PITTWATER RSL CLUB SPONSORSHIP GUIDELINES
FOR THE INFORMATION OF SPONSORED CLUBS AND ORGANISATIONS
INTRODUCTION:
Pittwater RSL Club has a long and proud tradition of supporting the local community. This support has taken the form of direct and in-kind financial help that allows local groups to provide sport and other services to not just the local community but also Pittwater RSL Club members.
In the past year Pittwater RSL Club has made significant contributions to the local community to the tune of $389,000. These sponsorship funds are used to support a number of local groups from sporting teams to local community services.
Sponsorship by definition is support for and individual, organisation, team, event or program in return for the right to use the individual, organisation, team, event or program to promote Pittwater RSL Clubs name, image, products and services.
Sponsorship is therefore not a donation where little or no commercial benefit is gained by Pittwater RSL but where a mutually agreeable set of benefits are achieved for both Pittwater RSL and the sponsored entity.
WHO DOES PITTWATER RSL SPONSOR?
Pittwater RSL sees itself as an integral part of the local community and as such we wish to extend an invitation to local organisations to submit an application for sponsorship. Pittwater RSL takes pride in knowing that it provides significant financial and in-kind support to a diverse range of groups that assist in the delivery of key services to the community and because of this we are pleased to offer a range of sponsorship options to the following entities:
• Individuals performing at a National or International level
• Local Sporting Teams (i.e. Pittwater RSL Football Club, Mona Vale Raiders Rugby League etc)
• State-wide teams based in the Pittwater LGA (i.e. Manly Warringah Basketball Association)
• Local Organisations whose purpose is to provide to the local community and therefore members of Pittwater RSL Club
(i.e. Meals on Wheels)
• Groups that are used primarily by members of Pittwater RSL Club
• Local Events that are provided for the benefit of the residents of Pittwater (i.e. Local Food and Wine Festivals)
Exceptions to the above groups will be considered if the team/association/group can demonstrate its ability to provide a positive relationship between Pittwater RSL Club and itself. This can be through highlighting the high proportion of group members that are members of Pittwater RSL Club or highlighting the benefit that the group is providing to the Pittwater area and subsequently Pittwater RSL Club.
WHO WILL PITTWATER RSL CLUB REFUSE TO SPONSOR?
Understanding Pittwater RSL Clubs respected status in the community, and acknowledging the diverse cultural, political, racial, religious and sexual demographics in the membership of Pittwater RSL Club, we will refuse to enter into contracts with the following:
• Groups that support Political or Religious Organisations
• Groups that exclude or offend minority groups in the community
• Groups that have activities that are hazardous to the community, either as a physical or environmental hazard
WHAT DOES PITTWATER RSL EXPECT IN RETURN FOR ITS SPONSORSHIP?
All sponsored entities are expected to complete an application form that is submitted in full, and which in the author's opinion is an honest account of the entity and its intentions to Pittwater RSL Club prior to the close of business on the 13 th January 2012.
Please Note: Pittwater RSL will only accept applications that are completed either by the entities President or Treasurer. Applications forms completed by those other than the President or Treasurer will be refused unless the applicants can highlight extenuating circumstances that have led to another individual providing the application.
The application will detail the level of direct and in-kind sponsorship that are expected from Pittwater RSL and secondly how these funds will be used by the entity to provide for its members.
The application will then ask for the entity to submit a list of reciprocal benefits that Pittwater RSL Club will receive in relation to the funds and services that it is requested to provide. This includes but is not limited to:
• Guaranteed sales of club products and services to the entity (eg Meat purchased from Pittwater RSL Club Butcher Shop). This also includes use of the Clubs all weather sports facilities.
• Naming rights of the entity by Pittwater RSL Club
• Sponsorship exclusivity- A preference for being the only pub/club sponsor. In the event that an entity enters into a subsequent agreement with another pub/club, Pittwater RSL will never stand in the way of a local team or group gaining sponsorship funds from another club/pub but does request that it is notified of these agreements as a courtesy.
• Signage on uniforms and at local sporting grounds. In the event that a club uses the Pittwater RSL Club logo on any uniform, final approval of the use of logo must be obtained from Pittwater RSL Club CEO Paul Crowley.
• Advertising in entity publications, websites and other. It is requested that our Club logo on any website includes a link to Pittwater RSL Club website
• Invitations to key entity events addressed to the Board of Directors and or Management of Pittwater RSL Club
• In the case of charities, the use of personalities at events designed by the club to assist the entity in achieving its goals
• Player suspension- in the event of a player or officials behaviour on Pittwater RSL Club premises being unruly and resulting in their suspension/expulsion from Pittwater RSL Club by the Board of Directors, Pittwater RSL Club may
• Request that player or official do not participate in any event where they represent their club and therefore by association
Pittwater RSL Club.
• Most importantly it must be clearly demonstrated by the entity how many members of their organisation are members of Pittwater RSL Club. It is a primary expectation that a significant portion if not all members of an entity over the age of 18 are or become members of Pittwater RSL Club.
All benefits agreed in the sponsorship agreement are expected to be completed within the agreed timeframe
From time to time Pittwater RSL may require assistance from sponsored organisations in achieving goals that are of a benefit to the community. These “call to action” events are irregular in nature and are therefore not considered part of any sponsorship agreement, though in the event that assistance is requested by Pittwater RSL Club, we will look favourably on future sponsorship agreements if assistance is forthcoming.
Please note: Pittwater RSL Club no longer enters into incentive based deals in relation to membership and food and beverage sales. All benefits and agreed funds are designated at the time of contract and no changes will be made.
