Third-Party Event Policy & Forms

Thank you for your interest in planning an event or program to benefit a Northwest Arkansas Children’s Shelter. Benefit events can take many forms, from golf tournament to black tie galas and walk-a-thons. We are open to exploring these and other ideas with you.

We are fortunate to receive numerous inquiries and proposals from companies, individuals, families who would like to support Northwest Arkansas Children’s Shelter.

(** Please note that anyone who is interested in planning an event or program to benefit a Northwest Arkansas Children’s Shelter must submit a completed and signed Benefit Proposal form (see attached). Submission of these documents is due at least 2 months prior to the event or program date. Each proposal is carefully reviewed and evaluated for feasibility and suitability with our organization’s goals and objectives.)

Northwest Arkansas Children’s Shelter does not advance moneys, provide donor lists or solicit sponsorship revenue for third party fund-raising events. Additionally, The Northwest Arkansas Children’s Shelter is limited by staff size to provide support to your event. We share this information in advance so that there are no disappointments or misunderstandings with regards to our ability to participate in and support your fund-raising event.

In addition, we request that you acquire authorization from the NWACS Development office prior to usage of the Northwest Arkansas Children’s Shelter brand, logo or name

Once again, thank you for your interest in planning an event or program to benefit the NWACS.

Thank you so much for supporting the Northwest Arkansas Children’s Shelter.

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NWA Children’s Shelter
Policies & Procedures for Third-party Fund-raising

Permission

Northwest Arkansas Children’s Shelter has a fiduciary responsibility to ensure that the Northwest Arkansas Children’s Shelter name is being used properly, that funds are being handled and accounted for in a responsible manner, and that fund-raising is being conducted in a manner that is consistent with our mission and public image.

•  All fund-raising events require written permission from the Northwest Arkansas Children’s Shelter Development Office in advance. Do not make public announcements or promote the event until you receive written approval of your event proposal.
• Fund-raising events must comply with all relevant state and federal laws.

Event Timing

It is the policy of Northwest Arkansas Children’s Shelter to maintain a list of all event and other fund-raising efforts benefiting the shelter. This includes all activities of the NWA Children’s Shelter Development Office and events sponsored at-large by others in the community.

• It is the responsibility of the event coordinator to approve the fund-raising date with the Northwest Arkansas Children’s Shelter Development office to ensure no conflict between events, thereby allowing for sufficient time between events to maximize support, enthusiasm and attendance for your event.

Event Promotion & Logo Usage

• Northwest Arkansas Children’s Shelter Development office must review all promotional materials (including without limitation press releases, public service announcements, scripts, posters, brochures) before they are used.
•  The logo of Northwest Arkansas Children’s Shelter cannot be reproduced without written permission.
• Northwest Arkansas Children’s Shelter can promote the event, when appropriate, through: Northwest Arkansas Children’s Shelter Web site (with a link to the event or organization’s website if appropriate) and Facebook.
• Third party fund-raising programs should fit the Northwest Arkansas Children’s Shelter mission and promote the appropriate image for Northwest Arkansas Children’s Shelter.

Event Language

• Any promotional materials must expressly state that your event is raising funds to benefit the Northwest Arkansas Children’s Shelter.
•  Any promotional materials must properly characterize the use for which the donation will be made. For example, “Proceeds from this event will benefit the Northwest Arkansas Children’s Shelter.”

Financial Guidelines

• Event expenses must be less than fifty percent (50%) of the total amount raised, excluding in-kind donations.
• If event expenses are greater than the total collected, the group conducting the event is responsible for payment of these additional expenses.
• Northwest Arkansas Children’s Shelter sales tax exemption will not be extended to anyone for purchases relating to fund-raising events or activities.
• Within 30 days after the last day of the event, please send a check made payable to Northwest Arkansas Children’s Shelter to:

Northwest Arkansas Children’s Shelter
14100 Vaughn Road
Bentonville, AR 72712

Sponsorship

• Northwest Arkansas Children’s Shelter cannot solicit sponsors for your fund-raising event and will not provide any donor contact information.
•  Printed materials and other information should state, “Proceeds from this event will benefit The Northwest Arkansas Children’s Shelter.”

