STUDENT GROUP SPONSORSHIP HANDBOOK 2017/18 STUDENT GROUP SPONSORSHIP HANDBOOK 17/18 2

Transcription

1 STUDENT GROUP SPONSORSHIP HANDBOOK 2017/18 STUDENT GROUP SPONSORSHIP HANDBOOK 17/18 2

2 CONTENTS Introduction Sponsorship Restrictions Approaching a Sponsor The Proposal Discussing contracts The Contract Contract Template STUDENT GROUP SPONSORSHIP HANDBOOK 17/18 3

3 Introduction A commercial partnership between two parties with different interests who come together to support a particular activity. Sponsorship will help build a sustainable fund for your fundraising accounts and is a great way to finance some of the activities or events that your group is involved in. Sponsorship can also offer products and services, such as discounts on products or even free goods. Companies may also offer skill exchanges, employability workshops and mentoring as forms of sponsorship. Sponsorship opportunities can vary, and might include: Sponsoring the whole group Any publications that you may produce Publicity information Clothing (t-shirts, hoodies, sports kit) Equipment or resources Receiving discounts on services or products Events (debates, balls, training, competitions, tours) Competitions (get companies to donate prizes) Transport cost Websites Please note: all gifts must be declared and authorised. Remember to be creative, innovative and enterprising use your sponsorship deals to add value! If you have any questions or concerns please get in contact with Emma Bramwell, Activities Development Coordinator, eb319@le.ac.uk Sponsorship Restrictions The following outlines the restrictions we have on sponsorship providers: - Accommodation providers (because we have a pre-existing arrangement with SULets) - Taxi providers (because we have a pre-existing arrangement with Swift Fox) - Pizza companies (this effects on campus only i.e. Dominos has exclusive access to the campus but if groups want to set up an individual contract with a company off campus e.g. getting discount at their restaurant, that is acceptable) - Gym providers (due to our own facilities) - Fur traders - Gambling companies - Gentleman s establishments STUDENT GROUP SPONSORSHIP HANDBOOK 17/18 4

4 Approaching a Sponsor The first steps: - Write a proposal (see below) introducing yourself and your group - Devise a brief of what you are looking by writing a sponsorship proposal There are two main things that will form the core of your proposal and determine the terms: - What the sponsor can do to support your group - What you can do for the sponsor Any company, large or small, can be a potential sponsor. Try to approach sponsors that are suitable for your club or society and that would have a true invested interest in supporting your activities. The more companies you approach, and the more targeted the proposal will need to be. Ensure that you research these companies before hand to enable you to know what kind of sponsorship you would like. Financial sponsorship is good but companies can also offer services and products that could also be beneficial. Any company your group reaches an agreement with will affect the reputation of your group. This includes ethical implications of sponsors so make sure it s right for the Union. Please note: There may also be some restrictions when dealing with organisations that already sponsor the Students' Union. The Union has agreements with larger sponsors in place that sponsor Union bodies. If you have any queries or are unsure if your sponsor is suitable, please contact the Activities Development Coordinator, Emma Bramwell (eb319@le.ac.uk). The Proposal Introduction - An introduction to the University and the Students Union About your Society - This is a real opportunity to sell yourselves and tell them why you can offer them something unique. A nice personal touch is to add photos or publications sharing your successes or highlighting your strengths. Think about including: Society size Demographics (year groups, gender, ethnicity) Degree backgrounds Inter university exposure if you could work with another society Prestige/reputation of the society STUDENT GROUP SPONSORSHIP HANDBOOK 17/18 5

5 Also how your society supports: Diversity CSR and supporting social inclusion How would a sponsor enhance what you are currently doing? Will it help you develop and build your membership? Will it pay for running costs? Will it pay for an event? Sponsorship Opportunities Give them a brief overview of what you can offer. Do not promise them something you cannot deliver. Especially at the stage!!! Sponsorship opportunities are usually a partnership, so inviting them in for a meeting will enable you to work with them to ensure you are meeting their needs. Usually in the proposal it is not ideal to ask for an amount of cash. This can be off putting and it is better to talk to you potential sponsor to see what they are looking for and negotiate face to face. Breakdown or Group Running costs If you are seeking funding it is useful to give a breakdown of your running costs, development plans, event plans (show this by showing the costs as a percentage) this will give the sponsor an understanding of where their sponsorship will be used. Contact Information and meeting request Include your contact details as well as a 2 nd point of contact in case you are not available. Potential sponsors shouldn t be chasing you for a meeting as this could damage your opportunities with them. Follow your letter up with a phone call. This is to engage whether they have received it and to see if they are interested. Please bear in mind there may be budget restrictions so try not to be pushy. If you have a negative response ask the organisation if they would be interested in the future so you can establish a sponsorship database. Set up a meeting and discuss what you can offer and what obligations you and the sponsor want to deliver. Once you have determined the outcomes of your proposal you will need to outline these in a Students Union contract. DO NOT RELY ON A VERBAL AGREEMENT. Discussing Contracts If you've got this far, congratulations! Once a company have agreed to sponsor you, you will need to have a written contract outlining the agreement again DO NOT RELY ON A VERBAL AGREEMENT. The template can be found on the membership website. You must use this template in all instances unless agreed by the Union. Common mistakes include agreeing to a contract one year from date of signature and offering printing on all society clothing (beware this can sometimes very costly, so it s better to work out the costs of this before agreeing) STUDENT GROUP SPONSORSHIP HANDBOOK 17/18 6

