2013 Bank of America Chicago Marathon Charity Program

Transcription

1 2013 Bank of America Chicago Marathon Charity Program

2 Table of Contents: Instructions... 2 Charity Program Summary and Applicant Entry Requirements... 3 Time & Resources... 3 Charity Program Levels... 3 Promotion of the Race... 4 Expectations of Runners in Charity Program... 4 Registration Procedures... 5 Seeded Start Corrals... 7 Final Figure Submission... 8 Charity Village... 8 Related Events... 8 Catering... 8 Hotel Rooms & Room Blocks... 9 Commitment Statement... 9 Official Charity Agreement Partner Charity Agreement Participating Charity Agreement Associate Charity Agreement Contributing Charity Agreement Contact Information Charity Program Deadline Information Summary and Timeline Charity Program Application

3 Instructions Carefully read all sections and complete the attached Application (pages 24-29). Complete the online Charity Contact Form (see Application for link) and return all sections of the Application (pages 26-31) as soon as possible, but no later than January 4, 2013 by ing to: 2

4 Charity Program Summary and Applicant Entry Requirements The 2013 Bank of America Chicago Marathon Charity Program offers a unique fundraising platform for organizations, agencies or institutions engaged in charitable causes to generate fundraising dollars while gaining exposure for their causes through a high-profile, world-class event that attracts runners from all 50 states and more than 100 countries. All entities in the Charity Program can build teams through the open registration period upon the start of open registration on February 19, In addition, charitable organizations may be awarded guaranteed (post-close) entries into the 2013 Chicago Marathon to be used for recruitment of runners after the close of registration. 1 Among other factors, those organizations which will be awarded with post-close entries will have demonstrated the following: ability to register a team of runners during the open registration period in prior years, fundraising history within the Chicago Marathon, and success at filling post-close entries in Through the Chicago Marathon, a charity can develop lasting relationships with runners and their supporters by uniting in a cause and achieving great personal and organizational successes together. Time & Resources Your organization s involvement with the Bank of America Chicago Marathon will require your organization s time, resources and knowledge of the event throughout the duration of the program. Accepted organizations are expected to provide the following: Resources for runners/organization to exceed a fundraising average of $1,200 per runner Staff member as the point of contact for the program Review and comply with all Chicago Marathon Event Rules & Guidelines Comply with all Charity Program regulations and deadlines as set forth Charity Program Levels The 2013 Bank of America Chicago Marathon Charity Program is divided into five tiers 2 based on both the number of participants recruited and the historical fundraising results of that charity. The Charity Program tiers are: Official Charity: Minimum of 500 event participants Partner Charity: Minimum of 250 event participants Participating Charity: Minimum of 100 event participants Associate Charity: Minimum of 35 event participants 1 Post-Close entries will be awarded at the discretion of the Bank of America Chicago Marathon to charities at the following levels: Official, Partner, Participating and Associate. For additional information, see Registration Procedures, pages Benefits awarded by the Chicago Marathon are determined based on the tier the charity reaches by July 2,

5 Contributing Charity: Less than 35 event participants through open registration only 3 All accepted charities must meet the minimum requirement of registered event participants no later than July 2, 2013, to be considered for that tier. In addition to meeting the participant minimum, past and projected fundraising per runner will be reviewed in making this determination. For example, fundraising amounts may cause a group to be placed at a level below the participant minimum qualification if the organization s 2012 fundraising average is below the 2012 Charity Program participant average of approximately $1,200. Organizations are expected to provide the resources necessary for their team members to meet and exceed that fundraising level average. Promotion of the Race The charity must agree to promote the Bank of America Chicago Marathon as one of the world s premier races using the full name and official logo as provided and upon approval by the Chicago Marathon. In order to secure the best results, the charity is strongly encouraged to develop and submit a comprehensive marketing plan to effectively promote its program to prospective participants. In addition, it is essential to maintain contact with participating runners throughout the training process and to engage the participants support, which will in turn encourage them to fundraise. The promotional effort made by the charity will serve as one of many components to evaluate the charity s future involvement in the Charity Program as well as the tier to which the charity is assigned. The Chicago Marathon will supply charities accepted into the program with the official event logos in exchange for the charity s logos in.eps file format. 4 Charities wishing to use the Chicago Marathon logo must submit any item displaying the logo to the Chicago Marathon office for prior approval. Charities may not use a Chicago Marathon logo from a previous year. When referring to the Chicago Marathon in print and other materials, charities must use the full event name: Bank of America Chicago Marathon. Expectations of Runners in Charity Program All charity runners must follow the Bank of America Chicago Marathon Event Rules & Guidelines and all Charity Program regulations and deadlines as set forth. As a part of the Chicago Marathon, the charity must make sure its members are aware of all rules and regulations at the point of registration and prior to their participation on race day. All participants must be advised that the Chicago Marathon has an age requirement of 16 years or older (on race day), a course net time limit of six and a half hours (6:30:59), and that early starters are not allowed. Individuals not starting with the official start will be disqualified and participants who do not complete the full course or do not finish before the course time limit may not receive an official time, result listing or finish line items or other amenities. 3 Contributing level charities build their team through the Open Registration period only and do not receive post-close entries. 4 Contributing level charities may use the name of the event, but will not be provided use of the event logo. 4

