2018 Community Foundation Run

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1 2018 Community Foundation Run

2 Eligibility to Participate Qualifying organizations must be one of the following: o 501 (c) (3) Nonprofit Organization in or primarily serving Gaston County o Agency or special project fund of the Community Foundation with Foundation approval o Program of a registered 501 (c) (3) with written approval from sponsoring organization o Gaston County Public Schools with written approval from school Principal. o Gaston County Charter Schools with written approval from school Principal. o Local government entity programs within the purview of town, county or federal government agencies submitting a separate Nonprofit Agreement form. o Faith based organization demonstrating that all funds (donations and match) will be used for non-denominational public outreach in Gaston County.

3 Application/Nonprofit Agreement o NEW THIS YEAR: Online Application Smarter Select Link to the online application will be sent via using the address you ve provided today Only applications submitted online will be considered o Application/Agreement must be completed and submitted online by Midnight on Thursday, November 16, 2017 o Application/Agreement will be reviewed and eligibility determined by Review Committee established by the Community Foundation o A confirmation will be sent to the eligible and ineligible organizations on or before December 29, 2017 o To guarantee you receive notifications regarding the Run add to your contacts

4 Participation Requirements o Volunteer assistance is essential to planning, organizing and staging the Run so each organization is required to have at least one volunteer help with a Run Volunteer Team Volunteer sign up will be online and the link will be sent out at the end of December in the acceptance to participating nonprofits Organizations will have from January 1 st -January 31 st to sign up their volunteer o Each organization is required to pick up and distribute 3 Community Foundation Run posters (available February 1 st ) o Each organization is required to have at least one walker or runner participate in the Run All runners and walkers must register to participate in the Community Foundation Run Participants must register individually using an ENTRY FORM; no group registrations

5 Race Registration o Race registration will open on February 1 st o Participants are encouraged to pre-register and do so early o 5K Run Registration: Early bird registration ONLINE is $20 and $25 by check (until March 31 st ) After March 31 st, registration is $30 online and by check. Day of race registration is $35 o 2K Walk Registration: Early bird registration is $10 (until March 31st) After March 31st, registration is $15 Day of walk registration is $20 o Both the 5K Run and the 2K walk registrations include a T-shirt while supplies last o New, certified 5K course

6 Donor/Entry Forms o Each organization is responsible for picking up donor/entry forms from the Foundation (available February 1 st ) o Once available, additional donor/entry forms may be printed from o Completed forms must be submitted to the Community Foundation in person or by mail (NO CASH) o Donor/Entry forms are required for: o Making a donation to the Match fund or to a participating nonprofit o Participating in the Run/Walk o In February, Donor/Entry forms will be sent via mass mailing to past Run contributors. To avoid overlap, do not send out forms to your past donors

7 The Match Fund o Matching Funds are distributed equally to all of the participating non-profits o Donations to the Match Fund support EACH organization o The Match percentage Percentage depends on the ratio of the total amount raised through the Match Fund compared to the amount of eligible donor contributions 34% match percentage in 2017 o The Cap Eligible contributions matched up to $10,000 raised by a single organization Affiliation programs must participate under the same, single shared $10,000 cap (determined by whose name is on the tax ID letter) Gaston County Public Schools must participate under the same, single shared $15,000 cap Gaston County Charter Schools must participate under the same, single shared $15,000 cap Above the $10,000 cap, organizations will receive 100% of the contributions unmatched

8 o Restricted to local use only Use of Funds o Must be used within 6 months except for endowment funds within the Foundation o Excludes religious activities, political organizations/campaigns, tickets for benefits, solicitations or lobbying o Support existing or new programs

9 Contributions: General Guidelines o All gifts must be made payable directly to the Community Foundation by check, cashiers check or money order; credit card donations can be made online o No cash donations. If donors do not have access to checking accounts please contact the Community Foundation and we will work to assist you o Donations MAY NOT result from fundraising events or pooling contributions o Only gifts received by the Foundation from February 1, 2018 to April 20, 2018 will be eligible for matching funds o No goods or services can be exchanged for a Run 2018 contribution

10 Contributions: General Guidelines (cont.) o Contributions should be sent to the Community Foundation promptly. Donations must not be brought in or mailed as a group. o Donor contributions may not be processed through a beneficiary or other individual. One may not collect several contributions and write a single check to the Foundation. o The Community Foundation will acknowledge all contributions $250 and over with a tax receipt letter. Organizations are encouraged to acknowledge donors in the form of a thank you letter. o Door to door solicitations are strongly discouraged, particularly by unsupervised youth. o Participating agencies cannot make contributions for their own benefit.

