Scope of Services
The primary responsibilities of the Contractor are as follows (but not limited to):
Revenue Generation
Contractor should expect to spend approximately 75% of their time on
revenue generation by recruiting participants and teams, sponsorship sales, and in-kind
budget relief, with the following goals and objectives:
1. Registrations and peer-to-peer fundraising
Increase number of teams registered in local market to 200 teams
Increase number of participants registered in local market to 1500 participants
Increase funds raised through registrations and peer-to-peer fundraising in local market to $300,000
Increase the average amount generated by each participant in local market
2. Sponsorships
Generate local sponsorship (defined as sponsors that only participate in one market versus statewide sponsors who participate in all Plunges) revenue through renewals, upsells, and new partnerships to $40,000 in sponsorships
Sponsorships need to align with approved pricing and benefits set by the Company
Corporate sponsors must be compliant with the payment terms to receive agreed upon benefits
Hard costs associated with or incurred because of a sponsorship need to be approved by Company
Contractor must provide timely and accurate communication regarding sponsorship deliverables to Company and sponsor representatives
3. Total campaign revenue goal (registrations + peer-to-peer fundraising + sponsorships) will be $340,000 (an increase from $191,691 for the 2020 Virtual Polar Plunge)
4. Use reporting using tools required by Special Olympics Oregon
Community Impact & Polar Plunge Committee
Contractor will act as a representative of Company and the Polar Plunge brand in the local market, which should consume about 15% of their time, through the following activities:
Recruit, manage, and grow volunteer fundraising committee comprised of community leaders by 2 people
Promote Special Olympics Oregon and the Polar Plunge brand in the local market by creating local media partnerships, engaging local businesses, and through local social and digital media promotions
Engage local business and government leaders to solicit their support in promoting or actively participating in Polar Plunge
Recruit day of event volunteers, with help of Company’s volunteer coordinator
Ensure timely and accurate communication is provided to all stakeholders
Attend all Plunge events including committee meetings, pre-event registration, and the Polar Plunge event
Logistics
Working alongside Hood to Coast to coordinate and manage the execution of all
aspects of the event, which should consume about 10% of the time and would include but not
be limited to:
Operations, participant registration, event check-in, and vendor partnerships:
Venue agreements and permits
Vendor contracts and scheduling
Execution of sponsorship deliverables per agreements
Pre-event check-in
Venue layout that best serves crowd management and attendee experience
Manage post-event tasks, including but not limited to:
Scheduling and attending post-event wrap-up meeting
Managing budget
Wrapping up all communication with committee, vendors, and sponsors
Thank you notes written to sponsors, team captains, highest fundraisers,
vendors, and committee members
Fees, Compensation, and Terms
Contract term: August 1, 2020 – March 31, 2021
Contractor will be paid $750 monthly fee during this term
Prior to August 1, 2020:
Contractor may perform work that is pre-approved by Company, not to exceed 10 hours per week
Contractor will be paid $25/hour for work performed out of the contract term
Bonus for sponsorships sold
New sponsorship bonus: New sponsorship is defined as a partner that has never sponsored Special Olympics Oregon or has had a 3-year lapse in engagement. Contractor will receive a 10% bonus for new net sponsorship revenue in year one of the contract
Multi-year sponsor contract: will be paid a 10% bonus on each year of the contract, based on the net revenue
Contractor must be under contract with Company to receive bonus in consecutive years
Bonus for multi-year contracts will be paid in addition to bonus on new business sold
Bonus will be paid at end of Contractor term
Expense Reimbursement
Attached to and by reference made a part of Independent Contractor Agreement between Contractor and Company “SOOR”
Expense Reimbursement Policy
The following are expenses that will be reimbursed by the Company:
Office supplies, copies, postage, and shipping
Documented business mileage will be reimbursed at .56 cents per mile
Entertainment of prospective event supporters or participants, within budget constraints and reasonable customary non-profit standards (requires approval)
Invoicing and Expense Reimbursement Process
The process for submitting invoices and expense reimbursements is as follows:
Contractor will submit invoices on or about the last day of each month for payment as described below
Contractor will be paid within fourteen (14) business days of the invoice date for services rendered
Expense reports should be submitted to Company for approval, on a monthly or semi-monthly basis
Expense reimbursements will be made within ten (10) calendar days of receipt
No taxes or deductions are taken out of these payments
Contractor will receive a copy of IRS form 1099-MISC in a timely manner (on or before the
last day of January following the year of engagement)
Contractor to provide a current W-9