Welcome to Community Partners. Introducing Fairway Market s newest community outreach program designed to support schools and help make a difference in the communities served by our stores. The more you shop the more you can earn for your school. Here s how the program works: Fairway offers participating tax-exempt schools and affiliated organizations donations based on the cumulative spend per quarter Organizations interested in participating will submit a completed donation application and completed documentation of its eligibility The recipient organization will be responsible for distributing Community Partners cards to its respective school community Every quarter, constituents shopping will be tallied and schools receive a check representing a percentage of the total transactions Fairway will donate 3% for the first $100,000 spent in the quarter and 4% on dollars spent in excess of $100,000 spending per quarter Fairway Community Partners is open to families and friends who establish their membership by presenting the Community Partners card at point of purchase. Once enrolled and upon receipt of Fairway Community Partners cards, the school s PTA leadership team will assign and distribute cards to participants. These program members can present their Community Partners cards to the cashier prior to purchase each time they shop at any Fairway Market to record the transaction. Each member s purchase will be included in the school s cumulative sales total for the purpose of calculating quarterly donations. What Fairway Market will do as part of the partnership? Provide participating school s Community Partners shopping cards for the school s entire community Create marketing elements to promote the program school-wide (including posters, eblasts, special offers and flyers) Designate one Double Day per quarter, when transactions are calculated at twice the value helping your school grow donation dollars faster Process monthly reports featuring a breakdown of total shopping transactions by each card number issued Issue a donation check representing a percentage of total transactions within 30 days of each ending quarter What the participating school will do as part of the partnership: Distribute and assign cards to all families and staff in the school s community Promote the program to the entire school community by highlighting the partnership at PTA meetings and school events Utilize and distribute all Fairway program created eblast marketing materials & flyers Feature Fairway Community Partners on PTA website List all events such as Double Day shopping days on school event calendar Provide school s and/or organization s logo for co-branding on cards and other marketing materials Acknowledgement on any collateral materials or website that Fairway Market is a supporter of the school
APPLICATION School Name: Grades: No. of students enrolled: No. of families: City: Street Address State: Zip: Website: Principal Name: Main Alternate Parent Teacher Organization Name: City: Street Address State: Zip: State: Zip: Website: Primary Partnership Contact Name: Title: Fiscal Contact Agent/Treasurer: Payee Information Full Name as it appears on tax determination letter: City: Street Address Authorized signature President or Principal: Date: If accepted for participation in Fairway Community Partners, more details will be provided and additional information will be requested from you. Application Checklist: Completed Community Partners Application Federal tax-exempt letter or proof of 501 3c status Completed and Signed W-9 Form & New Vendor Form Completed donation application Initialed Terms & Conditions Please email applications to: CommunityPartners@FairwayMarket.com Fairway Community Partners, 2284 12th Avenue, New York, NY 10027
DONATION APPLICATION Please review the attached guidelines prior to completing this application. To be considered, your completed application must be received at least 30 days in advance of your pick up date. Today s Date: Pick Up Date: Organization: Organization s Address: Organization s Your Name: Organization s Webpage: Alternate Position: I have attached these 2 required documents (see Donation Guidelines): A copy of your organization s 501(c)3 letter On organization s letterhead, a summary of how the donation will be used to support your mission I am submitting this as part of my Community Partners application package. Yes No (if yes, this completes your donation application; if no, please continue completing your donation application) I am already a Community Partners member. Yes No I am requesting one of the following types of donations: Food Gift Card Gift Basket Other Briefly detail your request: Is this request for an event? Yes No (if yes, complete the following) Event date: Event location: Number of attendees: How will Fairway Market s support for this event be acknowledged? Has your organization ever received a donation from us? Yes No (if yes, complete the following) What was donated: Donation $ value: Date donated: To learn more about Fairway community initiatives and how we can help your non-profit organization generate funds, please visit us at www.fairwaymarket.com/fairway-in-the-community/ OFFICE USE ONLY Donation Approved by Date
DONATION GUIDELINES Thank you for your interest in a community donation from Fairway Market! Please review the following guidelines prior to submitting your application. Fairway Market follows specific guidelines when considering requests from educational organizations and institutions, civic organizations, social service agencies, houses of worship and other organizations to support their community-focused initiatives. In order to be considered, your organization must be: A not-for-profit organization located in the communities served by Fairway Market stores Working to serve our local communities within Fairway s giving priorities i.e. Community Improvement; Nutrition, Health and Wellness; Environment; Youth and Education Please Note: Individuals, political candidates and organizations, employee recognition events, pageants and organizations without 501(c)3 status are ineligible for donations. Guidelines: All donation requests must be submitted in writing on the organization s letterhead, describing the nature of the request and for what purpose the donation will be used. A copy of the organization s 501(c)3 letter must accompany the request. State tax-exempt forms cannot be substituted for these documents. Literature and printed material in support of the request may be submitted. This material will not be returned to the applicant. Requests must be received at least 30 days in advance of the requested pick-up date. The donation application form must be fully completed. Requests by phone will not be accepted. No more than one donation request per calendar year will be accepted. Recipient organizations are responsible for picking up donations of food or food products. Individuals picking up donations must sign a receipt. Recipients will be asked to acknowledge Fairway Market s support using Fairway s logo on related materials and media. In order to be considered, you must submit your completed application to the Donations Manager at your local Fairway Market. Although we would like to support all worthwhile causes, due to the number of donation applications we receive it is not possible for Fairway Market to fulfill every request.
