Policies & Procedures	Author: AF
		Effective Date:
Subject: EVENT AND PROMOTION POLICY
PURPOSE: Since FMC programs touch so many people in the community, on occasion individuals and/or organizations may approach FMC to conduct an event or promotion to benefit FMC. This policy sets guidelines for these volunteers to conduct their event or promotion. PLEASE NOTE: This policy applies to event and promotion proposals from organizations or individuals not affiliated with Flagstaff Medical Center. Proposals from FMC employees to fundraise for FMC programs or other non-profit organizations should be directed to FIESTA. POLICY: I. Before an individual or organization may proceed with a special event or promotion to benefit Flagstaff Medical Center or any of its programs, the attached form must be completed, returned to, and approved by the Foundation for FMC. II. The use of Flagstaff Medical Center's name or logo may not be reproduced or used in any way without prior written permission. The official logo and guidelines for use will be made available upon approval. III. A minimum of 25 percent of the gross proceeds of the event must be donated to Flagstaff Medical Center. A financial statement must be presented to the Foundation for FMC within three business days of the event. IV. In general, the Foundation for FMC will not solicit prizes for your event. Flagstaff Medical Center's name, logo and/or letterhead may not be used by any individual or organization to solicit prizes, sponsorship, underwriting or cash donations for the event/promotion without prior written permission. V. A minimum of six weeks lead time is required. VI. In general, only a percentage of the price of an event is tax-deductible to the participant. Therefore, the Foundation for FMC will be responsible for determining the correct deductible amount. Items that are sold at your event are not tax-deductible. VII. Flagstaff Medical Center cannot guarantee media coverage [television, radio or print]. You may contact the media about your event or promotion, but you must coordinate with FMC Public Affairs. VIII. Flagstaff Medical Center will not be liable for any costs associated with your event [rentals, printing, security, licenses, taxes, advertising, staffing, etc.] unless prior arrangements have been made. IX. Flagstaff Medical Center is not responsible for providing liability insurance for your event unless prior arrangements have been made. Event organizers indemnify and hold harmless Flagstaff Medical Center from liabilities, losses and expenses arising from the event or promotion. X. Flagstaff Medical Center cannot guarantee volunteers for your event. Flagstaff Medical Center's employees may be available for assistance upon approval. The Foundation for FMC's staff may assist with financial transactions, as needed. XI. Flagstaff Medical Center reserves the right to approve additional sponsors. DURATION: This policy will be re-evaluated by the Philanthropic Development Committee every three years beginning in 2005.
APPROVED BY:		DATE REVIEWED: DATE REVISED:

Events and Promotions Proposal Form

Contact Name:

Organization, if applicable:

Address:

City, State ZIP

Daytime phone number:

Fax:

Email:

Please describe the event/promotion in detail: date(s), location(s), time(s), etc. Please note that event date(s) must be at least six weeks away.

Please list all parties involved with the event/promotion (individuals, organizations, media, etc.)

What FMC program will benefit from your event/promotion?

What is the total amount of revenue you estimate will be generated from the event/promotion?

What percentage of the total [25% or more] will be donated to FMC?

Please outline how you will promote the event. Check all that apply:

___ Print ___ TV ___ Radio ___ Paid advertising ___ Fliers

___ Signs or Banners ___ Direct Mail ___ Other

Will FMC’s logo be used? If yes, how?

What are FMC’s proposed responsibilities? Do you need staff support from FMC in order to complete your event? If yes, please detail how many people you need, hours and their duties.

Please attach any other pertinent information.

Flagstaff Medical Center will not be liable for any costs associated with your event or promotion [rentals, printing, security, licenses, taxes, advertising, staffing, etc.] unless prior arrangements have been made. Flagstaff Medical Center is not responsible for providing liability insurance for your event or promotion. Event organizers indemnify and hold harmless Flagstaff Medical Center from liabilities, losses and expenses arising from the event or promotion.

_________________________________________________ ________________________

Signature of applicant Date

(If submitting by email, email time stamp is sufficient for signature)

Please return this form to:

Foundation for Flagstaff Medical Center

1200 N Beaver Street

Flagstaff AZ 86001

(928) 773-2093

Fax: (928) 773-2549

Email: burkec@nahealth.com

The Foundation will respond to your proposal within 5 working days of receipt.