GEMS Third Party Event Guidelines 1 Thank you for your interest in planning an event to benefit Girls Educational & Mentoring Services (GEMS). From hosting a dinner party, to hosting a screening of “Very Young Girls”, to organizing a community event, to donating proceeds from product sales, there are countless ways that you can raise funds for GEMS. We are open to explore these and other ideas with you. The funds raised from third party events will help support GEMS’ mission to end the commercial sexual exploitation and domestic trafficking of girls and young women by changing individual lives, transforming public perception, and revolutionizing the systems and policies that impact sexually exploited youth.
THIRD PARTY EVENT GUIDELINES Girls Educational & Mentoring Services (GEMS) defines a "Third Party Event" as any fundraising activity by a non-affiliated group or individual, where the GEMS has limited fiduciary responsibilities and limited staff involvement in the production of the event. These events may be one of three types: • Non-Affiliated: GEMS supporters will connect the organization with an existing event, activity or program, and a portion or all of the proceeds are donated to the GEMS. • Special Interest: When an individual or organization hosts an independent event specifically designed to raise funds for GEMS – all net proceeds will benefit GEMS. •In Kind Donation Drive: GEMS supporters can host an independent event specifically designed to collect In Kind donations for the girls and young women of GEMS (please see attached list of acceptable items). Third party events increase awareness of the commercial sexual exploitation and domestic trafficking of children. GEMS is fortunate to receive numerous inquiries and proposals from outside persons who wish to organize a fundraising event. Please note that anyone who is interested in planning an event to benefit GEMS must submit a completed and signed Third Party Event Proposal (see pages 4-7) prior to the event. Only those third party events which support our mission and legitimately and genuinely benefit GEMS will be approved. The following guidelines provide helpful information for planning a successful fundraising event and define the extent to which GEMS can provide services for your event. If you have any questions, please contact Bianca Baquerizo, Development Coordinator at 212.926.8089 x 59 or Bianca@gems-girls.org. Once again, thank you for your interest in planning a fundraising event to benefit Girls Educational & Mentoring Services!
PROMOTION 1. The event will be promoted and conducted in a manner to avoid statement or appearance of GEMS endorsing any product, firm, organization, individual or service. 2. GEMS reserves the right to decline association with any organization or event when it believes that such association may have a negative effect on the credibility of GEMS. 3. The official logo of GEMS should be appropriately used in conjunction with such an event, but may not be altered in any way. Any use of the GEMS name and logo must adhere to established standards published in GEMS Marketing Guidelines. 4. GEMS must review and approve all promotional materials including, but not limited to, advertising, letters, brochures, merchandise reprint, flyers and press releases prior to production or distribution.
GEMS Third Party Event Guidelines 2 5. Promotional and/or advertisements cannot be purchased with GEMS’ funds. Any such advertisement should be the result of underwriting or sponsorship related to the event. 6. GEMS reserves the right to participate in similar promotions and other Third Party Events. 7. GEMS reserves the right to rescind its approval of or end its involvement in an event if other non-profit organizations are beneficiaries and/or involved in the event without mutual compliance.
LIABLITY 1. GEMS is not financially liable for the promotion and/or staging of a Third Party Event. 2. GEMS is not liable for delivering goods, services and/or refunds offered by Third Party Event organizers should the event be cancelled or delayed. Charitable contributions made to GEMS are NOT payments for services rendered. GEMS will not provide restitution to event participants seeking payment from the event organizer as a result of event cancellation, delay or any other action on the part of the event organizer. 3. Alcohol at such an event should be avoided unless it is believed to be important to the success of the event. Restaurant or facility staff should serve attendees and/or participants. Proof of age will be required and signs posted to that effect. Alternative means of transportation should be available to attendees and/or participants. 4. Third Party Event organizers must have participants complete a waiver for release from liability when requested by GEMS. Depending on the auxiliary and the extent of the exposure, the responsible parties must have liability/property insurance applicable to the activities of the event. 5. The third party must also provide evidence of a general liability insurance policy with a minimum of $1 million per occurrence from an insurance carrier to GEMS. Depending on the extent of GEMS’ involvement and the risk associated, GEMS must be listed as an additional insured on the third party’s insurance policy. The third party event organizers may be involved with various vendors during the event. The vendors must provide evidence of insurance and include the organizers as additional insured.