SHOP & GET MORE FOR YOUR SCHOOL! YOUR LOGO The Membership Card Sample of the Back Key FOB Your CP barcode number circled Read and Initial Here: Fairway Community Partners The Fairway Community Partners Program is sponsored by Fairway Group Central Services LLC and its affiliates (collectively, Fairway ) as a way for families and friends to raise money in support of the schools located in their communities. If you are interested in participating in the Fairway Community Partners Program, please email us at communitypartners@fairwaymarket.com. How it Works: The Fairway Community Partners Program (the Program ) is open to qualifying schools in the New York City Tri-state metropolitan area. Enrollment in the Program must be initiated by the school s administration or parent teacher association ( PTA ). Once enrolled in the Program, school-specific membership cards (the Membership Cards ) will be delivered to the school for further distribution to families and friends (each, a Program Participant ). Each time a Program Participant makes a qualifying purchase at any Fairway Market location, the amount will be counted towards the school s cumulative sales (the Total Purchases ). At the end of each quarter, Fairway will calculate the Total Purchases for the past 3-month period and, subject to the terms and conditions set forth below (the Terms and Conditions ), will make a donation equal to 3% (or more) of the Total Purchases. Terms & Conditions: 1. The Program is only available to public and private schools and not-for-profit organizations located in New York, New Jersey, or Connecticut who have a primary purpose of educating students in grades kindergarten through 12th grade as substantiated by applicable documentation (each, a School ). Fairway reserves the right to deny enrollment to any organization that does not meet the Program standards as determined by Fairway in its sole determination. 2. The donation funds given to a School pursuant to the Program (the Donation Funds ) are solely for the benefit of the School s educational mission. Fairway reserves the right to restrict the use of Donation Funds to specific educational-related activities. 3. The Membership Cards are issued by and remain the property of Fairway. Fairway reserves the right, at any time without notice to: (i) decline to enroll in the Program and/or issue Membership Cards to any non-qualifying organization or otherwise any School that does meet the Program s standards, as determined by Fairway in its sole discretion; (ii) on reasonable grounds, including, without limitation, misuse or misappropriation of Donation Funds or failure to adhere to these Terms and Conditions, terminate or cancel previously issued Membership Cards; or (iii) cancel Membership Cards that have been inactive for more than 6 months. 4. In order for in-store purchases to count towards the Total Purchases, Program Participants must ensure that their Membership Cards are scanned by the cashier at the point of sale. In order for catering purchases made over the telephone to count towards the Total Purchases, Program Participants must communicate the barcode number on the back of the Membership Card to the Fairway Market representative at the time the catering order is placed. 5. Online purchases, alcoholic beverages, delivery fees, bottle deposits, and any applicable sales taxes will not count towards the Total Purchases.
