North Texas Cultural Co-op Member Agreement

Transcription

1 North Texas Cultural Co-op Member Agreement Name of Organization Primary Contact Name Primary Contact Title Primary Contact Phone Primary Contact Secondary Contact Name Secondary Contact Title Secondary Contact Phone Secondary Contact General Agreement I am participating in the North Texas Cultural Co-op ( NTCC ), a permission-based, master database of consumer mailing lists compiled from fellow arts and culture organizations, operated by Target Resource Group, LLC ( TRG ) and facilitated by TACA, Inc. ( TACA ). NTCC s permission-based, master database of patron data (the TRG Data Center ) has the goal goals of (a) providing tools to understand, expand, and engage audiences and (b) simplifying list exchanges between nonprofit cultural organizations in North Texas. On behalf of my organization, I agree to abide by all rules and regulations set forth in this agreement. Eligibility Requirements (1) The NTCC is open to nonprofit arts and cultural organizations. (2) Organizations must be located within a seventy-five (75) mile radius of the City of Dallas. (3) Each organization that wishes to participate in the NTCC must complete the requirements set forth in this Member Agreement individually. Joint or collective participation among multiple organizations is not permitted. 1 - NTCC Member Agreement

2 As a member of the North Texas Cultural Co-op, I understand that: (1) The North Texas Cultural Co-op will provide member organizations with a basic license to the TRG Data Center free of charge. This license includes: a. List management and hygiene including NCOA cleaning every 90 days. b. Reports analyzing patrons by their geographic concentration, demographic characteristics, and crossover behaviors. c. Mailing list exchanges between member organizations through TRG Arts exclusive system, the TRG Data Center (if desired). (2) I can use the TRG Data Center through the public internet to build dynamic direct mail lists by selecting geographic parameters, the desired list segments available for trade within the cooperative database, and demographic variables (supplied by TRG). (3) I may choose to purchase additional services to expand my use of the TRG Data Center and the North Texas Cultural Co-op. These services are separate from this agreement and necessitate an independent arrangement directly with TRG. These services may include: a. Updating or refreshing my warehouse outside the free, annual update b. Using demographic attributes to filter a list pull (rates vary based on the specific attributes selected) c. Additional mail, phone, or deceased hygiene d. Full-service list pulling or list recommendation service e. Response rate tracking f. Pricing, analytics, or consulting services (4) TRG and TACA may utilize my Aggregate Data (data that has been processed by TRG so that it does not identify and individual person or organization) for research, but may not use, sell or disclose individual data without my prior consent. TRG shall have the right to retain and use Aggregate Data for any purpose. 2 - NTCC Member Agreement

3 As a member of this program, I agree to the rights and responsibilities of permission-based datasharing. Specifically, I understand that: (1) Data (lists) can only be shared with the express permission of the owner/organization. (2) Under the contact terms between TACA and the service provider, TRG, data transfers can only be transacted once the requesting member receives express permission from the owner member. (3) Under no circumstances will TACA or TRG share, deliver, or export any data or list from the complied database without the express consent and permission of the list owner; there are no exceptions to this requirement. (4) I understand that any information on a data list that I receive from another member organization (other than information previously known to me) is both proprietary and confidential, and such is limited for one time use only to my own organization. (5) I agree not to use any names culled from other organizations in the NTCC for fundraising purposes. Mailing lists that include names culled from other organizations may be used for marketing purposes to sell tickets or memberships but may not be used for fundraising solicitations of any kind. (6) I understand that if my organizations or any mail house or other vendor with whom I am contracted may not, under any circumstances, permanently retain a copy of mailing list data or provide such data to other organizations. As a member of the NTCC, I agree to do all of the following prior to receiving access to the TRG Data Center: (1) Complete the membership survey online at (2) Complete required USPS form (PAF) to allow TRG to perform National Change of Address (NCOA) (3) Provide TRG with Certificate of Exemption from Sales Tax (4) Submit data in the required format by the due date (5) Review the data quality reports provided by TRG to ensure accuracy in their list submission prior to posting in the TRG Data Center (6) Complete the online Data Center training provided by TRG to ensure understanding of the system s functionality Once I have been given access to the TRG Data Center, in order to ensure the best experience for my organization and my fellow NTCC participants, I will: (1) Update the visibility status of newly uploaded lists within 7 business days of their upload. (2) Send requests for list trades at least 10 business days in advance of a mailing. (3) Respond to requests for list trades within 5 business days. (4) Agree to mail patrons from each traded list only once and for the purpose expressed when requesting data. (5) Notify TACA and TRG of any changes to any of the information listed above. 3 - NTCC Member Agreement

