Policy Statement Background:
To help defray operating costs of any chapter initiative, PMI-NEW teams may identify sponsorship opportunities for organizations. Following appropriate notification guidelines, they may inform organizations of the sponsorship opportunity. Due to our nonprofit status, it is important that we adhere to specific guidelines when reporting sponsorship revenues.
The purpose of this guideline is to provide guidance to the PMI-NEW teams when soliciting sponsorships and recognizing sponsors.
- Sponsorships are open to any corporations or individual(s) wanting to support PMI-NEW. Sponsor will be reviewed for acceptance and fit prior to acceptance of donations, etc.
- Demonstrate a commitment to the project management profession by providing support for, and involvement in, the NEW of the Project Management Institute
- Gain recognition and visibility
- All recognition will read “Sponsored in part by”, followed by name and logo of sponsor.
- Request sponsor to send a black & white logo or color as appropriate.
- No tag lines will be accepted.
- Size, placement, and color of the “Sponsored in part by”, name, and logo must be appropriate to the venue.
- When a sponsor is recommended either directly or indirectly, Board Members or Directors members shall disclose past, present, and future relationships with the company or its primary sponsor representative. In the interest of full disclosure, the Chapter sponsorship policy and information about specific sponsorships shall be made available to the membership.
- The VP of Outreach will be responsible for this policy.
Sponsorship agreements must be based on a written agreement between the sponsor and the PMI-NEW Chapter. The agreement shall contain at least the following clauses:
- Description of the Sponsorship:A comprehensive description of the item, project or event around which the sponsorship is constructed, including a list of obligations for both parties. This includes exactly how the sponsor’s name or logo will be used, whether it has naming rights, and which party owns any intellectual property developed as part of the sponsorship. PMI-NEW Chapter has the right to be consulted before any material is developed and may subsequently withhold its approval of the use of the material. This includes the use of PMI-NEW’s name in any promotions.
- Terms of Agreement: the dates for commencement and conclusion of sponsorship
- Key Personnel: the names of the individuals from both parties primarily responsible for the sponsorship, and to whom issues regarding the agreement are to be referred.
- Limitations on and Approval of the Use of PMI NEW’s Name: The following clause limits the use of our name by the sponsor in its own internal and external promotion and advertising: "Neither party, in any situation, whether within or outside the parameters of the sponsorship, shall be deemed to be the spokesperson for, or the representative, of the other party." The use of PMINEW’s word, mark, logo or crest must be stipulated in all agreements.
- Financial Terms and Schedule of Payments: the total value and the payment schedule of the sponsorship agreement between the parties will be clearly identified in the agreement
- Obligations of the Parties to Each Other: the specification of the responsibility for any market research or program or evaluation duties, reporting, and approvals along with specific criteria and methodologies for the evaluation of the sponsorship.
- Breach of Contract: Prior to initiating formal notification of breach of contract, the parties will undertake all appropriate and reasonable efforts to resolve the matter. Should these efforts not prove successful, either party may notify the other of breach of contract in writing, sent by mail or courier with return receipt requested. Such notification will request a written response by a specific date. Non-compliance will constitute cause for dissolution of the contract.
- Right to Discontinue the Sponsored Program or Event: When circumstances beyond the control of PMI-NEW force the cancellation or substitution of a sponsored event or project, PMI –NEW Chapter reserves the right to cancel without finding itself financially liable or in breach of contract.
- Indemnity of PMI-NEW Chapter Board and Volunteers: The sponsor by entering into a sponsorship agreement with PMI-NEW Chapter shall not hold PMI, PMI-NEW Board or its volunteers jointly or severally liable for any direct or indirect damages however caused through the sponsorship agreement.
- Conflict of Interest: (also Conflict) Means a conflict, or the appearance of a conflict, between the private interests and official responsibilities of a person in a position of trust. Persons in a position of trust include staff members, officers, and board members of PMI - Northeast Wisconsin.
- Sponsorship: Sponsorship is cash or in-kind financial support by an outside party, usually a for-profit corporation, given to an association or other not-for-profit organization. There are a number of reasons companies sponsor associations including increasing brand loyalty, creating awareness and visibility, positioning the company as an industry leader, and networking with potential and existing clients. Sponsorship is distinguishable from a charitable contribution in that a corporate sponsor is typically motivated by a desire to receive a public acknowledgment in exchange for its support of an event or program, or over a period of time. Ongoing sponsorship may be dedicated to a particular ongoing activity or may be provided as general underwriting of all activities
- Tax Restrictions: The law permits a not-for-profit organization to receive sponsorship income tax-free if what is given the corporate sponsor in return for its payment is an acknowledgment of thanks or recognition. This acknowledgment can take a variety of forms: signs or a banner at headquarters or in the room where the sponsored event is taking place; printed thanks in a conference program; and staff or volunteer leaders may verbally thank the corporate sponsor during an event. The acknowledgment may list the corporate sponsor's name, logo, address, telephone number, and products. The corporate sponsor can distribute samples of its products at the sponsored event. Although there are few restrictions on the format of the acknowledgment, the association may not make a qualitative judgment on the sponsor's products or services. Acknowledgments should not contain comparative language or language that implies high quality. Further, the not-for-profit organization may not ask its members or the public to buy the products or services from the sponsor.
- Even a statement such as "please patronize our sponsors" could turn the sponsorship into advertising or an endorsement, thereby jeopardizing the tax-free nature of the corporate sponsorship payment. • Sponsor: A sponsor will be any individual or organization that donates goods, services, or cash to help recover or offset operating expenses for any chapter initiative. Examples of chapter initiatives could include, a specific event (PDD, a particular program, certification training, etc.), a charity project or general operating expenses (web site development, and survey development.) This is not intended to be an inclusive listing. Any chapter initiative could involve sponsors.
Example Sponsorship Agreement:
This is a Sponsorship Agreement between PMI-NEW and the Sponsor listed below.
Duration of Agreement
Sponsor and Contact
Contact for PMI-NEW Chapter
Description of Benefit
Obligations of Parties
1. Limitations on and Approval of the Use of PMI-NEW’s Name: The use of PMI or our name or logos by the sponsor in its own internal and external promotion and advertising is not permitted. In general, neither party to this Agreement, in any situation, whether within or outside the terms of the sponsorship, shall be deemed to be the spokesperson for, or the representative, of the other party. 2. Breach of Contract: Prior to initiating formal notification of breach of contract, the parties will undertake all appropriate and reasonable efforts to resolve the matter. Should these efforts not prove successful, either party may notify the other of breach of contract in writing, sent by mail or courier with return receipt requested. Such notification will request a written response by a specific date. Non-compliance will constitute cause for dissolution of the contract. 3. Right to Discontinue the Sponsored Program or Event: When circumstances beyond the control of PMI –NEW force the cancellation or substitution of a sponsored event or project, PMI-NEW reserves the right to cancel without finding itself financially liable or in breach of contract. 4. Indemnity of PMI NEW Board and Volunteers: The sponsor by entering into a sponsorship agreement with PMI-NEW shall not hold the PMI-NEW Chapter Board or its volunteers jointly or severally liable for any direct or indirect damages however caused through the sponsorship agreement.
Sponsor: ____________________________________ Date: _____________________
PMI-NEW: ___________________________________ Date: ____________________