11 Keeping Track of Contributions o Each organization will have an online login If your organization is new, the login information will be created after the 1 st donation is received If your organization has participated before, the login information is the same as last year o The online profile provides name, address, amount donated Gives option to export list of donors Foundation does not save donor list from year to year. The 2017 online list will be deleted in January Please save your list! o Online donations can take up to 1 month to process Donations do not automatically update Donations are updated once per week

12 Eligible Contributions o Checks/Money Orders/Cashier Checks (CASH NOT ACCEPTED) Made payable to the Community Foundation of Gaston County with a Donor form Sent directly to the Foundation Gifts received after April 20, 2018 will not be eligible for matching funds Donors contributing to multiple organizations and/or the match fund should complete a single donor form and write a single check o Credit Cards accepted online DONATE NOW o Employer Matching Gifts Programs The matching portion paperwork from employers must be received by the Foundation prior to April 20 th in order to qualify

13 Ineligible Contributions o Cash: No cash will be accepted by the Community Foundation o Pledge Payments Gifts for Run 2017 cannot be made in fulfillment of a pledge agreement. United Way pledges are not eligible o Event Proceeds Funds raised by raffles, drawings, auctions, dinners or other events are ineligible Organizations must communicate this to potential donors. o Sponsorships, Fees and Membership Dues Golf tournaments, concerts, media events are not eligible. Participation, team, event, uniform or any other type of fee is not permitted No membership privileges may be provided by an organization for Run contributions. Participating agencies cannot make contributions for their own benefit.

14 Nonprofit Agreement Packet Checklist o Organization s online application MUST INCLUDE the following: Organization s mission 2017 use of funds statement 501 (c) (3) letter for your organization or from sponsoring organization Board of Directors List Most recent tax return Form 990 or Form 990Z. If 990n epostcard is filed a budget MUST accompany. If local chapter of national organization, must include a local budget. o COMPLETED packets must be submitted online by November 16, 2017 at midnight Printed applications will not be accepted o Failure to provide necessary documents will result in ineligibility to participate.

15 How to Make More Money o People s Choice - Booth Contest Applications will go out in acceptance at the end of December Limited to the first 40 organizations that submit applications People s choice booth winner will receive $500 o Facebook Challenge Beginning February 1 st, organizations can submit a photo and photo caption to to be posted on our Facebook Photo with the most likes on CFGC s Facebook page will receive $250 o Cornhole Contest Applications will go out in acceptance at the end of December 1st place $500, 2nd place $250 o Runners 1 st place overall in men and women, $1,000 each to their organization 1 st place per age group in men and women: $300 2 nd place per age group in men and women: $150 o Walkers Organization with most walkers receives $500 o Final Hill Jam Band Applications will go out in acceptance at the end of December For pep bands, school bands, or marching bands Only one band selected; $250 for participation

16 o Important Dates to Remember November 16, 2017 by Midnight: Deadline for online applications to be submitted in order to participate in the 2018 Run o By December 29, 2017: Organizations will be notified of application decisions via Volunteer sign up will open online and link will be sent out Applications available for People s Choice, Cornhole, and Final Hill Band o February 1, 2018: Foundation begins to accept donations Participant registration opens Posters and brochures ready for pickup and distribution Volunteer sign up closes o April 14, 2018 at 9AM: Community Foundation Run, Rotary Pavilion, Downtown Gastonia o April 20, 2018: Deadline for contributions to qualify for matching funds

17 Questions? To stay up to date on details regarding the 2018 Run visit our website, and be sure to like the Community Foundation of Gaston County on

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