4 NTCC Upgrade: Data Center Essentials The Data Center Essentials upgrade allows your organization to upload unlimited patron data to the Co-op at any time throughout the year for $1,000 annually. Yes, my organization would like to upgrade to Data Center Essentials for $1,000 annually. (Separate Data Center Essentials agreement and invoice to follow from TRG Arts upon receipt of this agreement by TACA) Failure to Abide by Terms and Conditions My organization acknowledges receipt and review of this Member Agreement. Should my organization fail to abide by the terms set forth in this agreement, I understand that TACA reserves the right to revoke my organization s list extraction rights, at minimum, for the duration of the calendar year and possibly longer, including in perpetuity. In addition, my organization may be held liable for the damages of any other participant, TACA and TRG arising from my organization s failure to abide by these terms. Limit of Liability By signing, I agree to hold harmless and waive any potential claims, suits, or judgments against TACA that might result from my participation in this program. My signature represents evidence that I am empowered by the organization listed to act on its behalf in this matter. This agreement shall take effect on the date below. By signing below, you agree to the above terms of membership in all list-trading transactions. Signature Date Print Name Title Please provide all requested information, read the terms carefully, sign and date this agreement and return to Maura Sheffler at TACA: Via U.S. Mail: TACA c/o Maura Sheffler 1722 Routh Street, Suite 115 Dallas, TX Via maura.sheffler@taca-arts.org Subject: NTCC Member Materials 4 - NTCC Member Agreement

5 N o r t h t e x a s Cultural Co-op A TACA & TRG Database Community New Member Survey Welcome to the North Texas Cultural Co-op! The following survey is for new NTCC members. Please answer all questions to the best of your ability as this information provides context for the patron data you will contribute to the Cultural Co-op and helps paint an accurate picture of our cultural community. SURVEY RECOMMENDATION: As the questions in this survey may be best answered by multiple members of your organization, use this paper copy of the survey as a tool to help you find the answers to all questions before completing the survey electronically. If you are a 2014 TACA Beneficiary or grant applicant, your organization s completed CDP data profile can be used to answer some of the following survey questions. PLEASE NOTE: This NTCC New Member Survey needs to be completed and submitted online at: Please use this paper copy of the NTCC New Member Survey as a guide to help you gather the information needed for the survey questions. 1 - NTCC New Member Survey

6 Basic Member Organization Information (1) Organization Name (2) Legal Organization Name (if different) (3) EIN Number (9 digits, no dash) (4) Address of Administrative Office Address Address 2 City State ZIP Phone Number (5) Organization Billing Address (if different from administrative office address) Address Address 2 City State ZIP (6) Organization Website (7) Organization Type (please choose ONE that best describes your organization) Art Museum Gallery Arts & Cultural Alliances/Advocacy History Museum/Historic Site Ballet Literary/Library Broadway Nature Conservatory/Garden/Park Children s Museum Opera Choral/Vocal Orchestral/Instrumental Music Community/Cultural Center Other Attraction Dance Other Performing Arts Education Performing Arts Science Museum Education Visual Arts Theater Film & Video TV/Radio Foundation Zoo/Aquarium/Aviary 2 - NTCC New Member Survey

7 (8) Start date of your organization s current fiscal year: (9) Organization s operating budget from the most recently completed fiscal year: Less than $500,000 $3,000,000 - $5,999,999 $500,000 - $999,999 $6,000,000 - $12,000,000 $1,000,000 - $2,999,999 More than $12,000,000 (10) List the percentage of your organization s income that comes from each of the following sources: Patrons (ticket buyers, members, donors, etc.) % Other (foundations, endowment, government, etc.) + % 100 % (11) Marketing expenses from the most recently completed fiscal year (including personnel expenses): $ (12) Total ticket revenue (single ticket/admission, subscription/membership) for the most recently completed fiscal year: $ (13) Approximate annual attendance from the most recently completed fiscal year (include attendance at free programs): (14) Number of full-time equivalent (FTE) employees i.e., two 20-hour weekly employees = 1 FTE employee: 3 - NTCC New Member Survey