6 Entries are non-refundable, non-transferable and may not be donated or deferred to future years. Event-issued bib numbers and timing devices must be worn only by the participant to whom they are assigned. Registration Procedures Open Registration: Charities are encouraged to have as many participants as possible register through the Bank of America Chicago Marathon open registration process. The most successful organizations will actively recruit during the month of January in order to be ready for the start of open registration (the open registration process begins February 19 at 12 p.m. (CST)). For the 2012 Chicago Marathon, open registration closed in six days and may close in a shorter timeframe in Chicago Marathon registration pricing is as follows: $ for U.S. entries and $ for international entries. The registration process for charity participants has changed for All participants must register themselves in 2013 and the charity itself will not be able to register on behalf of an individual as they have in the past. There are two options by which individuals can register to run for a charity through the open registration proecess: Option 1 Participant Pays the Entry Fee (available to all organizations regardless of level): For charities that require the individual to pay for their own registration, that person will register by going to the public online registration link at when registration starts on February 19. The runner should select the charity of his/her choice during this process. Charities are listed in a drop down menu as one of the fields in the online registration form. After completing the online registration process, the runner would then contact his/her selected charity. 5 This option should be used if your program registration fee does not include the Chicago Marathon entry fee. You must obtain the registrant s Chicago Marathon registration confirmation number which will be listed on the Registration Confirmation page of the Chicago Marathon website. Charities at the Contributing level, or charities that have a team of participants but are not part of the Charity Program, will only be able to build their teams using this option. Runners choosing to run for a Contributing level charity or a charity outside the Charity Program must register using the public registration link and will only be able to do so during the open registration period. 5 Charities should clearly communicate to their runners that opting to register on their own is a two-stop process: (1) Register for the Chicago Marathon and (2) Register with the charity to be a part of the charity team. 5

7 Option 2 -- Charity Pays the Entry Fee of the Participant (only available to Official, Partner, Participating and Associate level organizations): Official, Partner, Participating and Associate level charities may opt to pay the registration fee for their runners. In this case, a unique online registration link will be provided to the charity by the Bank of America Chicago Marathon. This link will allow a charity to be invoiced for the registrations. In addition, the charity will be provided unique redemption codes that must be entered at the point of registration. The charity will provide the runner with this online registration link and a redemption code in order for that person to register. Using either option, it is critical that the charity clearly communicate the registration process to each runner as it is possible that open registration may close much quicker than in The Chicago Marathon will provide more detailed registration instructions to accepted charities in January. Post-Close Registration: Post-Close entries are allocated at the discretion of the Bank of America Chicago Marathon to charities at the following levels: Official, Partner, Participating and Associate. These entries are also referred to as guaranteed entries, meaning that the entry is guaranteed to remain available from the date that open registration closes (in 2012, this date was February 6) until the final deadline of July 2, As with open registration, the runner must register for the event. The charity will not be able to do so on that runner s behalf as in prior years. Each organization will be provided with two unique online registration links by the Bank of America Chicago Marathon as well as unique redemption codes equal to the number of Post-Close entries awarded to and accepted by the charity. The first registration link may be used for runners that will be paying for their own entry. The charity will provide the runner with that link along with one of the redemption codes and the runner would register using his or her own credit card to make payment. The second registration link will allow a charity to be invoiced for the registrations. In this case, the charity would provide the runner with that link as well as one of the redemption codes, and the runner would register with the charity being invoiced at a later point. The Chicago Marathon has discretion as to the number of post-close entries each charity receives. In awarding these entries, the Chicago Marathon will carefully consider, among many factors, the number of runners a charity has historically registered through the open registration period, the organization s fundraising history through the Chicago Marathon (total amount raised as well as average raised per runner) and the number of post-close entries allocated to an organization the prior year and how many entries were filled. Post-close entries are in large part seen as a reward based on these factors. Once charities are accepted into the Charity Program, the Chicago Marathon will contact each charity that qualifies for post-close entries to inform them that they may request an allocation of entries. Post-close entries are optional and no charity is required to request them. The charity would then submit the form (provided by the Chicago Marathon at a later date) requesting post- 6

