Third Party Event Guidelines
Thank you for your interest in hosting an event to support
Gilda’s Club and its mission of enhancing quality of life at the end of life.
Prior to hosting an event to benefit Gilda’s Club we ask that your fill out a
Third Party Event Proposal Form.
The form must be submitted and
approved by Gilda’s Club before the event can be promoted to the public.
Fundraising events must also comply with all relevant state and federal
laws.
Please remember that while the staff of Gilda’s Club is
able to provide advice and guidance, we do not have the personnel to handle the
organizational and administrative aspects of a third party event.
:
- The event time and date must be included in the Third
Party Event Proposal Form. Additionally, they must be approved
to ensure no duplication of event or event dates. This will allow for
sufficient time between events to maximize support, enthusiasm and
attendance at all events.
:
- Until written permission is given, the Gilda’s Club
name and/or logo can not be used for any purpose. Gilda’s Club must review
all promotional materials that include the Gilda’s Club logo or name
(including press releases, public service announcements, scripts, posters,
brochures, etc.) before they are used or made public.
- The proper use of the name of Gilda’s Club is:
Gilda’s Club Madison or just Gilda’s Club. It should never be Gilda’s Club
in Madison. The name of the organization is
Gilda’s Club, but the actual building can be referred to as the Clubhouse or
Gilda’s Clubhouse. There are 1 and 2-color versions of the logo.
To have JPEGs or Bitmap versions of the logos sent to you click
here.
Event Promotion:
- Because of commitments we have to our members and
donors, Gilda’s Club does not provide its database for promotion of a third
party event. Promotion can be provided through the Gilda’s
Club web site and newsletters, if and when appropriate.
-
Event Expenses:
- Gilda’s Club does not advance monies for third party
events nor pay for any event related expenses. In general, if funds are used
to cover event expenses, the expenses should be less than twenty percent
(20%) of the total amount raised, excluding in-kind donations.
Donors must be notified of this percentage in advance. If the expenses are
greater than the total collected, the group conducting the event is
responsible for payment of these additional expenses.
Invitation
Language:
- If the event is advertised as “All proceeds to
benefit Gilda’s Club Madison,” event expenses cannot be covered by any
portion of the ticket sales. If event expenses are taken out of ticket
sales, promotional materials must read “a portion of the proceeds to benefit
Gilda’s Club Madison.” Donors must be notified of the percentage of
expenses.
Tax exempt
status:
- Gilda’s Club’s sales tax exemption (on purchases)
cannot be extended to any third party event or fundraising effort. Gilda’s
Club can only process credit cards after your event.
- Individual checks from attendees or a check from the
third party for the proceeds from the event must be sent to Gilda’s Club
within 30 days of the last day of the event.
Checks can be sent to:
Gilda’s Club
7907 UW Health Court
Middleton, WI 53562
Determining Tax
Deduction:
- Gilda’s Club Madison can only provide tax receipts to
third party event attendees/donors if their
individual checks are written to
Gilda’s Club. Only the amount that is over and above what is received in
goods and services from the donation is considered tax deductible.
For example, if an individual writes a check for $100 made payable to
Gilda’s Club Madison and the cost of the event is $20/person, the amount of
tax deduction is $80. If only one check is written from the third party to
Gilda’s Club for the proceeds from the event, individual tax receipts will
not be sent to donors and attendees. Only the lump sum check will be
acknowledged. Since the donation is from multiple individuals,
the entity writing the consolidated check cannot receive a tax deduction.
Soliciting
sponsorships:
- Gilda’s Club cannot solicit sponsors for your
fundraising event and cannot provide any donor or patient family contact
information. Please provide a list of all potential sponsorship contacts
(including all potential in-kind donors), in advance, to Gilda’s Club so we
can provide you with any outstanding commitments or relationships a company
has to Gilda’s Club.
In-kind
donation (tangible goods):
- In-kind support is defined as a donation of a product
or service, such as printing or auction item.
- In-kind donations to third party events are not tax
deductible. Gilda’s Club cannot solicit in-kind donations for third party
events. The value of in-kind sponsors/donations should not be included in
your total event revenue.
Raffles:
- Gilda’s Club’s raffle license number cannot be used
for a third party event, per licensing regulations. Third party groups can
apply for raffle licenses. There are two levels of licensure.
An “A license” requires you to print tickets with your license number. A “B
license” can be used for tear-off raffle tickets. Please contact the
Wisconsin Department of Regulation and Licensing for more details at (608)
266-2112. All raffles held to benefit Gilda’s Club must apply for and
receive a raffle license.
Cancellation,
Liability & Changes:
- Gilda’s Club Madison reserves the right to direct a
third party to cancel an event at any time. If so directed, the third party
agrees to release Gilda’s Club from any and all liability and connection to
such action. All changes to your fundraising event that differ from your
original Third Party Event Proposal Form must be reported to the Gilda’s
Club for approval.
Intent
- All money raised for Gilda’s Club will be used to
maintain and expand Gilda’s Club’s program so even more people affected by
cancer can find the emotional and social support they need during their
cancer journey…at no cost to them. Events that raise $5000 or more may
designate funds for a specific program, item, etc. as long as the purpose is
communicated on all materials. Contact Gilda’s Club at 828-8880 prior to the
event if you would like to consider designating the funds from your event.