The SCMM 2015: CHARITY STRUCTURE CORPORATE PARTICIPATION The Standard Chartered Mumbai Marathon The Standard Chartered Mumbai Marathon (SCMM), now in its 12th edition, is amongst the top ten marathons in the world. The event is not only a platform to test an individual s athletic excellence but also a unique fund raising event for charity. Over years, it has assumed a stature of eminence, being the single largest philanthropic sporting event in India. The Philanthropy Partner United Way of Mumbai (UWM) the philanthropy partner for this event promotes and facilitates the fund raising and distribution aspects of SCMM. UWM serves as the philanthropic platform while maintaining a cause neutral level playing field for all participating NGO. All funds raised through the SCMM are channelized through UWM which is responsible for the accounting and providing tax exemption receipts to all donors. This document elaborates the charity structure for 2015 edition. Whether you are an NGO, corporate, an educational institution or an individual, you can find information on how to register for the event as well as important dates and procedures for fund raising. This document is structured in the following manner. I. Corporate participation a. About this category b. Team registration c. Corporate challenge- employee fundraising d. Process notes II. Individual fundraising a. Registration b. Categories- Fundraisers & Change Runners III. Important Dates & Timelines IV. Event Participation Fees and UWM donation retention V. Annexures Page 1 of 9
A) About: [I] Corporate Team Participation Corporate Team is a category specially designed for companies who wish to field employee teams to participate in the SCMM and raise funds for charity. 6000 employees in 256 teams from 171 companies had participated in the SCMM 2014. Besides raising substantial amount of funds for a cause, over the years, this has emerged as an excellent employee engagement and team bonding activity. Corporate teams on race day are hosted in a special tent for a differentiated fun experience and priority line up. Companies participating in this category make a contribution towards an NGO of their choice while registering for team sizes of 25 or 15 members. The company has a choice to make a single donation for the registration or split into two cheques depending on whether this contribution falls under their CSR mandate or not. A corporate can register a maximum of 7 teams. The registration contributions applicable to 2 available team sizes are: Team 25 (maximum 25 employees per team, registration contribution INR 4,00,000) Team 15 (maximum 15 employees per team, registration contribution INR 2,75,000) This contribution includes donation to chosen NGO, team members applicable event participation fees and UWM donation retention*. However for a company making the contribution from their CSR budget, and to be in accordance with the CSR bill which mandates only contributions made directly to project or program eligible as per the company s CSR agenda, a company can choose to split their contribution in the following manner. Team size In the name of UWM(applicable event In the name of beneficiary NGO entry fees and UWM donation retention*) Team 25 INR 60,000 INR 3,40,000 Team 15 INR 40,000 INR 2,35,000 All contributions irrespective of option chosen are eligible for 80G tax exemption receipts. *retained to defray administrative expenses B) Team Registrations: To register, a company has to fill the corporate registration form and appropriate options for contribution to register selected number of teams (annexure I for details). Post registration UWM will provide Company with a login link for easy online registrations of team members and a separate login access to the company coordinator that allows editing and selection of final team members. This allows the company to run interesting employee engagement activities & challenges tied to the final team selection. Page 2 of 9
C) Corporate Challenge: This sub-category aims to encourage companies and their employees to voluntarily raise funds together as a team for the causes supported by the company. Corporate teams raising funds would be celebrated on social media and through the SCMM rewards and recognition programme. Details of the awards will be communicated to corporates in due course of time. D) Important Process Points: 1. Register your company and number of teams using corporate registration process (refer annexure I). 2. Using the employee registration links provided, get interested employees to fill event forms online. 3. Using admin login provided, select and submit the final team members by deadline. 