How to Register & Event Guidelines

Firstly, congratulation for being motivated to create your very own “Paddle for the Planet” event as part of our annual “Paddle for the Planet” worldwide event. We also say a huge ‘Thank-you” on behalf of the ocean. Putting an event together is fun.

We are here to help guide you to ensuring a successful event. Please also visit our Website: paddlefortheplanet.org or our facebook page:  http://facebook.com/paddlefortheplanet for more information or ask your questions on facebook messenger. To help us get started, please fill in the following details and email back to: mactan@mac.com

Thank you again from your friends at Paddle for the Planet.

FILL IN BELOW:

Country:

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As part of Paddle for the Planet’s mandate (P4P), anyone wishing to raise money for the charitable purposes on behalf of our organisation must hold an authority to fundraise issued by (P4P). So before you get started in your fundraising for Paddle for the Planet (P4P), we will need to authorise your fundraising activity (or Event). All individuals, groups or organisations who wish to fundraise must accept certain conditions and register with us, whatever the size of the event or the donation (cash or kind). This Agreement to Fundraise (or Agreement) is designed to assist you in planning your Event in support of (P4P). It is a legally binding agreement made between you (as the fundraiser) and (P4P), and contains some important terms and conditions.

Thanks again for your support! We’re sure that you’ll enjoy fundraising for (P4P) by holding a fantastic event, having fun and sharing in our joy of making a difference to our waterways worldwide.

Becoming a (P4P) fundraiser To start raising funds for (P4P), please read through this Agreement, then complete and sign the Agreement accepting (P4P)’s fundraising conditions, before you start fundraising on our behalf. Please contact us if you have any questions—we are here to help! Return this signed

If your Event is suitable, (P4P) will send you an authorisation letter or ‘sanction’ to fundraise on our behalf. (P4P) may decide whether or not your Event is suitable in its sole discretion. The sanction will be valid for the date(s) of the Event, as set out on page 1 of this Agreement. You are not authorised to use (P4P) as your beneficiary charity until you have received the sanction letter.

Due to limited resources, (P4P) is not able to take a coordination role in your Event, such as assistance with ticket sales/ entrance fees, soliciting prizes or organising celebrities etc. The Event, including the financial aspects, fundraising, entrance fees, t-shirt sales, raffles, record keeping and management, shall be conducted in your name and is your sole responsibility. Under this Agreement, to the extent it applies to where you are doing the event, we appoint you as our non-exclusive agent to solicit and receive donations on our behalf in connection with the Event, and you accept that appointment on the terms of this Agreement. You must plan the Event with the approval of (P4P) and (P4P) expects a reasonable level of liaison and information about the Event. This can be done via our official facebook page: (http://facebook.com/paddlefortheplanet)

Any changes made from the original details provided on page 1 of this Agreement must be reported to (P4P) and may result in a new sanction being authorised or the sanction being withdrawn. (P4P) requires that there be no door-to-door appeals, street collections or telephone solicitation of any kind to the public in connection with the Event. You must use your best endeavours, at all times, to answer honestly any question directed to you in relation to the purpose of the Event or the details of the Event, or to arrange to find answers to questions that you are unable to answer. In particular, if requested, information is to be given as to how the gross income obtained from the Event will be distributed and, in the case of donated goods, what is to happen to the goods collected. You must not make any false or misleading representations in conducting the Event. You agree to comply with all applicable Fundraising Acts, other laws, regulations and by-laws (including all applicable privacy laws) and any other conditions which we may notify to you. In

conducting the Event, you agree to refrain from doing anything which may reasonably be expected to damage the goodwill, reputation or integrity of (P4P).

Financial aspects of the event Any expenditure involved with the conduct of your Event and any disposition of funds and profits resulting from the Event must be properly authorised by (P4P) before the commencement of the Event. You must take all reasonable steps to ensure that the expenses do not exceed 40% of the gross proceeds obtained from the Event. You must retain accurate, true and appropriate records in relation to particulars of all items of gross profit received, particulars of all expenditure incurred and particulars of all transactions in relation to the Event. The proceeds of the Event, the official sanction letter, and a statement of income and expenditure together with copies of receipts for all expenditure, are to be sent to (P4P) within 7 days of the conclusion of the Event. You agree that you will not retain any part of the gross profits raised during the Event as a commission, wage or other fee. All profit (minus fair and reasonable expenses) must be sent to (P4P). You must not retain any part of the profit or any other benefit received from the Event . Receipts must be issued for all money received, whether or not the donor has requested one, except where the money is received in a collection box or in return for goods or services. If supporters would like receipts, please send a list including name, address, and phone number and donation amount. If the total of individual receipts exceeds 10 individuals, please provide (P4P) an electronic version of your register. When the supporter has received goods or services in return for money given (e.g. purchased raffle tickets, entrance fees or prizes at auction), a receipt cannot be issued. For donated goods and services (P4P) requires correspondence from the donor stating the donated value of goods or services to the Event. Accurate records of the donors’ details assists (P4P) with financial reporting and thank you letters. A template is available from (P4P) to assist you with capturing this information.

