As a Benefiting Agency (BA) of the Walk '21, your organization agrees to abide by the following policies, rules, and conditions:
All BAs must have official 501(c)3 status prior to submitting an agreement.
All funds raised by a BA are restricted for use by the HIV/AIDS organization, or the specific HIV/AIDS program of the agency on whose behalf the application for funding was submitted.
A BA's gross funds raised shall be determined by the total amount of funds received by AFH by Thursday, April 2, 2021 at 5:00pm from all walkers officially registered with the organization's team (see: "Fundraising Team"). A walker will not be considered registered to a BA's team unless they are officially registered in our online database (see: "Give Lively").
80% of the gross funds raised by a BA will be awarded to the BA, less the processing and credit card fees outlined below (see: "Give Lively"). The remaining 20% will be used to cover the Walk '21 production costs.
The total amount of all non-collectible checks returned to AIDS Foundation Houston attributed to a walker registered as part of a BA will be deducted from the BA's total before beneficiary distribution. In addition, a $35.00 bank fee will be charged for all returned checks.
There is no minimum guarantee distribution.
Please note that all matching gift forms for contributions must be submitted by 5:00pm on Friday, April 2nd. Matching gift monies awarded after initial payout at the beginning of June 2021 will be disburded to BAs in September 2021.
Any events, sales or fundraisers held under the Walk '21 umbrella must go toward the BA's walk revenue. All event signage for fundraisers must be approved by AIDS Foundation Houston and state "Walk to End HIV - AIDS Walk Houston 2021 produced by AIDS Foundation Houston, Inc."
Although the Development staff at AFH is here to assist when needed, each BA is responsible for registering their team members, assisting their individual team members, tracking team members, team roster and fund raising progress.
Any team publication or solicitation regarding Walk '21 must include "produced by AIDS Foundation Houston" and include the AFH logo along with the Walk '21 logo.
AFH will host BAs (and all other Walk '21 participants) with GiveLively fundraising software for the Walk '21. GiveLively is an online partner than enables Walk '21 participants to create a personalized donation page that can be emailed or shared with family, friends, classmates and colleagues to help them reach their fundraising goals. BAs will be bound to the following agreement regarding GiveLively:
Online and offline processing fees will be charged to the BA. (Processing fees include administration, security, authorization, processing and reconciliation services)
Credit Card processing fees wil be charged to the BA.
The fees outlined above have been negotiated for all Walk '21 participants. There are no exceptions, even for the hosting agency (AIDS Foundation Houston, Inc.)
A transaction summary will be provided to all BAs at the time of payout.
BAs are requred to form a fundraising team on www.AIDSWalkHouston.org. BAs are encouraged to register their agency's board members, employees, donors, volunteers, clients, families and friends to raise funds and walk on their Walk '21 team.
Prior to soliciting any business, school, or community group to walk with your team, BAs must submit a written request to AFH at least one week prior to solicitation. BAs may not solicit corproate teams, employee groups, or company/individual already or previously participating in Walk '21 to be on their team. Please contact Derrick Brown at BrownD@AFHouston.org to submit your request. AFH will grant requests on a case-by-case basis. AFH's decision will be final in all cases. BAs may contact the organization's specifically identified on their list only after AFH has approved and documented the request.
There will be no affiliate teams permitted. Any business, school or community group must be part of the BA's team.
BAs may not conduct any advertising (print, radio, internet, or television), media campaigns, promotions, or events that solicit walkers or walk teams to join their effort without the written approval of Walk '21. All media requests should be forwarded to Derrick Brown at BrownD@AFHouston.org.
All press releases regarding the BAs participation in the event must include the following: "Walk to End HIV - AIDS Walk Houston 2021 produced by AIDS Foundation Houston, Inc.", and submitted to Derrick Brown at BrownD@AFHouston.org for approval 5 days prior to the requested publish date.
Official Walk '21 promotional materials will be provided for each BA. Specific team-coded/labeled pledge sheets may not be placed in local businesses, offices, etc.
AFH wll not contact or use the donor or team members information of the participating BA unless the donor or team member has also donated, volunteered, or supported the programs and services of AIDS Foundation Houston, Inc. in any way.
BAs are required to display the Walk '21 logo on their website as well as list AIDS Foundation Houston, Inc. as a donor should they receive monies from the walk proceeds. Please contact Derrick Brown at BrownD@AFHouston.org if you have any questions.
BAs must request approval from AFH prior to planning any external fundraiser or special event in support of their Walk '21 team. Not doing so may result in disqualification from the Walk '21.
BAs must agree to submit all gross dollars from any external Walk '21 fundraiser or special event to their team earnings.
DISTRIBUTION OF FUNDS RAISED
Check disbursement to BAs will be made in June 2021 at our Walk '21 Benefiting Agency Check Presentation Event (TBD). An itemized transaction, donor, and fee summary will accompany the check.
AIDS Foundation Houston, Inc. (AFH) retains the authority to cancel this agreement if a BA violated any of the policies set forth in this agreement. Upon cancellation, any right to proceeds by the violating BA will be forfeited.