Sponsorship Request Application. Instructions. Applicant Information. Organization Name. Organization Representative/Contact

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1 Sponsorship Request Application Instructions 1. Please read the attached Sponsorship Guidelines and Approval Process information. 2. Answer each question in the space provided. Incomplete applications will be returned. 3. Attach the required documents. 4. Sign and date the application and return completed application at least two months prior to the event date to: Port of Long Beach - Communications Division ATTN: Sponsorships P.O. Box 570 Long Beach, CA maria.pangelinan@polb.com Fax: (562) For more details on selection criteria and evaluation procedures, contact the Communications Division at (562) Applicant Information Organization Name Address City County State Zip Code Website Organization Legal Status i.e. nonprofit, public, or private Organization Representative/Contact Name Title Address Phone Project Information Title and Brief Description of Project or Event Location/Geographic Area Covered By Project Number of Attendees/People Served Date(s) of Project/Event From: To: Amount Requested from Port of Long Beach Other Sponsorship Levels (please provide details) Total Project Cost Is this a one-time project or ongoing effort? Funding Sources for this Project Firm Financial Commitments to Date Source Amount Funding restriction (see guidelines): Has your organization opposed or endorsed candidates or measures in any Long Beach municipal election within the last 2 years? Our funds: Specifically, how would you use our contribution?

2 Past Support: Has your organization received Port sponsorship funds in the past? If so, please list: Date of Sponsorship Description of Project Amount Purpose: What will this project accomplish? How does this project support the Port s goals and objectives? (maritime commerce, economic development, community outreach, environmental awareness, other please specify) Port participation: How will the Port be recognized as a sponsor/participant? (i.e. table seating, signage, Port speaker, employee volunteer opportunities) If the Port does not contribute any money, are there needed in-kind services the Port could provide? Need: Why is this project important to our community? Why is this project important to the Port? Additional Information Please attach each of the following to the completed application: Project/event deadlines (i.e. for advertising, collateral, volunteer participation) Project budget (if applicable) List of current board members/officers/staff (for future Port mailings) Brief description of organization or mission statement List of communication vehicles used by your organization (i.e. newsletters, Web site) The Board of Harbor Commissioners at its discretion may request the following from organizations receiving sponsorship dollars: ü Access to the organization s mailing database ü Ability to make a Port presentation at a membership meeting ü A feature article in the organization s newsletter or e-newsletter ü A presentation to the Harbor Commission about the sponsored event or program, including a description of how Port funds will be used ü Copies of all event/program materials that mention the Port s sponsoring role Nondiscrimination and Equal Opportunity Clause Sponsorship Award Recipient/Organization agrees, subject to applicable laws, rules, and regulations, not to discriminate in the performance of any event, activity, or project against any employee or applicant for employment on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity, AIDS, HIV status, age disability, handicap, or veteran status. Compliance with the Americans with Disabilities Act of 1990 shall be the sole responsibility of Sponsorship Award Recipient/Organization, and Award Recipient/Organization shall defend and hold the City and the Port of Long Beach harmless from any expense or liability arising from Award Recipient/Organization s non-compliance therewith. For more information, please refer to the City s web page at Signature Signature Date

3 Sponsorship Guidelines Types of Sponsorships Port sponsorships may take a variety of forms including, but not limited, to: 1. Purchasing of tickets, a table at a local event or sponsorship which includes combinations of tables, advertising, and on-site acknowledgement. 2. In-kind assistance in the form of staff expertise, staff time, printing, photography or other resources, as available and appropriate. 3. Providing meeting space or other facilities at reduced or no cost. 4. Providing specific elements for an event or major program, i.e., hosting of a breakfast meeting at a conference, funding for printed materials for an industry meeting or chartering of a boat for a Port tour for a labor convention group. 5. Providing matching funds for a particular program or purpose. 6. Participating in local community or business events at which the honoree is related to Port business as a customer, employee, or maritime industry leader. 7. Hosting or sponsoring events/programs/conferences on topical issues, environmental concerns, trade trends, job opportunities or industry roundtables which serve to educate industry members and business groups regarding international trade or technical subjects. 8. Support of educational or artistic endeavors directly related to the Port and/or international trade curricula. 9. Financial sponsorship of major community events intended to promote maritime tourism or the use of attractions on Port properties. Qualification Criteria Sponsorship for charitable, business, civic events, employee events, awards or must meet the following criteria: incentives 1. Recipients of community outreach dollars must show evidence of their status as a nonprofit organization.

4 2. Participation in the event or promotion must support specific Department goals and objectives 3. The event or promotion is targeted at customers and/or civic, community, business or Port leaders and provides a means for the Department to increase awareness of Department programs, goals or activities. 4. The expenditure will not result in an increase to the overall fiscal budget unless approved through action of the Board of Harbor Commissioners. 5. Recipients are not: (a) Individuals. (b) Political campaigns or parties. (c) Groups that discriminate on the basis of age, race, sex, sexual orientation or national origin. (d) Schools, churches and other religious organizations, where Department funds may be specifically used in support of religious activities. (e) Groups with which the Harbor Department is currently in litigation. (f) Unions representing City of Long Beach employees. (g) Organizations that have opposed or endorsed candidates or measures in any Long Beach municipal election within the last two years, except for sponsorships or fundraisers for 501(c)(3) charitable purposes. 6. Requests for sponsorship cannot be initiated or submitted by a Department employee, Board member, or City employee if he or she acts in a decision making capacity for the requesting organization. 7. Multiple requests from one organization within the same fiscal year will be considered for approval at the sole discretion of the Board of Harbor Commissioners. 8. Sponsorship Award Recipient/Organization agrees, subject to applicable laws, rules, and regulations, not to discriminate in the performance of any event, activity, or project against any employee or applicant for employment on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity, AIDS, HIV status, age disability, handicap, or veteran status. Compliance with the Americans with Disabilities Act of 1990 shall be the sole responsibility of Sponsorship Award Recipient/Organization, and Award Recipient/Organization shall defend and hold the City and the Port of Long Beach harmless from any expense or liability arising from Award Recipient/Organization s non-compliance therewith. For more information, please refer to the City s web page at

5 Sponsorship Approval Process & Requirements This page outlines the steps and requirements to process a Port of Long Beach sponsorship. Please read this page very carefully. Failure to follow these steps may delay your payment. If you have any questions, please contact Maria Pangelinan at (562) Once you have completed the application return the application and all supporting documents to: Maria Pangelinan Port of Long Beach Communications Division 925 Harbor Plaza Long Beach, CA Fax: (562) maria.pangelinan@polb.com 2. Once your application has been received it will be reviewed by a Sponsorships Subcommittee. This subcommittee will decide whether to recommend the request to the Board of Harbor Commissioners and if so, at what level. 3. Once your request is recommended for approval you will be notified of the date at which the Board of Harbor Commissioners will hear the request. Unless otherwise noted, Harbor Commission meetings are the first and third Mondays of the month at 1 p.m. in the Sixth Floor Board Room, 925 Harbor Plaza, in Long Beach. 4. Once your request is approved by the Committee you must provide a copy of your organization s W-9 form and an invoice stating the date, name of organization and amount of the sponsorship as approved by the Committee. Please send this documentation to: Leona Utu Port of Long Beach Communications Division 925 Harbor Plaza Long Beach, CA Fax: (562) leona.utu@polb.com Phone: (562) Once we have received these documents we will process the payment. Please note, it can take up to 30 days to receive payment. If you have any questions, please feel free to call.