8 Member Organization NTCC Contacts Please designate two people from your organization to serve as contacts for business related to the North Texas Cultural Co-op. (15) Primary North Texas Cultural Co-op contact First Name Last Name Title Phone Number (16) Secondary North Texas Cultural Co-op contact First Name Last Name Title Phone Number 4 - NTCC New Member Survey

9 Member Organization Mail House Contacts In order to use the TRG Data Center, TRG will need to setup the mail house(s) your organization commonly uses as vendors in the system. This will allow them to securely download only the lists to which you give each mail house access. Please provide the contact information for your primary mail house(s). (17) Primary Mail House Contact Information Company Name Contact Full Name Contact Job Title Phone Number (18) Secondary Mail House Contact Information Company Name Contact Full Name Contact Job Title Phone Number My organization does not use a mail house 5 - NTCC New Member Survey

10 Member Organization Database The following questions are specifically related to the database(s) that house your organization s patron and donor information. If applicable, your organization s database manager may be best able to answer the following questions. (19) What software do you currently use to track your patrons, customers, ticket buyers, visitors, members and/or donors? (check all that apply) Access Archtics Audience View Choice Ticketing Convio etapestry Excel FileMaker Pro GiftMaker Pro GiftWorks Paciolan Patrons Edge Patron Manager ProVenue ProVenue Elite ProVenue Max Raisers Edge Sage Sales Force Telecharge Tessitura TheatreManager TicketMaster Wintix Other (please specify): (20) Approximately how many total mailing address records do you house across all of your database systems? (donor, ticketing, marketing, etc.) (21) Approximately how many total address records do you house across all of your database systems? (22) Which of the following do you collect from customers at the point of sale? (select all that apply) Advance Sales Walk-Up Sales Name Mailing Address Address Phone Number Zip Code 6 - NTCC New Member Survey

11 (23) Which of the following categories best describes your organization s offerings? Museum/Visual Organization Continue to page 8 Performing Organization Go to page 9 Both Go to page 10 Neither Go to page NTCC New Member Survey

12 Museum/Visual Organizations (24) How many exhibitions does your organization have per year? (25) Please list the major series or type(s) of work your organization generally presents as part of its permanent collection and/or travelling exhibitions: (26) Please tell us about your exhibitions spaces. How many exhibitions spaces does your venue(s) contain? What is the total square footage of these spaces? Go to page NTCC New Member Survey

13 Performing Organizations (27) How many unique PRODUCTIONS does your organization produce/present per year? (i.e., Wicked, Coppelia, etc.) (28) How many total PERFORMANCES does your organization produce/present per year? (i.e., the total number of times all of your productions are performed) (29) If your performance hall uses a different ticketing system than your organization, please list the name of that system below. (30) Please list the names and seating capacities of your major venues: Venue 1 Name Venue 2 Name Venue 3 Name Venue 4 Name (31) In what months does your primary season begin and end? Season 1 Begins Season 1 Ends Venue 1 Capacity Venue 2 Capacity Venue 3 Capacity Venue 4 Capacity (32) Please list the major series/categories you perform or present. (i.e., classical, pops, children s programs, new plays, etc.) Go to page NTCC New Member Survey

14 Dual Organizations: Museum/Visual Arts (33) How many exhibitions does your organization have per year? (34) Please list the major series or type(s) of work your organization generally presents as part of its permanent collection and/or travelling exhibitions: (35) Please tell us about your exhibitions spaces. How many exhibitions spaces does your venue(s) contain? What is the total square footage of these spaces? 10 - NTCC New Member Survey

15 Dual Organizations: Performing Arts (36) How many unique PRODUCTIONS does your organization produce/present per year? (i.e., Wicked, Coppelia, etc.) (37) How many total PERFORMANCES does your organization produce/present per year? (i.e., the total number of times all of your productions are performed) (38) If your performance hall uses a different ticketing system than your organization, please list the name of that system below. (39) Please list the names and seating capacities of your major venues: Venue 1 Name Venue 2 Name Venue 3 Name Venue 4 Name (40) In what months does your primary season begin and end? Season 1 Begins Season 1 Ends Venue 1 Capacity Venue 2 Capacity Venue 3 Capacity Venue 4 Capacity (41) Please list the major series/categories you perform or present. (i.e., classical, pops, children s programs, new plays, etc.) 11 - NTCC New Member Survey

