Celebration of Support Agreement

Transcription

1 Celebration of Support Agreement Please read thorough all pages & complete pages 4,5 & 6 of this agreement and mail it to: Community Benefit Tree, Inc., W3494 Dundas Road, Kaukauna WI or fax to (920) This agreement MUST be complete in full; an incomplete submittal will be rejected and will delay the COS Events approval process. The Community Benefit Tree, Inc. (CBT) is here to help guide you to have a successful event. If you are interested in the assistance of the CBT the following rules and regulations must be adhered to. Please read the following carefully, if you are in agreement and wish the CBT to assist you, complete and sign the form. C.O.S. EVENT RULES AND REGULATIONS 1. The CBT Recipient Application must be completed by the recipient of the COS event and approved by the CBT Board of Directors prior to assistance with the event. 2. The CBT Recipient Application, Celebration of Support Agreement, Support Fee and referral letters MUST be submitted as one package to begin the approval process. Information submitted separately will delay the approval process. 3. There is an administrative fee of $500, cash, money order or credit card will be accepted. $250 will be reimbursed to the payee if members of the committee volunteer 20 hrs or more back to the CBT within six months from the date of the C.O.S. There is an option to hold the check or credit card if funds are available from the COS event to be taken out from there. $ administrative fee will not be refundable once you have completed the "How To" class. You do have the option of receiving $ back if you complete the 20 hours of volunteer time. 4. We will meet one on one with your whole committee to conduct the CBT How to class. All committee members are required to attend this class. The class includes educating your committee on how to coordinate and plan a Celebration of Support event and handbooks for up to 10 members. 5. The Community Benefit Tree, Inc. name and/or logo must be included on all advertising and public relations materials such as letters, posters, program, t-shirts, etc, associated with your event. Prior approval regarding the use and positioning of the CBT name/logo is mandatory. 6. Using the Community Benefit Tree, Inc. name or information to apply for grants is strictly prohibited. Page 1 of 7

2 HEAD OF THE COMMITTEE REQUIREMENTS The Community Benefit Tree is here to offer assistance, not to manage or organize the COS event. As such, the CBT requires that you appoint one person to be the Head of the Committee. This person will be the point of contact and will be in charge of the following: a. Appointing/acquiring a Committee. b. Keeping the CBT informed of any changes to requests that have been made. c. Letting the CBT know if additional volunteers are needed. Two weeks advance notice is necessary to secure enough volunteers by ing your COS Supervisor. d. Keeping track of all donations that are made on behalf of the event. e. Delegation by giving other members of your Committee tasks to be in charge of; for instance, assigning chairpersons of each activity or appointing a secretary/treasurer of the event. f. ing or faxing your printed materials such as solicitation letter, poster, programs, invitations, etc to the CBT for approval prior to distributing g. Updating your sponsor list, the thank you letter, pictures of your events and any additional materials that keep your page current on the CBT website. Updates can be sent via to the Webmaster at leannstever@communitybenefittree.org. Failing to keep your webpage current will result in the removal of your page from the CBT website Your COS event information will be left on the website 6 months after the event as long as your information is current. h. If the CBT credit card machine is going to be used, you must contact our office two weeks prior to your event so we can train one of your volunteers or provide an already trained volunteer for your COS event. i. One week prior to the COS event you will need to contact Karla by faxing your completed Rental agreement to (920) or by at karlawolfinger@communitybenefittree.org. j. C.O.S. Partners If you are working with one of our C.O.S. Partners, we expect you to treat them with respect and if you have any problems you will need to contact your COS Supervisor. k. Refer to the handbook you were given at the "How To" class with questions that you might have or if you are in need of advice, please contact your C.O.S. Supervisor. Tax Exempt Number Conditions By accepting our assistance you are in agreement to become a Community Benefit Tree fundraiser event. This will give your event the capabilities to have a tax exempt status on donations made to the event. You agree to meet the following conditions: 1. If a business wants a tax exempt receipt the check must be made payable to the Community Benefit Tree, Inc. Checks made in this manner will be applied to the proper event and included in the final total issued to the COS event. 2. It is the job of the Head of the Committee to get in contact with us on any checks that have our name on them and are requesting a tax exempt receipt. 3. The tax exempt number is not to be used for anything other than to obtain donations or anything that is not approved by the Community Benefit Tree Board of Directors. 4. It is your responsibility to complete and return the tracker sheet located in the handbook to the CBT office. This tracker sheet is to serve as your log of the businesses or individuals that would like their item donation(s) to be tax deductible. Page 2 of 7

