COMMUNITY EVENTS GUIDELINES AND POLICIES

Guidelines

Thank you for considering hosting a community fundraising event to support the OIT Mission! Please read the below guidelines – your submission of the Community Event Form indicates you and event affiliates have read and agree to comply with these.

To ensure that all proposed fundraising events and activities fall within One In Tech (OIT) guidelines and comply with all regulations pertaining to fundraising for a nonprofit organization, all Community Event Event Proposals be submitted at least four weeks prior to the scheduled event for review and final approval.

Event proposals can be submitted via this form. We will contact you to discuss and must be approved in writing.

• We encourage you to utilize our OIT branding and information and will help you do so. Using name, logos, images, letterhead etc. in order to support or promote the event or activity, written permission and approval must first be obtained from OIT.

• The event representative responsible for the event intended to benefit OIT must agree to indemnify and hold OIT blameless for any and all risk and claims that may arise as a result of the event. OIT is not responsible for any liabilities, liability insurance, losses, debts or expenses arising from the event or event promotions.

• OIT assures the privacy of those we serve – children, individuals, and families; therefore, no current or former participants of OIT may be contacted or exploited in connection with the fundraising event or activity without OIT involvement.

• OIT will not purchase advertising to promote community fundraising events or activities. OIT will advertise the event via its social media platforms one (1) time, possibly more, if time and scheduling allows.

• OIT cannot guarantee media coverage for community fundraising events or activities. Any contact with the media should be coordinated with OIT.

• OIT will not solicit prizes or money for community fundraising events or activities.

• OIT cannot serve as the fiscal agent for community events or activities.

• Community fundraising event or activity sponsors and their volunteers must comply with all federal, state, and county laws and regulations, as well as local municipality ordinances including but not limited to registering with the appropriate agencies, purchasing insurance, following IRS rules of disclosure, and obtaining required licenses (such as a raffle license) or permits.

Policies

Thank you for considering hosting a community fundraising event to support the OIT Mission! Please read the below policies – your submission of the Community Event Form indicates you and event affiliates have read and agree to comply with these.

OIT cannot:
• Guarantee event attendance by anyone
• Assure ticket sales, and monetary or in-kind donations
• Provide community fundraising event or activity sponsorship, funding, or reimbursement of associated expenses
• Provide donor, client, vendor, volunteer, or staff mailing lists or other contact information
• Be held responsible or liable for any and all claims that may arise as a result of a community fundraising event or activity

Donations must comply with:
• The anticipated amount or the percentage of monies raised that will benefit One In Tech (OIT) must be clearly stated in all pre- and post-fundraising advertising or announcements so donors can realize what percentage of their donations will directly benefit OIT mission.

• If the event is promoted to support OIT, a minimum of fifty-percent of the gross proceeds of the event must be donated to OIT. A financial report should be presented with the proceeds within thirty days of the event’s conclusion via email to OIT.

• Donors to community fundraising event who request a receipt for their donation must make checks payable to OIT and provide an email or standard mailing address. Credit card donations can be made online through OIT’s online donation page. A thank you letter and receipt will be emailed by OIT if donations received vai portal. Cash donations collected at the community fundraising event or activity must be delivered to OIT administrative office with a list of the donors, their email or standard mailing address, and the specific amount of their donation. Donations will be process and thank you letters and receipts will be emailed. Unspecified cash donations will be collected as an anonymous gift.

• Event coordinators can also collect the donations direct to themselves and the event coordinate can then make the donation directly as one individual giver. OIT would be able to only supply that one donor with the tax exempt receipt.

• A donation solicited on OIT’s behalf, whether monetary or in-kind, is tax-deductible only when it is made directly and entirely to OIT.

OIT reserves the right to decline or cancel participation in a community fundraising event for any reason at any time.

ONE IN TECH may offer advice and event planning expertise; provide material support when it is available; approve and provide branding/logo usage; help promote the fundraising event or activity through OIT’s website, social media, and other online resources; and/or provide a letter of authorization and validation for the fundraising event or activity.

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