The Law Enforcement Torch Run has many different events to raise funds for Special Olympics Arizona. Some of these methods are used statewide while other may be used only in certain areas. All of these fund-raising projects help raise much-needed funds for athletes with intellectual disabilities across the State of Arizona that Special Olympics serves. Raising funds for and awareness of Special Olympics is the mission of the Law Enforcement Torch Run.

 

When all is said and done, the main purpose of the Arizona Law Enforcement Torch Run is to raise money and awareness in support of the 9,100 Special Olympians who train and compete year-round in Arizona. There is no cost to the athletes to participate in Special Olympics, and your work makes it possible for the athletes and their families to receive the level of support that they do.

 

All money raised in your county/area will stay in your county/area. You will still mail all money to the SOAZ state office and the money will then be allocated to the areas.

 

The 2009 Torch Run fundraising efforts end on July 31, 2009 at 5:00 p.m.

Please have all contributions and product sales turned in by this date. Any contributions received after this date will be allocated to Torch Run 2010. Product sales received after this date will be counted for 2010.

 

Fundraising Options

Participants can raise money in the following ways. All options count toward each participant’s fundraising total when considering eligibility for incentive awards.

2.	Sell Torch Run products.

3.	Host fundraising events.

4.	Seek sponsorships from local and national businesses.

 

1. Asking for Contributions/Pledges

 

The best way to receive a donation is simply to ask! Ask as many people as you can. Members of a club or group that you belong to are good prospective donors. Remember, you are not asking for yourself, but to provide the opportunity for an athlete with intellectual disabilities to discover his or her potential. More examples of potential donors include asking your local civic organizations to become your sponsor (e.g., Rotary, Elks Lodge, Lions Club, Knights of Columbus).

 

The Torch Run Brochure has been developed to help solicit donations. The brochure contains valuable information and can be used to educate potential supporters.

 

The following procedures apply for the Pledges & Contributions form (available in the manual under the Forms tab):

 

·	Information in the top right corner (Participant’s Name, Participant’s Agency, Agency Coordinator, Mailing Address, and Phone Number) must be completed as it is used to determine incentive award eligibility.

·	Each participant should ensure all contributor information is filled out completely and legibly, particularly for those people who choose to be billed later. Illegible and incomplete addresses translate into lost revenue and inability to send thank you letters.

·

The “Pledge to be Billed” column is to be filled out when the contributor wishes to defer pledge fulfillment to a later date. SOAZ will produce and mail invoices. Pledges that are invoiced will be added to your total after the funds are received. Note that only pledges of $10 or more can be billed. Contributions up to $10 must be collected by the participant.

·	The “Donation Received” column is to be filled out when the contribution is paid at the time of contact. All contributions must be converted to check or money order before submitting them.

·	At no time should both the “Pledge to be Billed” column and “Donation Received” column be filled out simultaneously for a single contributor.

·	Submit the Pledges & Contributions form and contributions received to your Agency Coordinator. Agency Coordinators are to mail the Pledges & Contributions form and contributions received to:

 

Ruth G. Sanchez/LETR

Special Olympics Arizona

1850 N. Central Avenue, Suite 900

Phoenix, AZ 85004

 

·

Always follow your agency guidelines regarding cash transactions. Be sure to keep a copy of all paperwork submitted for your records; Special Olympics Arizona will not be responsible for lost or missing paperwork. All cash transactions must be converted to check or money order prior to being mailed—do not mail cash! Please allow 10 business days from the date mailed for posting.

·	Please do not let revenue get “old.”  Submit checks no later than 30 days after receipt. Donors do not appreciate it when you hold onto a check. At the same time, people move, change banks, and close accounts. Help prevent NSF situations; turn donations in as soon as possible.

 

2. Product Sales

 

One of our mechanisms for raising funds is Torch Run t-shirt and merchandise sales. Money raised from product sales serves to offset administrative costs and increase the donation made each year to Special Olympics Arizona.

 

Product orders will only be accepted from Agency Coordinators and must be submitted online through www.arizonatorchrun.com (see Product Orders/Sales in this section for complete instructions). Coordinators may submit more than one order for their agency at any time prior to June 1, 2009. Orders will be filled and shipped within 2 weeks of being received by the vendor. If you will need your products by a certain date, please plan accordingly. You will not be able to pick up products at the SOAZ office.

 

3. Fundraising Event Process & Ideas

 

Special events are a great way to raise money and community awareness for Special Olympics Arizona. Throughout the world, law enforcement individuals and agencies have been amazingly creative in organizing fundraising events under the umbrella of the Torch Run. In most states, raising money for the Law Enforcement Torch Run® for Special Olympics is a year-round process.

 

Fundraising Event Notification

 

The Torch Run Council and Special Olympics Arizona require that organizers of special events submit a Fundraising Event Notification form (available under the Forms tab) to:

 

Ruth G. Sanchez/LETR

Special Olympics Arizona

1850 N. Central Avenue, Suite 900

Phoenix, AZ 85004

 

Fundraising Event Notification forms must be submitted at least two months prior to the event date if no funding is being requested. However, if you are planning a special event requiring funding of any expenses, you must submit a proposal to the Torch Run Council at least three months prior to the event. The proposal should include an outline of expenses as well as an estimate of total event proceeds. Before any expenses will be paid, they must be pre-approved by the Torch Run Council. Funds will be approved on a first-reviewed/first-approved process. It is critical that you submit your Fundraising Event Notification form as early as possible.

 

Failure to submit a form in a timely manner may result in funds not being released in time for your event. And if the form is not submitted and the event approved by the Torch Run Council, you may be responsible for the expenses incurred and/or not be protected against personal liability in the event of an accident or injury to an event participant.

 

A copy of the form will be maintained at the Special Olympics Arizona office. This is extremely important because the public and potential sponsors routinely call charitable organizations to confirm fundraising activities. It also protects you against personal liability in the event of an accident or injury to an event participant.

 

Fundraising Event Ideas From Around The World1

 

Here are just a few of the examples of the special events conducted each year. Many of the events have been held annually for many years, while others are brand new. Some may not be practical in Arizona, but will give you an example of how far you can go!