ALSAC/St. Jude Children’s Research HospitalUpper Midwest Region
Third Party Event Application
Event Details
Name of Event: ______
Location of Event: ______
Date(s) of Event: ______
Hours of event: ______
Event Description:______
Your name: ______ Your Email: ______
Phone: ______
Event Coordinators Name: ______
Group/Organization Name: ______
Event/Program Coordinators Address: ______
City______State ______Zip ______
Phone: ______E-mail: ______
Is this a first year event? YES NO
If no, how many years have you done this event? ______
Anticipated Attendance: ______
Event Marketing Support
Approved events will be supplied with a high resolution jpeg version of the BENEFITTING St. Jude logo and usage guidelines which are strongly enforced to maintain the integrity of the St. Jude brand.
ALL PRINTED MATERIALS OR ONLINE USE OF THE ST. JUDE NAME OR LOGO NEED TO BE APPROVED BY THE ALSAC/ST. JUDE OFFICE PRIOR TO PRODUCTION. Please allow adequate time for this approval process.
Please check the types of promotional activities you may pursue:
Press Release: _____Promotional Flyers: _____PSA’s (radio): _____
PSA’s (TV):______Posters: _____Cannisters:______
Invitations: _____Flyers: _____Save the Date Cards: _____
Other (describe):______
Request St. Jude Involvement
Please note: We will not guarantee attendance of staff at the event/campaign or check presentations due to the volume of events. The level of support provided by the ALSAC/St. Jude team will vary depending on the needs of the event and the time of the year.
Would you like to request St. Jude staff to attend your event? YES NO
If answered YES to the above question:
What do you feel are the benefits of having St. Jude staff at your event? ______
What are you requesting St. Jude staff to provide?
______
Proposed Event Budget
Name of Event: ______
Location of event: ______
Date(s) of event: ______
Revenue Projections:
Admission/Tickets#______x $______/ticket / $
Sponsorships / $
Donations / $
Silent Auction / $
Other (list) / $
Other (list) / $
Estimated proceeds to St. Jude (income less cost): $______
Expected date of proceeds to be received by St. Jude*:______
*must be within 60 days of the event conclusion via Check, Money Order or Cashier’s Check.
*Send revenue to: ALSAC/St. Jude, Attn: St. Jude Bass Classic, 5353 Wayzata Blvd, Suite 500, St. Louis Park, MN 55416
ALSAC St. Jude will not reimburse committees for any expenses incurred.
Submit application to:
Email:
Fax: 952-893-0497
Mail: ALSAC/St. Jude
Attn: Melissa Bargmann
5353 Wayzata Blvd, Suite 500
St. Louis Park, MN 55416
ALSAC/St. Jude Children’s Research Hospital Upper Midwest Region
Third Party Event Guidelines
General Information
The general rule is that all fundraising events coordinated by volunteers should benefit the general fund to help support the treatment and research provided to children with cancer and other deadly diseases at St. Jude Children’s Research Hospital.
It is IMPERATIVE that the ALSAC/St. Jude office is made aware of any and ALL fundraising events. Any events held in the Upper Midwest Region (MN, ND, SD, IA, WI) have the potential to impact events already in place and the St. Jude Brand. Please respect the longstanding hard work of many in our communities by coordinating plans and efforts with the St. Jude office.
Events should not conflict with the mission and image of St. Jude Children’s Research Hospital. The Fundraising Committee of the Board of Directors, working in conjunction with the ALSAC/St. Jude staff, reserves the right to reject event proposals that do not align with this mission or compliment the St. Jude brand.
Side events or “events for events” used to leverage additional funds for existing fundraising initiatives will be evaluated just as other events. Side events should not replace the preferred technique of peer to peer fundraising.
All event committees (St. Jude Events, St. Jude “Net Check” Events) need to complete a special event proposal form and submit to ALSAC/St. Jude for review and approval by the St Jude Staff and the Fundraising Committee of the Board of Directors. If the event does not compliment the mission or the overall fundraising program, the Board committee has the right to reject the proposal.
ALSAC/St. Jude reserves the right to cancel the event at any time. ALSAC/St. Jude Children's Research Hospital will incur no liability for any such cancellation.
Financial Information
All events should provide the ALSAC/St. Jude office with a budget prior to the event and a breakdown of revenue and expense following the event.
As a general guideline, events should strive for a 30% cost ratio or below. Cost ratio is calculated by dividing expenses by gross revenue.
For events approved as Net Check Events, ALSAC/St. Jude will not reimburse committees for any expenses incurred. (Please see event definitions below).
Logo/Name Usage
Approved events will be supplied with a high resolution jpeg version of the BENEFITTING St. Jude logo and usage guidelines which are strongly enforced to maintain the integrity of the St. Jude brand.
ALL PRINTED MATERIALS OR ONLINE USE OF THE ST. JUDE NAME OR LOGO NEED TO BE APPROVED BY THE ALSAC/ST. JUDE OFFICE PRIOR TO PRODUCTION. Please allow adequate time for this approval process.
PR/Marketing
Please work with your ALSAC/St. Jude Representative to supply event information to various media partners. Any and all media coverage must be coordinated with the ALSAC/St. Jude office staff.