3 Raffle Number Conditions 1. A separate bank account will be set up by the CBT to be used only for any funds that are raised through presale raffle ticket sales. 2. The raffle license number must be printed on all raffle tickets. 3. When ordering the tickets from the printer you MUST have approval from CBT before having them printed. The printer must fax a proof to the CBT office by at heidifrederickson@communitybenefittree.org or by fax at (920) , prior to printing. 4. You agree to abide by the Wisconsin Gaming and Regulations and the Community Benefit Tree, Inc. guidelines. These rules and regulations must be followed at all times, if it is deemed that they are not being adhered to, use of the raffle number will be withdrawn immediately 5. If you decide to do a 50/50 raffle, the winner of the raffle will have to complete a W-9 form before the money is turned over and the winner will be issued a 1099 at the end of the year. Any items that are on the raffle ticket that are over $ value the winner of that item will have to fill out a W-9 form. The winner will be responsible for all applicable taxes on winnings. Winners will be issued the winnings by check approx. 7 days following the completion and return of all necessary paperwork, such as the W9 form and/or winner sheet(s). If they decide to donate some or all of the funds back to the event, they will be issued a tax deductible donation receipt. It is your responsibility to inform CBT of this. Disbursements on Donations Conditions 1. Money received from tax deductible donations, Pay pal transactions, credit card machine transactions and raffle tickets will be disbursed by the CBT 3-4 weeks following the event date. This is subject to change, depending on when the Head of the Committee's ability to gather and delivery the necessary information to the CBT to close out the event. If funds come in after the disbursement check is issued, these additional funds will be disbursed approx. 4 weeks from the date they were received. 2. Disbursement will be made in the form of a check payable to the COS event. When the check is ready to be issued the COS Supervisor will set up a Wrap Up meeting to go over the COS worksheet that records all benefits and donations received or given. Rental Items Available The CBT also offers items available for rent. The items will be available to the benefit free of charge for the day of the event. A Rental Agreement must be signed in order to rent any of the items offered. Credit Card Conditions The credit card machines are only to be used for purchases such as: live & silent auction items. The credit card slips are to be turned in with the credit card machine or disbursements will be held. There will be a 2.75% credit card rate charge, off the total credit card sales. Page 3 of 7

4 Recipient: Receipt and Acknowledgement of Programs Provided Event Location (if known): Event Date (if known): This MUST be completed in full; an incomplete submittal will be rejected and will delay the event approval process. Please detach this sheet and send in with the other documentation requested for event approval. Programs Provided Please select the box (es) next to each program you are interested in participating in: Ask It Program Get unlimited advice on How to Organize a C.O.S. Event You will be assigned a C.O.S. Supervisor that will work with you one on one for planning your C.O.S. event. Rental Program - FREE rental of items (cashboxes, money aprons, raffle drums, kids games, etc.) please review the Rental Item List located in the handbook Give and Take Program - Take what you need and give what you can of supplies, such as rolls of raffle tickets, kids prizes, paper, table clothes, plates, napkins, pens and much more. Volunteer Program - CBT will coordinate additional volunteers for your event. You must give 2 weeks' notice to allow enough time to locate and confirm volunteers needed by ing your C.O.S. Supervisor. Promote It Program - CBT will send out a press release to the local newspaper, radio stations and television stations announcing your event. You will also be given webpage on the CBT website for promoting your COS event. C.O.S. Partner Program - Your event will be given access to businesses that give the Community Benefit Tree event services such as facility rentals or items as a donation or at discounted rates. REQUIRED: How To Educational Program An educational one one one training with your COS Supervisor along with handbooks that guides your entire committee step by step on how to plan a Celebration of Support event. Raffle Program Assist with selling presale raffle tickets. You will be responsible for following the rules and regulations associated with the raffle number as outlined above. Credit Card Program CBT has a credit card machine that is available for use at your COS event. We will provide a trained volunteer to operate the machine for the day of your event. All money that is collected via credit card transactions will be issued to the COS event with the final check, minus the credit card rate. Print It Program- with the collaboration with the Little Chute High School, we offer printing of your posters, solicitation letters, signs, etc at a discounted rate. You will be responsible for pick up of your item(s) and making payment at that time. Plus Tax Exempt Status- anyone making donations whether item or cash donation will be tax deductible. You will be responsible for making sure that the money is allocated if requiring a tax deductible receipt. Family Support Program- Learn how to form a support group for your recipient and how others can help them during their medical crisis. Prayer Team Request- A representative from the H.O.P.E. Support team will come to the C.O.S. event and will say a prayer at announcement time. Head of the Committee Signature Printed Name Page 4 of 7

