Purpose of the Sponsorship Program
The purpose of The Solivita Smashers Sponsorship Program is to establish and nurture mutually beneficial partnerships that enhance the resources, visibility, and growth of our club and events. By offering tailored sponsorship opportunities, the program aims to:
- Generate Financial Support: Secure funding to help cover the costs of tournaments, equipment, facilities, and club initiatives, reducing the financial burden on members and ensuring the highest quality experience.
- Enhance Club and Community Engagement: Connect local businesses and organizations with the Solivita Smashers’ community, fostering relationships that strengthen community ties and support our mission.
- Enhance Sponsor Visibility and Growth: Provide sponsors with meaningful exposure to club members, event attendees, and the broader Solivita community.
- Elevate Event Experiences: Enrich the overall quality of tournaments and events through sponsor contributions such as prizes, services, and products, enhancing the experience for players and spectators alike.
This sponsorship program is designed to acknowledge both our valued sponsors and the Solivita Smashers, creating a collaborative foundation for ongoing support and shared success.
Sponsorship Opportunities
Gold Sponsor – $1,500
- Recognition as a GOLD Sponsor during Opening Ceremonies at all Smashers tournaments.
- The opportunity to speak during Opening Ceremonies at Smashers tournaments.
- Display a Sponsor-provided banner at tournament venues and outdoor Club events.
- Vendor table at tournaments and outdoor Club events, allowing direct engagement with participants. Sponsor provides table, tent, swag, etc.
- Inclusion of Sponsor name and logo in The Club’s newsletter to participants.
- Sponsor’s logo on Smashers branded items (such as hats, tumblers, or t-shirts) if provided.
- Inclusion on the Club’s website and social media, with a direct link to the sponsor’s homepage.
Silver Sponsor – $1,000
- Recognition as a SILVER Sponsor during Opening Ceremonies at all Smashers tournaments.
- Display a Sponsor-provided banner at tournament venues and outdoor Club events.
- Inclusion of Sponsor name and logo in The Club’s newsletter to participants.
- Sponsor’s logo on Smashers branded items (such as hats, tumblers, or t-shirts) if provided.
- Inclusion on the Club’s website and social media, with a direct link to the sponsor’s homepage.
Bronze Sponsor – $500
- Recognition as a BRONZE Sponsor during Opening Ceremonies at all Smashers tournaments.
- Display of a Sponsor-provided banner at tournament venues and outdoor Club events.
- Inclusion on the Club’s website and social media, with a direct link to the sponsor’s homepage.
Small Solivita-Based Business Sponsor – $100
- Featured on the Club’s website under the Small Business Category
Event/Tournament Sponsor – Fee Varies
- Recognition as the EVENT Sponsor during Opening Ceremonies.
- The opportunity to speak during Opening Ceremonies at the Tournament or Event
- Display a Sponsor-provided banner at tournament venue or outdoor event.
- Vendor table at tournament or outdoor Club events, allowing direct engagement with participants. The Club will provide a table and tent.
- Inclusion of Sponsor name and logo in tournament and event registration forms and e-blasts to participants.
- Must donate a raffle gift
Travel Team Sponsor – Fee Varies
- Recognition as the Team Sponsor at all Travel Team events and games
- Featured on the Club’s website as the Travel Team Sponsor
- Inclusion of Sponsor name and logo on event registration forms and e-blasts to participants for Travel Team Events.
- Sponsor’s logo on Smashers Travel Team t-shirts.
- Sponsor Logo on Solivita Smashers Pickleball Club Travel Team Banner
Sponsorship Program Procedures
Sponsorship Director Responsibilities
The Sponsorship Director is responsible for:
- Coordinating with the Smashers Board on sponsorship Opportunities, policy updates, event scheduling, and communications.
- Reviewing sponsor-provided materials to ensure alignment with club standards and communicating necessary adjustments to sponsors.
