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Third Party Fundraising Guidelines

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ThYck Troupe Organization, NFP defines a “Third Party Event” as any fundraising activity by a non-affiliated group or individual, where the ThYck Troupe Organization has limited fiduciary responsibilities and limited staff involvement in the production of the event.

These event may include two types:

- Non-Affiliated: This type connects ThYck Troupe with an existing event, activity or program, and a portion or all of the proceeds are donated to the ThYck Troupe.

- Special Interests: This is the organization of an independent event specifically designed to raise funds for ThYck Troupe, with all net proceeds go to benefit the ThYck Troupe.


The ThYck Troupe Organization, NFP is extremely grateful to the many outside persons who wish to organize events to support the research and programs we fund each year. However, only those Third Party Events which meet specific criteria, and legitimately and genuinely benefit the ThYck Troupe, will ordinarily be approved. 

Each event will be reviewed on a case-by-case basis.

The following are the ThYck Troupe Organization’s approved guidelines for a Third Party Event. Both the outside party and the ThYck Troupe must agree upon these guidelines. An event application should be submitted for review and approval no later than thirty (30) days before the event takes place.



PROMOTION
  1. The event will be promoted and conducted in a manner to avoid statement or appearance of the ThYck Troupe endorsing any product, firm, organization, individual or service.
  2. The ThYck Troupe reserves the right to decline association with any organization or event when it believes that such association may have a negative effect on the credibility of the ThYck Troupe. 
  3. All Third Party Events should establish a timetable and action plan a minimum of three months before the event. An ThYck Troupe representative should be utilized to aid in the development of committee structure, marketing and deadlines. 
  4. The official logo of the ThYck Troupe should be appropriately used in conjunction with such an event, but may not be altered in any way. Any use of the ThYck Troupe name and logo must adhere to established standards published in the ThYck Troupe Marketing Guidelines.
  5. The ThYck Troupe must review and approve all promotional materials including, but not limited to, advertising, letters, brochures, flyers and press releases prior to production or distribution. 
  6. Promotional and/or advertisements cannot be purchased with ThYck Troupe funds. Any such advertisement should be the result of underwriting or sponsorship related to the event.
  7. The ThYck Troupe reserves the right to participate in similar promotions and other Third Party Events.
  8. The ThYck Troupe reserves the right to rescind its approval of or end its involvement in an event if other non-profit organizations are beneficiaries and/or involved in the event without mutual compliance. 
  9. As per ThYck Troupe policy, any event associated with or receiving funding from organizations who promote the sale of tobacco products cannot receive approval as an ThYck Troupe Third Party Event.

LIABILITY

  1. The ThYck Troupe is not financially liable for the promotion and/or staging of a Third Party Event.
  2. The ThYck Troupe is not liable for delivering goods, services and/or refunds offered by Third Party Event organizers should the event be cancelled or delayed. Charitable contributions made to the ThYck Troupe are NOT payments for services rendered. The ThYck Troupe will not provide restitution to event participants seeking payment from the event organizer as a result of event cancellation, delay or any other action on the part of the event organizer.
  3. Alcohol at such an event should be avoided unless it is believed to be important to the success of the event. Alcohol disbursement should be via a "cash bar" and availability should not be promoted. Restaurant or facility staff should serve attendees and/or participants. Proof of age will be required and signs posted to that effect. Alternative means of transportation should be available to attendees and/or participants.
  4. Third Party Event organizers must have participants complete a waiver for release from liability when requested by the ThYck Troupe. Depending on the auxiliary and the extent of the exposure, the responsible parties must have liability/property insurance applicable to the activities of the event.
  5. The third party must also provide evidence of a general liability insurance policy with a minimum of $1 million per occurrence from an insurance carrier with a XV+ best rating or better to the ThYck Troupe. Depending on the extent of ThYck Troupe’s involvement and the risk associated, the ThYck Troupe must be listed as an additional insured on the third party’s insurance policy. The third party event organizers may be involved with various vendors. 

ACCESSIBILITY

  1. All Third Party Events should be accessible to people with disabilities.
  2. The event should take place at a location that meets ALA regulations.
  3. Third Party Event organizers should promote and make arrangements for any special accommodation needs by participants, volunteers, and/or staff.


REVENUE GENERATION

  1. For Special Interest Events, 100% net (minus campaign expenses) income must be remitted to the ThYck Troupe.
  2. For Non-affiliated events, a minimum of 50% gross income should be remitted to the ThYck Troupe. However, exceptions may be made depending on the magnitude of the event, or other factors determined to genuinely benefit the ThYck Troupe through its endorsement.
  3. All promotional materials must clearly state the name of the organization/group responsible for the event, the percentage of proceeds and/or the portion of the ticket price that will benefit the ThYck Troupe.
  4. The ThYck Troupe must receive all net proceeds within 30 working days of the conclusion of the event and/or promotion.


RECORDS

  1. The ThYck Troupe should receive a list of targeted sponsors for the event, before they are approached, to minimize overlap with other campaigns.
  2. The ThYck Troupe should receive a complete accounting of all funds collected and expenses related to the event.
  3. The ThYck Troupe reserves the right to inspect all event financial records.
  4. The ThYck Troupe will receive a list of all tangible non-cash contributions to the events.
  5. The ThYck Troupe will receive a list of all donors who contributed to the event.
  6. Third Party Event organizers will collect names of participants, sponsors and volunteers, mailing appropriate materials as needed. Organizers may coordinate with the ThYck Troupe for assistance.


TAX ISSUES

According to Section 170 of the Internal Revenue Code, the general rule is, "There shall be allowed as a deduction any charitable contribution (as defined in subsection (c)) payment of which is made within the taxable year." Subsection (c) goes on to define the term "charitable contribution" as meaning a gift to or for the use of qualified organizations. To become qualified, most organizations must apply to and be approved by the Internal Revenue Service. If a payment is made to an organization that is a qualified organization, the payment is a charitable contribution. A Third Party Event application form must be filed with the ThYck Troupe including the appropriate signatures once these guidelines have been read and understood.


ORGANIZATIONAL ISSUES

The ThYck Troupe Organization, NFP has applied to and been approved by the IRS as a charitable (qualified) organization as defined by Internal Revenue Code Section 501 (c)(3) meaning that contributions to the ThYck Troupe quality for the maximum charitable contribution deduction under the Internal Revenue Code. The ThYck Troupe Organization is pleased to generate tax receipts for eligible gifts made to our organization as a result of your event.


EVENT PROMOTION

The ThYck Troupe Organization has a variety of ways to assist you in promoting your third party event.
They include (upon request):
  • Brochures and/or Fact Cards
  • Video Sizzle Reel files (.mov format, HD) of performance or documentary footage
  • High Resolution logo for print/video
  • Web standard resolution logo for online prom  otions
  • Event performance from ThYck Troupe of Chicago™ company members (terms negotiable)
  • Website space on thycktroupe.com for promotion of your logo and business/service/organization
  • Facebook Fan Page mention and link posting
  • Twitter mention and link posting
  • Blog mention and link posting (thycktroupe.org / thycktroupe.com)
  • ThYck TV™ featured segment (terms negotiable)
  • On-Site video coverage by ThYck Troupe Organization staff of event (terms negotiable)
  • ThYck Troupe Organization Company Member as a guest speaker/lecturer
    (terms negotiable)


DOWNLOAD A THIRD-PARTY FUNDRAISING APPLICATION HERE.