Sponsorships

Sponsorship - Facility Usage Allowance

The Township facilities are operated with varying degrees of subsidy from the property tax base. As such, most rental fees do not cover the total cost associated with facility usage when viewed over an entire fiscal year. The Township also tracks revenues and expenses associated with each facility independently, so the level of subsidy is clearly applied. As such, facility rental rates cannot be waived and/or reduced for facility users.

Not-for-profit organizations seeking a sponsorship equivalent to the rental fee for a Township Facility must meet the eligibility criteria and submit an application as set out in this Policy. Organizations should keep in mind that Township facility rates are already subsidized by property taxation. Organizations are encouraged to seek other funding sources, such as event sponsors to ensure all event costs can be covered, including Township facility usage fees.

How to Apply

A fully completed application must be submitted through the Township of Champlain's online form.

Notification of acceptance will occur after the Township of Champlain's budget is approved. The annual budget process timelines vary, and applicants need to consider that approvals may not be granted in time that suits their events or particular needs.

Incomplete or late applications will not be considered. Applications and additional documentation will not be considered if submitted by email, fax or paper copy.

Eligibility

• Applicants must be community groups and organizations primarily focused on the Township of Champlain.
  The Organization must show exploration of other financial and in-kind support (i.e. fundraising and volunteer support)
• All funding shall be for future projects. Retroactive funding will not be considered.
• Repeat funding will only be available to organizations that have complied with any previous grants' reporting requirements.
• Guaranteed funding is only for the fiscal year in which the Organization has applied. It is not to be regarded as a commitment by the Township to continue such assistance in future years.
• No financial grants will be considered unless specifically authorized by this Policy. In awarding grants, the Township may impose the conditions it deems fit at its sole and unique discretion.

Exclusions

These organizations are not eligible to apply for the Facility Usage Grant:

• Individuals
• Businesses
• Publicly-funded organizations (ex., hospitals and schools)
• For-profit Organization
• Organizations with political affiliations

Funding

• Prior to the disbursement of any municipal funds, the Recipients must sign a "Letter of Agreement" on the approved form, which specifies the terms and conditions of the sponsorship.

Repeated sponsorship requests by an organization will be reviewed based on past demonstrated fiscal responsibility of the applicants. Funds granted under this program must be used for the specific purposes outlined in the application. They are not transferable between projects or groups without prior Council approval, and only a maximum annual increase of 3% will be granted without justification. For a significant funding increase beyond  3%, the Organization must justify the increase and how the additional funds will benefit the community.

Since the Community and Special Event Grants may involve an in-kind request and the use of municipal facilities, applicants may only receive one grant per year and may only receive a portion of the funds requested. 

Recognition of Funding

Public acknowledgment of the Township's contribution is a prerequisite for receiving a grant. This condition remains applicable even when funds are administered through a third party. Organizations are expected to demonstrate recognition of Township support through the following means:

• Displaying the “Sponsored by | Commandité par” credit line and logo provided by the Township on all printed materials and electronic distributions.
• Providing evidence (such as photos, screenshots, or letters) to the Community Development Officer either before or after the event, demonstrating recognition of the Township's support.

The Champlain logos are available upon request and will be sent with the letter of agreement. It is imperative that only the logos provided by the Communication Specialist are utilized, and any alteration of colour, distortion, stretching, or tilting of the logo in any format is strictly prohibited.

Failure to adequately recognize the Township's funding may result in the Organization becoming ineligible for future funding opportunities

Municipal Liability Insurance Coverage

All grantees must ensure adequate levels of property, general liability and/or alcohol-related event insurance naming the Township of Champlain as an additional insured. This provision may be waived for special events that are jointly managed and/or otherwise covered by the existing municipal Policy. The determination of insurance levels is at the sole and unique discretion of the Township, either through the CAO's office or by Council resolution.

Sponsorship - Level A (less than $250)

The CAO have delegated authority to give sponsorships of a value up to $249 without requiring Council approval. Sponsorship exceeding $250 will require Council approval and will be considered during the Township's upcoming budget.

Requests for raffle giveaways or gifts for fundraising participants are received throughout the year. These may take the form of a gift basket to be drawn, branded promotional tools of the township to be handed out at a fundraising event, or any other item to be given away.

Sponsorship requests under $249 are not required to be approved at the budget meeting. A dedicated budget will be established for these sponsorships, and funds may be allocated throughout the year, at management's discretion, as funds last.

How and When to Apply

Community groups wishing to receive product sponsorship should contact the relevant department head.

