The ALS THERAPY DEVELOPMENT INSTITUTE EVENT FORM

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1 The ALS THERAPY DEVELOPMENT INSTITUTE EVENT FORM Your Information First Name Last Name Group / Company Planning this Event Address City State Zip Daytime Phone Number Evening Phone Number Address About the Event Name of Event Type of Event Event Date Event Start Time Event Location Description of Event Event Details How will funds be raised Estimated Total Revenue Estimated Expenses Estimated number of attendees / participants How do you plan to promote your event Please return your completed form to: events@als.net or ALS TDI, Attn: Events Team, 300 Technology Square, Ste 400, Cambridge, MA 02139

2 ALS TDI Community Event Guide Thank you for your interest in planning an event to benefit the ALS Therapy Development Institute (ALS TDI)! ALS TDI is very grateful to the many supporters who host events to support the research at our lab; we wouldn t be here without you. There are countless ways to raise funds and awareness for ALS TDI. From organizing a golf tournament, hosting a gala, donating proceeds from product sales- the possibilities are endless. Every event, big or small, brings us closer to our goal finding a treatment for ALS. HOW WE CAN HELP Below is a list of items that the Events Team at ALS TDI can offer to help make your event a success! Please work with your Event Coordinator on what you would like for us to provide. Offer one-on-one advice and guidance related to planning your event Serve as an extension of your team/committee for event ideas, online setup, and registration management Provide a third party acknowledgement letter to be used to validate the authenticity of the event and its organizers Promote your event through our online events calendar and in our regional newsletters Provide your event with flier and templates Help promote your event via mutually agreeable press Set up an ALS community page Provide online registration for your event Reimburse / cover event related expenses provided that ALS TDI has already received enough donations to cover any costs Provide a certificate of liability from our insurance provider if your venue requires it Provide a list of items that can be purchased at low cost from the event to use in raffles, auctions, and as golf swag to increase event revenue Provide materials about ALS TDI, awareness bracelets, credit card slips, custom donation cards and bid sheets for the day of your event Acknowledge and provide tax receipts for contributions made payable and submitted to ALS TDI Due to official policies at the Institute, we are currently unable to help with the below items, although we would love to! Guarantee volunteer, Board Member, or staff attendance at the event Solicit sponsorship revenue for your fundraising activities Solicit items for your auction or raffle Provide celebrities or professional athletes for your event Provide mailing lists of contributors, employees, volunteers, or vendors

3 ALS COMMUNITY PAGES, CALENDAR OF EVENTS & ONLINE REGISTRATION Whether you are hosting a Community Event for ALS TDI, initiating an electronic letter writing campaign, or simply looking to share your story, we encourage you to create your own ALS Community Page. These pages are free and available for anyone to use. Visit to get started today. If you need assistance incorporating photos or specific information on your page, please the Events Team at events@als.net. We offer online registration for your event through the ALS Community Pages. Once you set up your page, you can go to Events on your dashboard to add your event and registration options. This makes ticket sales and registration for both you and your event participators even easier! Note: If you are hosting a golf tournament to benefit ALS TDI, we will list your event on our golf website and set up online registration for you. Please contact events@als.net to have your golf event listed. We also list all Community Events benefitting ALS TDI on our calendar of events which can be found online, as well as in our regional newsletters. SWAG (STUFF WE ALL GET) ALS TDI and ALS TDI Golf have been able to secure discounted pricing with certain vendors to provide items for events to increase event revenue. Please contact the Events Team to get a list of items we can provide for your event. We need at least 3 weeks to order any items and get them to your event on time. RECEIVING INCOME We request that contributions be mailed to ALS TDI within one week of the event close date. If contributions are received before or after the event, please mail them within one week of receipt. Our experience has shown that adhering to this schedule will benefit your donors and allows ALS TDI to maintain accurate financial records. All contributions can be mailed to: ALS TDI 300 Technology Square, Ste 400 Cambridge, MA Attn: Events Team

