Ranken Jordan Pediatric Bridge Hospital Third Party Event Packet

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1 Thank you for considering supporting Ranken Jordan Pediatric Bridge Hospital. We are grateful for all third parties who wish to raise money to help kids and their family s transition from the acute care hospital to home. Children with complex medical conditions will continue to rehabilitate, play and socialize as much as possible at Ranken Jordan thanks to your support. Ranken Jordan is accountable to the public, our kids and families, donors, and the Internal Revenue Service when it comes to fundraising events using the Ranken Jordan name. As a result, we have created this third party event packet to ensure the Ranken Jordan name and image is being properly used. Third Parties shall be defined as those organizations and individuals conducting fundraising activities where Ranken Jordan has no fiduciary responsibility and little to no staff involvement, but is the beneficiary of those fundraising activities. As a Third Party, we encourage you to review the guidelines attached and after reviewing the guidelines complete the Third Party Event Application. Approval for all events must be obtained by Ranken Jordan prior to promotion and/or hosting of the event. We appreciate your interest and look forward to working with you to support the kids! Please contact us with any questions you may have. Ranken Jordan Vision Statement: We will be a leader in providing intensive transitional care and living support for children with complex medical conditions and their families. Ranken Jordan will distinguish itself by its expertise, service, high quality and safe patient care, communication, coordination, innovation and relationship building. 1

2 Table of Contents CONTACT INFORMATION... 2 EVENT APPLICATION AND APPROVAL... 3 USE OF RANKEN JORDAN NAME/LOGO... 3 MARKETING AND PROMOTION OF EVENT... 3 FINANCES AND TAX GUIDELINES... 3 HOW RANKEN JORDAN CAN ASSIST YOU... 5 HOW TO MAKE YOUR EVENT A SUCCESS... 6 THIRD PARTY EVENT APPLICATION... 7 THIRD PARTY EVENT EVALUATION... 8 CONTACT INFORMATION Colleen Drazen Special Events Coordinator (314) Third party events are perfect for those interested in contributing to benefit Ranken Jordan Pediatric Bridge Hospital. These events are ideal for businesses, schools, or other local groups looking for a way to give back to their communities and gain recognition at the same time. If you are interested in contributing on a consistent basis please contact Ranken Jordan s Director of Development, Elaine Hickerson at to receive more information on our fundraising campaign. 2

3 EVENT APPLICATION AND APPROVAL Events/promotions must be in line with the mission and values of Ranken Jordan. In addition, the event/promotion must also maintain public goodwill and trust. Third Party Event sponsors must submit an application 15 days in advance of the proposed event and any changes following the submission must be reported to Ranken Jordan. Event contacts will receive a letter of authorization if the third party event is approved to validate the event s authenticity. If in the occasion the event is not approved, you will receive notice from Ranken Jordan. Events that would not be approved include events that are in close proximity with a Ranken Jordan sponsored event, require significant Ranken Jordan staff involvement, require selling of tickets, merchandise, etc. by Ranken Jordan staff or events associated with businesses/individuals known to conduct themselves in a manner not compatible with Ranken Jordan s mission. Each event/promotional activity shall be in compliance with all state and federal laws and regulations. All promotions, agreements, contracts and permits required by City Ordinances or otherwise will be the responsibility of the sponsor. USE OF RANKEN JORDAN NAME/LOGO Once a third party event is approved, we are happy to provide you with the use of our name and logo. The Ranken Jordan name and logo is limited to the approved third party event and cannot be used for other purposes before, during and following the event. Our complete name is Ranken Jordan Pediatric Bridge Hospital. The shortened use of Ranken Jordan is also acceptable. Please do not use any other variation of the name. The official and unmodified logo is the only acceptable logo to be used to represent Ranken Jordan. For Brand Asset information, please visit MARKETING AND PROMOTION OF EVENT All promotional materials must be approved by Ranken Jordan in advance of using the name or logo. Event Sponsors may not list Ranken Jordan as a beneficiary without event application approval. Promotion of the event may not imply that Ranken Jordan is sponsoring or co-sponsoring the event. Promotion may indicate Ranken Jordan is the beneficiary and can use the following phrases: Proceeds from this event will go to Ranken Jordan or Your purchase helps support Ranken Jordan or The [name of your event] will benefit Ranken Jordan. Requests for Ranken Jordan to promote the event through their social media and web will be evaluated through the application process. If your event is benefiting a charity, you are able to promote it for free in the local media. Look into promoting the event through newspaper and TV community calendars, online community calendars, radio mentions, and press releases. FINANCES AND TAX GUIDELINES Ranken Jordan will not be liable for any costs associated with the event/promotion (including rentals, printing, postage, security, licensing, permits or other fees, taxes, etc.). Ranken Jordan s tax exempt status cannot be used for the purchase of goods or services for your event. If the expenses from the event will be deducted prior to submitting the donation to Ranken Jordan, it must be promoted as a portion of the proceeds will benefit Ranken Jordan. 3