8 close entries no later than January 18, The Chicago Marathon office would then inform each charity of the number of post-close entries they have been awarded. Other Parameters The number of post-close entries available in 2013 (to the Charity Program in general, not necessarily to any individual charity) will be in line with 2012 usage The 2013 goal is to maximize every post-close entry made available Organizations will be awarded post-close entries based on their request and rationale and at the discretion of the Chicago Marathon Entries that exceed an organization s requested number will not be accepted Once an organization has been awarded its allotment of post-close entries, the organization will be responsible to fill those entries and will be charged for all entries not filled by July 2, 2013 Organizations will be invoiced for the post-close entries allocated to them (less those that the organization filled and paid for using the credit card option) at the close of the postclose registration process on July 2, 2013 As in past years, the Chicago Marathon will use its best efforts including, but not limited to, creating a post-close registration page on the event website to help market the entries Organizations are expected to aggressively market and recruit to fill their allotted postclose entries In 2013, the minimum fundraising amount for each post-close entry is $ This means that an organization may not offer post-close entries at a level of fundraising less than this amount. Many charities will set their own minimum fundraising level exceeding this amount. Start Corrals The Bank of America Chicago Marathon offers Start Corrals to all of its participants. Wave 1 Start Corrals are secure start areas for participants based on half marathon and marathon qualifying standards. Wave 2 Start Corrals are based on expected finish times. Assignment to Wave 1 Start Corrals is based on a submitted qualifying time and offered on a firstcome, first-served basis. Start Corrals will close once they reach their maximum capacities. All participants will be notified of Start Corral assignments by mail on their Confirmation Ticket or participants may verify their Start Corral placement via the online Registration Confirmation page on the event website once proof of the qualifying standard has been submitted. For those organizations that utilize recommitments, keep in mind that the Chicago Marathon will not be able to make any change to a Start Corral placement for any participant until that participant has officially registered. Therefore, any runner that is entering using a post-close entry will not be able to apply for a Wave 1 Start Corral until that person is actually registered for the event. In addition, runners should verify their corral placement on the Registration Confirmation page as soon as possible after submitting their proof of qualifying time. 7

9 Invoices Charities will be invoiced for all entries (less those that were paid for by the runner) as well as any Marketing Opportunities (e.g. Insert in the Participant Bag, Expo space or Charity Village) in mid- August. The charity agrees that this invoice must be paid by August 30, Final Figure Submission Charities must provide the Bank of America Chicago Marathon with a complete report of the following (template to be provided) no later than November 30, 2013*: Final number of fundraising runners Dollars generated as a result of fundraising for the Chicago Marathon Number of runners who entered through open registration and the amount raised Number of runners who entered through post-close registration and the amount raised Group hotel and airline travel information/breakdown List of venues rented or events created for charity team (e.g. pasta dinner) *Quality of the information provided may reflect on the charity s involvement in the 2014 Charity Program Charity Village In 2013, the size of Charity Village will again be reduced due to the quality and condition of available Chicago Park District fields. Therefore, the Bank of America Chicago Marathon can only guarantee placement for Official and Partner level organizations. The Chicago Marathon will provide additional information on Charity Village as soon as it is available. All organizations, Participating level organizations in particular, are encouraged to look into other options for race day hospitality which might include local restaurants, hotels, facilities within schools/colleges (e.g. Roosevelt University, Columbia College, etc.) and other options. Related Events The primary Charity Program coordinator from each organization must notify the Chicago Marathon of the charity s race weekend events (e.g., pasta dinner, awards celebration, etc.). The charity is responsible for all aspects of its events including staffing. Catering Blue Plate is the Official Caterer of the Bank of America Chicago Marathon. In an effort to address the food preparation, handling and distribution issues in Grant Park, we will finalize the details for charities to order any race day catering and food/beverage services within the next few months. Blue Plate will offer special race day packages for teams in Charity Village(s) (applicable to Official and Partner charities) including breakfast, post-race lunch, snacks and beverages. All deliveries to the individual charity tents in Charity Village must follow the Chicago Marathon delivery instructions. Instructions for this process will be provided at a later date. 8