16 Current Marketing & Development Tactics (42) Do you currently trade mailing lists with other organizations in your community? Yes No (43) Do you currently purchase prospect lists? (i.e. magazine rentals) Yes No (44) Do you update your database regularly with NCOA (National Change of Address) results? Yes No (45) Approximately how many times do you do this each year? Monthly Quarterly Every six months Once per year (46) How many direct mail campaigns did you send in your most recently completed fiscal year and what total quantity did you send? Number of Campaigns Total Quantity of Mail Pieces Sent NTCC Participation Goals (47) Please rate the following aspects of the Cultural Co-op by importance to you and your organization. (1 = UNIMPORTANT; 5 = IMPORTANT) Simplifying the list-trading process with peers Cleaning data through NCOA Teaching me how to better target prospective patrons Providing me the tools to better understand my patrons and donors Providing me the tools to better prospect new patrons Supplying data to inform community-wide research and advocacy Thank you for taking the time to complete the NTCC New Member Survey. You are now ready to complete and submit the survey online at: NTCC New Member Survey

17 NCOA Link PROCESSING ACKNOWLEDGEMENT FORM The collection of information on this Processing Acknowledgement Form (PAF) is required by the Privacy Act of The United States Postal Service (USPS) requires that each NCOA Link Licensee have a completed NCOA Link PAF for each of their NCOA Link customers prior to providing the NCOA Link service. The Licensee is also required by the USPS to retain a copy of the completed form for each of its customers and to obtain an updated PAF from each of its customers at minimum once per year. Any signature upon this PAF shall be considered valid for all purposes and have the same effect whether it is an inksigned hardcopy document or equivalent alternative. LIST OWNER I, the undersigned, an authorized representative of: Company Name Address City State ZIP+4 Telephone Number NAICS USPS Mailer ID Address Parent Company Name Marketing or DBA Company Name or Affiliate Company Name (if applicable) Company Website (optional) Name (Please print) Signature Title Date I do hereby acknowledge that I have received and reviewed the NCOA Link Information Package supplied to me by Acxiom Corporation, an NCOA Link Full Service Provider Licensee. I also understand that the sole purpose of the NCOA Link service is to provide a mailing list correction service for lists that will be used for preparation of mailings. Furthermore, I understand that NCOA Link may not be used to create or maintain new movers lists. LICENSEE Acxiom Corporation Business Name (Please print) Larry Horton Name (Please print) Product Data Specialist Title Signature Date Telephone Number Fax Number BROKER/AGENT TRG Arts Business Name (Please print) LIST ADMINISTRATOR (Check applicable box) 90 S. Cascade Avenue, Suite 510 Colorado Springs, CO Address City/State/ZIP+4 David Seals Name (Please print) Community Networks Program Director Title Signature Date Telephone Number NAICS Company Website (optional) For Licensee Use Only PAF ID: Broker/Agent ID: List Administrator ID: 5/04/2009

18 (Back) (Rev. 9-07/6) TEXAS SALES AND USE TAX EXEMPTION CERTIFICATION Name of purchaser, firm or agency Address (Street & number, P.O. Box or Route number) Phone (Area code and number) City, State, ZIP code I, the purchaser named above, claim an exemption from payment of sales and use taxes (for the purchase of taxable items described below or on the attached order or invoice) from: Seller: Street address: City, State, ZIP code: Description of items to be purchased or on the attached order or invoice: Purchaser claims this exemption for the following reason: I understand that I will be liable for payment of all state and local sales or use taxes which may become due for failure to comply with the provisions of the Tax Code and/or all applicable law. I understand that it is a criminal offense to give an exemption certificate to the seller for taxable items that I know, at the time of purchase, will be used in a manner other than that expressed in this certificate, and depending on the amount of tax evaded, the offense may range from a Class C misdemeanor to a felony of the second degree. Purchaser Title Date NOTE: This certificate cannot be issued for the purchase, lease, or rental of a motor vehicle. THIS CERTIFICATE DOES NOT REQUIRE A NUMBER TO BE VALID. Sales and Use Tax "Exemption Numbers" or "Tax Exempt" Numbers do not exist. This certificate should be furnished to the supplier. Do not send the completed certificate to the Comptroller of Public Accounts.