raiser/Third-party Event Proposal Form. This form should be completed and returned to Friends of Gilda s Club Memphis for approval prior to announcing your event. A copy of our Third-party Fundraising Guidelines. Please review these policies and procedures carefully. After your event is approved, we are here to help you by: Offering advice and suggestions on event planning Approving the use of Friends of Gilda s Club Memphis name/logo to promote the event Providing a template for writing a press release Providing Friends of Gilda s Club Memphis general information flyers or brochures about programs and services Providing a letter of authorization and validation to assist in fundraising Helping to promote your event to Friends of Gilda s Club Memphis community supporters and followers through our website/facebook/newsletter announcing upcoming events Friends of Gilda s Club Memphis Page 1 Third Party Fund Raising Overview

2 Requesting Friends of Gilda s Club Memphis representative(s) to attend or speak at your event Requesting Friends of Gilda s Club Memphis volunteers to help staff the event Providing a Friends of Gilda s Club banner to display at the event Acknowledging donations and distributing tax receipts for contributions made payable to and submitted to Friends of Gilda s Club Memphis Providing post event recognition, when appropriate, to Friends of Gilda s Club Memphis community supporters and followers through our website/facebook/newsletter during the week following the date of the event or when the contribution is submitted to Friends of Gilda s Club Memphis Friends of Gilda s Club Memphis is unable to provide the following: Funding or reimbursement for Third-party event expenses. This includes printing of event flyers to publicize the event Tax exemption information for making purchases related to Third-party events Assistance in soliciting corporate sponsorship or auction items for Third-party events Guaranteed volunteer, Board Member, or staff attendance at Third-party events Access to donor or vendor contact information Assistance in handling mailings, attending committee meetings, recruiting attendees or collecting monies Once you have an idea for a fundraiser and have submitted your Friend Raiser/Third-party Event Proposal Form, here are a few event-planning action items to help gather your thoughts and prepare for a successful event. Form a Planning Committee: Collaboration and sharing responsibilities will increase your chances of success and help you enjoy the project. Establish Event Goals: Have realistic and measurable financial goals. Identify Your Audience: Determine who is likely to attend and support your event. Develop a Budget: Identify possible sources of income and expenses in line with your financial goals. Give Your Event a Personality: Be creative when branding your event. Have fun with it! Promote and Publicize: Develop a plan for generating interest and excitement about your event. Contact: Event Manager Friends of Gilda s Club Memphis P.O. Box Germantown, TN events@gildasclubmemphis.org Friends of Gilda s Club Memphis Page 2 Third Party Fund Raising Overview

3 Friend Raiser/ Third-Party Event Proposal This form serves as an agreement between the event organizer and Friends of Gilda s Club Memphis for the purpose of setting forth the terms and conditions of our relationship with respect to the awareness and fundraising program described below. Please return this form to Friends of Gilda s Club Memphis for event approval. Please submit your proposal a minimum of three weeks prior to the date of the event. (Please print or type) Company/Organization (if applicable): Contact Name: Title: Phone: (cell) (home) (office) Website: Address: City: State: Zip: Name of your Event: Description of your Event/Activity: Event Date(s): Event Time(s): Event Location: (include Address if possible) Who are the Target Participants: Estimated Number of Participants? How will Funds be raised? (ticket sales, silent auction, sponsorships, etc. Include cost of tickets.) Projected Minimum/Maximum Dollars of income to Friends of Gilda s Club Memphis (min) $ / $ (max) or % (of income) Will other charitable organizations benefit from this event? Yes No If yes, please list other organization(s) and percent of proceeds each will receive: Please list all potential sponsors and donors for your event?(attach a separate sheet if necessary) Please describe how you will attract participants to your event?(personal invitations, web, online registration, flyers, media, etc.) Will Friends of Gilda s Club Memphis receive list of participants/donors from this event? Please indicate resources you would like to request from Friends of Gilda s Club Memphis for this event: Use of Friends of Gilda s Club Memphis name/logo to promote the event Please note: Pre-approval is required before distribution. A Friends of Gilda s Club Memphis representative to attend the event Will the representative speak to the group? Friends of Gilda s Club Memphis general information flyers or brochures Friends of Gilda s Club Memphis banner to display at the event Friends of Gilda s Club Memphis volunteers to help staff the event If so, please note responsibilities and how many? A template for writing a press release Add your event to our website/facebook/newsletter announcing upcoming events A template for Thank You Letters See Page 2 Friends of Gilda s Club Memphis Page 1 Third-Party Event Proposal

