St. Vincent Taekwondo Federation – Sponsorship & Fundraising Policy

1. Purpose

The purpose of this policy is to provide clear and ethical guidelines for seeking, accepting, and managing sponsorships and fundraising activities for the St. Vincent Taekwondo Federation (STF).

This policy ensures that:

• All sponsorships and fundraising efforts align with STF’s mission, values, and reputation.

• Financial and in-kind contributions are managed transparently.

• Relationships with sponsors are mutually beneficial and free from conflicts of interest.

• Fundraising activities are safe, legal, and respectful to the community.

2. Scope

This policy applies to:

• All STF members, officials, coaches, athletes, volunteers, and affiliated clubs involved in sponsorship or fundraising activities.

• Any initiative undertaken in the name of the STF or in connection with its events, teams, or programs.

3. Principles

All sponsorship and fundraising efforts must follow these principles:

• Integrity – Only pursue relationships with sponsors whose values and business practices are compatible with STF’s principles of respect, safety, and inclusivity.

• Transparency – Clearly communicate the purpose of each sponsorship or fundraising campaign and how the proceeds will be used.

• Accountability – Keep accurate and accessible records of all sponsorship agreements and fundraising transactions.

• Fairness – Provide equal sponsorship opportunities to all eligible businesses and organizations without favoritism.

4. Acceptable Sponsors

The STF may accept sponsorships from companies or organizations that:

• Operate legally and ethically.

• Do not promote products or services harmful to health, safety, or the STF’s image (e.g., tobacco, recreational drugs, pornography, or illegal gambling).

• Do not promote discriminatory, violent, or socially harmful messages.

5. Prohibited Sponsors

Sponsorships will not be accepted from organizations that:

• Engage in unethical or illegal business practices.

• Promote substances or activities that contradict STF’s commitment to athlete health (e.g., alcohol brands targeting youth).

• Conflict with the STF’s Safe Sport and Child Protection commitments.

6. Sponsorship Agreement Requirements

All sponsorship arrangements must be formalized in a written agreement that includes:

• The sponsor’s name, logo, and contact details.

• The agreed sponsorship amount or in-kind value.

• The benefits the sponsor will receive (e.g., logo placement, naming rights, media mentions).

• The term of the agreement and renewal conditions.

• Clauses for termination if the sponsor’s actions or reputation conflict with STF’s values.

7. Fundraising Guidelines

When organizing fundraising activities:

• Clearly state the fundraising goal and how funds will be used.

• Use safe, legal, and community-respectful methods (e.g., raffles, sports clinics, community events).

• Ensure fundraising activities do not exploit or endanger minors.

• Keep all income and expenses for fundraising events documented and accessible for audit.

8. Financial Management of Sponsorship & Fundraising

• All funds must be deposited into the STF’s official bank account.

• The STF Treasurer must maintain clear and accurate financial records.

• Sponsorship and fundraising revenue will be allocated in line with STF’s approved budget or specific event/project funding plans.

9. Recognition of Sponsors & Donors

The STF will recognize sponsors and donors through:

• Public acknowledgment at events.

• Logo placement on official STF materials (as agreed in contracts).

• Appreciation posts on STF’s official social media channels.

• Certificates or plaques of appreciation where appropriate.

10. Conflict of Interest

Any STF member involved in securing sponsorship or fundraising must declare potential conflicts of interest in line with the Conflict of Interest Policy.

11. Disciplinary Action for Misuse of Funds or Misrepresentation

• Any member found misusing sponsorship or fundraising funds, or misrepresenting the STF to obtain funds, will face disciplinary action including possible suspension, termination of membership, and legal prosecution.

12. Policy Review

This policy will be reviewed annually to ensure it reflects best practices, legal requirements, and STF’s strategic goals.