Third-Party Event Guidelines + Form
Thank you for your interest and enthusiasm in hosting an event to benefit BARCS! Below you will find our event guidelines, along with an online form. Our team is small, but we typically review and respond to event inquiries within a week. If you need to reach our team immediately, please email events@BARCS.org.
How does BARCS define a “third-party” event?
A third-party event is any fundraising activity hosted/organized by a non-BARCS employee or organization that benefits BARCS and where BARCS has no financial responsibility and minimal or no staff/volunteer involvement is required. BARCS receives numerous requests from organizations and individuals interested in raising funds for BARCS so that we can continue to save the lives of animals in our community. The following guidelines help ensure that your event to benefit BARCS is successful!
Agreement between the event organizer and BARCS:
- Event Organizer agrees to notify BARCS of any event at least 30 days in advance of the planned event. It is very important that BARCS staff is aware of any event that is planned to raise funds or awareness for BARCS. We need to be prepared should any member of the public ask us about your event in order to authenticate it. If you are approaching sponsors for your event, the list of sponsors and/or partners must be approved by BARCS in advance to avoid duplication of efforts.
- Event Organizer agrees to identify a point person and provide contact information. This is the person responsible for organizing the event, collecting and depositing any donated funds for BARCS, and is responsible for the event coordination, marketing/promotion and sales.
- Event Organizer agrees to send any event/marketing material using BARCS name or logo to be pre-approved by BARCS. Please allow 5 business days from receipt of any materials for the decision. Please clearly state on any printed materials the name of the group responsible for the event, the percent of proceeds or ticket sales that will benefit BARCS.
- Event Organizer is responsible for complying with all IRS regulations regarding the event or any charitable deductions.
- Event Organizer agrees to supply any permits and liability insurance necessary for your event. Many events require special permits and/or liability coverage which will be your responsibility.
- Event Organizer agrees to remit event donation (monetary) to BARCS within two weeks of the event. Online donations are preferred. Checks should be payable to BARCS and mailed to BARCS at the address listed on the application below.
Please also note:
- As the event organizer, you are responsible for the marketing and advertising of the event. BARCS cannot promote third-party events through our social media or email lists. We appreciate your willingness to help BARCS and do remind you that our primary marketing focus is finding homes for our animals and promoting our own major fundraisers and campaigns. Therefore, the success of a third-party event must rely on the host's marketing efforts, staffing and planning. Thank you for your understanding!
- BARCS is not able to finance any expenses related to a third-party event or assume responsibility for any debts incurred.
- BARCS has very limited man-power resources. We will ask our volunteers if they are available to host a table at third-party events, but please understand this is dependent on their availability and may not always be possible.
- BARCS flyers and brochures are available for your use at the event. We need 5 business days advanced notice and will email them to you, or you can pick them up at our shelter.
- BARCS needs to be informed of all press and social media coverage.
- BARCS reserves the right to decline or cancel participation in any third-party event for any reason. Typically, cancellations happen when our shelter is at capacity and our limited resources are focused on saving lives.
Generally, the following types of events will NOT be approved:
- Events that do not abide by the BARCS third-party event guidelines
- Events that require significant use of BARCS staff and/or volunteers’ time when it is not available or cannot be guaranteed
- Events scheduled too close to a major BARCS event
- Events that are controversial in nature or do not promote a positive image for BARCS
Recognition for your third-party event is very important to us. This is how BARCS will acknowledge your event that raises:
- Under $2,499: You will receive a written acknowledgment letter.
- Between $2,500-$4,999: You will receive a written acknowledgment letter and a kennel cage sign at BARCS for one year.
- Between $5,000-$9,999: In addition to receiving all of the above, you will also receive recognition on our social media.
- Over $10,000: In addition to receiving all of the above, you will also receive a paw print sign which will be hung in BARCS’ adoption lobby or adoption hallways.
After you have reviewed these guidelines, please complete the BARCS Third-party Event Application below and submit it at least 30 days prior to your event. Once received and reviewed, an employee from BARCS will contact you. Thank you for your desire to assist BARCS. Our animals are very appreciative of your efforts!