TCH Event Guidelines

The Covering House Third Party Event Guidelines 1

Thank you for your interest in planning an event to benefit The Covering House. From hosting a dinner party, to organizing a community event, to donating proceeds from product sales, to hosting item drives, there are countless ways that you can raise funds for The Covering House. We are open to explore these and other ideas with you. The funds raised from third party events will help support The Covering House’s mission to end the commercial sexual exploitation and domestic trafficking by bringing restoration and refuge to young girls’ lives, transforming public perception, and revolutionizing the systems and policies that impact sexually exploited youth. The Covering House defines a "Third Party Event" as any fundraising activity by a non-affiliated group or individual, where The Covering House has limited fiduciary responsibilities and limited staff involvement in the production of the event. These events may be one of three types: •Non-Affiliated: The Covering House supporters will connect the organization with an existing event, activity or program, and a portion or all of the proceeds are donated to The Covering House. •Special Interest: When an individual or organization hosts an independent event specifically designed to raise funds for The Covering House– all net proceeds will benefit The Covering House. •In Kind Donation Drive: The Covering House supporters can host an independent event specifically designed to collect In Kind donations for the girls of The Covering House (please see attached list of acceptable items). Third party events increase awareness of the commercial sexual exploitation and domestic trafficking of children. The Covering House is pleased by your commitment to take part in this. Please note that anyone who is interested in planning an event to benefit The Covering House 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 The Covering House will be approved. The following guidelines provide helpful information for planning a successful fundraising event and define the extent to which The Covering House can provide services for your event. If you have any questions, please contact Laura Gardner, Director of Communications and Development at [email protected]. Once again, thank you for your interest in planning a fundraising event to benefit The Covering House!

THIRD PARTY EVENT GUIDELINES

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1. The event will be promoted and conducted in a manner to avoid statement or appearance of The Covering House endorsing any product, firm, organization, individual or service.

2. The Covering House 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 The Covering House.

3. The official logo of The Covering House should be appropriately used in conjunction with such an event, but may not be altered in any way. Any use of the The Covering House name and logo must adhere to established standards published in The Covering House Marketing Guidelines.

4. The Covering House 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.

5. Promotional and/or advertisements cannot be purchased with The Covering House’s funds. Any such advertisement should be the result of underwriting or sponsorship related to the event.

6. Covering House reserves the right to participate in similar promotions and other Third Party Events.

7. Covering House 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. The Covering House is not financially liable for the promotion and/or staging of a Third Party Event.

2. The Covering House 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 The Covering House are NOT payments for services rendered. The Covering House 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 The Covering House. 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 The Covering

PROMOTION

LIABILITY


House. Depending on the extent of The Covering House’s involvement and the risk associated, The Covering House 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. If at all possible, all Third Party Events should be accessible to people with disabilities.

2. Third Party Event organizers should promote and make arrangements for any special accommodation needs by participants, volunteers, and/or staff.

1. For Special Interest Events, 100% net income must be remitted to THE COVERING HOUSE. Event expenses must be less than thirty percent (30%) of the total amount raised.

2. For Non-affiliated events (where The Covering House is not the only recipient), a minimum of 50% gross income should be remitted to The Covering House. However, exceptions may be made depending on the magnitude of the event, or other factors determined to genuinely benefit The Covering House 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. The Covering House 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 The Covering House.

6. The Covering House must receive all net proceeds within 30 working days of the conclusion of the event and/or promotion.

RECORDS 1. The Covering House should receive a list of targeted sponsors for the event, before

they are approached, to minimize overlap with other campaigns.

2. The Covering House should receive a complete accounting of all funds collected and expenses related to the event.

THIRD PARTY EVENT GUIDELINES

REVENUE GENERATION

RECORDS


3. The Covering House reserves the right to inspect all event financial records.

4. The Covering House will receive a list of all tangible non-cash contributions to the events.

5. The Covering House 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 The Covering House for assistance.

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 Covering House will not be responsible for mailing materials to attendees / participants or volunteers.

2. The Covering House 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 Covering House 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 The Covering House, then they qualify to the fullest extent of the law.

TAX DEDUCTION/DONOR ACKNOWLEDGEMENTPARTY EVENT PROPOSAL Thank you for your interest in planning an event in support of The Covering House. 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 (314)-266-9140 or at [email protected] . The following is a partial list of criteria for all events held in support of The Covering House.

Does the event support The Covering House’s mission?

Does the event have a budget and plan? What is the estimated amount of proceeds from the event?

Please note: The Covering House is not able to obtain gaming or liquor licenses on behalf of the organizing group.

TAX DEDUCTION/DONOR ACKNOWLEDGEMENT

THIRD PARTY EVENT PROPOSAL

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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: State: Zip Code:

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.

Revenue Expenses $ Donation Y/N

Sponsorship $ Location $ Location $ Food/Beverage $ Registration Fees

$ Printing (tickets, posters, programs, etc.)

$

Ticket Sales #___@ $____

$ Security $

Ancillary Fundraising (Silent Auction, Raffle, etc.)

$ Advertising $

Total Revenue

$ *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 important to the success of your event

Revenue Expenses Donation Y/N

WHAT THE COVERING HOUSE CAN DO IN SUPPORT OF YOUR EVENT:

1. The Covering House 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 Other requests


2. The Covering House 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 The Covering House 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 The Covering House, such as “St. Louis fashion show in support of The Covering House” but not incorporate The Covering House’s name as in “The St. Louis Covering House Bake Sale”. 3. Would you like to request a representative from The Covering House to speak at your event? Yes No 4. The Covering House 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 No If yes, explain *NOTE: If you are unsure if your event is eligible for tax receipts contact us to inquire. 5. The Covering House is able to promote your event through several channels. Please review the following list and check the boxes corresponding to the promotion:

Displayed on The Covering House website The Covering House can tweet about it on our twitter page

Included in The Covering House’s Monthly Newsletter, distributed to all The Covering House supporters

Displayed on The Covering House page on Facebook

Assistance drafting posters, postcards, literature, etc. for distribution in your community

Thank you for taking the time to fill out this application! A staff person from The Covering

House will contact you within a week to follow-up on your application. The Covering House

Telephone: 314.266.9140 Email: [email protected] 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 For Office Use Only: Date Received: Received by:

Approved Not Approved Development Coordinator Signature: Date: Communications & Development Director Signature: Date:

Documents

TCH Event Guidelines