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Rainbow Foundation Limited Guidance Notes for Service Event Application

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Rainbow Foundation Limited Guidance Notes for Service Event Application Updated on 19 Jan, 2015 Rainbow Foundation Limited Guidance Notes for Service Event Application 1. Beneficiary Eligibility Criteria Applicant organization is eligible to apply if it is: a member of the Hong Kong Council of Social Service (HKCSS) a charitable institution being exempt from tax under Section 88 of Hong Kong’s Inland Revenue Ordinance a charitable institution or community centre serving following beneficiary types . Underprivileged children and youth (orphans, children from single parent/low income families or physically ill) . Individuals with disabilities (with valid "Registration Card for People with Disabilities") . Individuals with chronic illness . Individuals from rehabilitation center (former drug addicts/ former prisoners/ former mentally disabled) . Low income families . Low income and living alone elderly (aged 65 or above or with valid Senior Citizen Card) . Low income new arrivals . Ethnic minorities and refugees from South Asia Countries . Homeless The Preparatory Committee has the right to examine supporting documents of participants. 2. Application Procedure In 2015, Rainbow Foundation targets to serve 40,000 underprivileged. The Preparatory Committee will send an invitation letter with Guidance Notes for Service Event Application to selected organizations via email. Applicant organization should complete the Online Application Form together with a document of Hong Kong’s Inland Revenue Ordinance under Section 88 to us within the application period specified in the invitation letter. Website as below: https://application.rainbowfoundation.org.hk/service_event_apply_form.jsp Application received after the application period will not be considered. Application with missing or incorrect information will not be considered. Application will not be considered if the applicant fails to provide the supporting documents specified. Successful applicant will receive Event Confirmation Letter, and be notified by phone or fax. Please sign with company chop within 3 working days and return it to us by fax at 2988-8664 or email to [email protected]. Rainbow Foundation is a Registered Charitable Institution 本基金是已註冊的慈善機構 (IRD Ref No. 1347487) PO Box 28013, Wan Chai, Hong Kong 香港灣仔郵箱 28013 號 www.rainbowfoundation.org.hk Email 電郵 : [email protected] Phone 電話: 2988-8772 Fax 傳真: 2988-8664 Page 1 of 4 3. Quota Successful applicant can submit several Service Event applications. Minimum of 50 participants or a multiple of 50 per application, and maximum of 200 participants per application (including staff and volunteers). Once the quota is met in each quarter, applications will be settled by lots. Rainbow Foundation reserves the right to decide the total number of participants per application as well as the event date. Successful applicant should appoint sufficient number of staff or volunteers to look after the participants (i.e. 1 staff or volunteer per 9 participants) throughout the event. 4. Event Date & Program The service events will be scheduled in 2015. Service events are applicable at 10:10am-3:50pm on Monday to Sunday including public holidays. Applicant organization must provide 3 event dates on the Online Application Form for consideration. Event date, lunch and program arrangement of successful applicant will be confirmed by telephone or fax. Visit to Noah‟s Ark attractions or other customized programs will be arranged for participants. 5. Transportation Arrangement All vehicles including coaches and rehabuses entering Ma Wan Island require Prohibited Zone Permit (PZP), except coaches entering from 10:00 to 16:00 daily. Successful applicant shall arrange their own coach or rehabus for participants, and bear the cost of all expenses. Successful applicant shall contact Ma Wan Park Management Services Office (MSO) directly to apply for the Prohibited Zone Permit for all vehicles entering Ma Wan. Please fax “Application Form for Access of Bus to Ma Wan Park” (Form 2) to MSO (fax: 3446-1230), and follow up with a phone call to ensure MSO receives the fax (tel: 3446-1163). At least 2 working days is needed for Prohibited Zone Permit application. Please note the following when filling out the bus entry time on the “Application Form for Access of Bus to Ma Wan Park” (Form 2): Approved time-slot will be 1 hour before & after the applied time, e.g. 8:01-10:00 will be granted to the applied bus entry time at 9:00am, therefore, if you plan to arrive Ma Wan between 9:00 to 9:59am, please tick 9:00am. Once the application is approved, Ma Wan Park Management Services Office will fax the “Notice for Redemption of Prohibited Zone Permit” to the applicant 2 days before the event. The applicant shall pass the redemption notice to the coach driver and remind him/her that he/she must bring along with the redemption notice to collect the PZP at the Distribution Point adjacent to the Tsing Yi View Point Carpark entrance on the day of use and enter Ma Wan within