Sponsorship (Millbrook Minor Hockey)

Philosophy & Principles

 The Millbrook District & Minor Hockey Association (MDMHA or the “Association”) has a mission to provide and encourage hockey, stress the fundamentals of good citizenship, and foster competitive sportsmanship for all youth within our boundaries. The MDMHA is successful and thrives because of the dedication and commitment of our Board of Directors, countless volunteers, players and their families, and the broader community.

MDMHA strives to keep hockey as affordable as possible for families, relying primarily on revenue from registration combined with association-level fundraising and sponsorship to help offset rising costs and ensure we are achieving a balanced budget.  Previous examples of Association-level activities that generate much needed revenue include our Peterborough Pete’s Community Game, Halloween Haunt Hockey Tournament, Adult 3-Pitch Baseball Tournament, community raffles and cash calendars, logoed merchandise, player development programs, and community sponsorship.

We rely on all teams, players and their families to participate and contribute wherever they can to these important Association-level initiatives in support and service to all players. To learn more about and/or volunteer for these initiatives, visit our website or connect with the Fundraising Convenor at [email protected].

In addition to these association-level efforts, we realize that individual teams may want and need to raise funds. Whether it’s special equipment, development programs, tournament fees, team apparel, player keepsakes and/or coaching recognition, team-level fundraising bridges financial gaps, ensures success and sustainability, and builds a sense of community, team unity, and shared identity.

This document outlines the Guidelines for Team-Level Fundraising and Sponsorship. We appreciate and thank you for maintaining open communication with our Fundraising Convener as you navigate your season.  It is our goal to balance the priorities and needs of the Association and individual teams, optimize our collective and individual fundraising and sponsorship efforts, and learn from and find fellowship with one another.

Getting Started

 Before you dive into doing any team-level fundraising and/or sponsorship, it is important to:

1. Create a team budget
2. Gauge the energy and interest of your player families
3. Plan and map out your strategy for team-level fundraising and/or sponsorship
4. Connect with and notify the fundraising convenor ([email protected]) to discuss the needs, ideas and questions of/from your team

Creating a Team Budget

Before the start and/or within the first two weeks of the season, the head coach, along with the coaching staff, Team Manager, and Team Treasurer (if applicable), need to create and discuss the team budget and present it to player families at a parent meeting.

At minimum, the budget should outline an estimate of both association-level and team-level expenses and revenue sources for the season. Player families will be expected to meet association-level (i.e., registration) and team-level (variable) expenses.

It is mandatory that player families are informed of the budget and able to ask questions and voice their preferences. Because not all player families may be able attend the parent meeting, consider repeating the parent meeting and following up with all player
families formally and in writing by email after the parent meeting(s).

 Throughout the year, the Team Manager/Treasurer is responsible for maintaining a general ledger (whether you are utilizing an association- or team-level bank account) and providing a final financial report to the association at the end of the season showing all expenses, revenue, and transactions in a clear and transparent way. All team revenue raised through fundraising/sponsorship efforts belong to the team and should be utilized according to budget expenditures. Any surplus revenue generated by the team must be returned to the Association, which will help offset costs relevant to all players (e.g., season-end banquet, etc.).

For more information about the financial budgeting, forecasting, and reporting requirements and to receive a budget template, please connect with [email protected]

Gauging Interest and Energy of Player Families

 In review of the budget, and as part of the parent meeting(s), if there are team-level expenses not otherwise covered by registration, it is important for coaching staff and/or the Team Manager to open and maintain a dialogue with player families about their will, want, energy and ideas to offset these expenses. There is no exact formula to this, but you want to be able to get at family preferences for paying out-of-pocket for expenses versus fundraising for expenses or somewhere in between. Consider team polls and/or voting. If a request is declined without good reason, and a player family would like further explanation and clarification, they can connect with [email protected]. All opportunities should be considered with budget, efficiency and time in mind.

 All team-level fundraising and/or sponsorship efforts must comply with the following purposes. Plans and expectations for related team-level fundraising and/or sponsorship should be determined early in the season and communicated with and agreed upon by
player families.