10 Hotel Rooms & Room Blocks Experient is the Official Housing Partner of the Bank of America Chicago Marathon, offering special rates at the city s most desirable properties. Charities are encouraged to visit for more information on how Experient can help reduce costs and streamline hotel reservations for their teams. Complete charity team details on hotel room rental and blocks are required in the final figures submitted by each charity no later than November 30, Commitment Statement The charity s executive director and charity program coordinator responsible for managing the organization s involvement in the Bank of America Chicago Marathon must sign a commitment statement before being considered as an affiliated charity. 9

11 Official Charity Agreement Minimum 500 Runners Required The Bank of America Chicago Marathon reserves the right to limit the number of charities involved in the Charity Program and to limit the number of charities at each level. Placement of a charity at a particular level is at the discretion of the Chicago Marathon. The Bank of America Chicago Marathon will provide Official Charities with the following: Limited and pre-approved use of the Bank of America Chicago Marathon event name and logo in advertising and promotional materials. The event logo may not be used prior to acceptance into the Charity Program and may not be used after December 31, All promotional pieces using the event name and/or logo including, but not limited to, applicable pages on the charity s website must be submitted to the Chicago Marathon for approval prior to public display. Under no circumstances shall an event logo from a prior year be used. Opportunity to secure guaranteed entries (quantity TBD) to be filled by the latter of July 2, 2013 or 30 days following the close of open registration. Guaranteed entry pricing will be the same as for open registration entries. Primary placement of the charity s logo and link on the Chicago Marathon website ( Dedicated page for charity information on the Chicago Marathon website, which may include information on the cause, pictures, videos, etc. Charity listed in drop down menu option on Chicago Marathon online registration form Charity registration link to register all charity runners Mention in at least one (1) Chicago Marathon Mile by Mile e-newsletter Mention in the Chicago Marathon Official Program, Results Book, and Media Guide Mention in public address announcements at the Health & Fitness Expo, start line and finish line 10

12 Opportunity to purchase a tent within Charity Village(s) based on availability. Once items are mutually agreed upon, the following will be ordered by the charity through the Chicago Marathon and directly billed to the charity: Tent (size based on number of participants) Tent walls, heaters, tables and chairs Tent entrance signage Food and beverages ordered through Blue Plate Area portable toilets/hand washing units Generated power Opportunity to insert a promotional piece as supplied by the charity and pre-approved by the Chicago Marathon (approx. value $3,900 in 2012) into Participant Bags by the specified deadline (quantity 43,000 in 2012). A discounted rate (TBD) for a 10 x 20 booth space (approx. value $5,700 - $6,200 in 2012) at the Health & Fitness Expo including: Pipe and drape One (1) 8 table Two (2) chairs Additional items will be at the charity s expense (e.g. electrical, phone, carpet, drayage, etc.) 11

