Third Party FUndraiser Policy and Application
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We welcome the support of individuals and organizations who would like to help Project GRACE.
Project GRACE is also the fiscal sponsor of Operation HOPE, a program of the Scarborough Police Department. This policy applies also to Operation HOPE.
Permission in advance must be secured from Project GRACE through a formal application prior to hosting any fundraiser on behalf of Project GRACE or Operation HOPE.
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Applications for 3rd Party Fundrasiers Will Be Reviewed Three Times a year (March, June, September)
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Policy approved by the PG Board of Directors, March 10, 2016
Under the terms of this agreement, any individual, company or organization that organizes and hosts an event, promotion, sale, or donation drive on behalf of Project GRACE or Operation HOPE is defined as a “third-party fundraiser”.
To help ensure the success of fundraising events and respect our donors, corporate sponsors, or other events already planned, organizers will be asked to agree to the following when applying to conduct a third party event:
1. APPLICATION: Project GRACE Application for a Third Party Fundraiser must be completed and box checked acknowledging that organizer has read and agrees to the policies outlined here. The third-party event is not authorized until approved by Project GRACE. Project GRACE reserves the right to decline an offer to hold a third-party benefit event. If you are under the age of 18 your parent or guardian must complete the application and agree to the Project GRACE Third Party Event Policies on your behalf.
2. MATERIALS: Project GRACE will provide printed materials about Project GRACE to be distributed at the event at the organizers' request.
3. TAX STATUS: Organizers of the event cannot use Project GRACE’s tax exemption in conjunction with the event. For example, organizers cannot use Project GRACE’s tax exemption status to purchase supplies or food in conjunction with an event.
4. BANK ACCOUNT: The business/organization/individual will not open any bank accounts using Project GRACE’s name or Employer Identification Number. Any check donations listing Project GRACE as the "Payee" will be forwarded to Project GRACE.
5. DONATIONS: Only donations made directly to Project GRACE are tax deductible. Donations made directly to a third party event can thus be used to cover the event's expenses, but they are not tax deductible.
6. STAFFING: Due to limited personnel resources, Project GRACE cannot provide staff support to third party events. Operation HOPE also has limited resources, including staff and volunteer time, and neither Project GRACE nor Operation HOPE can participate in each event. We may provide informational materials about Project GRACE and, when applicable, assist in promotional efforts to the extent that we are able.
7. GOOD STEWARDSHIP: The business/organization/individual agrees to minimize expenses related to the third party event.
8. OPEN BOOKS: The business/organization/individual agrees to an "open book" policy, and to provide an event plan and budget, if requested.
9. LOGO: Any use of the Project GRACE name and logo must be used in accordance with Project GRACE graphic guidelines and standards. Any use of Project GRACE’s name or logo in any mailing, advertising, or media must receive prior approval.
10. CONFLICT OF INTEREST: Project GRACE will not enter into any agreement with a business/organization/ individual when there is a potential conflict of interest with Project GRACE’s mission, programs and policies.
11. BENEFIT: All fundraising is to be conducted for the exclusive benefit of Project GRACE. Any variance must be approved by Project GRACE in advance of the event. If Project GRACE will not receive all event proceeds, then it must be stated clearly in all publicity and collateral materials that a portion of the proceeds will benefit Project GRACE.
12. PRIVACY: In accordance with the Donor Bill of Rights, Project GRACE does not release volunteer or donor names.
13. INSURANCE: All third party event organizers are responsible for providing insurance as required by law or established business practice.
14. NET PROCEEDS: Organizers of the event donate the net proceeds of the event to Project GRACE. Please send the check to Project GRACE , PO Box 6846, Scarborough, ME, 04070-6846 within 30 days of the event. Project GRACE provides a single acknowledgment for the event proceeds; it does not acknowledge the contributions of individual event participants except as noted under #5 above. Project GRACE does not pay any costs associated with the event.
15. LIABILITY: The organizer hereby fully releases and agrees to hold harmless Project GRACE, its Officers, Directors and representatives of and from any liability, claims, damages, expenses or causes of action for any reason.
1. APPLICATION: Project GRACE Application for a Third Party Fundraiser must be completed and box checked acknowledging that organizer has read and agrees to the policies outlined here. The third-party event is not authorized until approved by Project GRACE. Project GRACE reserves the right to decline an offer to hold a third-party benefit event. If you are under the age of 18 your parent or guardian must complete the application and agree to the Project GRACE Third Party Event Policies on your behalf.
2. MATERIALS: Project GRACE will provide printed materials about Project GRACE to be distributed at the event at the organizers' request.
3. TAX STATUS: Organizers of the event cannot use Project GRACE’s tax exemption in conjunction with the event. For example, organizers cannot use Project GRACE’s tax exemption status to purchase supplies or food in conjunction with an event.
4. BANK ACCOUNT: The business/organization/individual will not open any bank accounts using Project GRACE’s name or Employer Identification Number. Any check donations listing Project GRACE as the "Payee" will be forwarded to Project GRACE.
5. DONATIONS: Only donations made directly to Project GRACE are tax deductible. Donations made directly to a third party event can thus be used to cover the event's expenses, but they are not tax deductible.
6. STAFFING: Due to limited personnel resources, Project GRACE cannot provide staff support to third party events. Operation HOPE also has limited resources, including staff and volunteer time, and neither Project GRACE nor Operation HOPE can participate in each event. We may provide informational materials about Project GRACE and, when applicable, assist in promotional efforts to the extent that we are able.
7. GOOD STEWARDSHIP: The business/organization/individual agrees to minimize expenses related to the third party event.
8. OPEN BOOKS: The business/organization/individual agrees to an "open book" policy, and to provide an event plan and budget, if requested.
9. LOGO: Any use of the Project GRACE name and logo must be used in accordance with Project GRACE graphic guidelines and standards. Any use of Project GRACE’s name or logo in any mailing, advertising, or media must receive prior approval.
10. CONFLICT OF INTEREST: Project GRACE will not enter into any agreement with a business/organization/ individual when there is a potential conflict of interest with Project GRACE’s mission, programs and policies.
11. BENEFIT: All fundraising is to be conducted for the exclusive benefit of Project GRACE. Any variance must be approved by Project GRACE in advance of the event. If Project GRACE will not receive all event proceeds, then it must be stated clearly in all publicity and collateral materials that a portion of the proceeds will benefit Project GRACE.
12. PRIVACY: In accordance with the Donor Bill of Rights, Project GRACE does not release volunteer or donor names.
13. INSURANCE: All third party event organizers are responsible for providing insurance as required by law or established business practice.
14. NET PROCEEDS: Organizers of the event donate the net proceeds of the event to Project GRACE. Please send the check to Project GRACE , PO Box 6846, Scarborough, ME, 04070-6846 within 30 days of the event. Project GRACE provides a single acknowledgment for the event proceeds; it does not acknowledge the contributions of individual event participants except as noted under #5 above. Project GRACE does not pay any costs associated with the event.
15. LIABILITY: The organizer hereby fully releases and agrees to hold harmless Project GRACE, its Officers, Directors and representatives of and from any liability, claims, damages, expenses or causes of action for any reason.
When organizers complete the application, they will be asked to acknowledge that they have read and agree to the above policies.
PO Box 6846, Scarborough, Maine 04070-6846 | 207.883.5111 | pgme @ projectgracemaine.org
