Sponsorships, Endorsements, and Donations

Scope

This procedure forms part of JIBC’s Sponsorships, Endorsements, and Donations Policy (the “Policy”) and communicates the process by which JIBC will evaluate requests for support. Terms not otherwise defined in this procedure are as defined in the Policy. 

Receipt of Sponsorship, Endorsement, and Donation Requests

Any sponsorship, endorsement or donation request made of JIBC must be reviewed by JIBC’s Vice-President, Brand, Communications & Engagement (VPBCE) or their designate, prior to any commitments being made on behalf of the Institute. A request for review must be made by using the Sponsorship Request form on the intranet.

To complete due diligence, Requests should be made to the VPBCE at least ten (10) business days in advance of commitment date required.

Point of Contact & Communication 

Any JIBC employee, contractor, or Board member who receives a Request is deemed the primary communication contact (“Primary Contact”) for the requesting organization, unless otherwise mutually agreed to with the VPBCE. 

The Primary Contact should advise the organization requesting sponsorship, endorsement, or donations that their request has been submitted for review and a decision will be communicated at the earliest opportunity.

Approval of Requests

The Primary Contact submits Requests to the VPBCE or their designate who will make an initial determination as to its potential suitability, taking into consideration the criteria set forth in the Policy. 

If the VPBCE determines it is appropriate to do so, they will either approve the Request, or refer it to the appropriate parties for further evaluation and approval, in accordance with the following:

Fulfilment of Requests

The Primary Contact is responsible for notifying the requesting organization whether the Request has been approved. 

In cases where the Request is approved, the Primary Contact is responsible for coordinating fulfilment of the sponsorship (e.g., cheque requisition, procurement, and/or transportation of donation, arrangement of services, etc.). 

The VPBCE will maintain records with respect to the evaluation of all sponsorship, endorsement, and donation requests.

Evaluating and Reporting on Sponsorship Activities

The VPBCE will, on an annual basis, report to the Executive through a formal tracking document, with respect to the costs, benefits, and impact of all approved sponsorship, endorsement, and donation requests.

Related Policies and Procedures 

• 2205 Sponsorships, Endorsements, and Donations Policy
• 2201-014 Signing Authority and Contract Review Procedure (for internal use only)

Documents and Forms

• Sponsorship Request Form (Form under development. In the interim email communications@jibc.ca)
• Sponsorship Tracking Document (for internal use only)