A Guide to Hosting Your Fundraising Event to

Benefit the Alzheimers Association

The Alzheimers Association of Greater Cincinnati offers help and hope for
those with Alzheimers disease and related dementias, their families and
caregivers. Support, services and information are available online at
www.alz.org/cincinnati or by calling our 24/7 Helpline at 800-272-3900.
Updated 6/9/14

Page 1

Table of Contents
Welcome and Contact Information

Page 2

Vision, Mission and What Funds Can Do

Page 3

Disease Statistics

Page 4

Fundraising Ideas and Cause Marketing

Page 5

Event Planning Hints and Timeline

Page 6 - 7

Sample Press Release

Page 8

Benefit Event Agreement

Page 9 - 10

Statement of Intent

Page 11

The staff and board of the Alzheimers Association truly appreciate your interest
in hosting a fundraising event to benefit the Greater Cincinnati Chapter. Events
like yours are important in our efforts to raise funds and awareness in the fight against
Alzheimers disease. Please review this packet carefully, it outlines responsibilities and
expectations of a third-party benefit event. In order to take the next step in planning
your event, please work directly with the contact person listed below:
Diana Bosse
Special Events Coordinator
644 Linn St., Suite #1026
Cincinnati, OH 45203
513-721-4284 ext. 127
dbosse@alz.org

Alternate Contact:
Krista Powers
Development Director
513-721-4284, ext. 119
kpowers@alz.org

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Alzheimers Association
Vision and Mission
Our vision is a world without Alzheimers.
Our mission is to eliminate Alzheimers disease through the advancement of research;
to provide and enhance care and support for all affected; and to reduce the risk of
dementia through the promotion of brain health.

What Do Fundraising Event Proceeds Support?

More than 55,000 people have Alzheimers disease in the 27 counties served by the
Alzheimers Association of Greater Cincinnati. Funds raised support programs and
services for those individuals facing Alzheimers and related disorders, as well as their
families and care partners. In addition, funds support advocacy for better care and
research toward treatments and a cure. The Associations programs and services
include:

24/7 telephone information Helpline

MedicAlert + Alzheimers Association Safe Return program for individuals with
memory loss
Support groups for individuals and families facing the disease
Classes and workshops, including Memories in the Making and A Time for
Caregivers, programs and support for individuals and families
Education programs for professional caregivers
Family care consultations and one-on-one support
Public advocacy to legislative bodies for better care and increased federal
funding for research into treatments, prevention and ultimately, a cure
Educational presentations to corporate, community and school groups
Public website for people with dementia, their families and caregivers
Online coaching
Early stage programs, which include education, support and social engagement
for affected individuals and their caregivers, such as Memories in the Museum

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Statistics to Share about Alzheimers Disease and Dementia

Every 67 seconds someone in America develops Alzheimers

Alzheimers disease is the 6th leading cause of death in the U.S., the only of the
top ten with no prevention, no treatment and no cure

Alzheimers is the most expensive malady in America, exceeding the costs for
heart disease and cancer

More than 5 million people in the U.S. have Alzheimers or a related dementia

By the year 2050 that number will TRIPLE

One in three persons aged 85 or older have Alzheimers disease

One in nine persons aged 65 or older have Alzheimers

A half-million people under the age of 65 have younger-onset Alzheimers

Caring for people with Alzheimers and other dementias cost an estimated
$220.2 billion during 2013

Updated 6/9/14

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Sample Fundraising Ideas:

Motorcycle Ride
Garage/Estate Sale
Bake Sale
Fish Fry
Craft Bazaar
Bingo
Silent Auction
Wine Tasting
Car Wash/Show
Dance Contest
Carnival

Spaghetti Dinner or Pancake Breakfast

Haunted House
Fashion Show
Chili Cook-off
Golf Tournament
Corn Hole Tournament
Super Bowl/NCAA Tournament Grid
Service Auction
Concert or Variety Show
Scrapbooking Event
Senior Citizen Prom

Cause Marketing Opportunities

Cause marketing is when a company promotes a consumer activity that triggers a
donation by that company. Consumer activities may include the act of purchasing a
product or qualifying after the purchase of a product. For example, a consumer
purchasing a product which in turn results in a fixed amount or percentage of the profit
to be contributed to our Chapter by the business. The Association has guidelines based
on fundraising potential, resource allocation and promotional efforts for all cause
marketing proposals. If you have a company that is interested in a cause marketing
relationship with the Association, please contact Krista Powers at 513-721-4284,
ext. 119 or kpowers@alz.org.

