Third Party Event Proposal Form

THIRD PARTY EVENT PROPOSAL FORM Thank you for your interest and offer of support for the Animal Rescue League of Berks County. Tails are wagging with joy! ______Here’s What We Need to Know: (for an effective, successful partnership)

Today’s Date: ______Your Contact Information

Group/Company/Organization Proposing Partnership: ______Physical Address: ______City: ______State: ______Zip: ______Mailing Address: ______City: ______State: ______Zip: ______Website: ______Primary Contact Person: ______Day Phone: ______Cell Phone: ______Fax: ______Email (required): ______

Your Event Information

Event Title: ______Location: ______Indoors or Outdoors: ______Address: ______Date: ______Rain Date: ______Setup Time: ______Start Time: ______End Time: ______Parking Details (include fees if known): ______

Description of partnership/event. (Include type of event, what will be happening, desired participation from the Animal Rescue League, will other groups or organizations be there and/or be a beneficiary, etc.):

______

If you are requesting the Animal Rescue League of Berks County to be on-site during your event, will you be providing any of the following (it’s OK if you can’t --- we just like to know ahead of time): Table (include size if known), Chairs, Tent, Power ______

How do you plan to promote this partnership/event to maximize attendance? ______

How many people do you anticipate reaching with this partnership/event, and who are your target participants? ______

Will you provide staffing and/or volunteers for this partnership/event? If so, how many and in what capacities? ______If you are requesting the Animal Rescue League of Berks County staff and/or volunteers, please tell us how many you think you will need and what their activities will be. ______

Does your event require a license of any sort? yes no If yes, please explain: ______

Here’s What You Need to Know: (for an effective, successful partnership)

. FUNDRAISER GUIDELINES: The ARL will provide you with a copy of our Third Party Event Fundraiser Guidelines which must be read and followed to ensure adherence to 501(c)3 regulations.

. APPROVAL PROCESS: All proposals will be reviewed by the Animal Rescue League of Berks County looking at these factors: Will people become more aware of the ARL’s message and mission because of this partnership? Is there potential to generate contributions for the Animal Rescue League of Berks County efforts? How extensive are the promotions planned? How much of the Animal Rescue League of Berks County staff time and effort is expected? Once your proposal is reviewed, you’ll be notified within ten days. After your proposal is accepted, you may begin coordinating the partnership/event.

. PROMOTION: All publicity, printer materials, flyers, PSA’s and any other promotional efforts developed for this partnership will need to be approved by the Animal Rescue League of Berks County prior to any planned promotion. If given enough notice, the ARL may be able to assist with promotion of the event by including it in our monthly e-newsletter’s Community Events listing and potentially adding it to the ARL website’s Calendar of Events/Facebook page.

. DONATIONS: By naming the Animal Rescue League of Berks County as the beneficiary of this partnership, it will be necessary to donate all net revenues raised on behalf of the Animal Rescue League of Berks County to the Animal Rescue League of Berks County within 30 days of the partnership completion or by predetermined agreement.

. ANIMALS: Please be aware and understanding of the need to restrict where and when adoptable animals make appearances. The well-being of our adoptable animals is very important. The environment and conditions must be very favorable before approval is given for their involvement in a partnership. Upon approval, the number and type of animals available for an appearance, as well as the length of appearance will be determined by an ARL staff member. Adequate shade and access to water are required.

. FEEDBACK: All partners will be asked to complete a feedback survey after our collaboration.

Guidelines for Third Party Event Fundraisers

Third party events are conducted by outside organizations or individuals for the benefit of the Animal Rescue League of Berks County (ARL) with minimal or no assistance by the ARL. The ARL utilizes this fund-raising strategy to generate resources with a minimum of staff and volunteer commitment. The sponsoring organization must be respected in the community and one whose reputation will enhance the image of the ARL. Companies that conflict with our mission or values may not be sponsors. While we are grateful that outside organizations are willing to raise funds on behalf of ARL, it is important to remember that violation of these guidelines can jeopardize our 501(c)(3) status, and in turn, our ability to help animals in need.

