How to host an event

NHFPL  Community Fundraising Guidelines

As a Community Fundraiser, we know you’ll represent the very best of what the New Haven Free Public Library (NHFPL) stands for by following these guidelines.

Before getting started, please know:

• Fundraisers should complement the mission and image of NHFPL—that’s why we require all coordinators to submit their idea through our application process.

• For legal reasons, NHFPL may only be identified as the beneficiary. For example, your fundraiser can’t be called NHFPL Dance for the Books. Instead, it could be called Dance for Books benefiting NHFPL.

• NHFPL reserves the right to request additional information prior to approving a fundraiser.

• The coordinator is responsible for covering all expenses for the event and will not be reimbursed by NHFPL. If your expenses are being paid out of proceeds these costs should be deducted from the funds raised prior to sending the final donation check to NHFPL.

• No bank accounts in the name of “NHFPL” or “New Haven Free Public Library” can be set up to hold funds from a fundraiser.

• Once your fundraiser is approved, we will provide you with the NHFPL name and logo for your marketing materials. We must review everything with our name and logo before it’s printed, distributed or uploaded online.

• If NHFPL is one of several beneficiaries, the exact percentage or amount of proceeds that benefit the library must be clearly stated on all materials presented to the donor.

• To avoid duplicate solicitations, we ask that you notify us before asking a business or company for a donation, cash or in-kind.

• NHFPL reserves the right to decline approval or withdraw as beneficiary of the event at anytime if we feel there is a conflict of interest or the event may have a negative effect on the image of NHFPL.

• All proceeds need to be made payable to NHFPL and mailed to us within 60 days of completing your fundraiser.

• NHFPL will issue IRS compliant charitable tax receipts to the full extent of the law if the gift is made payable directly to NHFPL. Full contact information of the donor must be included with the gift.

• The event coordinator is responsible for obtaining any permits and a certificate of insurance for the event as required by local, state and federal laws