Please note: If an entity uses the Pittwater RSL Club as a venue for their monthly meetings, they must sign into the “Sponsored Meetings” book at LOWER RECEPTION at the beginning of every meeting to confirm their attendance. This record will be countersigned by the receptionist. It is the responsibility of the entity to sign into the abovementioned book as this book will be the only record that will be kept of entity meetings. It is also requested that entities use either the Sunset Lounge or the Sports Bar for their meetings to allow the club to use the Main Sail Room in its primary function as a Function Room.
HOW WILL SPONSORSHIP FUNDS BE PAID?
Sponsorship will be paid in two instalments, the first at the beginning of the year and the second after the completion of the half yearly report that highlights what the entity has achieved and how it has completed the goals set forth in the sponsorship agreement. Pittwater RSL reserves the right to refuse payment of this second instalment in the event that the half yearly report has not been satisfactorily completed.
In the event that the Management of Pittwater RSL deems that an entity has failed to deliver on its agreed benefits, the Management of Pittwater RSL reserves the right to withhold payment in extreme cases. In the event that this does occur, a meeting will
be arranged between Management and entity representatives to outline the clubs concerns and identify areas where the situation can be remedied.
HOW DOES THE APPLICATION PROCESS WORK?
• Applications forms will be posted to all current sponsor entities on the 14 th of December 2011. Application forms will also be posted on the Pittwater RSL Club's website for all other interested entities.
• Application forms must be fully completed and returned by the 13 th of January 2012 addressed to Pittwater RSL Club CEO Paul Crowley and marked “Pittwater RSL Sponsorship Program”
• From the 16 th to the 20 th of January the Management of Pittwater RSL will review all applications. Applicants will be contacted to arrange a meeting during this week.
• Between the 16 th and 20 th of January 2012 all applicants will be required to attend a meeting between the Management of Pittwater RSL Club and the applicants. At this meeting the club will outline the status of the application and suggested adjustments will be made to the application.
• Management will tabulate all applications and submit to the Board of Directors for final approval on the 24 th of January 2012.
• Sponsored entities will be notified in detail no later than the 27 th of January 2012 of the final result of their application.
BURDEN OF PROOF
It is the responsibility of the entity to supply all relevant documentation in regards to their application and also provide relevant proof of completion of all agreed conditions. Pittwater RSL will undertake no responsibility in confirming the meeting of requirements by an entity. All entities may use the following as an example:
• Confirmed membership numbers must include the name and Pittwater RSL Club membership number of each person. These records will be spot checked by the club and must be presented prior to the payment of the second invoice, attached to the half-yearly sponsorship report. Microsoft Excel format is desired though written records are also fine.
• Function bookings must be confirmed via email to the clubs Catering Manager John Jansen. A copy of these emails must be attached to the half-yearly report.
• Completed functions must be confirmed by way of a photocopy of the tax invoice presented to the entity at the conclusion of the function. If these occur prior to the half-yearly report, they must be attached otherwise they must be presented on request of Club Management.
• A picture/snapshot must be attached to the half-yearly report that shows the Club logo on all publications, websites and uniforms. Pictures of ground signage are also requested but please ensure that this includes a view of where our logo sits in relation to your sports facilities.
• In the event that the entity is requesting sponsorship for a particular piece of equipment, Pittwater RSL requests that a minimum of three (3) quotations be obtained from reputable companies and be submitted to Pittwater RSL, including the entities preferred purchase arrangement.
SPONSORSHIP LEVEL GUIDELINES
The following is an example of Pittwater RSL Clubs expectations in relation to its level of sponsorship: Please note these are only examples and do not constitute any actual sponsorship level
LEVEL 1
Amount of Club Support: $500-$2,500
Minimum Expectations:
• Monthly Meetings held in club Lounge Areas
• All 18+ entity members to be Members of Pittwater RSL Club
• Acknowledgement of Pittwater RSL Club in all correspondence to members
• Pittwater RSL Logo and Link on entity website
• One Function of minimum 80 pax held on club premises
LEVEL 2
Amount of Support: $2,500-$5,000
Minimum Expectations:
• As level 1 and:
• Minimum of two functions per year with minimum 80 pax in attendance
• Prominent positioning of Pittwater RSL Club logo on playing uniforms, team polo's etc.
• Participation in Club Charity Events etc
LEVEL 3
Amount of Support: $5000-$10,000
Minimum Expectations:
• As level 2 and including:
• Three functions per year of a formal or semi-formal nature. Total attendance at these functions must amount to 350 pax in attendance.
• Recourse to suspend any member of any entity from playing in a uniform that contains the Pittwater RSL Club logo in the event that the member has breached club policies and has been suspended/expelled by the Board of Pittwater RSL Club. This expectation is to ensure that behaviour of sponsored entities on club property upholds the expectations of Board and Management of Pittwater RSL Club to ensure a safe, friendly and hospitable environment. The period of suspension would include the length of time that a suspension from Pittwater RSL Club occurs.
• After match functions, Man-of-match award get together held in Pittwater RSL Club Lounge at completion of either Home or Away matches. 75% of squad must attend and all must be dressed in team polo shirt.
LEVEL 4
Amount of Support: $10,000+
Minimum Expectations:
• As level 3 and:
• Expectations of this level are negotiated on a per case basis through consultation.
CONCLUSION
Pittwater RSL Club takes pride in knowing that the money donated by itself to community groups helps to assist in providing the best equipment and facilities for the use of our members and their families. Pittwater RSL Club has had a long and fruitful association with many local entities and it is hoped that this document will help further facilitate the bond that Pittwater RSL Club has with the local community.
In the event that you have any enquiries in regards to this document or if you require assistance in completing your application please feel free to contact either Earl Moran or Anthony Vescio during business hours on (02) 9997-3833 to discuss your individual needs.
We wish all our sponsored groups and those seeking new sponsorships the best in their application and look forward to a successful association during the 2012 year.
