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Sun City West Sponsors & Advertising Committee Guidelines

General | Members | Meetings | Responsibilities | Reporting

Billboard Guidelines | Team Guidelines | Tin Cup Guidelines | Webpage Guidelines | Coupon Guidelines


General

The SCW Sponsors & Advertising Committee is a standing committee and is mandated by the SCW Softball Club Bylaws.  The purpose of the SCW Sponsors & Advertising Committee is to maintain communications and documentation regarding agreements between the SCW Softball Club (SCWSC) and it's Sponsors & Advertisers (prospective, current and past). The SCW Sponsors & Advertising Committee will make recommendations to the SCW Softball Club Board for regarding issues surrounding SCW Softball Club Sponsors & Advertisers.

The SCW Sponsors & Advertising Committee was formed to provide consistency and continuity with Sponsors & Advertisers from year to year.  The goal of the S&A Committee is establish and maintain a mutually beneficial relationship with all Sponsors & Advertisers by maintaining consistent standards between all Sponsors and Advertisers.  The SCW Sponsors & Advertising Committee shall maintain a current, single point location repository of all contact and/or agreement documentation.


Members

The SCW Sponsors & Advertising Committee shall consist of a minimum of 3 members. The three mandatory members are the Chairman, SCWSC Finance Manager and a SCW Softball Club Board Member as liaison to the SCW Softball Club Board.  Additional members may be added with the approval of the SCWSC Board.  Additional SCWUC members shall be named in this section of this document along with their assigned duties.  Current members are listed on the Contacts page under SCW Sponsors and Advertising Committee.

  • The Sponsors and Advertising Committee Chairman shall be appointed by the President of the SCWSC with the approval of the SCWSC Board.
  • The SCWSC Finance Manager shall handle all billings and money, and shall provide the Sponsors & Advertisers Committee with the billing status of all Sponsors and Advertisers.
  • The third member of the SCW Sponsors and Advertising Committee shall act as a liaison to the Sponsors & Advertisers. 
  • No additional committee members serve at this time.

Meetings

  1. The Sun City West Sponsors & Advertising Committee shall meet a minimum of twice a year for the purpose of evaluating current procedure and processes.  These meetings shall be called by the Sponsors & Advertisers Committee chairman 30 days prior to each General Membership Meeting.  The three primary members must attend the meeting.  The Sponsors & Advertising Committee Chairman may request one of the SCWSC Auditors and/or current SCWSCC Board Member be in attendance.
  2. Additional meetings may be called at anytime by the Sponsors & Advertising Committee Chairman for development purposes or should related issues arise.

Responsibilities   

  1. To maintain communications and documentation regarding agreements between the SCW Softball Club (SCWSC) and it's Sponsors & Advertisers (prospective, current and past).
  2. The SCW Sponsors & Advertising Committee will make recommendations to the SCW Softball Club Board for regarding issues surrounding SCW Softball Club Sponsors & Advertisers.
  3. The Sponsors and Advertising Committee shall maintain a current database of all Sponsors and Advertisers including contact information and electronic copies of all agreements.
  4. The Sponsors and Advertising Committee shall maintain the Sponsors and Advertisers webpage(s) with current information.  Adding new Sponsors and Advertisers and deleting sponsors who are no longer sponsoring or advertising with SC or SCW.
  5. The Sponsors and Advertising Committee shall report to the SC & SCW Softball Club Boards on the current status of Sponsors and Advertisers with regard to those sponsors and advertisers that are associated with each club.
  6. The Sponsors and Advertising Committee shall be responsible for all communications with Sponsors and Advertisers; to include, but not limited to, their contracted agreement, billings, events, and projects for the benefit of the sponsor, advertiser and club.
  7. The Sponsors and Advertiser Committee is responsible for training any replacement members on all aspects of the Sponsors and Advertiser Committees duties and responsibilities to insure ongoing continuity.

Reporting

An report containing a current status of all Sponsors and Advertisers will be compiled by the Sponsors and Advertisers Committee Chairman presented to the SCWSC Board at each meeting, and to the membership at each General Membership meeting.


Billboard Sponsors Guidelines

Billboard sales are accomplished annually and are displayed on the outfield fence of Liberty Field. The typical contract is for a three year commitment, billed as defined in the contract (typically 1/3 each year). However, special arrangements may be made, but must be part of the contract which is then attached electronically to the sponsors record in the database. Graphics, once approved, are sent to Fast Signs (a sponsor) for production and are applied to the outfield padding by Fast Signs.  Posting of billboards is done by the field manger's team.  No billboards will be ordered or installed until approved by the SCW Sponsors and Advertisers Committee AND the SCW Financial Manager.