1. EVENT APPROVAL: All third party events/programs must be approved by an Animal Rescue League representative. Confirmation will be sent following the ARL’s receipt and evaluation of a Third Party Event Proposal form from the sponsoring organization/individual. Approval from the ARL must be received before any promotion of the even begins. The ARL must be notified in writing if there are any significant changes to the event once it has been approved. If circumstances warrant, the ARL may at any time direct you to cancel the event. You must agree to cancel the event, if so directed.

2. RESPONSIBILITIES: The outside organization is responsible for all aspects of the event including: logistics, primary sales, staffing, marketing and promotion of the event. The ARL may assist where appropriate at our discretion and with advance notice.

3. FUNDING: The Animal Rescue League of Berks County will not supply any funding to finance a third party event and will not be responsible for any debts incurred.

4. The business/organization/individual will not open any bank accounts using the ARL’s name or Taxpayer Identification Number (TIN). Any check donations listing the ARL as “Payee” will be forwarded to the ARL for deposit.

5. USE OF NAME/LOGO: If the Animal Rescue League of Berks County name or logo is to be used on promotional materials (print, Internet, or broadcast), sponsor must contact Nan Parks at [email protected] for approval.

6. TAX DEDUCTIONS & DONATIONS: Third party fundraising efforts are not permitted to use ARL’s Pennsylvania State Sales Tax-Exempt or Federal Employer Identification numbers when directly purchasing materials or supplies for their fundraisers. Both Pennsylvania and federal tax laws specify that groups raising funds independently to later provide financial support to the ARL are prohibited from claiming exemption from State and any other applicable taxes on such purchases.

7. If all proceeds from the event go to the ARL, then the sponsor of the event must consider any expenses incurred in production of the event as a donation. If the sponsor wishes to take expenses out of the proceeds to the event, checks may not be made payable to the ARL and will not be tax deductible. Only donations made directly to the ARL are tax deductible (to the extent permitted by law). Donations made directly to a third party event can thus be used to cover the event’s expenses, but they are not tax deductible.

8. DONOR COMMUNICATION: If any expenses are to be taken out of the proceeds, the following wording must be included on promo materials and communications for the event: “A portion of the proceeds from (event name) will benefit the Animal Rescue League of Berks County.”

9. LICENSE & INSURANCE: The ARL cannot be responsible for insurance coverage liability, permitting, or liquor licensing for any third party event. If your event includes a bingo, raffle, 50/50 drawing and /or casino type games, you MUST acquire the proper permit/license from state or local government offices and abide by all rules and regulations pertaining to gaming activity.

10. COMPENSATED PROMOTERS: If any type of promotion person or company is engaged to coordinate the benefit, we must be notified immediately. Compensation to promoters shall not be based on commission or percentage of monies raised. The ARL will decline to participate in any fundraising event using paid solicitors to request donations or sell products by phone. Pennsylvania Charitable Solicitation Act requires that any individual or entity (not paid staff) contracted to do fundraising must be registered with the bureau of Charitable Organizations. *See http:www.dos.state.pa.us click on charities then Charitable Solicitation Act for the definition of “professional fundraising counsel’ and ‘professional fundraising solicitor” to determine registration requirements.

11. SHARING OF INFORMATION: The ARL does not release nor solicit volunteer, donor, or adopter contact information to outside organizations to or from our database.

I individually, or as a representative of the above named business or organization, agree to the above requirements and hereby fully release and agree to hold harmless. The Animal Rescue League of Berks County and its affiliates, their Officers, Directors, Trustees, agents, employees and representatives, successors and entities, together with their insurers, of and from any and all liability, claims, damages, expenses or causes of action for any reason. I also certify I have read all and will abide by the Third Party Event Fundraiser Guidelines.

______Date ______Signature of Partnership Contact Person

Please complete, sign and return this form to: Animal Rescue League of Berks County

Attn: Hope Poliansky, 58 Kennel Road

Birdsboro, PA 19508 Phone: (610)-373-8830 ext. 120 Email: [email protected]

Thank you for all of your efforts on behalf of the animals at the Animal Rescue League of Berks County!