5 Receipt and Acknowledgement of Terms & Conditions of Celebration of Support Agreement C.O.S. Recipient: C.O.S. Event Location (if known): C.O.S. Event Date (if known): This agreement MUST be completed in full; an incomplete submittal will be rejected and will delay the event approval process. Please detach this sheet and send in with the other documentation requested for event approval. I/we agree to the conditions of the Community Benefit Tree as outlined in the Celebration of Support Event Agreement. I/we agree to follow these conditions and acknowledge that if we do not the Community Benefit Tree will discontinue service to the event. Furthermore, I/we agree to be an advocate for the Community Benefit Tree, Inc. I/we will recognize the CBT on all advertising and publicity that we provide for our C.O.S. event. Head of the Committee Signature Printed Name Legal Guardian Signature ( if one is appointed) Printed Name _ Address City Zip Phone Alternate Phone Administrative Fee = $500 payment may be made by cash, money order or credit card. $250 will be refunded in the same manner that it was submitted after the completion of 20 volunteer hours which need to be completed six months from the date of the Celebration of Support. Included in the administrative fee is 4 tickets to LIFE Awareness Night event. Please Note: If you choose not to use the Community Benefit Tree's services or programs after going through the "How To" educational class the administrative fee will NOT be refunded. However if you are able to do the 20 hours of volunteer time we will refund $ back. Yes, Please hold my check or credit card. CBT realizes that not everyone who starts a event has the means of having the administrative fee available so if you are not able to pay the $ fee you do have the option to either send us a check or submit your credit card number in which we will hold until 7 days before the event. The fee will be taken out of C.O.S. money if CBT does not receive enough funds for your C.O.S. event we will then cash the check or charge your credit card. We will let you know before we do this. Please check which Fee Option you and your committee will be choosing (payment is due when submitting forms): Fee Option: $ payment no volunteer time $500 payment with volunteer time and $ refundable (if choosing this option you will need to fill in the volunteer hour record sheet (attached) and send in after completing the volunteer hours) Payment Method: cash (enclosed) money order (enclosed) credit card Credit Card Number Card Holder Signature Card Holder s Address Expiration Date Three Digit Card Indicator City, State, Zip Page 5 of 7

6 Event Recipient: Event Location (if known): Event Date (if known): This agreement MUST be completed in full; an incomplete submittal will be rejected and will delay the benefit approval process. Please detach this sheet and send in with the other documentation requested for benefit approval. Committee Member(s) Verification Please complete all information requested for each member of your committee. 5 to 10 committee members are recommended. Please attach additional sheets if needed. If you are doing the volunteer option please put a in the box next to the name of the committee member who will be helping with those hours. Page 6 of 7

7 Volunteer Hour Record Sheet Instructions: This sheet is to record you and your committees volunteer time to Community Benefit Tree. Keep this sheet until you and your committee ( hours can be completed by others that are not on the committee as well but they will need to complete the volunteer orientation) have completed the 20 hours of volunteer time. Make sure the sheet is completely filled out. The $ will be refunded one week after sheet is turned in and the 20 hours are verified. 20 hours must be completed within 6 months of event. Requirement: To get started you will need to set up a time either before or after the COS event to schedule a volunteer orientation. After the volunteer orientation your committee members that you checked will be added to the grouping and they will receive weekly updates of volunteer opportunities. ONLY the opportunities that we or ok will be recognized. C.O.S. Event Information Head of the Committee Name and Recipient Name: C.O.S. Event Date: Office Use Only Activity Date Contact Heidi to set up a time and place What was the Activity Requirement Volunteer Orientation # of Hours Names of who volunteered CBT Verification Initials Return to: Community Benefit Tree, Inc, W3494 Dundas Rd, Kaukauna, WI Office Use Only Date Received Form: Verification of ALL volunteer hours: Date Check Issued: Check #: Amount of Check: Page 7 of 7