Updated 6/9/14

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Planning Timeline/Helpful Hints

1. Choose the type of event you wish to hold with a tentative date and location.
2. Contact the Alzheimers Association office at 513-721-4284 to receive
information on event planning and to inform the Association that you plan to host
an event.
3. Complete, sign and return the Third Party Agreement (page 11) to confirm the
event details. Let the Association know how we can help you make your event
successful.
4. Form an event committee:
a. Share the responsibilities with a group of people who you know have great
ideas and can get things done.
b. Assign specific tasks to each person on the committee or form
subcommittees for details such as logistics, ticket sales, marketing/PR,
finance, decorations, solicitation of donated items/supplies, etc.
5. Recruit event participants:
a. Create a press release (see page 8) and distribute to local newspapers,
magazines, television and radio stations and any other media outlets in
your community. Also send the release to community organizations that
produce newsletters and ask them to include the information in their next
issue.
b. Create postcards, save-the-date cards or invitations for the event and
email or mail them to potential attendees.
6. Event Day:
a. Welcome participants and thank them for coming.
b. If there is a speaker or presentation, remind the participants about the
purpose of the event and what the funds raised will support.
c. Have printed materials about the basics of Alzheimers and the programs
and services the Association can provide.
d. Take photos at the event to share with your committee, media contacts
and the Chapter. Be sure to post a sign at the event stating photos may
be taken and used in publication to promote future events or the
Alzheimers Association.
7. Post Event:
a. Discuss the results with your Alzheimers Association staff contact (see
page 2).

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b. Send/bring the event proceeds within 30 days of the event to:

Alzheimers Association of Greater Cincinnati
644 Linn St., Suite #1026
Cincinnati, OH 45203
Attn: Third Party Events
i. Please do not mail cash. To manage cash donations, either drop
the proceeds off at the chapter office Monday Friday between
8:30 a.m. and 4:30 p.m. or convert the cash to a money order,
cashiers check or bank check before mailing.
ii. Be sure all checks are made payable to the Alzheimers
Association.
iii. If any checks were made payable to you, please endorse them and
then mark the back of the check, Pay to the Order of the
Alzheimers Association
iv. Please provide mailing addresses for any donors that wish to
receive a receipt for their donation and indicate receipt requested
on the check.
c. Send personal thank you notes to speakers, committee members or
others that were helpful to your event.

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Fundraising Event Sample Press Release

Quick Guide to Press Releases:

For Immediate Release always include this wording and the date at the top of
the page.
Be sure your contact information is also at the top of the page.
Always type three number signs (###) at the very end of your press release,
centered and below the last paragraph. This indicates its the end.
Before sending the press release to any media outlet, call ahead to obtain the
correct contact information, including the spelling of contact names, titles and
addresses

The following press release may be used to help promote your event to local
media:

FOR IMMEDIATE RELEASE

(Date you are sending out release info)
Contact: (Contact name, title, phone #)
(Insert name of event) Event to Raise Funds for the
Alzheimers Association of Greater Cincinnati
(CITY, STATE, DATE) (Name of your group) is holding a fundraising event to benefit
the Alzheimers Association of Greater Cincinnati. (Name of Event) will be held on
(Day, Month, Date at 0:00 a.m. or p.m.). The event will take place at (Name of venue
and location address). For tickets or additional information, contact (Contact name and
phone number and/or email address).
The Alzheimers Association is the worlds leading voluntary health organization in
Alzheimers care, support and research. Their mission is to eliminate Alzheimers
disease through the advancement of research, to provide and enhance care and
support for all affected, and to reduce the risk of dementia through the promotion of
brain health. Their vision is a world without Alzheimers. To learn more, visit
www.alz.org/cincinnati or call 800-272-3900.

###

Updated 6/9/14

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Alzheimers Association Benefit Event Agreement