4 Events that involve a percentage of gross collection or amount per transaction shall specify the total percentage or specific amount per transaction before the event occurs. Any donations of money or items must be turned into Ranken Jordan within 30 days of event completion. All donations must be signed off by the Special Events Coordinator. Ranken Jordan can only issue charitable tax receipts if the donation is made out directly to Ranken Jordan and the full name and address is provided for each donor. For donors to receive a charitable tax receipt and your event to be credited for the fundraising, the donor must designate your event name in the memo line of the check. Ranken Jordan can provide acknowledgement letters, without tax information, for their involvement if a list of names and complete addresses are provided. Checks being submitted following the event should be made out to Ranken Jordan Pediatric Bridge Hospital. 4

5 HOW RANKEN JORDAN CAN ASSIST YOU Ranken Jordan appreciates your willingness to plan a third party event organized on behalf of Ranken Jordan. The Association of Professional Fundraisers and organizations like Charity Navigator and GuideStar have standards regarding what is a reasonable return on investment. As a non-profit organization, Ranken Jordan strives to meet these standards by increasing the percentage of funds raised that fund programs and services that support the Ranken Jordan mission. Third party events are one way Ranken Jordan can minimize the cost per dollar raised and allow our staff to continue supporting the mission of the Hospital. In an effort to lower the cost per dollar raised, Ranken Jordan staff is limited in the amount of assistance it can provide a third party event. Ranken Jordan will provide you with: Advice and suggestions regarding your event upon review of the Third Party Event application and pending staff time. Approval to use the Ranken Jordan name as a beneficiary and use of the logo, if utilized according to brand usage guidelines. A letter of authorization if the third party event is approved to validate the event s authenticity. Appropriate use of Ranken Jordan social media and website space for promotion of event as approved by the Third Party Event application. Staff, board members, and/or volunteers to attend your event pending a review of the Third Party Event application and availability of individuals. Tax receipts for any contributions made out directly to Ranken Jordan Pediatric Bridge Hospital and acknowledgement letters, without tax information, for any names and addresses of individuals participating in the event. A Third Party Donation Request letter, pending review of the third party application and approval of potential business donors approached. This is to not conflict with current Ranken Jordan sponsor relationships. Ranken Jordan is fortunate to be the beneficiary of many third party events. As a result of this generosity and federal regulations there are limitations on what Ranken Jordan can provide to third party event sponsors. Ranken Jordan is unable to provide you with: Access to donors or contacts or mailing lists of donors and/or contacts. Assistance with solicitations, mailings, staff or volunteer meeting attendance, and/or assistance in recruiting attendees. Securing permits, clearance or necessary insurance for your event. Any necessary permits, clearance or insurance must be secured by the event sponsor. Tax exempt number for purchasing goods or services. Reimbursements for expenses related to the third party event. Guaranteed staff, board member, or volunteer attendance at the event. 5