4. Encourage employees to support the contribution of the company by being part of the corporate challenge and raising funds as a team for any NGO/NGOs. [II] Individual Fundraising Passionate people raising funds for their causes is the backbone of the philanthropic effort at the Standard Chartered Mumbai Marathon and we aim to support these individuals to the fullest extent by providing an efficient, empowering and effective platform to raise funds for a cause. All fundraisers are encouraged to create their own fundraising page on the United Way Mumbai website in the SCMM section. These personalized and feature rich pages allow customize appeals, set targets, get donation notifications, share updates and are easy to share on social media. 100% of all donations received on the online fundraiser pages is disbursed in full to the NGO supported by the individual. UWM absorbs all payment gateway charges on the same. There are 2 categories of fundraisers with seven levels of fundraising target, each with its own set of privileges. Categories All fundraisers are encouraged to set their own fundraising targets. As and when they cross each level they gain the benefits of the level. Funds can be raised both on the online page as well as offline through cheques. Offline amounts require to be submitted to UWM along with details in pledge form for it to be updated on the fundraiser page. Category Level Fundraising Amount Fundraiser INR 10,000 Fundraisers Fundraiser - Silver INR 50,000 Fundraiser- Gold INR 1,00,000 Change Maker INR 1,50,000 Change Runners Change Investors INR 5,00,000 Change Leaders INR 10,00,000 SCMM 15 Change Icon INR 25,00,000 Page 3 of 9
The important distinction between the Fundraiser and Change Runner categories is that Change Runners get complimentary entry to the event in any race category of their choice. Please refer to annexure II for fundraiser categories and benefits. Please Note: Offline amounts raised incur UWM donation retention ranging between 4% to 0% depending on fundraising level which is used to defray administrative expenses. The fundraising level of the fundraiser as on 02 January 2015 determines the status on race day. Fundraisers who achieve higher fundraiser levels post this date will be acknowledged post-race day in the charity docket, but will not be entitled to any race day benefits. [III] Important Dates & Timelines Activity Starts Ends Corporate Team Registration 18 Aug 2014, Monday 29 Sept 2014, Monday Page Submission for employee teams 20 Nov 2014, Thursday Fundraiser page registrations 02 Sept 2014, Tuesday 31 Jan 2015, Saturday Fundraiser status for race day Offline Pledge Submission 02 Jan 2015, Friday 23 Jan 2015,Friday Expo 09 Jan 2015, Friday 11 Jan 2015, Sunday Bib distribution for outstation runners Race Day 17 Jan 2015, Saturday 18 Jan 2015, Sunday [IV] Event Entry Fees and UWM donation retention* Applicable Event Entry Fees: (deductible from corporate teams) Race Category Event participation fees Full Marathon INR 1400 / USD 45 Half Marathon INR 1200 / USD 40 Dream Run INR 700 / USD 30 Sr. Citizens Run INR 350 / USD 15 Champions With Disability INR 350 / USD 15 Page 4 of 9
Registration Amounts & UWM donation retention* Corporate Team Corporate Team 25 INR 4,00,000 Corporate Team 15 INR 2,75,000 Corporate Challenge fundraisers Online funds raised UWM donation retention* INR 35,000 out of INR 4,00,000 UWM donation retention* INR 25,000 out of INR 2,75,000 UWM donation retention* 2% of offline funds raised No retentions by UWM. Payment Gateway charges absorbed by UWM. Registration Amounts & UWM donation retention* Fund Raisers & Change Category Amount to be Category raised UWM donation retention* Online funds raised No retentions by UWM. Payment Gateway charges absorbed by UWM Below Fund Raiser Gold Up till 99,999 4% of offline funds raised Fund Raiser Gold INR 1,00,000 3% of offline funds raised Change Maker INR 1,50,000 2% of offline funds raised Change Investor INR 5,00,000 1.5% of offline funds raised Change Leader INR 10,00,000 1% of offline funds raised SCMM Change Icon INR 25,00,000 0% of offline funds raised *donation retained to defray administrative expenses. [V] Annexures Annexure I: CORPORATE TEAM Registration opens on Monday, 18 August 2014. Closes: Monday, 29 September 2014 or till the slots last. Registrations Fill the Corporate team registration form and make an upfront, non-refundable contribution of the registration amount either as a single cheque in the name of United Way of Mumbai or as two cheques one in the name of the beneficiary NGO and the other in the name of United Way of Mumbai. A corporate can register/block a maximum of 7 teams. Registration amount applicable to 2 available team sizes are: Team 25 (25 employees per team) INR 4,00,000/- Page 5 of 9