13 Official Charities agree to the following in support of the Bank of America Chicago Marathon: 500 or more runners registered by the latter of July 2, 2013 or 30 days following the close of open registration Permission to use the charity s name and logo in advertising and promotional material. The charity will provide its logo (.eps file) with its application. The application will serve as approval from the charity for use of its logo and name. Designated charity program coordinator to serve as point of contact between the charity and the Chicago Marathon throughout the duration of agreement Registration, Expo booth, Participant Bag insert and Charity Village payment submitted by August 30, 2013 Periodic reports of recruiting and fundraising totals Detailed description of training program Detailed information on all services, benefits and fundraising support provided to runner Inclusion of Bank of America Chicago Marathon name in all event-related press releases Inclusion of Chicago Marathon logo and link on charity website Charity website must have a Chicago Marathon-specific page active by the start of registration (February 19) Online fundraising mechanism for each participant/team member Failure to meet any or all of the outlined responsibilities may affect Official Charity status for future years 12

14 Partner Charity Agreement Minimum 250 Runners Required The Bank of America Chicago Marathon reserves the right to limit the number of charities involved in the Charity Program and to limit the number of charities at each level. Placement of a charity at a particular level is at the discretion of the Chicago Marathon. The Bank of America Chicago Marathon will provide Partner Charities with the following: Limited and pre-approved use of the Bank of America Chicago Marathon event name and logo in advertising and promotional materials. The event logo may not be used prior to acceptance into the Charity Program and may not be used after December 31, All promotional pieces using the event name and/or logo including, but not limited to, applicable pages on the charity s website must be submitted to the Chicago Marathon for approval prior to public display. Under no circumstances shall an event logo from a prior year be used. Opportunity to secure guaranteed entries (quantity TBD) to be filled by the latter of July 2, 2013 or 30 days following the close of open registration. Guaranteed entry pricing will be the same as for open registration entries. Secondary placement of the charity s logo and link on the Chicago Marathon website ( Charity listed in drop down menu option on Chicago Marathon on-line registration form Charity registration link to register all charity runners Mention in at least one (1) Chicago Marathon Mile-by-Mile e-newsletter Mention in the Chicago Marathon Official Program, Results Book and Media Guide Opportunity to purchase a tent within Charity Village(s) based on availability. Once items are mutually agreed upon, the following will be ordered by the charity through the Chicago Marathon and directly billed to the charity: Tent (size based on number of participants) Tent walls, heaters, tables and chairs Tent entrance signage Food and beverages ordered through Blue Plate Area portable toilets/hand washing units Generated power 13

15 A discounted rate to insert a promotional piece as supplied by the charity and pre-approved by the Chicago Marathon (approx. value $3,900 in 2012) into Participant Bags by the specified deadline (quantity 43,000 in 2012). A discounted rate for a 10 x 10 booth space (approx. value $3,000 - $3,500 in 2012) at the Health & Fitness Expo including: Pipe and drape One (1) 8 table Two (2) chairs Additional items will be at the charity s expense (e.g. electrical, phone, carpet, drayage, etc.) 14

16 The Partner Charity agrees to the following in support of the Bank of America Chicago Marathon: 250 or more runners registered by the latter of July 2, 2013 or 30 days following the close of open registration Permission to use the charity s name and logo in advertising and promotional material. The charity will provide its logo (.eps file) with its application. The application will serve as approval from the charity for use of its logo and name. Designated charity program coordinator to serve as point of contact between the charity and the Chicago Marathon throughout the duration of agreement Registration, Expo booth, Participant Bag insert and Charity Village payment submitted by August 30, 2013 Periodic reports of recruiting and fundraising totals Detailed description of training program Detailed information on all services, benefits and fundraising support provided to runners Inclusion of Bank of America Chicago Marathon name in all event-related press releases Inclusion of Chicago Marathon logo and link on charity website Charity website must have a Chicago Marathon specific page active by the start of registration (February 19) Online fund-raising mechanism Failure to meet any or all of the outlined responsibilities may affect Partner Charity status for future years 15

