Portland Marathon
Going The Distance Charity Program
Les Smith, Event Director
Phone: (503) 248-1134
Fax: (503) 224-8851
Email: lsmith@bullardlaw.com
Mamie Wheeler, Special Program Coordinator
Phone: (480) 251-3422
Fax: (503) 224-8851
Email: mamie@portlandmarathon.org
1000 SW Broadway, Suite 1900, Portland, OR 97205
Going The Distance Charity Program
The Portland Marathon’s Going The Distance Charity Program is designed to assist participating charities to achieve financial support from event participants throughout the Marathon weekend of events. All event participants are encouraged to get involved and help raise money for charity, collecting pledges and donations from their family, friends and coworkers.
Over the weekend, our events include:
- The 26.2 mile Marathon Run and Walk
- The 13.1 mile Half Marathon Run
- The 10k Non-competitive Walk
- The Kids Mara-fun Run
The Portland Marathon is a non-profit 501(c)(3) Oregon non-profit corporation that is proud of its long tradition of providing charities with fundraising opportunities through the event or by one of its other charitable donation programs offered through the event. Each charity is responsible for overseeing its own fundraising campaign, and the total amount of money raised relates directly to the efforts of the organization. Various amounts are raised and contributed to the charities in each year. However, the general range of the amount collected by all of these charities has been as high as $150,000, total. In 2007, one charity raised nearly $30,000 individually using this program.
Fundraising ideas, tools and information will be offered by the event to benefit the charities campaign efforts.
Opportunities for Charity in Association with the Portland Marathon:
Include, but are not limited to:
- Team with a successful event that has a long track record of charity involvement and successful fundraising support.
- Limited overhead and administrative expense with existing event support programs in place to assist you.
- Media, advertising, recruitment and fundraising opportunities and exposure through print and website ads, signage, on-site presence at expo and Event.
- Use of Event logo for charity print advertising, promotion or in-house publications and out-reach fundraising for term of the agreement
- Exposure of charity to a new group of potential donors in a high demographic group whose lifestyle and general social economic views fit into the climate of connections with charities.
- Direct exposure to marathon event participants (12-13,000) and volunteers (4,500).
- Potential to evolve and add Event supported charity outreach, team in training, and corporate programs to existing charity constituents.
- Direct website support through a designated Charity page on http://ww.portlandmarathon.org.
- Opportunity to purchase a bundle of Event premiums at a reduced price in a flexible Premium Package, to be outlined in this agreement.
- The Portland Marathon and its related events are held at the ideal time of year weather wise and draw participants and volunteers into an atmosphere of support and fun where the spirit of giving is encouraged.
Multi-year agreement:
- Charity logo and advertisements available on Event website year round if renewal completed within one month following Event for the upcoming season.
- Collateral logo and advertisement of Event required on Charity website in event calendar and additional appropriate placements year round.
- Fundraising/donations accepted through approximately eight (8) weeks post-event applied to current season. Collected funds after that period will be applied to the following season.
Yearly agreement:
- 2010 Season: Charity logo and advertisements stay on website for approximately (eight) weeks post-event.
- Collateral logo and advertisement of Event required on Charity website in event calendar and additional appropriate placements for dates specified, as above.
- Fundraising/donations accepted through end of dates, as specified above.
Return For Profit (RFP) Requirements of Charity:
Application Process:
501(c)3 Organizations:
Organizations must apply to become an official charity. Applications are available on the Event website, and must be returned electronically before the specified deadline. Approximately ten new charities are accepted as official charities each year, depending on the number of qualified applicants and the number of spots available within the program. Mid-season applications are not accepted after the deadline. Along with the application, each charity must submit a copy of its 501(c)3 letter. Information about how to request an application is included at the end of this document.
Non 501(c)3 Organizations:
Please submit your application as noted above with documentation of your event government status, if applicable. If your organization is not registered with a governing agency, provide as much information regarding your charity as possible. All applications will be reviewed for appropriate placement in our Official, unofficial and/or alternate programs.
Marketing Plan:
Once chosen as an official charity, a detailed Marketing Plan must be submitted within 30 days. The Portland Marathon encourages every official group to fully utilize the opportunity presented. We will evaluate the program you intend to employ to ensure that your charity will perform at an acceptable level during the race season. Your program plan should include information about what human resources you intend to use as well as how you will market your program to your constituents and the running community.
- Recruitment Goals (number of expected participants) with lists of participating chapters/members/sponsors, etc and contact information for each.
- Media Marketing Plan for each chapter including newsletter, website, and internet announcements, email and direct mail lists, print ads, public service announcements, i.e. posters, radio, TV, video.
- Recruitment Plan for each chapter, including but not limited to all information, kick-off and commitment formats for participants. Provide all chapters and members with information promoting Charity involvement with the Event to encourage maximum participation by all interested parties.
- Fundraising Plan and Goals including expected fundraising techniques and minimums for raising funds through participation in the Event and recommitment dates for each chapter/member at regular intervals concluding within 30 days prior to Event date.