ACCESSIBLITY 1. All Third Party Events should be accessible to people with disabilities. 2. The event should take place at a location that meets ALA regulations. 3. Third Party Event organizers should promote and make arrangements for any special accommodation needs by participants, volunteers, and/or staff.
REVENUE GENERATION 1. For Special Interest Events, 100% net income must be remitted to GEMS. Event expenses must be less than thirty percent (30%) of the total amount raised.
GEMS Third Party Event Guidelines 3 2. For Non-affiliated events (where GEMS is not the only recipient), a minimum of 50% gross income should be remitted to GEMS. However, exceptions may be made depending on the magnitude of the event, or other factors determined to genuinely benefit GEMS through its endorsement. 3. Third party event organizers are responsible for collecting the names and contact information of all attendees participants, sponsors, donors and volunteers and are required for mailing the appropriate materials within thirty working days (30) of the conclusion of the event. GEMS will not be responsible for mailing materials to attendees/participants or volunteers. 4. A donor or participant must be informed that the tax deductible amount of his or her donation is only the amount that is over and above what was received in goods and services. For example, if a participant pays $200 to participate in a community event and the cost per ticket is $50, the tax deductible amount is $150. 5. All promotional materials must clearly state the name of the organization/group responsible for the event, the percentage of proceeds and/or the portion of the ticket price that will benefit GEMS. 6. GEMS must receive all net proceeds within 30 working days of the conclusion of the event and/or promotion.
RECORDS 1. GEMS should receive a list of targeted sponsors for the event, before they are approached, to minimize overlap with other campaigns. 2. GEMS should receive a complete accounting of all funds collected and expenses related to the event. 3. GEMS reserves the right to inspect all event financial records. 4. GEMS will receive a list of all tangible non-cash contributions to the events. 5. GEMS will receive a list of all donors who contributed to the event. 6. Third Party Event organizers will collect names of participants, sponsors and volunteers, mailing appropriate materials as needed. Organizers may coordinate with GEMS for assistance.
TAX DEDUCTION/DONOR ACKNOWLEDGEMENT 1. Third party event organizers are responsible for collecting the names and contact information of all attendees / participants, sponsors, donors and volunteers and are required for mailing the appropriate materials within thirty working days (30) of the conclusion of the event. The GEMS will not be responsible for mailing materials to attendees / participants or volunteers. 2. Girls Educational & Mentoring Services has applied to and been approved by the Internal Revenue Service as a charitable (qualified) organization as defined by the Internal Revenue Code Section 501(c)3, meaning that contributions to the GEMS qualify for the maximum charitable contribution deduction under the Internal Revenue Code. 3. If payments are made to the third party event organizer and it is not an IRS qualified organization, the payments will not be deductible for income tax purposes. If the payments are made to GEMS, then they qualify to the fullest extent of the law.
