CAQ Sponsorship Policy

PURPOSE

The purpose of this policy is to establish:

the fundamental principles that shape Croquet Queensland’s relationships with sponsors
the framework and guidelines for the creation of productive partnerships between Croquet Association Queensland and the private sector, i.e., sponsorship alliances with corporations, foundations, individuals and other non-government organisations

SCOPE

This policy applies to sponsorship arrangements made to benefit The Croquet Association of Queensland Inc. and its members

POLICY

Croquet Queensland will accept sponsorships as an additional source of revenue generation provided that all sponsorship alliances developed are maintained within the regulations embodied in this sponsorship policy.

All sponsorship alliances or partnerships must be consistent with existing Croquet Queensland policies.

Exceptions to Policy

Croquet Queensland will not enter into any alliance or partnership with any corporation or organisation where the following may occur:

entitles the sponsor to influence any decision of the organisation
jeopardises the financial, legal or moral integrity of Croquet Queensland
adversely impacts upon Croquet Queensland's standing and reputation in the community
is associated with tobacco, alcohol or gambling

Sponsorship of the Association and Sport

Croquet Queensland welcomes sponsorship of the Association and the sports of croquet and gateball in Queensland, including of Croquet Queensland events and activities.

Arrangements with potential sponsors may be pursued and negotiated by individuals on behalf of Croquet Queensland, in consultation with the Croquet Queensland Management Committee.

The Committee is to approve all proposed sponsorship agreements and any logos, etc., prior to acceptance of such agreements.

Sponsorship may be either cash or in kind. Sponsorship value to be determined in discussion between the Management Committee, the sponsor and the beneficiaries of the sponsorship.

Sponsorship of CAQ Teams and Individuals

Croquet Queensland recognises that playing croquet at the elite level can incur substantial costs and thus endorses and encourages sponsorship of CAQ teams and Individuals.

The Croquet Queensland Management Committee is to approve all proposed sponsorship agreements and any logos, etc., prior to acceptance of such agreements by individuals or teams.

Sponsorship may be either cash or in kind. Sponsorship value to be determined in discussion between the Management Committee, the sponsor and the beneficiary of the sponsorship.

Team Sponsorship

Cash sponsorship is to be paid into Croquet Queensland’s accounts, where it will be identified as sponsorship for the appropriate team and disbursed accordingly. Entitles sponsors to their logo either embroidered or printed on team shirts on the left breast, such logo not to exceed 100mm x 100mm.

In Kind sponsorship entitles sponsors to the display of their logo on such items as equipment, bags that they might provide etc. There is no limit on the size of logos on any such equipment that does not go onto croquet courts, or the display of their logo, either embroidered or printed, on the left sleeve of team shirts If their sponsorship does not provide equipment suitable for displaying logos, such logo not to exceed 75mm x 75 mm or, if horizontal printing such as a company name, an area of 5625 mm2.

Individual Sponsorship

Individual members of Croquet Queensland may seek and accept sponsorship to enable them to compete at the elite level. Whether the sponsorship is in cash or kind is a matter between the member and the sponsor.

Sponsored players are to abide by the Croquet Queensland dress code. There are obvious limitations on uniforms as any sponsorship must be arranged with and approved by the appropriate club, region, state or national body.

Croquet Queensland has no objections to sponsors logos displayed on white clothing provided the sizes given for team sponsorship are adhered to.

Those sponsored individual players who are also members of Croquet Queensland teams may wear their sponsors’ logos on the right sleeve of team uniform. They are to bear the cost of the printing or embroidery of such logos.

PROCEDURES

All event and project sponsorships must have significant financial commitment from the sponsor to help offset the costs associated with the activity.

All sponsorship relationships involving Croquet Queensland must be identified and recorded for information purposes to encourage a donor-centred approach to revenue generation.

Naming rights associated with any sponsorship must be approved by the Management Committee.

Sponsorship over $500 will be embodied in written contractual agreements between Croquet Association Queensland and the sponsorship partner (See Appendix A).

Code of Conduct

AUTHORIZATION

Croquet Association of Queensland Inc. Management Committee.

Any comments or questions on the Policy should be forwarded to: The Secretary, Croquet Association of Queensland Inc. Ph: 0480 613 711. E-Mail: secretary@croquetqld.org

APPENDIX A. Sponsorship Contracts/Letters of Agreement Guidelines

Sponsorship contracts and letters of agreement involving Croquet Queensland should include the following clauses:

1\. Description of the Sponsorship Alliance: The contract will contain a comprehensive description of the item, project or event around which the sponsorship alliance is constructed, including a list of obligations for both parties. Obligations of the parties in market research or sponsorship analysis will be explicitly itemised in the contract. (See also item 7 below.)

2\. Terms of Agreement: the dates for commencement and conclusion of sponsorship alliances are in the contract.

3\. Key Personnel: The contract will include the names of the individuals from both parties primarily responsible for the sponsorship.

4\. Limitations on and Approval of the Use of the Croquet Queensland’s Name: The following clause limits the use of our name by the sponsor in its own internal and external promotion and advertising as per the negotiated arrangements: "Neither party, in any situation, whether within or outside the parameters of the sponsorship, shall be deemed to be the spokesperson for, or the representative, of the other party." The accepted use of Croquet Queensland's word mark, logo or crest must be included in all contracts and agreements.

5\. Exclusivity: Croquet Association Queensland may wish to offer outright or industry exclusivity to a sponsor or the sponsor may request such exclusivity within the sponsorship alliance. “Croquet Association of Queensland Inc agrees that [Name of Sponsor] shall be the sole and exclusive sponsor of [Name of Initiative] for the term of this agreement."

6\. Financial Terms and Schedule of Payments: The total value and payment schedule of the sponsorship agreement between the parties is stated in the contract.

7\. Obligations of the Parties to Each Other: The obligations of the parties are dependent upon the form of the alliance and will be determined on an individual basis. Responsibility for any market research or program or evaluation duties, reporting, and approvals is stated in the contract, along with specific criteria and methodologies for the evaluation of the sponsorship.

8\. Breach of Contract: The contract should stipulate what shall occur in the case of a breach of contract; for example: “Prior to initiating formal notification of breach of contract, the parties will undertake all appropriate and reasonable efforts to resolve the matter. Should these efforts not prove successful within a reasonable time, either party may notify the other of breach of contract in writing. Such notification will require rectification within 14 days or the non-breaching party may terminate the contract by written notice

9\. Right to Discontinue the Sponsored Program or Event: The contract shall ensure Croquet Queensland reserves the right to cancel the sponsorship should circumstances dictate; for example: “When circumstances beyond the control of The Croquet Association of Queensland Inc. force the cancellation or substitution of a sponsored event or project, The Association reserves the right to cancel without finding itself financially liable or in breach of contract.” If Croquet Queensland were entitled to retain any sponsorship funds already paid, then this is to be stated in the contract.

10\. Right to Cancel Sponsorship for Reputational Reasons: The contract shall ensure Croquet Queensland reserves the right to cancel the sponsorship if matters occurring or becoming known after the signing of the contract make it, in Croquet Queensland’s reasonable opinion, that the continued association of the sponsor with Croquet Queensland may cause Croquet Queensland to become subject to criticism or otherwise held in disrepute.