6 The Contract The contract should include the following: Full contact details (including an address) for both parties Obligations of both parties The sponsorship amount. A start and end date- This can only be for your current academic year Cancellation and termination agreements A renewal option for next year All contracts must be checked and approved by Emma Bramwell (Activities Development Coordinator) eb319@le.ac.uk before being sent to your sponsor to sign. We will check to: Ensure you are getting a good deal Ensure it doesn t conflict with any other SU contracts Consider societies as a whole/sponsor Any exclusivity with certain companies (e.g. graduate recruiters) Ensure it doesn t conflict with any of the SU s morals and values (suggests addition) Once checked. The Union will authorise and sign the contract. You will then receive the signed contract for you and your sponsor to sign. Once signed, make three copies and these must be given to the following: Finance - To invoice your sponsor Your Sponsor And keep a copy for your society or club records. STUDENT GROUP SPONSORSHIP HANDBOOK 17/18 7

7 Contract Template This template has been created to assure that all clubs and societies take a consistent approach when making agreements with sponsors. This type of written agreement is vital to ensure that the expectations of both parties are clear and concise. You will not be protected by the Students Union without a written contract. All fields in BOLD BLUE text will need to be filled in. All remaining blue text is explanatory to help you write your agreement or to notify you of common issues, these notes can be deleted from the document before signing. You contract must be sent to the Students Union to be checked and authorised. Please send electronically to Emma Bramwell, Activities Development Coordinator eb319@le.ac.uk Please copy the following contract into a new document. A full copy can also be found on the Resource A-Z STUDENT GROUP SPONSORSHIP HANDBOOK 17/18 8

8 Sponsorship agreement between the University of Leicester Students Union STUDENT GROUP NAME and SPONSOR NAME. 1. Definitions For the purposes of the agreement: 1.1 The University of Leicester Students Union STUDENT GROUP NAME, The University of Leicester Students Union, Percy Gee Building, University Road, Leicester LE1 7RH is described as the STUDENT GROUP NAME 1.2. SPONSOR NAME, ADDRESS 1, ADDRESS 2, ADDRESS 3, ADDRESS 4, ADDRESS, TELEPHONE NUMBER (TO INCLUDE A CONTACT NUMBER FOR ACCOUNTS DEPT) is described as SPONSOR NAME ABBREVIATION 2. Duration of Agreement This agreement will last for one academic year only from 28th September 2015 to 24 th June Acceptance of this agreement 3.1 Upon signing this agreement, SPONSOR NAME are bound by The SU terms and conditions (attached). 3.2 Failure to comply with the Terms and Conditions of the Students Union will result in termination of this contract Unauthorised publicity on campus is prohibited. This includes the employment of Student Brand Managers and distribution channels outside the SU s control. Unauthorised publicity will result in immediate termination of this agreement. 4. Obligations 4.1 The STUDENT GROUP NAME obligations The STUDENT GROUP NAME will provide the following: (NB. Your obligations should summarise all of the activities you have agreed to provide for the sponsor. The points below are examples of the types of activities you may have agreed with a sponsor, please add, delete or amend as appropriate. STUDENT GROUP SPONSORSHIP HANDBOOK 17/18 9

9 Only agree to provide the things that you can deliver and update your sponsor as and when you complete each activity. For on-going activities give sponsors regular updates anyway, this will assist in building relationships and will make sponsors more inclined to support your club/society in the future) Include SPONSOR NAME logo on all student group committee clothing purchased after the signing of this contract (NB. Be careful in offering sponsors a place on your clothing as this can be an expensive endeavour. Furthermore Team Leicester clothing have regulations about what can be put where, please contact teamleicester@le.ac.uk for more information) Include SPONSOR NAME logo and link on all correspondence Include SPONSOR NAME logo on all tickets sold for student group end of year ball SPONSOR NAME Obligations SPONSOR NAME agrees to: (NB. Sponsors obligations should summarise all of the resources they have agreed to provide your club/society. The points below are examples of the types of support that you may have agreed with a sponsor, please add, delete or amend as appropriate. Ensure that this section is accurate. It will assist you when invoicing sponsors as it provides a written confirmation as to what has been agreed. Be sure to refer back to your sponsor s obligations throughout the year, sponsorship agreements are two-way agreements and as such your club/society should ensure that sponsors deliver what has been agreed) Provide the STUDENT GROUP NAME with all promotional materials required for the promotions set out in these terms and conditions upon the request of the SU, and to the required specifications Pay the STUDENT GROUP NAME a fee of INSERT FIGURE no later than 30 days from the date of invoice. (Ensure that during negotiations you ascertain whether sponsorship fees are inclusive of VAT. The SU advises to negotiate a full payment term with the sponsor to ensure that all monies are received.) Be available for consultation should the STUDENT GROUP NAME require further information during the term of this contract STUDENT GROUP SPONSORSHIP HANDBOOK 17/18 10