GEMS Third Party Event Guidelines 4 THIRD PARTY EVENT PROPOSAL Thank you for your interest in planning an event in support of Girls Educational & Mentoring Services (GEMS). We rely on the involvement of individuals and organizations like you to support our mission to end the commercial sexual and domestic trafficking of children. We look forward to exploring new ideas with you. Before you begin organizing your event, please complete the event proposal form below and submit it for approval. If you have questions after you have reviewed the form please contact us at (212)926.8089 or at development at gems-girls dot org. The following is a partial list of criteria for all events held in support of GEMS. Does the event support GEMS’ mission? Does the event have a budget and plan? What is the estimated amount of proceeds from the event? Please note: GEMS is not able to obtain gaming or liquor licenses on behalf of the organizing group. CONTACT INFORMATION: Name of individual/organization planning the event: ____________________________________ Describe the organization: School Corporate Service Group Individual Community Group Other If other please specify: ____________________________________ Contact name:
____________________________________
Email:
____________________________________
Business Telephone:
(_____)-_____________________________
Home Telephone:
(_____)-_____________________________
Fax:
(_____)-_____________________________
Mailing Address:
____________________________________
City:
____________________________________
Province:
____________________________________
Zip Code:
____________________________________
GEMS Third Party Event Guidelines 5 EVENT DESCRIPTION: Event name:
____________________________________
Event date and time:
____________________________________
Event Location:
____________________________________
Address:
____________________________________
Please provide a brief description of your event: _________________________________________________________________________________________ _________________________________________________________________________________________ _________________________________________________________________________________________ _________________________________________________________________________________________ PROPOSED BUDGET: This portion of the application is a planning tool intended to provide you with the best preparation for your event’s success. It is not intended to be a formal financial statement but rather as a projection of your event’s budget. Donation Y/N
Revenue Sponsorship
$
Location
Expenses $
Location
$
Food/Beverage
$
Registration Fees
$
$
Ticket Sales # ____ @ $ ________ Ancillary Fundraising (Silent Auction, Raffle, etc.) Total Revenue
$
Printing (tickets, posters, programs, etc.) Security
$
Advertising
$
$
*License Fees
$
Prizes
$
Other (please specify)
$
Total Expenses Total Expected Profit (revenue – expenses)
$
$
$
Use this area to include details not listed but you feel may be important to the success of your event:
GEMS Third Party Event Guidelines 6 WHAT GEMS CAN DO IN SUPPORT OF YOUR EVENT: 1. GEMS would be pleased to provide you with promotional and/or informational material (PDF/JPEG format) for your event. Please specify, if any, the quantities you require: Brochures and/or Fact Cards Yes No GEMS Screening Packet Yes No Other requests _______________________________________________________________________________________ 2. GEMS would be pleased to provide a copy of any of our logos for your promotional materials. Do you require an electronic copy of any of our logos? Yes No File Format Preferred _________________________________________________________________________________ The event organizer understands and agrees that GEMS must review all promotional material (including press releases, public service announcements, scripts, posters, brochures etc.) BEFORE they are used. Yes No *NOTE: Your event’s name may identify the relationship with GEMS, such as “Council of Daughters fashion show in support of GEMS” but not incorporate GEMS’ name as in “The New York GEMS Bake Sale”. 3. Would you like to request a GEMS representative to speak at your event? (Please note that GEMS can speak in NYC, Long Island and Metropolitan areas) Yes No 4. GEMS is pleased to provide tax receipts to eligible gifts made to the Foundation as a result of your event. Does your event require tax receipts be generated by the agency for donors? Yes If yes, explain
No
___________________________________________________________________________________________________ ___________________________________________________________________________________________________ *NOTE: If you are unsure if your event is eligible for tax receipts contact us to inquire. 5. GEMS is able to promote your event through several channels. Please review the following list and check the boxes corresponding to the promotion GEMS can do for your event: Displayed in ‘Get Involved’ section on the GEMS website GEMS can tweet about it on our twitter page at www.twitter.com/GEMSGIRLS Included in GEMS’ Monthly Newsletter, distributed to all GEMS supporters Displayed on the GEMS Girls Are Not For Sale page on Facebook Assistance drafting posters, postcards, literature, etc. for distribution in your community
GEMS Third Party Event Guidelines 7 Thank you for taking the time to fill out this application! A staff person from GEMS will contact you within a week to follow-up on your application. ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Girls Educational & Mentoring Services Telephone: 212.926.8089 Fax: 212.491.2696 Email: development at gems-girls dot org Your support is greatly appreciated.
I have read and understand all information contained within this proposal. Event Organizer Name (please print):
_______________________________________________________
Signature: ____________________________________________________ Date: __________________________ For Office Use Only: Date Received: ___________________________ Received by:_________________________________ Approved
Not Approved
Development Coordinator Signature:
_______________________________ Date: _____________
Communications & Development Director Signature: _______________________________ Date: _____________