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Host an Event for RMHC

A third-party event or fundraiser is one which an organization outside Ronald McDonald House Charities of Nashville (RMHC) organizes and executes, and of which all or a portion of the net income after expenses benefits RMHC of Nashville. The third-party organization is responsible for the major components of the planning of the event, including sponsorships, insurance, expenses, publicity, etc. RMHC of Nashville will assist as staff time permits and is available for guidance, but the majority of planning and execution is the responsibility of the organization hosting the event.

Third-Party Organization Responsiblities

A Third-Party Event Application Form must be completed by the third-party organization at least 30 days prior to the event.

A minimum of (60%) of the net income raised at the event should be designated to RMHC and/or other designated charities.

Each potential event will be evaluated individually by the RMHC of Nashville Development Committee under the following criteria before it is approved:

              1. Type of event (how it relates to children)
              2. Potential risks or dangers involved
              3. Does event warrant volunteer manpower from RMHC of Nashville?
              4. Does event warrant assistance in P.R. from RMHC of Nashville?
              5. Does RMHC of Nashville name need to be attached to the event?

If any third-party organization wishes to raise funds for RMHC of Nashville, use the RMHC of Nashville name to promote the event and mention that proceeds will be donated to RMHC of Nashville, approval is required by the RMHC of Nashville Development Committee.

Any event that will involve responsibilities on behalf of RMHC of Nashville, such as manpower or publicity, must be approved by the RMHC of Nashville Development Committee.

If any third-party organization wishes to hold an event and give all or a portion of the proceeds to RMHC of Nashville without using the RMHC of Nashville name to solicit support for or promote the event, RMHC of Nashville will gratefully accept the donation but will not be a participant in the event.

RMHC of Nashville does not facilitate requests to the McDonald's Corporation for sponsorship of third-party events. Approval of your event application does not constitute any relationship with the McDonald's Corporation.

Per RMHC of Nashville Board policy, there will be no alcoholic beverages served in the House or Family Room. It is also the understanding of RMHC of Nashville that with respect to any event that is put on by another group other than RMHC of Nashville for the benefit of RMHC of Nashville that the sponsor or persons or entities responsible for that event will take all appropriate measures to ensure the safety of all participants or attendees. It is also understood that if alcohol is to be served, that all permits will be obtained and applicable laws complied with by the event sponsor or person or entity responsible for the event. RMHC of Nashville takes no responsibility for ensuring the safety of event participants or for the decisions or procedures in which alcohol may be served at any events that may benefit RMHC of Nashville.

A calendar of events will be kept by the RMHC of Nashville Development Committee and events will be approved according to timing and spacing of other events.

A proposed budget for the event is to be presented to RMHC of Nashville Development Committee for consideration prior to approval.

Events held at the House or Family Room are to concur with RMHC of Nashville policies and Board approval.

McDonald’s assistance in marketing will be evaluated by the Development Committee for each individual event.

Any publicity (i.e., television, radio advertisements, newspaper ads, flyers, etc.) using the RMHC of Nashville name will need to be approved by the RMHC of Nashville Development Committee prior to printing or distribution of materials.

Turnaround time for the RMHC of Nashville Development Committee’s response to events will be thirty (30) days.

Proper insurance coverage must be provided. A certificate of insurance listing RMHC of Nashville as additional insured with respect to the event must be on file at least two weeks before the event.

Submit agreed-upon portion of net income less expenses to RMHC of Nashville within 60 days of event or by December 31st of the current year.

RMHC of Nashville can assist with the following:

Providing a letter of legitimacy for your organization on our letterhead stating that your third-party event is being conducted to raise funds for RMHC of Nashville.

Volunteers as needed, provided an explanation of roles and duties is supplied by the third-party organization at least 30 days before the event.

Provide advice regarding requests for sponsorships or donations (i.e. sample letter or advice on solicitation).

Other items or services as explicitly agreed upon.

RMHC of Nashville Responsibilities and Provisions

RMHC of Nashville cannot provide the following:

Insurance for the event. However, please remember that proof of valid insurance is required for RMHC of Nashville to participate in the event.

Any financial assistance for production costs or other expenses.

Use of our tax-exempt status or IRS determination letter for your event.

Any questions can be referred to the RMHC Executive Director or Development Director at (615) 343-4000.