10 Signatures For and on behalf of The STUDENT GROUP NAME Signature.. Name. Position Date.. For and on behalf of The University of Leicester Students Union (NB. This contract is NOT valid until it has been signed off by the Students Union. Please send to Emma Bramwell Activities Development Coordinator. Please ensure that you send the first draft to be checked before your sponsor signs.) Signature.. Name. Position Date.. For and on behalf of SPONSOR NAME Signature.. Name. Position Date.. STUDENT GROUP SPONSORSHIP HANDBOOK 17/18 11

11 The University of Leicester Students Union Terms and Conditions Membership Generalities As a students union, The University of Leicester Students Union has policies that do not allow the promotion of certain products, services and companies. Please note that your proposal / booking may need to be passed and approved by the students union executive committee before a go ahead is given. We reserve the right to refuse to distribute any material we deem unsuitable. Our decision is final. A media booking does not constitute an endorsement by the students union, and any promotional material should not suggest such support. If you are unsure about your promotion please send any copy, designs and/or an outline of your promotion to STUDENT GROUP CONTACT ( ADDRESS) Any queries concerning the order must be received within 5 working days from the date of invoice. Payment Payment must be made within 30 days of invoice Payment may be made in advance with your order by debit/credit card, cash or cheque made payable to the University of Leicester Students' Union. BACS payment must be supported by an official purchase order. Cancellations All cancellations must be in writing to STUDENT GROUP NAME at Union Activities, Student Hub, University of Leicester Students Union, First floor Percy Gee building, University of Leicester, LE1 7RH Cancellations made more than 30 days prior to the 1 st publication or event/agreement date 50% of agreed fee is chargeable Cancellations made more than 15 days prior to the 1 st publication or event/agreement date 75% of agreed fee is chargeable Cancellations made more than 7 days prior to the 1 st publication or event/agreement date 90% of agreed fee is chargeable Liability In the event that for any reason The University of Leicester Students Union shall cancel all or any part of the publication or event or to be unable to perform their obligation under this agreement the liability of The University of Leicester Students Union shall be limited to the refund of any payments made by the client / sponsor to the Students Union under this agreement. No client / sponsor may take or receive monies by cheque, cash, debit or credit card or otherwise from any visitor on the day unless previously agreed by The University of Leicester Students Union. Any information collected by client / sponsor may only be used for that sponsor and may not be passed to or sold to any third parties. Clients / sponsors must comply with the Data Protection Act in relation to any data collected or obtained during events. Clients / sponsors are responsible at all times for the safety and security of their property. The University of Leicester Students Union cannot be held responsible for any matters outside our control. Any client / sponsor planning on giving away food or drink must inform The University of Leicester Students Union prior to the event; if permitted, the client / sponsor must provide evidence of compliance with relevant health and safety legislation and insurance. Sale of food or drink is not permitted. All clients / sponsors must adhere to all The University of Leicester Students Union s policies at all times. Public sensitivity should be considered before the distribution of promotional material. Any violation of The University of Leicester Students Union policies could result in you being asked to leave. STUDENT GROUP SPONSORSHIP HANDBOOK 17/18 12

12 Our decision is final. Failure to comply with these terms will result in your eviction from the events without reimbursement. Inserts, leaflets and posters The University of Leicester Students Union takes no responsibility for the printing of any inserts, leaflets and posters. Marketing communications should contain nothing that is likely to cause serious or widespread offence on the grounds of race, religion, sex, sexual orientation or disability. Compliance will be judged on the context, medium, audience, product and prevailing standards of decency. Indemnity You shall indemnify us against loss, actions, costs, claims, demands, expenses and liabilities whatsoever (if any) which may incur either in common law or by statute in respect of personal injury to, or death of, any person, or in respect of any loss or destruction of or damage to property (other than as a result of any default or neglect of ourselves or of any person for whom we are responsible) which shall have occurred in connection with any work executed by you under this contract. STUDENT GROUP SPONSORSHIP HANDBOOK 17/18 13