  1. Maintain contact information and critical information for current, past and prospective Billboard Sponsors.
  2. Maintain contract information (electronically) about Billboard Sponsors in the SCW database.  Provide the original contract to the SCWSC Financial Manager for archiving.
  3. Maintain database information for each Billboard Sponsors to allow the SCWSC Financial Manager to perform accurate billing in a timely manner.  Insure that delinquent payments are able to be tagged electronically for reporting and follow up.
  4. Maintain a list of prospective billboard sponsors by order of request.  This list is to be used when it becomes necessary to replace or add a billboard sponsor.
  5. Maintain current information on Billboard Sponsors posted to the SCW database.
  6. Maintain current information on Billboard Sponsors are posted to the Billboard Sponsors Webpage .

Team Sponsors Guidelines

  1. The Sponsors and Advertiser Committee shall maintain a current list of team sponsors for the American and National Leagues.
  2. Maintain a 2/3 SCW sponsors and 1/3 Sun City sponsorship ratio as defined in the club bylaws.
  3. Maintain a list of prospective sponsors by order of request.  This list is to be used when it becomes necessary to replace or add a team sponsor.
  4. Maintain Communications with sponsors to insure a positive rapport is maintained.
  5. Work with the American and National league committees to insure timely notifications are made when a sponsor may not be used for a session.
  6. Maintain current information on Team Sponsors are posted to the SCW database.
  7. Maintain current information on Team Sponsors are posted to the Team Sponsors Webpage.

Tin Cup Banners Guidelines

Banner sales are accomplished annually and will be displayed on the fences (inside first) down the first base and third base sides of Liberty Field.  The display time will start at the beginning of the fall session (October) and will continue through to the date of the Tin Cup Golf Tournament (April)

  1. Maintain contact information and critical information for current, past and prospective Tin Cup Banner Sponsors.
  2. Maintain contract information (electronically) about Tin Cup Banner Sponsors in the SCW database.  Provide the original contract to the SCWSC Financial Manager for archiving.
  3. Maintain database information for each Tin Cup Sponsors to allow the SCWSC Financial Manager to perform accurate billing in a timely manner.  Insure that delinquent payments are able to be tagged electronically for reporting and follow up.
  4. Maintain a list of prospective Tin Cup sponsors by order of request.  This list is used annually to contact businesses for new banners and renewal banners.
  5. Maintain current information on Tin Cup Sponsors posted to the SCW database.
  6. Maintain current information on Tin Cup Sponsors are posted to the Tin Cup Sponsors Webpage .

Webpage (Internet) Advertisers Guidelines

Web page advertising is applied to webpages of the www.azsrsoftball.com website.  One advertiser is considered to be the website sponsor and has their information posted on all pages of the website.  The website sponsor is billed annually for their participation and the income is the largest of any of the webpage advertisers. 

The cost of advertising on www.azsrsoftball.com is determined by the number of hits the site (for the website sponsor) or hits to a particular webpage (webpage advertisers).  Hit meters and hit information are provided and posted by the IT Committee when determining what the annual rate will be for both site and webpage advertising on www .azsrsoftball.com.

The website sponsor is always the responsibility of SCW and the income from the website sponsor goes to SCW.  Available webpages may be sold by either SC or SCW and the income from a webpage sponsor will go to which ever club sells the sponsorship for that webpage.

  1. The SCW Sponsors and Advertisers Committee shall maintain all contact information for website and webpage advertisers, current, past and prospective.
  2. Maintain contract information (electronically) in the SCW database. Provide the original contract to the appropriate Financial Manager for the club responsible for the sale of the webpage.
  3. Maintain database information for each webpage sponsor to allow the appropriate Financial Manager to perform accurate billing in a timely manner.  Insure that delinquent payments are able to be tagged electronically for reporting and follow up.
  4. Maintain a list of prospective webpage sponsors by order of request.  This list is used to contact businesses for available webpage sales.
  5. Maintain current information on Website and Webpage Sponsors posted to the SCW database.
  6. Maintain current information on Website and Webpage Sponsors are posted to the appropriate page or pages of www .azsrsoftball.com.

Coupon Advertisers Guidelines

Coupon Advertisements are under development by both the SCW Sponsors and Advertisers Committee and the IT Committee.  Guidelines will be posted as soon as development is completed and COUPON Advertisement is ready to be implemented.