- Pre- and Post- Race Reporting of estimates and real numbers of race participants, by chapter/city at regular intervals of 30 days from signing of this agreement through Event date. Concluding report to be filed within 30 days of Event, to include total numbers of participants by event, and net funds raised by member/chapter/city.
Website Exposure:
The Portland Marathon will provide you with an html ready page to add to your website. This page may be completed by the Charity with information on the donation/fundraising options provided by the Event and Charity in partnership. This page must remain on the Charity website for the duration of the Event fundraising season and link back to the event’s registration form. For multi-year events, this page is to remain up and updated with the upcoming event information within 2 weeks of the completion of the event (mid-October).
Evaluation Process:
After each race season, the marathon staff evaluates the performance of that year’s official charities. Groups that do not raise enough money through the program are not automatically accepted into the following year’s event but must wait at least one year before reapplying for any open spots on the charity roster.
Application submission after the deadline
Waiting List:
If your organization contacts the marathon office after the official charities for the year have been chosen, your organization will be placed on a list to receive an application for the following year.
You can still participate:
Just because your charity is not an "official charity" for this race year does not prevent you from using our event to raise money. Many participants choose to raise funds for a charitable organization that is not an official group. Although the online donation tools are only available to official charities, you can still raise money for your group through traditional methods.
Unofficial Charity participation:
Charities that are not on the official charity list my still develop a pledge form for people who want to participate on your behalf. Participants can use this form and informative brochures about your cause to solicit donations from their friends and family, exactly as they would for an official charity. Participants should turn in collected donations directly to the charity.
If you would like to become an official charity, report any fundraising activity to the marathon office after the event. Special consideration is given to organizations that display independent fundraising success. In other words, raising money in conjunction with the Portland Marathon before becoming an official charity is highly favorable and beneficial during the application process.
Please note that the majority of funds raised through the marathon are received through traditional means, not online. This suggests that any group can be highly successful with standard methods, regardless of access to online donation tools.
Return For Profit (RFP) Benefits Provided by Event:
Marketing Plan and Materials Assistance:
The Portland Marathon will provide charity with approved event name, logo and descriptions designated for use during the term of this agreement.
Marketing Campaign:
Event will designate charity as an Official Charity of the Portland Marathon 2009 in all agreed upon event media materials and venues so outlined in this agreement. Access to exposure opportunities is available based on Charity interest level and availability.
Travel, Reservations and Hotel Selection Support:
The Event provides assistance and support in procuring individual reservations and block rooms for groups of ten or more through the Going The Distance Travel Program located on the official website at http://www.GoingTheDistanceTravel.rovia.com. This link is also available for Charity website and collateral event advertising.
Premium Package: (Optional)
- $10,650.00 value if purchased separately at Event non-profit charity rates
- $3,500.00 Premium price, an optional promotional tool
- Price waived through confirmed charity or corporate participant registrations by ut-off date of September 1st of:
| # Participants | Event |
|---|---|
| 35 | 26.2 Marathon Run, Walk, or Nordic Walk entries OR |
| 35 | 13.1 Half Marathon Run, Walk or Nordic Walk entries OR |
| 105 | 10K Walk entries |
| -OR- determined combination of the above entries |
- Any percentage of participants that falls short of the total needed to waive the entire fee will still be considered on a percentage basis of package price of $5000.00.
The Premium Package includes, but is not limited to:
| Pre-Event | √ | ||
|---|---|---|---|
| $750.00 | Upon signing | Charity credit / logos in the Pre-Event Publication, press releases/PSAs, as appropriate | |
| $500.00 | Upon signing | Charity name included in Event materials from date of agreement, as appropriate | |
| $1500.00 | July-Sept | One Half (1/2) page ad in the pre-event publication | |
| $750.00 | July-Sept | Charity feature opportunity in html format to be submitted for approval to the Event for a one time marketing mailing to appropriate participant mailing list administered by the Event | |
| $750.00 | July-Sept | Charity feature opportunity on the Event website general charity publication and in the 2-3 page pre-race printed publication where all charities are showcased and presented by name and/or logo | |
| Event | October 8,9,10 2010 | ||
| $600.00 | Expo Booth space provided for charity exposure at the Sports & Fitness Exposition, with the ability to use a charity provided banner displayed at the back of the booth. Space is limited. Availability not guaranteed. | ||
| $750.00 | Goodie Bag Stuffing: Information flyers or promotional material in the estimated 14,000 event participant's goodie bag | ||
| $1000.00 | Finish area exposure through a reserved space to accommodate a Charity provided 10x10 tent for participant and patron services and/or catering | ||
| $150.00 | (Optional) Finish area 10x10 tent provided with set up and take down service | ||
| $2000.00 | Course exposure possibility through a reserved "Tail-gate Tent" space to accommodate a Charity provided 10x10 tent for participant and patron services and/or catering | ||
| $500.00 | Course exposure possibilities through two (2) charity provided signage at start/finish line area or on the course | ||
| $500.00 | Charity mentions/announcements over PA system at expo and on event day | ||
| $300.00 | Two (2) VIP credentials for Race Day VIP Finish Line Tent | ||
| Post Event | November | ||
| $600.00 | Two (2) VIP invitations for Friday night pre race Reception and the November post event Celebration and Awards Dinner |
Official Charity Donation Minimum Requirement
The Portland Marathon sets a minimum fundraising level for all charities. Charities that do not raise the minimum amount will not be asked to join the following year, and must reapply for a spot in the program at a later time if they wish to re-join. Minimum amounts can be a total of reported on-line and off-line donations in combination.