Eligibility

• A non-profit community groups and for-profit organizations that regularly use Champlain Township facilities.
• An organization deserving the Prescott-Russell region that organizes a fundraising event for a third-party organization that specifically benefits the residents of the Prescott-Russell region.
• The provision of promotional items for golf tournaments is excluded from this policy. For requests pertaining to promotional items from Champlain for local golf tournaments, please direct inquiries to the Communication and Community Development Department

Recognition of Funding

Organizations are expected to demonstrate recognition of Township support through the following means:

• Displaying the credit line "Sponsored by | Commandité par" along with the Township provided logo on the gift basket. Additionally, the Township must be acknowledged when promoting the prize. In cases where each participant receives a gift, the Township logo must be displayed on all promotional products.
• Providing evidence (such as photos, screenshots, or letters) to the Community Development Officer either before or after the event, demonstrating recognition of the Township's support.

The Champlain wordmarks are available upon request at info@champlain.ca and will be sent with the letter of acceptance. It is imperative that only the logos provided by the Communication Officer are utilized, and any alteration of colour, distortion, stretching, or tilting of the logo in any format is strictly prohibited. Failure to adequately recognize the Township's funding may result in the Organization becoming ineligible for future funding opportunities.

Sponsorship - Level B (between $250 and $999)

The sponsorship Level B provides funding between $250 and $999 for Champlain-based organizations to deliver programs, events and services that keep Champlain residents active, healthy and engaged in their communities. Requests for 'in-kind' services shall be indicated in the grant application.

How to Apply

A fully completed application must be submitted through the Township of Champlain's online form.

Notification of acceptance will occur after the Township of Champlain's budget is approved. The annual budget process timelines vary, and applicants need to consider that approvals may not be granted in time that suits their events or particular needs.

Incomplete or late applications will not be considered. Applications and additional documentation will not be considered if submitted by email, fax or paper copy.

Eligibility

•  A non-profit community group or a for-profit organization primarily focused on the Township of Champlain organizing a fundraising event for a third-party organization and whose value equals or exceeds the Township's contribution will be donated to the third-party organization.
• A for-profit organization can receive sponsorship for the organization of a special event that specifically benefits all residents of Champlain.
• The Organization must show exploration of other financial and in-kind support (i.e. fundraising and volunteer support)
• All funding shall be for future projects. Retroactive funding will not be considered.
• Guaranteed funding is only for the fiscal year in which the Organization has applied. It is not to be regarded as a commitment by the Township to continue such assistance in future years.
• No financial sponsorship will be considered unless specifically authorized by this Policy. In awarding grants, the Township may impose the conditions it deems fit at its sole and unique discretion.
• For a significant funding increase beyond  3%, the Organization must justify the increase and how the additional funds will benefit the community.

Funding

• Grant amounts awarded will be based on available funding, which may change from year to year.
• Prior to the disbursement of any municipal funds, the Recipients must sign a "Letter of Agreement" on the approved form, which specifies the terms and conditions of the grant.
• Organizations awarded a grant will be held accountable for the expenditure of the funds in accordance with the stated objectives/plans.

Repeated grant requests by an organization will be reviewed based on past demonstrated fiscal responsibility of the applicants. Funds granted under this program must be used for the specific purposes outlined in the application. They are not transferable between projects or groups without prior Council approval, and only a maximum annual increase of 3% will be granted without justification. For a significant funding increase beyond  3%, the Organization must justify the increase and how the additional funds will benefit the community.

Since the Community and Special Event Grants may involve an in-kind request and the use of municipal facilities, applicants may only receive one grant per year and may only receive a portion of the funds requested.

Ineligible Expenditures

 Without limiting the discretion of the Township, the following costs are Ineligible Expenditures and are therefore ineligible to be paid from a municipal grant:

• Event management fees
• Ongoing operating expenses for the Organization
• Music/performance rights
• Management salaries
• Travel
• Organizational operating costs or deficit management

Recognition of Funding

Organizations are expected to demonstrate recognition of Township support through the following means:

• Displaying the “Sponsored by | Commandité par” credit line and logo provided by the Township on all printed materials and electronic distributions.
• Granting consent for the installation of a "Supported by the Township of Champlain" banner at a location on-site as determined by the municipality.
• Providing evidence (such as photos, screenshots, or letters) to the Community Development Officer either before or after the event, demonstrating recognition of the Township's support.

The Champlain logos are available upon request and will be sent with the letter of agreement. It is imperative that only the logos provided by the Communication Officer are utilized, and any alteration of colour, distortion, stretching, or tilting of the logo in any format is strictly prohibited.