The following guidelines are established to ensure that your event is in compliance with
the Alzheimers Associations policies and procedures. Please read through this section
carefully and sign and return the Statement of Intent section to the Association. After
receiving the signed agreement, an Association staff person will contact you.
By signing and returning page 11, you agree that:
The Alzheimers Association has no fiduciary responsibility for your event and
assumes no liability for its planning or execution, including all promotion, set-up,
staffing (including volunteers), or the collection and management of
funds/donations.
You are strictly prohibited from using any Association trademark, service mark,
logo or copyrighted materials of the Association for your event without the
express written consent of the Association.
The Alzheimers Association does not endorse products, firms, organizations,
individuals or services. Accordingly, your event must be promoted and conducted
in a manner that avoids any statement or appearance of endorsement by the
Alzheimers Association.
All promotional materials must clearly state that your event is raising funds that
will benefit the Alzheimers Association and include the percentage or amount
that will be donated to the Alzheimers Association.
Finance and Tax Rules
The Alzheimers Association will process only the final net proceeds of the event.
Under no circumstances will benefit expenses flow through the Association. The
Alzheimers Association must receive all net proceeds within 30 business days of the
conclusion of the event/promotion.
You may not establish a bank or other deposit or transaction account in the name
of the Alzheimers Association.
If payments are made to the event organizer and the event organizer is not an
IRS qualified organization, the payments will not be deductible for income tax
purposes.
The Alzheimers Association sales tax exemptions (on purchases) cannot be
extended to any event or fundraising effort.

Updated 6/9/14

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Liability and Cancellation

All benefit events must:
Comply with all federal, state and local laws applicable to any event, including
fundraising rules and regulations.
Determine the extent of and obtain its own liability insurance for the event
sufficient to cover any claim that may arise out of the event. The benefit event
organizer agrees to indemnify and hold the Alzheimers Association harmless
from and against any and all losses, damages, costs, attorneys fees, expenses
and liabilities incurred in connection with, or with the defense of, any claim or
action or proceeding arising out of or incurred in connection with the event.
Obtain permits and/or licenses necessary for fundraising in the city in which the
event is to occur, the sale or service of liquor, and the hosting of raffles and/or
games of chance.
The following fundraising activities are prohibited in conjunction with benefit events for
the benefit of the Alzheimers Association:
Programs that raise money on commission.
Events involving the promotion or support of a political party or candidate, or
those which appear to endorse a political activity.
Direct solicitation (including but not limited to door-to-door canvassing,
telemarketing or internet).
A third party benefit event is one that is conceived and created completely by
volunteers. The event coordinator and sponsor is responsible for all details of the
event, including all related costs, recruiting volunteers to help at the event, creating
materials to promote the event and working at the actual event. The Alzheimers
Association is not responsible for the details of the event.
The Alzheimers Association may direct you, and you agree to comply with the direction,
to cancel your event and withdraw any and all use of the Alzheimers Associations
name in association with your event. Such direction may occur for any reason,
including (but not limited to) the Alzheimers Associations relationship to your event or
any consequences that contribute to or result from your event may have a negative
effect on the mission, credibility or reputation of the Alzheimers Association.

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Alzheimers Association of Greater Cincinnati Statement of Intent

Event Organizer Detail

SponsoringCompany/Organization:

__Charity

________________________Charity

Quarter

Auction

Group______________________________________
Contact Person: _______________________________________________________________________________
Phone: (_________) _________-__________________

Cell: (_________) __________- ____________________

Address: _____________________________________________________________________________________
City: ________________________________________________ State: ________ Zip: _______________________
Email: _______________________________________________________________________________________
Event Details:
Date of Event: _________/_________/_________

Time: _____________________________________________

Name of Event: _______________________________________________________________________________

Event Location: ________________________________________________________________________________
Type of Event (concert, dinner, etc.): _______________________________________________________________
Other Details: _________________________________________________________________________________
Are you interested in having this be an annual event? ________________________________________________
Fundraising Details:
Estimated Revenue $ __________________________

Estimated Expenses $____________________________

Estimated total donation to the Alzheimers Association: $ _____________________________________________

Yes, if available we would like to:
_____ Have an Alzheimers Association representative at the event (does not guarantee staff will be available)
_____ Have Alzheimers Association printed materials available at the event:
Qty:_____ Brochures, _____ Newsletters or _____ Other_______________________________________
How will you promote the event? _______________________________________________________________
Why did you choose the Alzheimers Association? ________________________________________________
By signing below, I accept and agree to abide by the terms of these guidelines with respect to my event to
benefit the Alzheimers Association. I hereby release and agree to indemnify and defend the Alzheimers
Association, its officers, directors, employees, and agents, from and against any and all claims, loss, liability,
damages and expenses imposed against or incurred by the Association arising out of or related to any event
I host or any violation by me of the host guidelines.

Sponsoring Organization or Printed Name of Organizer

_________________________________________________________
Signature

_______________________________
Date

Please make a copy of this document for your records and return via mail, fax or email to:
Diana Bosse
The Alzheimers Association of Greater Cincinnati
644 Linn Street, Suite 1026, Cincinnati, OH 45203

Updated 6/9/14

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dbosse@alz.org
Fax #513-345-8446

Updated 6/9/14

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