Approved events will be listed on the local St. Jude event calendar and the local St. Jude Facebook page.
There may be limitations in regards to marketing your event if it could potentially impact an existing initiative. The Fundraising Committee of the Board reserves the right to limit the amount of PR/Advertising/Marketing an event can pursue.
Raffles / Auctions
In order to be compliant with the State of MN, ALSAC St. Jude Children’s Research Hospital is ONLY allocated 5 raffle permits throughout the year. These permits have already been accounted for related to various existing St. Jude owned events. St. Jude WILLNOT be able to pull a raffle permit for you or your event. As a result, raffles are strongly discouraged.
ALSAC/St. Jude is NOT authorized to conduct raffles in Wisconsin.
Please work with an ALSAC/St. Jude Representative when planning an auction. Like corporate sponsors, many auction donors are active participants with current initiatives.
Office Support
The level of administrative support provided by the ALSAC/St. Jude team will vary depending on the needs of the event and the time of the year. The ALSAC/St. Jude team has a number of ALSAC/St. Jude core events requiring a large amount of time and attention. We will not guarantee attendance of staff at the event/campaign or check presentations due to the volume of events.
These events are typically volunteer-driven by committees and staffing all events of this type in our region is not feasible and cannot be a priority for the office and its fixed amount of resources. The office/staff will partner with committees as best it can but will not be held accountable for the day-to-day operations/needs of an event committee.
Printing
As a general rule, printing needs will not be handled by the ALSAC/St. Jude office.
Sponsor Support
You must work with an ALSAC/St. Jude Representative before approaching any high-level potential sponsor ($10,000+). The ALSAC/St. Jude team has a number of corporate partners who have invested in the success of established programs. Many sponsors agree to a year-round partnership with the understanding that new programs will be proposed and coordinated within their agreements only by the ALSAC/St. Jude team.
Percentage Back Promotions
Any event committee wishing to leverage promotions where a portion of a sale or proceeds of sales of items offered by their business will be given to St. Jude Children’s Research Hospital must state the exact portion (either percentage or specific dollar amounts) being contributed. ALSAC/St. Jude CANNOT BENEFIT FROM THE SALE OF ALCOHOL.
For-Profit Events
ALSAC/St. Jude will not participate in any events designed to profit an individual or corporation. Exclusions to this general rule include Percentage Back Promotions as outlined above.
Patients
We truly believe that no one can share the St. Jude mission better than families who have been treated. However, great care needs to be taken when working with families. Due to an already abundant number of requests and events, our patient outreach is already being maximized for St. Jude core events.
If an ALSAC/St. Jude staff member has been approved/agreed to attend your event, you may submit a patient request for the event. Due to heavy volume and patient schedules, not all requests may be granted. Please work with your ALSAC/St. Jude staff member to submit this request.
Additional Terms and Information
Net Check Event Definition
A net check event allows an event committee to support St. Jude while still having the flexibility to make its own independent decisions. ALSAC/St. Jude asks that you always keep in mind that St. Jude is a highly respected children’s charity and that you make decisions accordingly. However, an event implemented by an independent committee and promoted only as benefitting St. Jude requires less direct oversight from ALSAC/St. Jude staff. ALSAC/St. Jude’s primary approval need is related to the use of its name and logo.
ALSAC/St. Jude staff will not participate in the planning stages and may or may not attend the event itself.
Sponsorship, attendees and donors are acknowledged by the event committee and all acknowledgements will note that the net proceeds of the event were given to St. Jude. ALSAC/St. Jude will acknowledge receipt of these proceeds to the event committee, and this letter can be attached to any acknowledgements to event participants. In an effort to protect our donors and brand, ALSAC/St. Jude does not approve split proceed events. All events must only benefit St. Jude Children’s Research Hospital.
The following details define a net check event.
- Event committee processes revenue, expenses and contracts
- Event committee maintains cost with a guideline of not exceeding 30% in order to continue future association with St. Jude, Event committee submits all revenue within 60 days following event
- Event committee establishes and controls its own revenue processing and accounting
- Event committee may acknowledge contributions/sponsors but cannot use the IRS language referring to a tax deduction, (checks and payments made directly to St. Jude Children’s Research Hospital will be recognized by ALSAC with a charitable donation letter directly from the organization)
- ALSAC/St. Jude supplies informational materials (banner roll, brochures, survival charts)
- ALSAC/St. Jude approves of all print materials for usage of logo and name prior to submission to vendor
- ALSAC/St. Jude staff involvement in planning will vary and staff are not accountable for active participation on these types of committees due to volume and feasibility
- ALSAC/St. Jude must approve solicitations/requests for support made by the event committee to known St. Jude partners and sponsors
For further clarification on anything in this document, please contact:
ALSAC/ St. Jude Children’s Research Hospital
Upper Midwest Regional Office
5353 Wayzata Blvd, Suite 500
St. Louis Park, MN 55416
952.893.0442
ALSAC / St. Jude Children’s Research Hospital 3rd Party Event Guidelines – Upper Midwest Region – Page 1