the approved time-slot as shown on the PZP. To arrange other vehicles entering Ma Wan, please contact Ma Wan Park Management Services Office for more information (tel: 3446-1163). To consider other transportation to Ma Wan, please visit Park Island Transport Company website www.pitcl.com.hk. Rainbow Foundation is a Registered Charitable Institution 本基金是已註冊的慈善機構 (IRD Ref No. 1347487) PO Box 28013, Wan Chai, Hong Kong 香港灣仔郵箱 28013 號 www.rainbowfoundation.org.hk Email 電郵 : [email protected] Phone 電話: 2988-8772 Fax 傳真: 2988-8664 Page 2 of 4 6. Lunch Arrangement Rainbow Foundation will sponsor lunch boxes and packaged drinks in Noah‟s Ark for the successful applicant. The person-in-charge of the organization should arrive at designated lunch venue 5-10 minutes prior to the designated lunch time to collect all meals, and coordinate seating arrangement and food distribution for all participants. If the total number of participants is over 50, they will be divided into groups to have lunch at different venues or time slots. 7. Payment Terms (if applicable) Successful applicant is required to make payment 2 weeks prior to the event date. Payment can be made by crossed cheque (payable to “Rainbow Foundation Limited”) or direct transfer to HSBC account 808-623649-001 („Rainbow Foundation Limited). Please write the organization name, contact person and mobile phone number on the bank-in slip and fax or email it to us together with the donation form. Once the application is approved and confirmed, payment will not be refunded. 8. Guaranteed Attendance and Cancellation of Event Successful applicant should notify Rainbow Foundation the exact number of attendant at 9:15am on the event date. Since Rainbow Foundation has to make advance payment for ticket/program and lunch for all participants, Successful applicant must guarantee 90% attendance rate on the event date in order to prevent any wastage of resources. Otherwise, Rainbow Foundation will charge the organization HKD$160 per absentee for all costs associated. Applicant organization cannot cancel the event once the application is approved and confirmed. Otherwise, Rainbow Foundation will charge the organization HKD$160 per participant for all costs associated. 9. Media Applicant organization is welcomed to invite media to join their event with prior written consent to Rainbow Foundation. Please indicate your request on the Online Application Form. 10. Survey & Acknowledgement Upon the completion of a Service Event, participants will be asked to complete a survey to help improving the service quality and impact of Rainbow Foundation. We would also appreciate the organization using letterhead to write a Thank You Letter, indicating the event date, number of participants, type of beneficiary, feedback on activities, brief organization introduction, together with signature of organization representative and organization chop, and send to [email protected] in color copy with a few photos of the event attached. We will forward to our donors for their continuous support to Rainbow Foundation in serving more underprivileged. Rainbow Foundation reserves the right to use the pictures for promotional purpose. Should there be any concern on the use of pictures, please specify in the Thank You Letter. Rainbow Foundation is a Registered Charitable Institution 本基金是已註冊的慈善機構 (IRD Ref No. 1347487) PO Box 28013, Wan Chai, Hong Kong 香港灣仔郵箱 28013 號 www.rainbowfoundation.org.hk Email 電郵 : [email protected] Phone 電話: 2988-8772 Fax 傳真: 2988-8664 Page 3 of 4 11. Adverse Weather Arrangement Rainstorm Warning Amber Rainstorm Warning / Red Rainstorm Warning / Thunderstorm Warning The event will continue and outdoor activities will be suspended. Black Rainstorm Warning If the warning is hoisted during the event, the event will continue, but outdoor activities will be suspended. If the warning is hoisted before the event, the event will be canceled and rescheduled. Typhoon Signal Typhoon Signal No. 1 The event will continue as usual. Typhoon Signal No. 3 The event will continue as usual, but outdoor activities will be canceled. Typhoon Signal No. 8 or above If the warning is hoisted during the event, the event will be canceled immediately. If the warning is hoisted before the event, the event will be canceled and rescheduled. High Winds Announcement Ma Wan Park Management Services Office will notify Rainbow Foundation when the Tsing Ma Bridge is closed due to high winds. If the high wind signal is in effect during the event, the event will continue, but outdoor activities will be suspended. If the high wind signal is in effect before the event, the event will continue, successful applicant can take the Park Island Ferry from Central Pier No. 2 to Ma Wan. ※ All of the above information is subject to change without prior notice. ※ In case of dispute, the decision of Rainbow Foundation shall be final. Rainbow Foundation is a Registered Charitable Institution 本基金是已註冊的慈善機構 (IRD Ref No. 1347487) PO Box 28013, Wan Chai, Hong Kong 香港灣仔郵箱 28013 號 www.rainbowfoundation.org.hk Email 電郵 : [email protected] Phone 電話: 2988-8772 Fax 傳真: 2988-8664 Page 4 of 4 .
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