Third-Party Event Policy and Guidelines


Thank you for your interest in hosting a fundraising event à benefit the Wolf Conservation Center! Fundraising events held by individuals and organizations who are passionate about our mission are important in our efforts to raise funds and awareness of our work to protect and preserve endangered wolf species. The following guidelines are provided to assist you in your efforts and to ensure that you are aware of potential needs or issues regarding your event. 
 
Any individual or organization (outside of the WCC) that hosts an event, promotion, sale or donation drive on behalf of the WCC is defined as a “third-party fundraiser.” To be in compliance with our Third-Party Event Policy, the following guidance must be observed. 
 
This policy is based on best practices for third party fundraising events in the nonprofit sector. If you have any questions that are not answered by these guidelines, please contact the WCC team at events@nywolf.org or (914) 763-2373 x120. 

Overview

For all approved third-party events, the Wolf Conservation Center can:  

  • Offer advice on event planning and fundraising.  
  • Provide you with our logo for your marketing materials.  
  • Provide sample template letters to solicit sponsorships and in-kind donors.  
  • Provide WCC printed literature for distribution at the event.  
  • Provide written tax receipts to donors who make checks payable to the WCC. 
  • Attend the event to represent the organization, based on availability.  
  • The Wolf Conservation Center is a 501(c)(3) nonprofit. You are authorized to share our public tax number when requested: EIN #13-4073912. 


The Wolf Conservation Center is
unable to provide the following:  

  • Insurance or liability coverage.  
  • Liquor license.  
  • Funding or reimbursement for event expenses.  
  • Mailing list of potential donors or vendors.  
  • A ticketing platform for event registration. 
  • Publicity (i.e., newspaper, radio, television, etc.). 
  • Newsletter and social media posts about the event can be available on a case-by-case basis. 

General Guidelines 

  • All third-party events and promotions for the benefit of the WCC must be approved in advance. An Event Request Form must be completed and submitted no less than 30 days prior to the proposed event start date before approval can be granted. 
  • The WCC must approve any co-beneficiaries prior to approval of the third-party event. 
  • Third-party events which benefit the WCC must reflect positively on its mission. The WCC reserves the right to decline any proposal that is not in line with our mission. 
  • Event organizers are responsible for coordinating and obtaining all vendor agreements, contracts, permits, licenses and insurance certificates. Please note that raffles, drawings and other games of chance are governed by a variety of state, municipal and federal laws. If you are holding a raffle, drawing or other game of chance at your event, please be aware that such an activity needs special permits and allow extra time for these to be obtained. Please note that the WCC will not obtain a gaming license on behalf of the event organizer. 
  • Third-party fundraising events must be fully executed by the third-party fundraiser(s). The WCC staff is available to provide fundraising coaching and recommendations during your planning process to a limited degree. However, due to limited staff resources, WCC staff cannot plan or execute third-party fundraising events.

Communication Guidelines 

  • Participants may not use copyrighted information, logos, or photos on the WCC website without the express written consent of the WCC.  
  • All promotional materials should clearly state the event is sponsored by you or your organization with net proceeds going to the WCC. If a specific percentage of event proceeds are coming to the WCC, this must be stated in your materials.  
  • The Wolf Conservation Center cannot be used as an event title but may be identified as the beneficiary of the event/promotion. For example, an event may not be referred to as “Wolf Conservation Center Bake Sale.” Instead, it should be promoted as “XYZ Bake Sale to Benefit the Wolf Conservation Center.”  
  • The WCC does not purchase advertising to promote third-party events. 

Financial Guidelines 

  • The WCC will not incur third-party expenses or provide any funds for third-party events or promotions.  
  • No bank accounts or holding accounts may be established under the WCC name.  
  • The not-for-profit tax-exempt status of the WCC may not be used by the host organization to purchase items and materials with which to conduct the activity.  
  • The event organizer shall not retain any portion of event proceeds as personal profit or compensation. No fees, commissions or salaries may be retained from event proceeds by your organization or its members.  
  • The organizer agrees to minimize expenses related to the event (suggested: no more than 25% of gross revenue) and to provide the WCC with an event plan and budget if requested. A check for the third-party event’s net proceeds (gross proceeds less all related expenses) must be sent or presented in person to the WCC within 60 days of the event’s conclusion. 

Charitable Giving Guidelines 

  • A donation solicited on our behalf, whether the donation is an item or cash, is fully tax deductible only when it is made directly and entirely to the WCC, as we are the only agents who can verify that such a gift was made, and the nature of the gift, to the IRS.  
  • Any checks made payable to the WCC must be forwarded to the WCC for processing and deposit. Checks must represent an outright donation and cannot include any exchange of products or services. Such donations are tax-deductible and will be receipted by the WCC. 
  • Unless your organization is a registered non-profit entity, donations made to it are not tax deductible.  
  • Donations made directly to a third-party event can be used to cover the event’s expenses but are not tax-deductible.  
  • In order for a tax receipt to be issued, the WCC must be provided with the donor’s name, address and phone number

Event Request Submission & Approval Process 

  • If the event is approved, you are solely responsible for complying with any and all applicable laws and regulations, including, but not limited to, those related to gaming, raffles, sweepstakes and fundraisers.  
  • By approving this event, the Wolf Conservation Center is in no way liable for the foregoing obligations or the promotion, conduct or staging of the function.  
  • The request form should be filled out and returned by email or mail to our offices for official review.  
  • The average processing time for review and approval is 10-14 business days. Please note that if your form is incomplete or requires further review, additional time will be needed to properly access the request.  
  • Once approved, a copy of the approval letter will be sent to you via email, if provided.  

Noter: any organization or person who for profit is regularly engaged in trade or commerce other than in connection with the raising of funds or any other thing of value for a charitable organization and who advertises that the purchase or use of goods, services, entertainment, or any other thing of value will benefit a charitable organization is required comply with additional state regulations including entering into a Commercial Co-Venture with the WCC in compliance with New York State law. 

From all of us at the Wolf Conservation Center, thank you for your interest in supporting our mission and the wolves that we work hard to protect.