Information For Prospective Event Sponsors - Roadrunner Food Bank

Event Sponsor PolicyThank you for your interest in sponsoring an event that benefits Roadrunner Food Bank. To insure the successand mutual satisfaction of such events, Roadrunner Food Bank has established the following policies.Approval ProcessSponsors of events to benefit Roadrunner Food Bank may be entitled to Food Bank staff support and potentialuse of our name and logo to promote the event. Because the event would involve the Roadrunner Food Bankname we would like to know something about your organization and plans for the event. Please complete theapplication form and return it to the Food Bank. Also, if your event will involve the general public in any way,please type the attached Indemnification Agreement on your letterhead, have an officer of your organizationsign it and return it for our records. Based upon the information provided in the application, Roadrunner FoodBank management will evaluate the proposal and get back to you as soon as possible to discuss the proposedevent. Thank you for your patience and assistance.General Event Criteria1. Organizations must be categorized as one of the following: government agency, religious group,business, media outlet, service organization or school. Others will be considered on a case-by-casebasis.2. All projects must be non-political in nature.3. Events benefiting Roadrunner Food Bank must have prior approval in writing by the Executive Directoror a designated staff member. The Executive Director may refer any proposal to the board of directorsfor further consideration and approval.4. Food Drives: The sponsor is responsible for labeling all boxes or barrels of donated products with theorganization’s name. This helps us give you credit for your generosity.5. Follow-up: In accordance with our audit requirements, sponsors must complete a Summary Reportform (provided by the Food Bank), accounting for funds and poundage raised at an event. Thisdocument must be returned to the Food Bank with all donations.Publicity and Media1. In most cases, the sponsor will handle all event publicity. Requests for Roadrunner Food Bankassistance will be handled on a case-by-case basis. If you would like the Food Bank to issue a newsrelease, media coverage, or other public relations needs please describe those needs in the application.2. Use of name and logo: Any use of the Roadrunner Food Bank name and/or logo on printed materials,television or radio must have written approval in advance. You may not list Roadrunner Food Bank as aco-sponsor or beneficiary without prior written permission. Any promotional materials displaying ourname or logo must be approved by the Roadrunner Food Bank Communications Officer prior todistribution.Thank you for considering Roadrunner Food Bank as the charitable organization receiving proceeds from thisevent. If you have questions about the application form, please contact us at 505.349.8825. For groups hostinga food drive, there is no need to fill out this application unless you are using the Roadrunner Food Bank name orlogo in printed materials, television ads or radio spots. If you would like to schedule a food drive please call505.349.8921.

Event ApplicationA. SPONSOR INFORMATION1. Name of host organization(s):2. Contact person(s) organizing the event:3. Mailing Address:4. Daytime Phone: Evening Phone:5. Fax: 6. E-Mail:B. PROMOTION INFORMATION1. Name of the Promotion:2. Description of the Promotion:3. Location of the Promotion:4. Date and time the Promotion will occur:5. End Date of the Promotion (Proceeds should be given/disbursed to Roadrunner Food Bank within 15 days of this date):6. Please list/describe the major sources of funds (ticket sales, auction, percent of sales, etc.)Note: any proposed raffle/drawing MUST be discussed in detail with the Food Bank:7. If you plan to pay an individual/organization to plan, manage or conduct the promotion or tosolicit contributions, please indicate the names and contact information below:8. If there are multiple beneficiaries of the event please list the other charities and how thedonation will be split among the charities.

