Host a Community Event Guidelines
Hosted community events are vital to SafePlace and the services/programs we provide in order to fulfill our mission to end sexual and domestic violence through safety, healing, prevention and social change. We welcome and greatly appreciate requests from individuals, organizations and corporations (“Host”) to host benefits, special events or donation drives on behalf of SafePlace. The following guidelines have been developed to protect both the Host and SafePlace. A minimum of 3 weeks advance notice of your event is requested in order to ensure coordination with SafePlace staff.
- SafePlace will not finance any expenses related to a hosted community event or assume responsibility for any debts incurred.
- Any use of SafePlace’s logo or inclusion of the SafePlace name in any/all event promotion must be approved by SafePlace. In addition, ALL publicity and/or promotional materials referencing SafePlace‘s involvement must be approved by SafePlace well in advance of the event.
- Host is responsible for ALL event coordination, marketing/promotion and sales.
- Host is responsible for complying with all applicable local, state and federal regulations regarding a charitable event.
- Host agrees to coordinate with and request permission from SafePlace before soliciting any individuals, organizations or businesses in order to avoid duplicated efforts.
- Host must state the terms of the donation to SafePlace can expect from the event (example: 50% of profits, one time donation of $1,000 or all proceeds) and tender gift within sixty (60) days of the event.
- SafePlace recommends that no more than 20% of gross revenue generated be used to cover event expenses.
- A donation solicited on our behalf, whether a donation is an item or cash, is fully tax-deductible only when it is made directly and entirely to SafePlace. SafePlace will determine what types of gifts can be considered tax-deductible prior to Sponsor solicitation or promotion, as only SafePlace can verify that such a gift was made, and its nature, to the IRS. This information must be made explicitly clear in promotion of the Host’s event.
- When a portion of the ticket price or suggested donation from a participant of the Host’s event is not tax-deductible, the Host must clearly state this on all materials as well as on the Agreement form.
- SafePlace is unable to sell tickets, give coupons or host raffles for any hosted community event.
- Due to limited resources SafePlace cannot guarantee volunteers/staff will attend an event.
- SafePlace will not solicit participation from clients or donors for any hosted community event beyond listing the event information on the SafePlace Calendar of Events web page, the SafePlace Facebook page, the SafePlace Events twitter feed and in the weekly staff e-newsletter.
- SafePlace will not associate with businesses, organizations or individuals known to conduct themselves in a manner that is incompatible with our mission.
All hosted community event requests will be considered individually.
Generally, the following events/campaigns will not be approved:
- Events/campaigns falling in close proximity to a SafePlace event.
- Events/campaigns that rely heavily on the use of or that require significant attendance from SafePlace staff and/or volunteers.
- Events/campaigns that require significant response from the SafePlace mailing list to generate the majority of the event’s revenue.
- Events/campaigns involving the sale of tickets or merchandise on the “remit or return” plan or one that employs salespeople on a commission basis.
After reviewing these guidelines, please fill out and submit an online Agreement Form.
SafePlace reserves the right to refuse involvement with or cancel an event for any reason.