Fundraising & Awareness Proposal

"Disarming Challenges"

Fundraising Proposal

Thank you for considering the EOD Warrior Foundation in your fundraising efforts. Please complete the following form so that we may familiarize ourselves with your fundraiser. You may attach any additional information you feel appropriate. All proposals must be submitted at least (8) eight weeks prior to the event. Once the proposal has been approved by the Board of Directors, you will be notified. Events such as yours are important in the Foundation’s efforts to raise funds and awareness about the dangerous, critical and lifesaving work that EOD warriors do every day.

WHAT WE ASK OF YOU:

The EOD Warrior Foundation has a set of guidelines, we ask you to follow when fundraising on our behalf. We do not wish to seem ungrateful for your efforts, or wish to burden you with unnecessary limitations; however, through years of experience we have found that by clearly identifying expectations, we can avoid misunderstandings or negative experiences. We have implemented these guidelines to protect your interests, as well as the interests of the supporters of your event and the EOD Warrior Foundation. We ask that you read the entire independent fundraiser procedures prior to completing the fundraising proposal.

I acknowledge approval for the event is specific to the dates I have indicated on the application. The use of the Logo and Foundation name is limited to these dates. If I intend to repeat the event, I must submit a new request.

I acknowledge all independent events must comply with all federal, state and local laws applicable to any event, including fundraising rules and regulations. As the event organizer, I must determine the extent of liability insurance sufficient to cover any claim that may arise out of the event, and am responsible for securing the insurance. In addition, as the event organizer, I must agree to indemnify and hold the EOD Warrior Foundation harmless from and against any and all losses, damages, costs, attorney’s fees, expenses, and liabilities incurred in connection with, or with the defense of, any claim or action or proceeding arising out of or incurred in connection with the event.

Event Organizer Contact Information: (email, phone number & address)

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I acknowledge the EOD Warrior Foundation may only be identified as the beneficiary of your event. For example, you should not call an event “The EOD Warrior Foundation 5K.” Rather, the event should be promoted as the “5K to benefit the EOD Warrior Foundation” or “5K benefitting the EOD Warrior Foundation”. This pertains to all marketing/promotional items (print and electronic). Promotions for event must reflect the EOD Warrior Foundation as the beneficiary, not the host, presenter, or sponsor (for example, “proceeds from this event will benefit the EOD Warrior Foundation”). If the event is having a featured speaker, emcee, performers, etc., the Foundation requests review and approval to ensure alignment with EOD Warrior Foundation standards, values and ethics. All speaking topics must be nonpartisan in nature.

I acknowledge, as the event organizer, I must obtain my own liability insurance to cover the event. If a liquor license is required, it is my responsibility, as the event organizer, to obtain such license. Please add the ‘EOD Warrior Foundation, Inc.’ as an additional insured to your insurance policy. A copy of the Certificate of Endorsement page needs must be emailed to the EOD Warrior Foundation no less than two weeks prior to the event: lauren@eodwarriorfoundation.org.

I acknowledge the EOD Warrior Foundation will not serve as the fiscal agent for the event, i.e. The EOD Warrior Foundation will not cover any expenses for the event. In addition, I, as the event organizer, must comply with all local and state laws and purchase any necessary permits and licenses.

In keeping with fundraising standards, no more than 25% of gross revenue from the event may be spent on event expenses. For example, if your event is planned to raise $1,000, your fundraising expenses cannot exceed $250.

I acknowledge, as the event organizer, I will determine whether or not the event will generate enough income to reimburse the expenses; I may not take a fee, commission, or salary from the event; and because the EOD Warrior Foundation is not sponsoring my event, I cannot have event revenues and expenses managed by the Foundation. Only the net amount (final net proceeds) should be processed by the Foundation. I also acknowledge financial accounts set-up in the name of the EOD Warrior Foundation are not permitted; checks made payable to the EOD Warrior Foundation must be sent to the Foundation for processing within 14 days from receipt. I acknowledge that as a fundraiser being promoted as benefitting the EOD Warrior Foundation, all proceeds (net revenue), after deducting expenses, must be sent to the Foundation. Finally, I acknowledge if cash donations are taken and donors request an acknowledgement of their gift for tax purposes, the following legible information must be collected and reconciled with the proceeds given to the Foundation: name, address, amount given, and date given. Collection of information is the sole responsibility of the event organizers.

I acknowledge I may not establish a bank or other deposit or transaction account in the name of the EOD Warrior Foundation; if payments are made to the organizer, and the event organizer is not an IRS qualified organization, the payments will not be deductible for income tax purposes; items sold at the event are not tax-deductible. As the event organizer, I understand the EOD Warrior Foundation’s sales tax exemption(s) on purchases cannot be extended to any event or fundraising effort and a mutually agreed upon budget must be presented by the event organizer. Expenses and revenues must be monitored and managed throughout the planning and execution of the event to stay within the previously stated ratios. Finally, I understand if I am deducting expenses before sending net proceeds to the Foundation, I may not state or imply to donors that any funds given are tax-deductible. A donation solicited on the Foundation's behalf is fully tax-deductible only when it is made directly and entirely to the EOD Warrior Foundation. A financial statement must be presented, along with the proceeds, within fourteen (14) days of the event’s conclusion.

By checking this box, I acknowledge the full name of the Foundation is the ‘EOD Warrior Foundation’ and the Foundation should be identified by its full name in first reference in all materials pertaining to the event. The term ‘Foundation’ (capitalized) may be used sparingly after the first reference. Please do not use any other interpretation or variance of the Foundation name.

I acknowledge the use of the EOD Warrior Foundation logo on any promotional materials including, but not limited to, advertising (electronic and print), letters, brochures, flyers, and press releases, must be approved in writing by the Foundation. Please do not make public announcements or promote the event until you receive written approval from the Foundation of your fundraising proposal. If there is an error in the print material(s) without approval from the EOD Warrior Foundation, the Foundation has the full authority to request reprints and/or revisions, at the financial expense of the event host.

I acknowledge in order to better coordinate fundraising events, I must provide the Foundation with a list of targeted sponsors for my event BEFORE they are approached. Please remember that many individuals and businesses already support the Foundation and may not wish to make additional donations.

Follow the link below to read the full fundraising event guidelines.

By checking this box, I acknowledge if circumstances warrant, the Foundation may at any time direct the event to be terminated or deny future events by the fundraising host for failure to comply with the Individual Fundraising Procedures. I hereby agree to cancel the event if directed, and further agree to release the Foundation from any and all liability from such action. I agree to notify EOD Warrior Foundation in writing if there are any significant changes to the event once it has been approved. Finally, if circumstances warrant, EOD Warrior Foundation may at any time direct you to remove EOD Warrior Foundation as a beneficiary of the event.

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By checking this box I acknowledge that I do not have the right to change, alter, or distribute the EOD Warrior Foundation logo without written permission from the EOD Warrior Foundation. I surrender the right to use the EOD Warrior Foundation logo at the conclusion of the event. By checking this box I acknowledge that I act as a volunteer and I have NO authority to sign or agree to contracts on behalf of the EOD Warrior Foundation. If a contract or agreement needs to be signed, I agree to reach out to the EOD Warrior Foundation for the proper review and approvals.

To download a copy of the independent fundraiser procedures, click here.

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