4 TYPES OF GIFTS With an event comes an array of gifts; including (but not limited to) dinner tickets, golf entry fees, raffle tickets, auction purchases, and straight donations. Each contribution is categorized and should be labeled as such before it is sent to ALS TDI. Labeling can be as simple as grouping contributions by category and attaching a sticky note with a description, or creating a more detailed donor payment spreadsheet for both your and ALS TDI s records. FAIR MARKET VALUE Fair Market Value (FMV) is the cost an item would sell for on the open market, despite who absorbs the cost, and is therefore not tax deductible. All gifts, except for straight donations, have a FMV associated with them. For all gifts made to ALS TDI, we ask that you note the FMV to better enable our Donations Processing team to determine the tax deductible value for the donor. The tax deductible value will be the difference between the amount paid by a donor and the FMV of the item. If the FMV is higher than the amount paid, there is no tax deductible value. For example, if a donor pays $100 for a dinner ticket and the FMV of the dinner is $25, this makes the tax deductible portion of the dinner ticket $75. Note: The cost of a raffle ticket does not have FMV, as it is considered gambling, and therefore is not tax deductible. IN-KIND DONATIONS In-kind donations are often received with an event. These donated goods and services can include auction items, discounts from vendors, or event related expenses paid by supports. As with any other contribution, ALS TDI requests backup before processing and sending the appropriate tax documentation to the donor. Backup for an in-kind donation includes a receipt, description of item donated, or other proof of the item s stated value. Please send backup for these contributions to ALS TDI within a week of receipt. EXPENSES Expenses sent to ALS TDI for payment will come out of the event s proceeds. In order to ensure the majority of money raised goes directly to research, ALS TDI will cover expenses up to 35% of the proceeds your event fundraises. For example, if your event raises $10,000, ALS TDI will cover expenses up to $3,500 total. Any unincorporated business providing services will also need to submit a form W-9 before payment is processed. Please inform your vendors to send invoices and W-9s to:

5 ALS TDI 300 Technology Square, Ste 400 Cambridge, MA Attn: Events Team If an invoice is sent to you directly and you would like ALS TDI to cover the cost, forward it to the address listed above within a week of receipt. Note: If cash contributions are received from donors, please do not use this money to pay for expenses. Cash contributions should be sent directly to ALS TDI in order to maintain accurate records, acknowledge donors, and send appropriate tax documentation. REIMBURSEMENT In cases where event related expenses cannot be sent to ALS TDI for payment and a supporter must pay out of pocket, ALS TDI will reimburse the supporter directly if requested. To receive a reimbursement, please send all original receipts to your event contact at ALS TDI at the address listed above. PAYMENT SCHEDULE ALS TDI processes payments on a weekly basis with a Thursday deadline. Invoices received before Thursday at noon will be processed for a check to be mailed the following Thursday. Invoices received after Thursday at noon will be held for processing until the following week, and a check will be mailed on the 2 nd Thursday. For example, an invoice received Wednesday the 1 st will be paid on Thursday the 9 th. An invoice received Friday the 3 rd will be paid on Thursday the 16 th. We unfortunately cannot make exceptions to these guidelines. MARKETING AND PROMOTIONAL MATERIALS We ask that all marketing and promotional materials, including print, online, and press releases, or other means of communication dealing with the activities or achievements of ALS TDI, be reviewed and approved in advance by a member of the ALS TDI team. A member of the Communications team will review these items within 2-3 business days upon receiving them. A final version of all communications acknowledging ALS TDI as the beneficiary must be provided to ALS TDI for record keeping. The use of the ALS TDI logo is available for all events which financially benefit ALS TDI research only. The logo shall be prominently displayed. ALS TDI staff will provide logos upon request in a variety of formats to meet the needs of your event. For assistance with materials approvals and acquiring logos, events@als.net PRESS RELEASES

6 All press releases, media advisories or other public announcements, including advertising or mass media messaging, must be approved by ALS TDI. A member of the Public Relations team will review these items within 2-3 business days upon receiving them. A final version of all communications acknowledging ALS TDI as the beneficiary needs to be provided to ALS TDI for record keeping. Press releases referencing ALS TDI must list a member of the Public Relations team at ALS TDI as a contact person, a link to ALS TDI s website, as well as the official boiler plate of ALS TDI. Please follow this link if you are seeking a press release or would like media support for your event: For assistance with marketing or press related activities at ALS TDI, please pr@als.net. We hope this information is helpful to you in planning and running your event! Thank you so much for your willingness to become involved. Please feel free to contact the ALS TDI Events Team at with any questions at / events@als.net.