6. Membership Cards are non-transferable, and all purchases accumulated by a Program Participant will be applied to the School designated on the Program Participant s Membership Card. 7. Fairway will calculate the School s Total Purchases on a quarterly basis. Total Purchases amounts that are $100,000 or less will earn Donation Funds equal to 3% of Total Purchases, and Total Purchases amounts that are greater than $100,000 will earn Donation Funds equal to 4% of Total Purchases. (For example, if a School s Total Purchases for a quarter is $129,000, the School will earn Donation Funds equal to ($100,000 x 0.03) + ($29,000 x 0.04) or $4160.) 8. Donation Funds will typically be distributed approximately 30 days after each quarter end, but Fairway reserves the right, should circumstance require, to delay and/or postpone the distribution of any Donation Funds. In addition, if the Donation Funds earned during any quarterly period are less than $10, then Fairway reserves the right to carry the amount forward until the $10 threshold is met. 9. Fairway shall have the right to publicize on its website or other promotional materials the fact that a School is participating in the Program, provided that Fairway s publication of any School related logos, trademarks and/or written copy (collectively, the School s IP ) is previously approved by the School. In connection therewith, School shall grant Fairway a limited, revocable, non-transferable, and non-exclusive license to use School s IP solely in connection with any Fairway created materials, disclosures and/or promotions related to the Program (the Program Materials ). 10. To the extent Fairway provides Program Materials for further distribution by the School, Fairway grants the School a limited, revocable, non-transferable, and non-exclusive license to use Fairway s and/or the Program s names, logos and/or trademarks solely for the purpose of disseminating the Program Materials. In no case shall School make any modifications to the Program Materials without the express written approval of Fairway. 11. The Program is not available to Schools that participate in Fairway s Gift Card Program. 12. MAKES NO WARRANTIES OF ANY KIND REGARDING THE PROGRAM. DONATION FUNDS SHALL BE PROVIDED IN A FORM AND MANNER OF S CHOOSING, AND DISCLAIMS ANY AND ALL LIABILITY RESULTING FROM OR IN ANY WAY RELATING TO LOST, STOLEN OR UNDELIVERABLE DONATION FUNDS OR FROM ANY MISUSE OR MISAPPROPRIATION OF THE DONA- TION FUNDS. EXPRESSLY DISCLAIMS ANY WARRANTY THAT THE PROGRAM OR ANY PROGRAM MATERIALS WILL BE ERROR-FREE. IN NO EVENT SHALL BE LIABLE FOR ANY DIRECT, INDIRECT, SPECIAL, CONSEQUENTIAL OR OTHER DAMAGES ARISING OUT OF A SCHOOL S PARTICIPATION IN THE PROGRAM OR ANY PURCHASES BY PROGRAM PARTICIPANTS. 13. By participating in the Program, each School hereby agrees to defend, indemnify, and hold harmless Fairway and its officers, directors, managers, employees and agents (the Indemnified Parties ) from and against any and all claims, liabilities, penalties, fines, costs, and expenses incurred by or asserted against the Indemnified Parties, arising out of or otherwise in connection with the misuse or misappropriation of the Donation Funds granted to the School. 14. Nothing in these Terms & Conditions will limit Fairway from exercising any legal rights or remedies that it may have, and all questions relating to the interpretation and/or applicability of these Terms and Conditions shall be resolved by Fairway in its sole discretion. 15. These Terms & Conditions shall be governed and construed in accordance with the laws of the State of New York without giving effect to conflict of laws principles thereof. 16. Fairway reserves the right to modify these Terms & Conditions and/or the Program (including terminate the Program altogether) at any time in its absolute discretion without reason upon 30 days prior notice to participating Schools. Program Administration: 1. Fairway will provide each participating School and/or PTA with Program Materials (in both digital and hard copy formats) for distribution via the School s websites, school calendars and/or any other tangible or web-based channels in order to better inform families and friends about the benefits of participating in the Program. Once a School is in enrolled in the Program, Fairway will design School-specific Membership Cards, which will be delivered to a single repository at the School. Each School shall be entitled to receive additional Membership Cards and/or Program Materials at the beginning of every school year. 2. It is the responsibility of the School and/or PTA to: (i) determine how many Membership Cards the School will need, (ii) facilitate the distribution of the Membership Cards, and (iii) manage the replacement of lost Membership Cards.
NEW VENDOR Department Name Buyer Approval VENDOR: Please fill in the yellow highlighted areas BUYER MUST COMPLETE Indicate "Y" to All That Apply: Vendor Name DBA Address 1 Address 2 Vendor Details New Vendor Current Vendor Name Change Current Vendor Address Change Location(s) PROD ALL Stores DT City State Zip Former Vendor UT Email Address Contact Name Title One Time / Temporary Vendor Merchandise Non-Merchandise PV RH PA Phone Fax Private Label PM REMIT PAYMENT TO: Checklist: ST Name Address 1 Address 2 W-9 New Vendor Form Certificate of Liability Insurance UES DG WP Product Guaranty & City State Zip WB Indemnification Phone Fax Copy of Invoice KB Payment Terms Net Product Category Vendor Signature CH NA LG NOTE TO VENDOR To receive payment, please fax or email this form, Certificate of Insurance, Product Guaranty and Indemnification Agreement, up to date W-9 form for US domestic companies and blank invoice to your Fairway Buyer (your contact at Fairway). The Certificate of Insurance should name Fairway Group Holdings Corp. as the Certificate Holder for at least $2 million dollars general liability coverage. NOTE TO BUYER Please submit completed documents provided by your new vendor with your approval to the Compliance Department. If you have any questions, please contact the Compliance Department. NOTE: All food vendors must have ingredients and nutrition facts on their labels. Compliance Approval Finance Approval One Time/ Temp Vendor Finance Approval A/P Cat Codes Vendor ID Number OFFICE USE Thanks in advance for your cooperation! Fairway Group Holdings Corp. 2284 12th Ave, New York, NY 10027 Tel:646-616-8000 Fax: 646-616-8099