THIRD PARTY EVENT GUIDELINES
Third party fundraising events, also called Community Events or Do-It-Yourself Fundraising, are an integral source of revenue for the National Multiple Sclerosis Society, allowing the Indiana State Chapter to continue its mission of mobilizing people and resources to drive research for a cure and to address the challenges of everyone affected by MS.
The National Multiple Sclerosis Society – Indiana State Chapter is extremely grateful for those who Join the Movement® toward a world free of MS by conducting a third party fundraising event. Please keep in mind that only those third party events which meet specific criteria, and legitimately and genuinely benefit the Society, will ordinarily be approved. Each event will be reviewed on a case-by-case basis.
In addition, third party events differ from fundraising activities associated with Walk MS and Bike MS teams. For more information about fundraising in conjunction with one of these events, please visit www.walkMSindiana.org or www.bikeMSindiana.org.
WHAT IS A THIRD PARTY EVENT?
The Society defines a third party event, also called a Community Event, as any fundraising activity by a non-affiliated group or individual (third party), where the Society has no fiduciary or agency responsibilities and little or no staff involvement.
Do-It-Yourself Fundraising is a specific type of third party event in which event organizers utilize specific online fundraising tools provided by the National Multiple Sclerosis Society. For more information on Do-It-Yourself Fundraising, please visit www.nationalMSsociety.org/diy.
GETTING STARTED
Before proceeding, those interested in holding a third party event must submit a Community Event Application so the Society may determine if the event or campaign meets our guidelines. The Society will not associate with any businesses or individuals known to conduct themselves in a manner incompatible with our mission.
While all details for the proposed event may not be available at the time of application, please complete the form to the best of your knowledge with as much detail as possible. Society staff will view proposals within 10 business days of their receipt and contact the event organizer listed on the application.
In addition to basic event details, event organizers must state in the Community Event Application the terms of the donation to the Society (for example: 75% of profits, one-time donation of $1,000, or all proceeds). This information must also be included in all event / campaign promotions.
Please return the Community Event Application form to:
Amanda Shelley, Public Relations / Marketing Manager
National Multiple Sclerosis Society – Indiana State Chapter
3500 DePauw Boulevard, Suite 1040 | Indianapolis, Indiana 46268
amanda.shelley@nmss.org | 1-800-FIGHT-MS (344-4867)
FUNDRAISING
Event organizers must secure permission from the Society in advance to solicit any businesses for donations or sponsorship to avoid duplication with Society efforts and to ensure the association does not negatively impact the Society’s credibility.
All funds received from third party events are considered unrestricted unless requested otherwise in writing. Requests to restrict funds for specific use are subject to approval by the Society, as they relate to Society guidelines and generally accepted accounting principles.
Collection of fees, entries, payments and all contributions are the responsibility of the event organizers or designated contact. If expenses are being taken out from the gross proceeds, the event organizers should indicate either the guaranteed donation or the percentage of net proceeds that will go to the Society. The Society reserves the right to review event financial statements at any time.
All funds must be received by the National Multiple Sclerosis Society within 45 days of the event. Checks made payable to the Society should be sent unendorsed to the Society upon receipt.
Unless the event organizer is registered as a separate 501(c)(3) organization, donations made payable to the event organizer do not qualify as a charitable, tax deductible contribution. Donations made payable to the Society (via check or credit card made by calling the Indiana State Chapter office) are tax deductible to the full extent of the law. In addition, all gifts made to the Society online through Do-It-Yourself fundraising tools are also tax deductible to the full extent of the law.
MARKETING AND PROMOTION
The National Multiple Sclerosis Society owns the registration for the National Multiple Sclerosis Society name, logo, 1-800-FIGHT MS toll free number, “Join the Movement” and corresponding event and fundraising logos (i.e. Bike MS, Walk MS, Challenge Walk, etc.). Use of the National Multiple Sclerosis Society in name, logo or any of its licensed marks is prohibited by third parties without explicit permission from the Society.
Special logos have been developed to assist event organizers with promotional aspects of their event(s). The Society will provide access to such logo(s) if / when the community event has been approved. The Society must review and approve the marketing materials that include mention of the Society and / or use any of the aforementioned logos.
When a community event benefits more than one charity / non-profit organizations, any reference to the Society should appear in the same size and /or amount of references as the other charity / non-profit’s logo and / or reference. The National MS Society reserves the right to revoke the use of this logo at any time.
The Society operates under the Better Business Bureau guidelines for charitable giving. In compliance with these guidelines, the Society requires full disclosure on all packaging, advertising or promotional materials when funds are raised through a consumer purchase or promotion (i.e. $1 from the sale of each item). You must be able to comply with this requirement if applicable.
Similarly, event advertising, promotion and associated materials must state that the proceeds of an event will benefit the Society, but should not imply or state that the Society is the host, sponsor or endorser. Any sponsor of the event should be clearly identified: (i.e. “The Elks Club is hosting X event, with 75% of net proceeds benefiting the National Multiple Sclerosis Society.”)
The Society reserves the right to participate in similar promotions and other community events.
Given the purpose of third party events as well as the volume of Community Event Applications received, the National Multiple Sclerosis Society – Indiana State Chapter is able to provide only limited promotion for third party events. This type of promotion is usually restricted to the Chapter’s social media outlets. However, depending on the nature of the event and number of participants, the Society may be able to provide additional promotional support.
All events benefiting the Society should be accessible to people with disabilities.
LIABILITY
The Society shall not be responsible, under any circumstance, for the promotion and / or staging of a third party event. The event organizers assume all risk for expenses and liabilities.
Should event organizers choose to serve alcohol, to minimize risk, the Society recommends this be done via a "cash bar". In addition, the availability should not be promoted. The responsibility of serving the alcohol to attendees and / or participants should remain with a licensed entity (i.e. restaurant or facility staff, etc.) Proof of age is required and signs should be posted to that effect. Alternative means of transportation should be available to attendees and / or participants.
Local municipalities and property owners will oftentimes require event organizers to provide evidence of insurance, particularly when the event is involving a specific number of participants / attendees. The Society does not provide certificates of insurance for third party events. The Society recommends event organizers comply with insurance requirements as the organizer assumes all risk associated with the event.
Third party event organizers are also responsible for obtaining applicable permits and licensing in use of all public facilities and / or properties through the appropriate municipality.
In some instances, event organizers may become involved with various vendors in support of the event. It is recommended that vendors provide evidence of insurance and include the organizer as additional insured.
FOR MORE INFORMATION
Thank you again for your interest in supporting the critical work of the National Multiple Sclerosis Society – Indiana State Chapter through a third party event. If you have any questions about these guidelines, please contact Amanda Shelley, Public Relations / Marketing Manager for the National Multiple Sclerosis Society at (317) 870-2501 or amanda.shelley@nmss.org.