9. Please provide any additional information you feel may be helpful for us to know:10. Please attach approvals by local authorities and evidence of insurance.C. FINANCIAL INFORMATION (fill in this section if expenses are taken out of the proceeds from the event).1. Please list all categories and amounts of revenue you expect to receive and their sources.Category Amount each Quantity Total SourceExamples: T-shirts $5 per shirt 100 $500 From saleRefreshments N/A $1000 Applicant will secure sponsorTickets $5 per ticket 1000 $5000 From admission1.2.3.4.5.6.7.8.9.10._______________________________________________________________TOTAL REVENUE: $2. Please list below all categories and amounts of expenses you expect to incur and the sourcefrom which they are to be paid.Category Amount each Quantity Total SourceExamples: T-shirts $3 per shirt $300 Applicant will fundRefreshments N/A $1000 Applicant will secure sponsorPrizes $5 per prize $50 To be deducted from grossproceedsTickets $ .10 per ticket 1000 $100 Printing cost to be deductedfrom gross proceeds1.2.3.4.5.6.7.8.9.10._______________________________________________________________TOTAL EXPENSES: $3. What date will you anticipate sending in any proceeds from the event?

4. Please estimate the net proceeds to be contributed to Roadrunner Food Bank.D. COMMUNICATIONS/PUBLIC RELATIONS/ADVERTISING (fill in this section if you would like theFood Bank to help promote the event or use the Food Bank logo).1. If you advertise or publicize this promotion who will handle these tasks? Please provide anycontact information if different from the main contact:2. Will you use the Roadrunner Food Bank name and/or logo during the promotion?YesNo3. In what promotional materials (newspaper ad, radio ad, in-store signs, TV spots, etc.) will youuse the Roadrunner Food Bank name and/or logo?4. Please allow us to review how the logo is placed or how our name is used in the spot. If youneed a Food Bank logo, please indicate which e-mail address to send a graphic file and thepreferred file format. Call 349-8682 for logo usage/approval.5. Do you have any special needs for the event, and if so, will this require any help fromRoadrunner Food Bank? Please describe below.6. Are you requesting the Food Bank to help with any of the following? If so, please note that the FoodBank will help promote the event when possible. If it conflicts with an already scheduled Food Bank event or plan,please be aware that we may not be able to send out the information as requested. Applicants are encouraged toutilize their own communications contacts/vehicles and use the Food Bank communications to complement theadvertising/communications/public relations the organizers of the event already have planned. Check all that apply.Website StoryNewsletter (case by case basis)E-Newsletter (comes out every 4-6 weeks)Facebook/Twitter sites (coming in the Fall of 2009)Other, please describe below:E. MISCELLANOUS1. Will any other businesses or organizations be contacted for donations (monetary or inproduct)? If so, please describe below:2. If you are an owner/employee of a business, and plan to donate a percentage of sales or dollaramount of sales please provide the percentage or dollar amount of sales.

3. Will the percentage be taken out of gross (total) sales or out of net sales (after all expenses arepaid)?Gross Net4. Is there any additional information you would like to provide to us?F. SIGNATUREUntil permission has been granted by Roadrunner Food Bank, the “Roadrunner Food Bank”name/logo may not be used for any purpose including the solicitation of gifts/contributions or used inany printed pieces, or radio/TV spots.Information provided on this form is correct and accurately describes the event/promotion._____________________________________Sponsoring Organization Signature__________________________DatePlease submit the application six (6) weeks prior to the proposed promotion. Completion of this formdoes not ensure approval. You will be contacted if further information is needed. You will receive awritten or verbal response from Roadrunner Food Bank no later than ONE week after the applicationis received with the appropriate signature.________________________________________________________________________________RRFB USE ONLYReview Date:Event is:ApprovedDeniedRRFB Management Signature: _______________________________________________________

Roadrunner Food BankEvent Indemnification Agreement(Please type on your organization’s letterhead)Dear Roadrunner Food Bank:_____________________________________ agrees to indemnify, defend and hold(Your organization’s name)harmless Roadrunner Food Bank and itsofficers, directors, employees, agents and representatives from any claims, losses, costs orexpenses arising from any personal injury or property damage directly or indirectly incurredby the sponsor, volunteers or any other third parties related to the planning or conduct of the__________________________________________________________________________(name & date of the event).___________________________________________________(Signed by an officer)___________________________________________________(Date of signature)