Please note that P4P require a minimum of US$10 is to be raised per person attending. This amount should be paid to P4P without any deductions (apart from bank charges). This can be raised in many ways.

Some ideas below:

1. Provide each participant with an official T-shirt and charge a fee that covers the T-shirt cost and still allows a profit of 10 US$. Eg) Entrance of US$15 includes an Official Paddle for the Planet T-shirt.

2. Charge participants US$10 each and explain that this amount goes directly to P4P.

3. Provide a sponsors kit (have sponsors contribute goods eg) gift vouchers, free food, drinks etc). Then charge the US$10 entrance fee.

4. Have a sponsor provide a cash donation for the US$10 amount for the estimated attendees. Allow them to get involved and promote their association.

Please note

We need to approve all sponsors prior to proceeding.

There are many other ways to do this, so feel free to be creative, we are happy to help discuss this.

Any advertising for the Event must clearly disclose that the Event is being conducted in support of (P4P). You agree that you have no right to the names ‘(Paddle for the Planet) or ‘(P4P)’ and that you do not have the right to raise funds in those names. This means you cannot call your event a (P4P) event i.e. A (P4P) Trivia Night, however you can call it an event supporting (P4P) Paddle for the Planet annual worldwide awareness day (P4P) can sanction the use of a line of copy stating the relationship between you and (P4P) for all fundraiser promotional material. Recommended wording would be, ‘This event proudly supports the (P4P) Paddle for the Planet world awareness event or ‘Funds raised will assist the (P4P) in helping to remove plastic and create awareness of the rubbish in our waterways.

Any printed materials or advertisements to be used in relation to the Event must be submitted to (P4P) for approval and must also state how the proceeds from the Event are to benefit (P4P) , e.g. ‘all proceeds from this event’ or ‘all proceeds from the sale of T-shirts’ will go directly to (P4P). Please allow 3 days for approval of your material. If you wish to use the (P4P) Supporter’s logo on any materials or products, you must obtain prior permission from (P4P). Please contact the Supporter Engagement Team for more details. Should you wish to include some stories, testimonials or case studies in your promotional material the Supporter Engagement Team will be able to provide you with appropriate material.

To help you, you can also download the (P4P) logos and basic artwork templates from our website: http://paddlefortheplanet.org

(P4P) encourages the use of (P4P) logo and mentions in events or in the media that will help to promote the cause. Should you wish to include some stories, testimonials or

case studies in your promotional material the Supporter Engagement Team will be able to provide you with appropriate material.

Some activities may require permits e.g. donations, raffles where the total prize pool is over a certain amount etc. Permits maybe also required by local councils etc. for outdoor events. If you have any queries please contact the Community Partnerships Team in your state,

All aspects of financial and public liability and public safety are the responsibility of the event organiser. As (P4P) is not the event organiser we are unable to cover any liability on your behalf. You agree to release (P4P) to the fullest extent permissible under law for all claims, except where such liability arises because of the negligence of (P4P) or its agents. Therefore, please ensure that any space or venue used for your fundraising activities has the required public liability insurance.

(P4P) may revoke the sanction granted to you and terminate this Agreement at any time if you engage in any act or omission as part of promoting the Event which may adversely affect the reputation of (P4P), or if you engage in any conduct which, in (P4P)’s reasonable opinion, is prejudicial to the affairs of (P4P), contrary to its objectives or which brings (P4P)’s name into disrepute. If we revoke the sanction granted to you, you must immediately stop promoting the Event. This Agreement is governed by the law in South Africa where Paddle for the Planet’s registered Not for Profit Organisation (NPO) is located.

I agree to terms and conditions:

 

Signed: ________________________

Paddle for the Planet is a registered Not for Profit Organisation (RegNo: 2013/102375/08)