Team 15 (15 employees per team) INR 2,75,000/- This amount includes donation to chosen NGO, team members event entry fees and UWM donation retention*. UWM donation retention*:team 25 INR 35,000 Team 15 INR 25,000 Event entry fee: As per race category chosen by employees. The corporate needs to specify the beneficiary NGO. There are two options available to make above contributions. OPTION 1 For companies participating through their CSR budget OPTION 2 All other companies Corporate Team registration module The company can divide registration amount into two cheques For Team 25 - (i) INR 3,40,000 in favour of chosen NGO, (ii) INR 60,000 in favour of United Way of Mumbai. The INR 60,000 cheque will include entry fees for individual team members and UWM s donation retention* For Team 15 (i) INR 2,35,000 in favour of chosen NGO, (ii) INR 40,000 in favour of United Way of Mumbai. The INR 40,000 cheque will include entry fees for individual team members and UWM s donation retention* The company needs to issue a single cheque as in past editions in favour of United Way of Mumbai for which UWM will issue an 80 G tax exemption receipt. Once the company gets registered, the corporate employees have to register themselves online. UWM will share the URL & password with the corporate coordinator. The employees can register online to any race category of their choice- Dream Run, Half Marathon and Full Marathon. Submission of online registration link closes on Thursday, 20 November 2014. Please Note: You will not be able to submit the form if any of the mandatory fields is incomplete. Once submitted, you will not be able to access it or to make any changes. *donation retained to defray administrative expenses. Individual Employee Pledge Raising Corporate Participation Benefits Employees who are part of the Corporate teams are encouraged to raise funds in their individual capacity, for the same charity as supported by the corporate or a different charity depending on their choice. They can create an individual online giving page and/or be part of Corporate Challenge pledge raising. Some of the benefits that members of the Corporate Team can look forward to 1. Employees will be hosted in a special CC Tent separate from general race in Azad Maidaan race day. 2. Bibs will have CORPORATE TEAM mentioned irrespective of the race category. 3. Regular newsletters and pre-race day communication. Page 6 of 9
4. Participants will be lined-up ahead of general category on race day during the Dream Run. 5. Team acknowledgement on website and charity docket. 6. Pledge raising workshop conducted by UWM along with beneficiary NGO, on request and prior intimation, for the team members. 7. Online giving page facility on our website and tax exemption 80G receipts to every donor and corporate. 8. Individual corporate fundraisers will be rewarded a certificate and the highest fundraiser in every corporate will be honoured with a trophy. Expo Days Race Day 80G Receipts The running bibs with timing bib tags (for HM and FM) and runner kits will have to be collected by NGOs or individual runners from one of the Procam kiosks during the Expo days. Individuals should carry the confirmation email and a government approved photo id proof when they come to the Expo to collect their running bibs. If NGOs are collecting on behalf of their runners, kindly carry authorization letter and above mentioned documents for all respective runners. All half and full Marathon runners have to come personally to collect their bibs. All dream run participants of corporate teams are considered to be group entries and can be collected from the UWM counter at the Expo. Expo will be conducted from Friday, 09 January 2015 to Sunday, 11 January 2015. Special separate holding area and tent for Corporate Team participants with refreshments, games and entertainment for runners. All contributions are eligible for 80G tax exemption receipt. NOTE: If the corporate comes under FCRA regulations, please note that the designated beneficiary NGO must have FCRA permission. Also, while registering, the foreign company must submit shareholder pattern, without which our bankers will not be able to process the donation Annexure II: Individual Fundraisers Fundraising which is popularly called Pledge raising is the process activity wherein the runner asks friends, family and colleagues to support their participation by donating to a cause close to the runner s heart. All fundraisers not falling in the Change Runner category, i.e. do not raise at least INR 1.5 lakh for their chosen NGO, come under the Fund Raiser category. All donations above INR 100 will be issued an 80 G receipt for tax saving purposes provided all relevant donor details are provided. Every individual who raises above INR 10,000 from multiple donors is classified as a Fundraiser. Depending on the fundraising amount, the individual gets upgraded to different categories. The fundraiser is not necessarily someone who is participating in the event. Page 7 of 9