17 Participating Charity Agreement - Minimum 100 Runners Required The Bank of America Chicago Marathon reserves the right to limit the number of charities involved in the Charity Program and to limit the number of charities at each level. Placement of a charity at a particular level is at the discretion of the Chicago Marathon. The Bank of America Chicago Marathon will provide Participating Charities with the following: Limited and pre-approved use of the Bank of America Chicago Marathon event name and logo in advertising and promotional materials. The Event logo may not be used prior to acceptance into the Charity Program and may not be used after December 31, All promotional pieces using the event name and/or logo including, but not limited to, applicable pages on the charity s website must be submitted to the Chicago Marathon for approval prior to public display. Under no circumstances shall an event logo from a prior year be used. Opportunity to secure guaranteed entries (amount TBD) to be filled by the latter of July 2, 2013 or 30 days following the close of open registration. Guaranteed entry price will be the same as for open registration entries. Placement of the charity s logo and link on the Chicago Marathon website ( Mention in the Chicago Marathon Official Program, Results Book and Media Guide Charity listed in drop down menu option on Event online registration form Charity registration link to register all charity runners A discounted rate to insert a promotional piece supplied by the charity and pre-approved by the Chicago Marathon (approx. value $3,900 in 2012) into Participant Bags by the specified deadline (quantity 43,000 in 2012) A discounted rate for a 10 x 10 booth space (approx. value $3,000 - $3,500 in 2012) at the Health & Fitness Expo including: Pipe and drape One (1) 8 table Two (2) chairs Additional items will be at the charity s expense (e.g. electrical, phone, carpet, drayage, etc.) 16

18 The Participating Charity agrees to the following in support of the Bank of America Chicago Marathon: 100 or more runners registered by the latter of July 2, 2013 or 30 days following the close of open registration Permission to use the charity s name and logo in advertising and promotional materials. The charity will provide its logo (.eps file) with its application. The application will serve as approval from the charity for use of its logo and name. Designated charity program coordinator to serve as point of contact between the charity and the Chicago Marathon throughout the duration of agreement Registration, Expo Booth and Participant Bag insert payment submitted by August 30, 2013 Periodic reports of recruiting and fundraising totals Detailed description of training program Detailed information on all services, benefits and fundraising support provided to runners Inclusion of Bank of America Chicago Marathon name in all press releases Inclusion of Chicago Marathon logo and link on charity website Charity website must have a Chicago Marathon specific page active by the start of registration (February 19) Online fund-raising mechanism Failure to meet any or all of the outlined responsibilities may affect Participating Charity status for future years 17

19 Associate Charity Agreement -- Minimum 35 Runners Required The Bank of America Chicago Marathon reserves the right to limit the number of charities involved in the Charity Program and to limit the number of charities at each level. Placement of a charity at a particular level is at the discretion of the Chicago Marathon. The Bank of America Chicago Marathon will provide the Associate Charity with the following: Limited and pre-approved use of the Bank of America Chicago Marathon event name and logo in advertising and promotional materials. The event logo may not be used prior to acceptance into the Charity Program and may not be used after December 31, Opportunity to secure guaranteed entries (quantity TBD) to be filled by the latter of July 2, 2013 or 30 days following the close of open registration. Guaranteed entry price will be the same as for open registration entries. Placement of the charity s logo and link on the Chicago Marathon website ( Mention in the Chicago Marathon Official Program, Results Book and Media Guide Charity listed in drop down menu option on Chicago Marathon online registration form Registration link to register all charity runners Discounted rate (TBD) for a 10 x 10 booth space (approx. value $3,000 - $3,500 in 2012) at the Health & Fitness Expo including: Pipe and drape One (1) 8 table Two (2) chairs Additional items will be at the charity s expense (e.g. electrical, phone, carpet, drayage, etc.) 18

20 The Associate Charity agrees to the following in support of the Bank of America Chicago Marathon: 35 or more runners registered by the latter of July 2, 2013 or 30 days following the close of open registration Permission to use the charity s name and logo in advertising and promotional material. The charity will provide its logo (.eps file) with its application. The application will serve as approval from the charity for use of its logo and name. Designated charity program coordinator to serve as point of contact between the charity and the Chicago Marathon throughout the duration of agreement Registration, Participant Bag Insert and Expo booth payment submitted by August 30, 2013 Periodic reports of recruiting and fundraising totals Detailed description of training program Detailed information on all services, benefits and fundraising support provided to runners Inclusion of Bank of America Chicago Marathon name in all event-related press releases Inclusion of Chicago Marathon logo and link on charity website Charity website must have a Chicago Marathon specific page active by the start of registration (February 19) Online fundraising mechanism Failure to meet any or all of the outlined responsibilities may affect Associate Charity status for future years 19