- Working with sponsors to customize packages, as needed, within sponsorship level guidelines.
- Completes and provides an IRS Form W9, Request for Taxpayer Identification Number and Certification if sponsorship is over $600.
- Tracking sponsorship terms and renewals, and communicates renewal options at the end of each term.
- Ensuring sponsors have a current Avatar Properties/Castle Group Licensee Agreement on file.
- Completion and execution of the Solivita Smashes Pickleball Club Inc., Sponsorship Agreement with the Sponsor on behalf of The Club. Ensures that each Sponsor executes a formal Sponsorship Agreement prior to the start of their sponsorship term, clearly outlining the terms and obligations associated with their sponsorship level.
- Acting as the primary contact for all sponsors, providing regular updates and ensuring sponsor needs are addressed.
Sponsorship Agreement
All sponsorships with the Solivita Smashers Pickleball Club require a completed Sponsorship Agreement, which includes:
- A 12-month sponsorship period beginning on the start date specified in the Sponsor Agreement.
- Option for sponsors to renew or cancel their sponsorship at the end of the period.
- Selection of the sponsorship level as outlined in the Solivita Smashers Pickleball Club Sponsorship Opportunities list.
- An IRS Form W9, Request for Taxpayer Identification Number and Certification
- A certification that the Sponsors License Agreement with Avatar Properties/Castle Group is valid and current for the entire term of the sponsorship agreement.
- An updated Sponsorship Agreement is required for any sponsorship renewal.
- Contact information for the Sponsor and their designated representative(s), including phone number, address, and email address.
- A copy of the completed Sponsorship Agreement is filed with the Smashers Secretary.
Fund Allocation
The Solivita Smashers Pickleball Club Inc., is a Not-for-Profit 501(c)(7) organization and will allocate all sponsorship funds to benefit the club in areas including event organization, facility improvements, tournaments, and enhancing the overall pickleball experience.
- All sponsorship funds are accounted for separately from club membership funds.
- An IRS Form W-9 Request for Taxpayer Identification Number and Certification will be provided to all Sponsors in accordance with IRS Regulations and a copy will be included with The Club Sponsorship Agreement and filed with The Club Secretary.
- All funds collected shall be provided to The Solivita Smashers Treasurer and deposited in a timely fashion into The Club bank account.
Sponsor Contact and Participation
The Smashers Sponsorship Director will reach out to sponsors approximately 30 days before each event or tournament to confirm their participation and gather any specific needs. The Sponsorship Director will coordinate with sponsors to ensure all banners and other branded materials are submitted on time and meet club standards.
Sponsorship Levels and Customization
The Solivita Smashers offer several sponsorship levels: Gold, Silver, Bronze, Event, Team and Small Solivita-Based Business. (See Solivita Smashers Pickleball Club Sponsorship Opportunities) These levels provide general guidelines on opportunities, and some packages may be customized to align with a Sponsor’s goals, subject to approval by the Smashers Board.
Sponsor Materials
Sponsors must provide logos and any required banners, not to exceed ‘4 x ‘6, for use on physical displays, the Smashers website, and in email communications. The Sponsorship Director and Smashers Board will review all materials to ensure they meet club standards.
Banner Display Guidelines
Sponsors may display banners (maximum size: 4 x 6 feet) at Solivita Smashers Pickleball Club events held at designated locations, including Freedom Park and/or the Palms, as follows:
- Banners may be displayed up to three days before an event and must be removed within two days after, in accordance with Castle Group policies.
- The Sponsorship Director will notify sponsors of any policy changes or event rescheduling due to weather.
Review and Amendments
This Standing Rule will be reviewed annually by the Smashers Board to ensure its effectiveness and updated as needed.
Implementation
This Standing Rule is effective on the date specified below and will be communicated to all club members, sponsors, and relevant stakeholders.
Approved by the Smashers Board on October 16, 2023. Amended November 14, 2024.
Effective Date: November 14, 2024