6 REGISTER YOUR EVENT: Be sure to complete the Ranken Jordan 15 days prior to your event. If your event is approved, you will be provided a letter of authorization, which will validate your event s authenticity and help with sponsorship and donations. CREATE A CALENDAR: The time necessary to plan a successful event will depend greatly on the type of event you choose to plan. Your event can take anywhere between a few weeks to a year to plan. Once you determine the type of event you want to host, you will need to locate a venue and some venues can be booked months in advance so it helps to plan ahead. Be sure to include committee meeting dates, communication deadlines, invitation and promotion dates, sponsorship request deadlines, securing permits/insurance, and creating an event day itinerary as a few calendar items. SET GOALS: Determine how much money you hope to raise and how many attendees you hope to have at the event. Set a budget based upon projected revenue. It is recommended that your expenses are 50% or less of the total amount raised. All expenses must be covered by the sponsoring organization/individuals, so look into getting donations and/or gifts in-kind to help defray the costs of the event. SPONSORSHIPS AND IN-KIND DONATIONS: One way to limit your expenses is to ask others to donate and/or discount event related expenses such as venue rental fees, entertainment, decorations, food and beverage and raffle items. To avoid duplicating solicitations, we ask you get prior approval to approach organizations via your event application. Your letter of authorization will help in validating your event to organizations and companies. Be sure to create a sponsor form that outlines the benefits for organizations supporting your event. Remember, donations can come in both monetary form and/or gifts-in-kind. Be sure to recognize and thank both types of donors. HOW TO MAKE YOUR EVENT A SUCCESS PUBLICITY: With all your hard work, you should be recognized! If your event is benefiting a charity, you are able to promote it for free in the local media. This includes community calendars for television and newspapers that require a sentence or two about the event, radio mentions to local stations that often air community announcements that benefit a charity, and press releases you can send to appropriate media and/or reporters a week prior to the event. If you have questions about promoting your event or would like a list of media contacts, please contact Ranken Jordan s Marketing Manager, Tyler Mathews, at GET OTHERS INVOLVED: Identify people you want to get involved with your event, from participants to volunteers to help plan. Having a committee can not only help with the numerous tasks of event planning, but can also help you brainstorm creative ideas. Delegating tasks to committee members and getting others involved in the planning process is one way to potentially increase participation and fundraising by tapping into the personal networks of committee members. Be sure to create contact lists with the most current s, addresses, and phone numbers to be able to get progress updates and recruit people. AFTER THE EVENT: Don t forget to send thank you letters to all of your participants, donors, and sponsors. If donors made their donation out to Ranken Jordan and provided an address, they will receive a tax donation letter. Donors who made a donation directly to the event or event organizer can receive an acknowledgement letter, without tax information, if their name and address is provided to Ranken Jordan. HELPFUL WEBSITES: Check out these websites for more ideas:

7 THIRD PARTY EVENT APPLICATION (Submit this form within 15 days prior to event start.) CONTACT INFORMATION Name of Contact: Date Submitted: Address: City/State/Zip: Phone: Organization Name: Is this a non-profit (501c3)? Yes No PROPOSED EVENT INFORMATION Event Name: Event Description: Projected Attendance: Date(s): Time(s): Location & Address: Is this event open to the public? Yes No Requested attendance at the event? (Subject to availability) Staff Board Member Does the event require a permit? Yes No Does the event require insurance? Yes No *If you answered yes to either/both of these, please include a copy of the document(s) two weeks prior to the event. FINANCIAL INFORMATION How will funds be raised? (ticket sales, sponsorships, auction, raffle, etc.)? Do you plan on seeking community sponsorships? Yes No Please list businesses you plan to contact: $ Anticipated donation to Ranken Jordan Are there other beneficiaries of the event? Yes No If yes, please specify which organizations and what percentage Ranken Jordan will receive: Estimated date funds will be received by Ranken Jordan LOGO AND NAME USE How do you plan to use the Ranken Jordan name/logo? (All materials must be pre-approved by Ranken Jordan) Press Release Fliers Social Media Television Website Other Event Website address: Where will the materials be distributed? Dates of use: How would you like Ranken Jordan s assistance in promotion if available? Facebook Twitter Ranken Jordan website I/we have read the Third-Party Event Guidelines for Ranken Jordan and understand, agree, and submit this information on behalf of the organization listed above. I understand Ranken Jordan will not assume any legal or financial liability for the event and Ranken Jordan must approve all use of its name or logo prior to printing and distribution. I/we accept the obligation to provide the full proceeds as outlined to Ranken Jordan within 30 days of the event. Event Coordinator Date Special Events Coordinator Date 7

8 THIRD PARTY EVENT EVALUATION (Please return this form with donations within 30 days of event completion) EVENT INFORMATION Event Coordinator: Event Name: EVENT FINANCES Total funds raised minus expenses: $ Percentage of proceeds donated to Ranken Jordan: Total donation to Ranken Jordan: $ Other in-kind items and quantities donated: Event Date: Attendance: Make checks payable to Ranken Jordan EVENT QUESTIONS Was your event successful? Yes No Please explain: Was the Third Party Event Application process easy to understand? Yes No Was the helpful? Yes No Was the Ranken Jordan staff helpful in assisting you through the third party event process? Yes No Please explain: Did your event receive media coverage? Yes No If yes, where? Do you plan to host this event again in the future? Yes No Questions/Comments: Event Coordinator Signature: Date: Donation Received by: For Development Office Only Date: 8

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