The fundraiser s level as on 02 Jan 2015 determines the status and eligibility for benefits on race day. Fundraisers who reach higher levels post this date will be acknowledged in the official charity docket and post event communications. On reaching Level Benefits INR50,000 INR1,00,000 Fundraiser Silver Fundraiser Gold Social media mention, name carried in the charity docket. INR 1,500 as donation to your NGO from UWM on achieving this target* *Fundraiser should have a minimum of 5 donors. Social media mention, name carried in the charity docket, if a registered dream runner then entry into corporate team tent for priority line up.(uwm donation retention*: 3%) INR 1,500 as donation to your NGO from UWM on achieving this target. Taking total contribution from UWM to INR 3,000* *Fundraiser should have a minimum of 5 donors. On reaching INR 1,50,000 the fundraiser becomes a Change Runner. The individual at this stage is entitled to a SCMM 2015 running number bib as well as all the privileges of the fundraiser category. INR1,50,000 Change Maker Running Bib Official event kitting (event T shirt) Name and profile will be featured on the official event website and event SNS platforms. Race Day: Hosted at the marquee (only self) and the invitee parking pass Priority line-up in Dream Run Processing, reconciliation and acknowledging all pledge cheques received, issuing receipts, thank you letters and 80G receipts of donors Personal visits of NGOs that the individual has endorsed (on request) (UWM donation retention*: 2%) INR5,00,000 INR10,00,000 Change Investor Change Leader All benefits of a Change Maker + Track suit added in the official kitting (of change maker) Visibility at Get Active Expo The Wall of Change Secure 1 additional Dream Run bib on completion of target (at regular cost of INR 700) Framed race day photograph (where captured by www.marathonphotos.com) (UWM donation retention*: 1.5%) All benefits of a Change Investor + Shoe added to the official kitting (of Change Investor) Secure 2 additional Dream Run bibs on completion of target (at regular cost of INR 700) (ie. 3 additional bibs, including one of change investor) Race Day: additional person (+1) Hosted at the marquee Invitation to SCMM charity awards night (UWM donation retention*: 1%) Page 8 of 9
INR25,00,000 SCMM Change Icon 2015 All benefits of a Change Leader + Specially designed event kitting Personal chaperone/volunteer on race day. Invitation to an exclusive Event function Beyond The Finish Line Special feature on event website + facebook Secure 2 additional Dream Run bibs on completion of target (at regular cost of INR 700/-) (i.e. 5 additional bibs, including 3 of Change Leader) Race Day: One additional person hosted at the marquee ( Total : self + 2, including benefits of change leader) and the invitee parking pass Priority line-up (irrespective of race category). Name/photo in post event advertorial Donation retention : NIL *Donations retained on offline funds raised to defray administrative expenses. All fundraisers have two options through which they can raise funds- Online (their donors donate on their fund raising page) and Offline (cheques and DDs). To simplify and keep the offline process organised, UWM has provided two tools in the download section of its website- Pledge Sheet Summary and Pledge Sheet Details. Please fill these Pledge forms providing all the details while submitting the cheques/dd. Raising In addition, email the soft copy of these forms to us before you submit the hard copies along with cheques or DDs. Last date for offline pledges- 23 January 2015 Last date for online pledges- 31 January 2015 Expo Days Race Day 80G Receipts and Disbursals Individual Change Runners should carry the confirmation email and a government approved photo id proof when they come to the United Way of Mumbai kiosk at the Expo to collect their running bibs. If NGOs are collecting on behalf of their Change Runners, kindly carry an authorization letter and above mentioned documents for all respective runners. All half and full Marathon runners have to come personally to collect their bibs. Entry into the VIP Marquee for self and 1 guest+ 1 car park pass P.S. - Please email Change Runner s car registration number, type of car, driver s name and mobile number to us by 02 January 2015, so that parking passes can be arranged on time. 80G receipts will be given to all donations above INR 100. 80G receipts to all online donors will be emailed to the id which was provided while making the online transaction. Please make a note of that id. Donor 80G receipts will be couriered to respective Change Runners by first week of March 2015. Disbursals will be made once the process of accounting and reconciliation is complete. CONTACT US: United Way of Mumbai309, Nirman Kendra, Famous Studio Lane, Dr. E Moses Rd, Mahalaxmi Estate, Mumbai 400011, India. Tel: 00 91 22 24937676/86 Helpline No.: 09029080123 E-mail: corporate@unitedwaymumbai.org Page 9 of 9