 Team-Level Fundraising/Sponsorship Purposes

1. Tournament fees (registration, hotel accommodations, bus rental)
2.  Additional ice time (rental, insurance) outside of ice-time provided to the team by the association as part of registration
3.  Team fees for additional development/training, on or off the ice
4.  Exhibition Games (rental, insurance, referees and time-keepers fees)
5.  Specialized team equipment and/or repairs (e.g., pucks, pylons, first aid kits, etc.)
6.  MDMHA logoed or provincial championship apparel (clothing, hats, etc.) for players, team staff and sponsors only and excluding parents and siblings
7.  Team spirit activities (e.g., pizza party), player keepsakes and coaches’ appreciation gifts
8.  Other miscellaneous and nominal team expenses such as printing, mailing, faxes, supplies, website and app fees, and fundraising administration

Planning and Mapping out your Strategy

 Once you have planned out your budget, identified your purposes for fundraising/sponsorship, and understand player family preferences, if your team does decide to create revenue to offset team-level expenses, you should decide on your means to get there. Will you host a fundraiser? Will you seek out team-level sponsors?  Will you do a little of both?

Team-Level Sponsorship

Team-level sponsorship is best thought of as a donation to the team. It is the responsibility of the coaching staff, Team Manager and/or Team Treasurer to:

• Refer to the MDMHA website (see sponsor banner at bottom of home page) before you begin canvassing to ensure that current association-level sponsors are not approached.
• Communicate sponsorship plans and sponsor names to the Fundraising Convenor ([email protected]) and receive approval before approaching any potential sponsors.
• Work with interested sponsors and define the nature of the financial relationship. There should be formal communication and documentation between the Team and the Sponsor to outline the sponsorship amount (typically ranges from $250 to $1,500), what the funds will be specifically used for, and if and how you will represent that sponsor (e.g., logo on a team banner, name plate on jerseys, etc.). Whatever representation method you mutually decide upon, it should be displayed at all regular season and playoff home games, exhibition games, and tournaments. Teams must remain diligent about giving sponsor businesses maximum recognition for their generosity.
• Ensure the revenue generated from sponsorship aligns with the budgetary needs of the team, according to the team budget, is properly documented in the general ledger and is in included in the financial report at the end of the season.

 Teams are responsible for creating and covering the costs of their own sponsor brand collateral (e.g. banner) which should be part of the expenses listed in the general ledger/financial report.

Sponsorship funds must be sent directly to MDMHA.  The Association will pass on the sponsorship money to the team and can provide an official tax receipt upon request.  Ten percent (10%) of the sponsorship funds will be retained by the Association and will be used to help fund the year-end banquet and other initiatives that benefit all members of the Association.

Team-Level Fundraising

Team-level fundraising is best thought of as a community, grassroots campaign.  It is the responsibility of the coaching staff, Team Manager and/or Team Treasurer to:

•  Communicate and discuss fundraising plans with the Fundraising Convenor ([email protected]) to help ensure there are no overlap or conflicts with association-level and/or other team-level fundraising (for example, we don’t want multiple bottle drives on the same weekend). Keeping an open line of communication with the Fundraising Convenor also allows sharing and collaboration across teams.
•  Ensure the revenue generated from fundraising aligns with the budgetary needs of the team, according to the team budget, is properly documented in the general ledger and is in included in the financial report at the end of the season.
•  Ensure the responsibility and duty of all participants in fundraising activities to project a positive image of the team, the MDMHA and the community.
•  Avoid fundraising activities that require an AGCO Lottery License. The AGCO Lottery Licencing rules have recently been reviewed with MDMHA and will be strictly enforced by the township going forward. Due to the many restrictions, the MDMHA will not be permitting teams to run any kind of raffles or 50/50 draws that require a lottery licence. If you are unsure if your fundraiser requires a licence or have any questions, please email the Fundraising Convenor.
• Teams are responsible for covering the incidental costs associated with fundraising which should be part of the expenses listed in the general ledger/financial report.

Some Fundraising Ideas that do not require a Raffle Licence

•  MacGregors Meat & Seafood Ltd.
• North Country Meat & Seafood Fundraising Program
•  Little Caesars Fundraising Program
•  Krispy Cream Donuts
•  Canadian Hockey Moms
•  Flip Give
•  Purdy’s Chocolate
•  Big Box Greeting Cards
•  Bottle Drives
•  Bake Sales

 NOTE: Some fundraisers require a fundraising letter from the association. Please email [email protected].

Connecting with and Notifying the Fundraising Convenor

 As noted throughout this Guideline, it is important to maintain open and regular communication with the Fundraising Convenor ([email protected]) with your plans, ideas and questions about Team-level fundraising and sponsorship. The Fundraising Convenor is connected with the Association-level Treasurer and can help you navigate the process. It is important that we can foster and support both association- and team-level fundraising and sponsorship and work together to ensure the success of our Association.