In-Kind Sponsorship

• In-kind sponsorship is defined as a donation of a product or service such as food, beverage, printing or silent auction items.
• Northwest Arkansas Children’s Shelter will not solicit in-kind sponsors for your fund-raising event.
• In-kind sponsors should also be acknowledged by the individual or group hosting the fund-raising event.
• The value of in-kind donations from sponsors should not be included in your total event revenue.

What NWACS Can Do For You

• Offer event planning expertise and advice.
• Acknowledge your direct contributions to Northwest Arkansas Children’s Shelter.
• Approve the use of Northwest Arkansas Children’s Shelter name and/or logos for your event.
• Provide a letter of support to validate the authenticity of the event and its organizers.
• Provide limited existing materials for your event such as brochures, and videos.

• Acknowledge your event by publishing the details, such as event name, event description, locations and contact information.

Until written permission is received to use the name of Northwest Arkansas Children’s Shelter, contributions cannot be solicited in that name.

• The forms you submit for the event are only valid for that event. You must submit a separate form for each event.

Thank you again, for your interest in planning an event to benefit Northwest Arkansas Children’s Shelter. Philanthropic contributions such as yours help us to provide a safe and nurturing atmosphere of hope for children in crisis.

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NWACS Third-party Event Proposal Form

Person or Organization Planning Event:  ___________________________

Contact Name: ________________________________________________

Mailing Address: ______________________________________________

City: ___________________________   State: ______   ZIP:  ___________

Home phone: ________________   Alternate Phone: _________________

E-mail Address:_______________________________________________

Name of Proposed Event: _______________________________________

Date(s): _____________________________________________________

Event Location/Address: _______________________________________

Proposed Event to benefit:
Northwest Arkansas Children’s Shelter ________________________________

Briefly describe the event or program – Please include how it will be advertised, details of how funds will be raised, etc. (use separate sheet if needed):

____________________________________________________________

____________________________________________________________

____________________________________________________________

Will alcohol be served? If yes, how?  ______________________________

Proposed Budget

All costs will be paid from the proceeds or directly by the event organizer. Please list all event costs even if you expect them to be donated.

COSTS

Location/Venue ………………………………………………….     $_________
Food/Beverage ………………………………………………….     $_________
Printing (tickets, posters, etc) …………………………………..     $_________
Advertising ……………………………………………………….     $_________
Prizes ……………………………………………………………..     $_________
Other (please specify) ……………………………………………    $_________
Other ………………………………………………………………     $_________
Other ………………………………………………………………     $_________

Total Expected Income ……………………………………….     $_________
(-) Total Costs …………………………………………………..     $_________
(=) Net to NWA Children’s Shelter …………………………..     $_________

By my signature below, I acknowledge that I received a copy of the Northwest Arkansas Children’s Shelter Policies and Procedures for Third Party Fund-raising. I understand and agree to follow these policies and procedures.

__________________________________________________________
Event Name

__________________________________________________________
Signature

__________________________________________________________
Printed Name

__________________________________________________________
Date

Please keep one copy of these policies and procedures for your reference and return the signed original, with your completed NWACS Third-party Event Proposal Form, to:

Northwest Arkansas Children’s Shelter Development Office
Attn: Frankie Rankin
14100 Vaughn Road
Bentonville, AR 72712

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DONATION RECORDS

The event coordinator should create a spreadsheet that contains this information for sponsors, donors and in-kind sponsors. This spreadsheet must be turned in to Northwest Arkansas Children’s Shelter Development within 30 days after the event.

SPONSORS & DONORS:

• First and Last Name (Company or Organization Contact Name)
• Company or Organization
• Address
• City
• State
• ZIP
• Phone Number
• Donation Amount

IN-KIND SPONSORS:

• First and Last Name (Company or Organization Contact Name)
• Company or Organization
• Address
• City
• State
• ZIP
• Phone Number
• Item Donated
• Value of Item Donated