4 How else might Friends of Gilda s Club Memphis help meet your expectations for this event? I acknowledge receipt of the Friends of Gilda s Club Memphis Third Party Fundraising Guidelines and agree to comply with all provisions in organizing and holding this fundraising event. Signature of Responsible Party (must be 18 or older) Date Thank you for your interest in partnering with Friends of Gilda s Club Memphis to raise awareness and funding to help ensure no one faces cancer alone. You will be contacted upon receipt of your proposal. Contact: Event Manager Friends of Gilda s Club Memphis P.O. Box Germantown, TN events@gildasclubmemphis.org Friends of Gilda s Club Memphis Approval Signature Title Date For office use Friends of Gilda s Club Memphis Page 2 Third-Party Event Proposal

5 Thank you for your interest in hosting an event to support Friends of Gilda s Club Memphis. All money raised for Friends of Gilda s Club Memphis will be used establish our Memphis clubhouse and implement programs so people in our community affected by cancer can find the emotional and social support they need during their cancer journey at no cost to them. Prior to hosting an event we ask that you fill out a Friend Raiser/Third-Party Event Proposal Form. The form must be submitted and approved by Friends of Gilda s Club Memphis before the event can be promoted to the public. As the Event Organizer, you are responsible for planning, organizing, and obtaining support for your fundraiser. Friends of Gilda s Club Memphis (FOGCM) is able to provide advice and guidance for third-party fundraisers, however, we do not have the personnel to handle the organizational and administrative aspects of a third-party event. Event Approval Third-Party Fundraising Guidelines Please review these Third-Party Fundraising Guidelines. After reviewing these guidelines, please complete and submit the Friend Raiser / Third-party Event Proposal form. The event must be credible, reputable, and in line with the mission of FOGCM. The event date and time will be reviewed to ensure no duplication of event or event dates. This will allow for sufficient time between events to maximize support, enthusiasm and attendance at all events. Approval by FOGCM must be obtained before advertising or holding the event. FOGCM reserves the right to refuse funds raised at unapproved events and activities. Promotion and Marketing The Friends of Gilda s Club Memphis name and/or logo may be used only after written permission is given. All references to FOGCM in publicity and promotional materials for the event or promotion should refer to Friends of Gilda s Club Memphis. Do not use Gilda s Club, Gilda s Club Memphis, or FOGCM. Event names and marketing materials should reflect FOGCM as a beneficiary and not imply that FOGCM is responsible for the sponsorship, planning, production, or execution of the event. (As an example, the naming of the event should not read: Friends of Gilda s Club Memphis Golf Tournament but instead The Mid-South Charitable Golf Tournament to benefit Friends of Gilda s Club Memphis ) Any promotion of the event must avoid statements or appearance that FOGCM is endorsing any product, firm, organization, individual, or service. FOGCM must review all promotional materials that include the FOGCM logo or name (including press releases, public service announcements, scripts, posters, brochures, etc.) before they are used or made public. Because of commitments we have to our members and donors, FOGCM does not provide its database for promotion of a third-party event. Friends of Gilda s Club Memphis Page 1 Third-Party Fund Raising Guidelines

