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| Athletes Athlete / Coach Fundraising Coaches and athletes are always encouraged to get involved in fundraising for Special Olympics Washington. Monies raised by teams go to help cover the costs associated with tournaments including meals, transportation, lodging and so forth. Additionally, teams that participate in fundraising activities are always looked upon favorably by the SOWA sports department when making requests for money to purchase new uniforms and equipment. It is important to follow SOWA fundraising rules and regulations (see Athletes Handbook) when participating in fundraising activities. SOWA provides opportunities each quarter including the: - Polar Bear Plunge (Winter) - Connect The Dots (Spring) - Home Run Derby (Summer) - Bowlathon (Fall) Athletes and coaches can also participate via the many local events and promotions conducted by the: Law Enforcement Torch Run Campaign If a team would like to conduct their own fundraising activity, please feel free to do so. Fundraising practices have to follow SOWA standards and guidelines, and funds raised have to be turned into SOWA to follow proper accounting and auditing procedures. Fundraising Participation Form: To register a local fundraiser, please complete the form and return it to SOWA for processing. In-Kind Contributions: Contributions of goods and services add greatly to the presentation of programs and services by SOWA. In-kind needs are vast and may include food for athlete meals, sports equipment and supplies, public awareness advertisements, printing services, facility usage, and so on. Contact SOWA for further information and a current in-kind donation needs list. In the normal course of running a Special Olympics Washington program or event (sports or fundraising), staff and volunteers associated with activities at the state, region and local levels often receive or secure donations of goods and services called in-kind donations. In-kind donations help offset the amount of cash it takes to present the program, event or activity. Many other fundraising efforts also generate money to pay for supplies, services or items that are not donated in-kind. In order to properly reflect the true cost of SOWA programs, a record of all in-kind donations secured by staff or volunteers must be accounted for by SOWA. Products and services donated in-kind must be reported to SOWA, so that financial records are accurately reported to auditors. Donated Goods or Services: An official SOWA three-part in-kind form must be completed and signed by the donor of the goods or services (not by a SOWA employee or volunteer). All donated goods and services are to be recorded at the fair market value that is documented and provided by the donor. Fair market value, according to IRS guidelines, should be established on a measurable basis (i.e., standard rent for a facility, advertised cost of equipment, posted price for food and beverage by the vendor, etc.). Once the form is completed, signed by the donor, returned to the SOWA office for processing, and approved as an official in-kind donation, the donation thank-you receipt will be provided to the donor. Acceptance of Donated Goods or Services: An in-kind donation of goods or services will be accepted when SOWA staff approves the donation. Acceptance will be made for goods or services that would otherwise require approved cash budget expenditures. - Example: Accepted - 1,000 slices of bread to feed the SOWA athletes. - Example: Accepted - Medical professional services performed at the first aid tent. - Example: Not Accepted - Artwork to hang in the halls at Union High School. - Example: Not Accepted - Taxi rides for SOWA athletes to a non-SOWA event. NOTE: Once it is determined that an in-kind contribution has been made, approval granted by the SOWA marketing department, and documentation received, the full value of the goods or services will be recognized as an in-kind contribution. Discounts: Discounts considered for in-kind donation are those granted as a result of a vendor’s specific recognition and support of Special Olympics Washington only. - Example: “SOWA receives a 50% discount on any order SOWA places.” - Example: “We’ll sell you the item at our wholesale price, not regular retail.” Discounts not considered are those that result from volume purchases, or that are offered as a standard pricing package or business practice to any customer or client. - Example: “Our customers receive a 50% discount if 500 or more t-shirts are ordered.” - Example: “Storage fee is $50 a month. If you sign up for a year, one month is free.” - Example: “Our packages include 20 rooms - 10% discount, 40 rooms - 20% discount.” Professional Fees Professional fees considered for in-kind donations are those normally charged by a professional, but are waived by the professional donor. Documentation must be provided noting the usual charge, and that the charge is being waived as a donation to SOWA. Example: “I am a doctor and I am coordinating the Healthy Athletes screening area.” Example: “I am an attorney and will draw up the rental agreement contract for a venue.” Professional fees not considered for in-kind donation are those where a service is provided, but the service is not in direct relation to the profession of the donor. Example: “I am a doctor and I am volunteering to escort athletes at track and field.” Example: “I am a business manager and I am serving lunches at the cafeteria.” Fundraising Events Donated goods or services to be auctioned by SOWA for fundraising purposes are to follow the in-kind donation process. Often, the fundraising event may have separate in-kind donation forms specific to the event. The fundraising event may need specific items donated, and thus it is important to check with event organizers to verify the type of in-kind donation needed. Sponsor Recognition Sponsor recognition will be awarded once all of the following in-kind donation criteria are met: 1. In-kind donation determined by SOWA Procurement Manager as a replacement for cash expenditure in the approved budget. 2. In-kind donation approved by SOWA Procurement Manager. 3. In-kind form completed, signed by donor and returned to the SOWA Procurement Manager. 4. In-kind donation processed and approved internally at SOWA Procurement Manager. Sponsor recognition will be determined at the fair market value of the goods or services donated. Sponsorship value will be accredited to the current SOWA sponsor recognition levels. |
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