21 Contributing Charity Agreement -- Less than 35 Runners The Bank of America Chicago Marathon reserves the right to limit the number of charities involved in the Charity Program and to limit the number of charities at each level. Placement of a charity at a particular level is at the discretion of the Chicago Marathon. The Bank of America Chicago Marathon will provide Contributing Charities with the following: Mention and link on the Chicago Marathon website ( Mention in the Chicago Marathon Media Guide The Contributing Charity agrees to the following in support of the Bank of America Chicago Marathon: Permission to use the charity s name and logo in advertising and promotional material. The charity will provide its logo (.eps file) with its application. The application will serve as approval from the charity for use of its logo and name. Designated charity program coordinator to serve as point of contact between the charity and the Chicago Marathon throughout the duration of agreement Failure to meet any or all of the outlined responsibilities may affect Associate Charity status for future years 20

22 Contact Information Charity Program Contact: Dave Louthan Phone: (312) Fax: (312) Health & Fitness Expo Contact: Paul Brackey Phone: (312) Fax: (312) Communications Contact: Jeremy Borling Phone: (312) Fax: (312)

23 Charity Program Deadline Information Summary and Timeline All submissions and requests should be forwarded to Dave Louthan. Charity Logo Submission Vector logo or.eps file* Supply fonts if not turned into outlines Due with Application *If you cannot provide a vector logo, please supply a high resolution file that is print quality (300 dpi at 100% size in an uncompressed format such as.jpeg or.tiff file). Unacceptable formats are.gif,.png, logos saved from websites or logos placed in Word documents. Charity Mission Statement Submission Due with Application 250-word statement detailing the charity s mission statement for marketing purposes Registration Plan and Request for Post-Close Entries January 18, 2013 Program Descriptions January 18, 2013 Description/identification of training program for runners Detailed description of all services, benefits and fundraising support provided to runners Provide link to charity s online fundraising website Form will be provided by the Chicago Marathon Post-Registration Deadline July 2, 2013* *Or 30 days following the close of open registration, whichever is latter Entries will not be accepted after this deadline Runner Storylines Ongoing Background on registered runners for development of human interest stories, event publications (Official Program and Results Book), and/or event website Expo Booth Advance Pricing Deadline Online ordering website will be provided TBD Participant Bag Insert Advance Pricing Deadline Online ordering website will be provided TBD Charity Village Advance Pricing Deadline TBD Applicable to Official and Partner level charities Tent size, number of chairs, tables, signage Heaters, generators, compound security and portable toilets will be shared Online ordering website will be provided 22

24 Participant Bag Insert Delivery August 2013 Registration, Expo Booth, Participant Bag Insert and Charity Village Payment Due August 30, 2013 Charity Operations Workshop September, 2013 Final Figures Submission November 30, 2013 Final number of runners fundraising for your organization Dollars generated as a result of fundraising for the 2013 Chicago Marathon Number of team members who entered through open registration and funds raised by those runners Number of team members who entered through post-close registration and funds raised by those runners Group hotel and airline travel information and breakdown List of venues rented or events created for Charity team 23

25 2013 Bank of America Chicago Marathon Charity Program Application 24

26 2013 Bank of America Chicago Marathon Charity Program Application All applicants must complete and submit the following materials by Friday, January 4, Charity Contact Information Form. Please click the following link to complete the Charity Contact Information Form online. The following information (## 2-6) must be ed to the following address: 2. Short Essay Questions (see next page) 3. Commitment Statement with signature of : a. Executive Director/President b. Charity Coordinator/ Primary Contact Person 4. IRS Determination Letter of 501(c)(3) tax-exempt status 5. Most recent Charity Audit Report 6. IRS Form