6 Promotion may be provided through the Gilda s Club web site and newsletters, and Facebook when appropriate. The amount or percentage of proceeds that will be donated to FOGCM must be clearly displayed and disclosed to the public prior to, during, and after the event. Please see the examples below: Donation type Sample Language 100% of funds collected will be donated to FOGCM. (no expenses will be covered by any portion of the ticket sales) If all the money minus event expenses will be donated to FOGCM, state the minimum portion or percentage of the amount. If a specific dollar amount in the purchase of a product is going to FOGCM, state the dollar amount. 100% of ticket sales/registration fees/purchase price benefits Friends of Gilda s Club Memphis. A minimum of $ from every ticket sold will benefit Friends of Gilda s Club Memphis. or Eighty percent of ticket sales will benefit Friends of Gilda s Club Memphis For every car we sell during the event, $100 will go to Friends of Gilda s Club Memphis Event Expenses and Income All expenses incurred for conducting the event are the responsibility of the Event Organizer. FOGCM will not be liable for any costs or expenses associated with the event. FOGCM will not advance monies nor reimburse the Event Organizer for the purchase of goods or services for a third-party event. No goods or services may be charged to FOGCM for any reason. If the expenses are greater than the total collected, the Event Organizer is responsible for payment of these additional expenses. To reduce event expenses, the Event Organizer may solicit donated goods and services and/or negotiate reduced costs. FOGCM will provide the Event Organizer with a formal endorsement letter to assist in seeking support for the third-party event. The Event Organizer is responsible for opening and maintaining his/her own bank account for the event. No bank accounts may be established in the name of Friends of Gilda s Club Memphis. FOGCM cannot solicit sponsors for a third-party event. The Event Organizer agrees to provide a list of all potential sponsorship contacts (including all potential in-kind donors), in advance, to FOGCM so we can review and discuss any outstanding commitments or relationships a company has to FOGCM. The Event Organizer should be prepared to provide FOGCM access to an accounting of all funds collected and expenses related to the event. FOGCM reserves the right to inspect all event financial records. Event Insurance and Liability The Event Organizer is solely responsible for obtaining any necessary permits, clearances and licenses required by local and state governments and complying with all applicable local, state, and federal laws. The Event Organizer is responsible for obtaining appropriate insurance coverage to cover the event as necessary. FOGCM cannot be held liable for details associated directly or indirectly with the thirdparty event, including, but not limited to, expenses, purchases, insurance or liability coverage. Friends of Gilda s Club Memphis Page 2 Third-Party Fund Raising Guidelines

7 FOGCM will not supervise or control the event and therefore is neither responsible for nor liable for acts or omissions with the event. Tax Guidelines and Implications The Event Organizer is responsible for complying with all IRS regulations and registrations applicable to the event. FOGCM will provide the Event Organizer with confirmation of our IRS approved 501c3 tax-exempt status. FOGCM sales tax exemption (on purchases) cannot be extended to any third-party event or fundraising effort. Closing the Fundraiser/Acknowledging Donations Checks payable to Friends of Gilda s Club Memphis must be delivered or mailed to FOGCM within 15 days of the event. Checks may be mailed to PO Box 38552, Germantown, TN Credit card transactions for FOGCM may be processed after the event is completed. Checks payable to Friends of Gilda s Club Memphis will be provided with a tax deductible acknowledgement letter in accordance with IRS and state tax regulations. (Only the amount that is over and above what is received in goods and services from the donation is considered tax deductible.) The Event Organizer will submit a report listing individual and businesses donations within 30 days of the event. Donations made to the Event Organizer or other source may be sent a general acknowledgment letter with no value attached. If only one check is written from the Event Organizer to Gilda s Club for the proceeds from the event, individual tax receipts will not be sent to donors and attendees. Only the lump sum check will be acknowledged. Since the donation is from multiple individuals, the entity writing the consolidated check cannot receive a tax deduction. Cancellation, Liability & Changes: FOGCM reserves the right to direct a third-party to cancel an event at any time for any reason. If so directed, the third-party agrees to release FOGCM from any and all liability and connection to such action. All changes to the fundraising event that differ from the original Friend Raiser / Third-party Event Proposal Form must be reported to FOGCM for approval. Contact: Event Manager Friends of Gilda s Club Memphis P.O. Box Germantown, TN events@gildasclubmemphis.org Friends of Gilda s Club Memphis Page 3 Third-Party Fund Raising Guidelines