| First Year | Second Year | Third Year and Thereafter |
|---|---|---|
| $3,000.00 | $6,000.00 | $10,000.00 |
Donations and Fundraising
Pledge Forms:
In the Going The Distance Charity program, each charity may create a pledge form to distribute to participants who have signed up on the charity’s behalf. Participants can then take these forms to their families, friends, and coworkers to solicit and collect donations. It is helpful to provide participants with informative brochures about your cause, as many potential donors may wish to know about the charity before donating. Participants can collect flat dollar donations or take pledges per mile for any amount. The Event can provide you with an Event sanctioned pledge form by request at mamie@portlandmarathon.org
Donations and Fundraising:
Online tools are provided by the event through Active Network to help your fundraisers. All official charities are expected to utilize the Going The Distance campaign page at the Portland Marathon website. This page can easily be customized with a picture and personal message. Participants can e-mail potential donors with both the link to their personal page and a request for a donation, which can be made in minutes. Donors simply use their credit card and contribute without having to write a check, find a stamp, and get to a mailbox. Giving online is easy! Because Active Network is a for-profit corporation, there are fees involved with using their software.
Fundraising Tips:
The Portland Marathon will be happy to provide to the charity fundraising tips and on-line fundraising guidelines upon request.
Additional information about personal donation pages
It's important to note that the marathon's online system can only take donations in the name of our official charities. "Unofficial" groups may take donations in traditional cash or check forms, but the Portland Marathon website only accepts donations made to official charities.
Donation Tracking and Reporting
On-line Donations:
Each charity receives access to online administrative tools and reports by using an assigned unique username and password from Active Network. This allows charities to view donations in real-time. This system displays not only the donation amounts, but also information about the donors and the runners they choose to sponsor. You can log in to view your total donations in real time from anywhere in the world, at any time of day. These tools are available exclusively for participating charities; the general public does not have access.
Off-line Donations:
Additionally, the online system allows charities to record offline donations. When you receive a check in conjunction with the marathon program, simply go to the administrative tools and enter the contribution information. This serves two purposes. First, the donation will appear on the runner's page on whose behalf it was given, allowing the page to accurately reflect the total amount of money raised by that runner. Second, it consolidates all of your marathon-related donations in a single place for easy tracking.
Charity reporting to Marathon:
The Portland Marathon requires every charity to report the total amount of money raised each year. Reports are formatted as a list of participants and how much each raised, both on and offline and are required within two months following the event.
Official Charity Fees:
Application fee:
The Portland Marathon charges all official charities an application fee of $100, which is the only flat cost associated with being an official charity. The check must accompany the charity application, and will be returned to the charity if they are not selected as an official charity.
This fee covers the hard costs that the marathon incurs on behalf of the charities, including standard set-up fees charged by our website technology provider.
Off-line Donations:
There are no fees incurred by collecting cash or check donations through traditional means. All such contributions go directly to the charity and will not be processed in any way by either the marathon or Active Network. Checks written to a charity should always be sent directly to that charity’s listed headquarters.
On-line donations:
On-line donations involve a processing fee of 15% of the donation, and include the rate charged by the credit company for use of the card. Every charity must agree to activating the donation and fundraising options on the event website through Active Network Giving and the associated fees before using the on-line system. Charities will receive checks on an agreed upon schedule from Active Network or from the event. Donations may continue to come in even after the event concludes, so the event will leave the online donation tool open through mid-November and send out a November last call for donations on behalf of each official charity.
Going The Distance Charity Program Participants:
Constituent Participants:
Many event participants are already involved with a charity and decide to use the Portland Marathon weekend of events as an additional avenue to support their favorite cause. Most official charities promote the program through their newsletter, website or word of mouth within their constituency. Even those who have never participated in a road race before can get involved in the excitement of the Portland Marathon while raising money for those in need.
Non-Constituent Participants:
Runners who already plan to participate in one of the Portland Marathon events may also choose to race in support of a charity. Fundraising and donation opportunities will be offered during the event registration process for a participant who is not yet affiliated with a charity to become involved.
The Going The Distance Volunteer Team Program
The Portland Marathon has a history of providing over 4000 volunteers through charity groups, individuals, and entertainment groups who assist with the event and are a part of the official Volunteer program each year.
Your Charity is encouraged to provide 50-100 volunteers as participants in the many volunteer activities provided by the event. Registration for these groups is available on the website beginning May of each season at www.PortlandMarathon.org, see Volunteer Registration.
Volunteer for a cause by becoming a fundraiser for any of the Portland Marathon Official Charities: http://www.PortlandMarathon.org/charities
How To Apply for the Official Charity Program
Applications may be received by submitting a request to:
Mamie Wheeler, RN
Portland Marathon
Program Development Director
mamie@portlandmarathon.org
480-251-3422