Failure to adequately recognize the Township's funding may result in the Organization becoming ineligible for future funding opportunities

Municipal Liability Insurance Coverage

All grantees must ensure adequate levels of property, general liability and/or alcohol-related event insurance naming the Township of Champlain as an additional insured. This provision may be waived for special events that are jointly managed and/or otherwise covered by the existing municipal Policy. The determination of insurance levels is at the sole and unique discretion of the Township, either through the CAO's office or by Council resolution.

Sponsorship - Level C (over $1,000)

The sponsorship Level C provides funding over $1000 for Champlain-based organizations to deliver programs, events and services that keep Champlain residents active, healthy and engaged in their communities. Requests for 'in-kind' services shall be indicated in the grant application.

How to Apply

A fully completed application must be submitted through the Township of Champlain's online form.

Notification of acceptance will occur after the Township of Champlain's budget is approved. The annual budget process timelines vary, and applicants need to consider that approvals may not be granted in time that suits their events or particular needs.

Incomplete or late applications will not be considered. Applications and additional documentation will not be considered if submitted by email, fax or paper copy.

Eligibility

• A non-profit community group or a for-profit organization primarily focused on the Township of Champlain organizing a fundraising event for a third-party organization and whose value equals or exceeds the Township's contribution will be donated to the third-party organization.
• A for-profit organization can receive sponsorship for the organization of a special event that specifically benefits all residents of Champlain.
• The Organization must show exploration of other financial and in-kind support (i.e. fundraising and volunteer support)
• All funding shall be for future projects. Retroactive funding will not be considered.
• Guaranteed funding is only for the fiscal year in which the Organization has applied. It is not to be regarded as a commitment by the Township to continue such assistance in future years.
• No financial sponsorship will be considered unless specifically authorized by this Policy. In awarding grants, the Township may impose the conditions it deems fit at its sole and unique discretion.
• For a significant funding increase beyond  3%, the Organization must justify the increase and how the additional funds will benefit the community.

Funding

• Grant amounts awarded will be based on available funding, which may change from year to year.
• Prior to the disbursement of any municipal funds, the Recipients must sign a "Letter of Agreement" on the approved form, which specifies the terms and conditions of the grant.
• Organizations awarded a grant will be held accountable for the expenditure of the funds in accordance with the stated objectives/plans.

Repeated grant requests by an organization will be reviewed based on past demonstrated fiscal responsibility of the applicants. Funds granted under this program must be used for the specific purposes outlined in the application. They are not transferable between projects or groups without prior Council approval, and only a maximum annual increase of 3% will be granted without justification. For a significant funding increase beyond  3%, the Organization must justify the increase and how the additional funds will benefit the community.

Since the Community and Special Event Grants may involve an in-kind request and the use of municipal facilities, applicants may only receive one grant per year and may only receive a portion of the funds requested.

Ineligible Expenditures

Without limiting the discretion of the Township, the following costs are Ineligible Expenditures and are therefore ineligible to be paid from a municipal grant:

• Event management fees
• Ongoing operating expenses for the Organization
• Music/performance rights
• Management salaries
• Travel
• Organizational operating costs or deficit management

Recognition of Funding

Organizations are expected to demonstrate recognition of Township support through the following means:

• Displaying the “Sponsored by | Commandité par” credit line and logo provided by the Township on all printed materials and electronic distributions.
• Granting consent for the installation of a "Supported by the Township of Champlain" banner at a location on-site as determined by the municipality.
• Incorporating the “Sponsored by | Commandité par” credit line and logo provided by the Township on the event's website.
• Sharing a dedicated social media post before and after the event to acknowledge the Township's sponsorship.
• Mentioning the Township's contribution when sending the donation to the third-party organization.
  Including mention of the Township's contribution in post-event communications announcing the total amount raised and donated.
• Providing evidence (such as photos, screenshots, or letters) to the Community Development Officer either before or after the event, demonstrating recognition of the Township's support.

The Champlain logos are available upon request and will be sent with the letter of agreement. It is imperative that only the logos provided by the Communication Officer are utilized, and any alteration of colour, distortion, stretching, or tilting of the logo in any format is strictly prohibited.

Failure to adequately recognize the Township's funding may result in the Organization becoming ineligible for future funding opportunities.

Municipal Liability Insurance Coverage

All grantees must ensure adequate levels of property, general liability and/or alcohol-related event insurance naming the Township of Champlain as an additional insured. This provision may be waived for special events that are jointly managed and/or otherwise covered by the existing municipal Policy. The determination of insurance levels is at the sole and unique discretion of the Township, either through the CAO's office or by Council resolution.