Hi All

Not sure where to post this, so here it is. For those of you that have participated in any events, I have some questions. We have an event during the spring here, which draws over 200,000 people.  That is alot of people to me, but maybe it isn't. Whatever! So, I started to think how cool would it be to set up a tent at this event and hand out cards, get some post cards for people to sign for the troops, information on the site, that sort of thing.  So, I went to the web site for the event, found out how much a tent was, and all that, and find out that if we are a not for profit, we have to have a Florida version of the tax exempt form. Anyone have experience with that type of thing? I have emailed Marty, but of course I expect him to be a tad busy, so thought I would see what you experts might think. Anyone had to fil out forms and stuff for any of the events? Any information or tips would be helpful.

Thanks

Heidi

Heidi,

If you can get Marty to send you a copy of his IRS 501(c)3 designation as a non-profit organization for tax purposes, then that should be good enough. 

Sounds like you will have quite an impact if the turnout is 200,000 people!  Good luck and best regards.

I am going to call the event organizers and find out what is what and then try to get Marty. I want my ducks in a row since I haven't gotten a reply from him yet. Next time I will have a coherent email for him!!

Thanks

Heidi

Hello again!

Well, the time is drawing near. We are sending in the registration form within the next two weeks, and I would like to place a notice here for anyone that might be in the Tallahassee area, or South Georgia, (or wherever!) that might like to lend a hand; come by and say hello; share insights with us; sit at the booth for a while; donate blank cards...well, you get the picture. So far there is just the two of us, and we would love some company!

Sprintime Tallahassee is taking place March 28, 2009

Thanks

Heidi

Good Luck!

This sounds really exciting. I'm sure it will be a lot of fun, and a lot of work. Wish I was close enough to come help. I had a booth at a much smaller event and got about 200 cards signed. It was great to see how many people wanted to send their support. I'm sure it will be a great experience for you and for a good cause. Let us know how things go.

Supporting you from afar,

Kathy

I suspect that if they are asking you about the organization's Tax Exempt form, they are referring to the fee to aquire the booth/table/tent, meaning they will not charge sales tax on the rental of the booth to a non-profit.  However, Anysoldier would have to be cutting the check (or reimbursing you) for the rental fee in order for use of the tax exempt form to really be legal.  AnySoldier is Tax Exempt, not you.

If they are referring to your desire to possibly raise funds at the tent, it may be required in FL that the organization registers with the state attorney general's office in order to solicit for donations within the state (I fund raise in NJ, and am not sure about other states' regs).  You can clarify this with your contact person for the event, hopefully they don't bother to put you through that, when they learn that you are not an official rep of the organization, but if they're strict, they may require that you have to be?  I don't know!  Hopefully they'll just let you spread the word and put out a donation bucket!!!

I *think* that all the "Official stuff" is out of the way. I have recieved what Anysoldier could send me as far as 501(c) stuff, and have talked on the phone 3 times to the event staff, so I think as long as we get accepted to be in the event, we are home free. Had to wait till I got paid to send in the application fee-nothing was said that the payment had to come from the company. The event staff knows we are just setting up an information booth, not selling anything, just handing out information and giving people a chance to sign cards, do a video greeting, see what a care package looks like packed up and what kinds of things are sent in general. Just information. 

We just wanted to invite folks that might be near or in Tallahassee to stop in, participate, give words of advice, tell us we have bitten off more that we can chew...hahah! Whatever. We will not know for sure until February if we get to participate.

I like to get things done early though.  

thanks for the info, will keep it in mind!!!

Heidi

Good luck Heidi, you could get a lot of new supporters for AS and our troops.  Maybe they will let you put out a donation bucket?   You'd be surprised how many people will drop in $ sometimes $5, sometimes even $20's.  And WOW to have such a big crowd, that would be fantastic.  Our whole town is only about 12,000!  LOL   Sometimes you can get guys from recruiting offices to come to things like that, or the Nat'l Guard.  Having those guys there in uniform does wonders!  And they are so sweet and polite!     Have fun,     Anita

Hi Anita

The population just about doubles for the event! I haven't seen that many people in place before. It is quite an awesome sight! That is a great idea about inviting recruiters to stop by! I just assumed they would have tents there, but they might not, or have someone that might want to stop by anyway! I will look into that. THanks!

Heidi

Heidi, that's awesome!  It's going to be amazing!!!

I just sent in the application, so now we wait. If they say no, there is always next year! And, like my partner in all this says, we might end up at Mule Days up in Calvary, Georgia, but we will get a tent set up, some time, somewhere!!

Heidi

Yeag- Just got a card in the mail saying we are accepted as a vendor for the Springtime Tallahassee event in March.  Now the planning can begin in earnest. We have some great advise from you guys already, but if anyone has anything to add, let me know!  We can also use some warm bodies if anyone has a wild hair and wants to journey to North Florida.

Thanks

Heidi

Hi Valerie

Thanks for the info! We are planning on having two frb's on display, one with toiletries and one with food.  Also, post cards and note cards for people to send to the troops. The idea was that we would send them to our contacts, but I like the idea about a junkie starter kit. We are having a meeting of the minds soon, when I am hopefully back on my feet after surgery, and I will bring this up. We have purchased a banner for the tent, I have a surplus of flags on sticks that I line my sidewalk and drive with for flag day and the 4th, and I plan on attaching them to the legs of the tent to help draw attention to us. We have cammo table cloths for the tables, and ar putting together a book of still shots of the signup process, photos of our guys, and emails that we have recived back, all contact info removed of course. I plan on putting together a page on the card swaps and the quilting bee that we used to have on here, as things that I have been involved with.  I would also like to point out some of the other special groups that are on here, like movie night for example, and the hospitals as things that people could get involved with. We plan on having a video camera for people to record messages to the troops. This would of course not be to specific people, and would get sent to our contacts that could view the said tapes. We will have the business cards to hand out, pencils for kids, some of the skinny pens, etc. I am trying to come up with stuff we have discussed off the top of my head, but when we get together in a couple of days, we will have it all planned out. Getting excited! and a bit overwhelemd when I think of 200,000 people projected to attend. I have been to two of these events in the past, and they are not overstating the attendence in any way!

Heidi