27 Short Essay Questions 1. Who is your Executive Director? How many years has he/she been in the position? 2. Who will manage your charity s Bank of America Chicago Marathon team? How many years has he/she been in the position? What are his/her qualifications to be the charity coordinator? 3. How many additional people in your organization will be involved in this program and what will their responsibilities be? List the titles of these individuals and an approximate percentage of time to be devoted to the program. 4. What is the history of funds raised through affiliation with the Bank of America Chicago Marathon or another marathon, if applicable? Please explain how these funds were used (i.e., medical research, development programs, educational programs, mentoring, etc.). 5. How many runners have participated in your charity program? List the years of participation and the number of runners each year. 6. Information from 2012 Charity Program organizations: Total number of Chicago Marathon participants: (Include any individual who was registered for the Chicago Marathon and was on your team at one time; also include those who did not run or did not complete fundraising) Final number of Chicago Marathon participants that raised money for your organization: (Include only those participants who actually raised money for your team) Final number of Chicago Marathon finishers for your organization: (Include only those participants who completed the 2012 Chicago Marathon) Final dollar amount generated as a result of fundraising for the Chicago Marathon: (Include all donations and fundraising connected to the Chicago Marathon such as participant fundraising, raffle/auction items, donations to the organization itself, etc. 26

28 The number of runners on your team who registered for the Chicago Marathon during open registration: o The total fundraising in dollars by this open registration group as a whole: o The average fundraising in dollars by runners in the open registration group: o The percentage of total charity fundraising (for the entire charity at the Chicago Marathon) that this open registration group was responsible for: o The percentage of total runners (for the entire charity at the Chicago Marathon) that this open registration group was responsible for: The number of runners on your team who registered for the Chicago Marathon via postclose registration: o The total fundraising in dollars by this post-close group as a whole: o The average fundraising in dollars by runners in the post-close group: o The percentage of total charity fundraising (for the entire charity at the Chicago Marathon) that this post-close group was responsible for: o The percentage of total runners (for the entire charity at the Chicago Marathon) that this post-close group was responsible for: 7. What is/are the minimum post-close fundraising level(s) for your team members in 2013*? *Please note that charities are not required to have a minimum fundraising during open registration. Charities that are placed at the Official, Partner, Participating or Associate level and are allocated postclose entries must include a fundraising minimum of at least $ for each post-close entry. 8. Is your organization affiliated with other races and/or endurance events? What is the history of participation in these events (e.g. funds raised and number of runners)? Please list a reference that we can contact. 9. Briefly outline your advertising and/or public relations activities surrounding your involvement in the Chicago Marathon Charity Program. How will you promote the Chicago Marathon and how do you plan to attract both runners and donors to your program? 27

29 10. What tier---official, Partner, Participating, Associate or Contributing---of the Charity Program is most suitable for your organization in the coming year? Please describe how your organization will meet the requirements (e.g. number of runners) of the tier that you have chosen. 11. What are your organization s specific goals for the 2013 Chicago Marathon Charity Program? a) Number of participants? b) Dollars raised? c) Average dollars raised per team member? d) Publicity gained? e) Other? 12. Why do you feel that your organization deserves to be a part of the 2013 Chicago Marathon Charity Program? How can your charity benefit from being a part of the event? 13. The Chicago Marathon aims to provide ongoing support to the charities and their participants as well as marketing initiatives to promote the overall Charity Program. Please provide a list of incentives or marketing ideas that you feel would benefit both your organization and your runners. 14. If your organization participated in the 2012 Charity Program, what were your major challenges? What would you do differently in 2013? 15. Please use this space to provide your organization s mission statement: All organizations will be notified of their accepted level of involvement in the 2013 Bank of America Chicago Marathon Charity Program on a rolling basis based on receipt date and review of the application. 28

30 2013 Bank of America Chicago Marathon Charity Program Commitment Statement The Bank of America Chicago Marathon must limit the number of organizations accepted into its Charity Program. The Chicago Marathon reserves the right to revoke any organization s participation in the Charity Program at any time. I, (Executive Director/President), certify that all statements made in this application are correct and that (Charity Name) is committed to following the guidelines of the tier to which it may be assigned in the 2013 Bank of America Chicago Marathon Charity Program. I, (Charity Coordinator/Primary Contact), am hereby authorized to be the Charity Coordinator/Primary Contact for (Charity Name) in its association with the 2013 Chicago Marathon. In the case that I am to leave the organization for any reason, I will assume full responsibility for training my successor to manage (Charity Name) in the Chicago MarathonCharity Program. Executive Director/President Name and Signature Charity Coordinator Name and Signature Date of Signatures and Application Submission 29