Gwinnett Relay For Life

Fundraising Program

Gwinnett Relay Online Committee Document v1.1

2007.02.17

Contents

OVERVIEW...................................................................................................................................... 3

PROGRAM REQUIREMENTS / GUIDELINES ............................................................................... 4

EBAY FOR RELAY PROCESS....................................................................................................... 5

Get Set Up as an ACS-South Atlantic Division Direct Seller..................................................... 5 ACS Direct Seller Application ...................................................................................................... 5 One-Time eBay-to-ACS Setup Step............................................................................................ 5

Auction Items on eBay .................................................................................................................. 6 Auction Setup .............................................................................................................................. 6 Auction Operation / Closeout....................................................................................................... 6

Assemble Donations / Deliver to the ACS................................................................................... 6 Donating eBay Monies to the ACS.............................................................................................. 6 Direct Seller Account Shutdown .................................................................................................. 7

PROGRAM FREQUENTLY ASKED QUESTIONS......................................................................... 7

SUMMARY....................................................................................................................................... 8

APPENDIX 1. ONE-TIME DIRECT SELLER SETUP PROCESS ................................................. 9 Enable the Non-Profit Donation Section...................................................................................... 9 Specify Selling Format (Price, Non-Profit and Payment Options)............................................. 10 Selecting ACS as Your Non-profit the First Time...................................................................... 11 Completing Direct-Seller Setup with MissionFish and eBay Giving Works............................... 12 Completing Donation Options within your first “nonprofit” auction. ........................................... 15

Overview The eBay for Relay program is designed to provide all Relay For Life teams an opportunity to raise additional funds through selling donated goods online via the eBay auction service. eBay actually will waive the normal selling fees in the name of charity if you donate the sales proceeds to a registered charity. The American Cancer Society is one of the registered charities. The following sections will provide greater details how to get set up or directly connected to the American Cancer Society, run “Relay-based” auctions, and most importantly raise additional funds for the ACS. This program is very beneficial to Relay for a number of reasons.

• eBay has been proved for years as an effective way to raise money

• this program may be used as a way to recruit members to your team (combined attraction of eBay fun while helping the ACS)

• the eBay for Relay auctions are exempt from normal eBay transaction fees, increasing the amount of money to the ACS

The eBay for Relay process is very similar to normal selling on eBay after you are set up to “sell for the ACS.” The following basic steps are required:

1. Direct Seller Setup (simple application online) 2. Run charity-based auctions on eBay linked to ACS (check a box), collecting money in

your eBay account 3. Donate total monies to the ACS one time, preferably at or near your Relay event

EBay sellers are virtually everywhere, just ask your friends and team-mates! Hope to see you selling online! Important Note: The process of selling online via auctions, while not extremely difficult, does require certain computer skills and an understanding of online auctions. It is not recommended that this program be attempted by those without eBay selling experience, rather, that interested teams would either have or recruit team members with experience.

Program Requirements / Guidelines The following requirements and guidelines are necessary for participation in the eBay for Relay program:

1) Interested teams must apply for eBay for Relay “Direct Seller” account. An interested team must have a team member with basic eBay selling experience whose account will be used as the “selling” account for the team.

2) Auctions created by the team must be configured to donate 100% of proceeds to the ACS.

3) Each team is responsible for tracking their ACS Relay auction sales and contributing these monies to Relay at the end of the season. The ACS will have breakout reporting on each Direct Seller for verification purposes.

eBay for Relay Process The eBay for Relay process requires a few simple steps in order to ensure that raised monies are received and credited to the appropriate teams

1) Set up Direct Selling Account 2) Sell Items on eBay 3) Contribute Collected Proceeds to your Relay For Life event

While

Get Set Up as an ACS-South Atlantic Division Direct Seller

This is a critical step in this program in order to maximize the amount of money returned to the ACS and have it tracked for proper assignment to each team.

ACS Direct Seller Application

Each interested team is responsible for applying for a “Direct Seller” account. This is accomplished by completing the online application (see link below). Direct Seller Application – Gwinnett

http://www.acsevents.org/ebaysellerapplication

Kim Crook will contact applicant when application is approved and the Direct Selling account has been created. It is important that you have the Direct Seller account in place before creating your auctions.

One-Time eBay-to-ACS Setup Step

During the setup of your first auction as an ACS Direct Seller, there are a few additional confirmation steps you will prompted through to verify that you are in fact listed with the ACS through the eBay Giving Works / MissionFish system.

The process is very self explanatory and will only be required on the first auction.

Auction Items on eBay

Auction Setup

Running auctions as a Direct Seller for ACS is very similar to running normal auctions. There is one point during the auction setup where you will stipulate that the auction proceeds should to go to American Cancer Society – South Atlantic Division. This must be checked and the donation amount should ALWAYS be 100% of sales price. Be sure to select American Cancer Society – South Atlantic Division and not just American Cancer Society to ensure proper routing of auction proceeds and reporting. Shipping is handled as is with any normal auction, you stipulate shipping, and that money is returned to you, the seller, and independent of the donation. Important note: When processing charity-based auctions, eBay only credits the insertion and final value fees back to the seller. This does not include “reserve fees” and “optional feature fees” such as BOLD LISTING, photos, or any other premium listing services. Sellers, please do not elect any of these services as a part of ACS-based auctions.

Auction Operation / Closeout

Running auctions as a Direct Seller for ACS is very similar to running normal auctions. There are many different ways to receive funds with eBay’s system such as PayPal, credit cards, etc. Rather than stipulating the method of selling and funds collection, we will simply make the statement that you, as a Direct Seller for the ACS, must track all monies raised in the name of the ACS and ensure they ultimately reach the Relay For Life in a timely manner (covered in the next section). Important Note: There is a substantial delay in eBay fees processing back to the selling account, sometimes up to 6 weeks. For this reason, it is recommended to auction as much as possible early in the season, so monies may be donated once at the end of the season including all fees to be credited.

Assemble Donations / Deliver to the ACS The proceeds from your ACS-based auctions will be accumulated in the same fashion as monies from your other auctions. Whatever operational methods each seller uses, they are responsible for tracking the monies collected in the name of ACS-based auctions. eBay only keeps auction records for 90 days, so tracking is critical to delivering the accurate amount of money to the ACS.

Donating eBay Monies to the ACS

It is the ACS’s preference for each team to make a donation at the end of the season at the time of the Relay For Life event. If at the time of the Relay event there are outstanding fees to be credited by eBay, do not execute any further auctions, wait for the fees to be credited, and then make a second and final donation after the Relay For Life event.

Direct Seller Account Shutdown

All Direct Seller accounts used for this program will be deleted on 9/1/2007. This should provide ample time to resolve any outstanding fees credits from eBay and make a final donation to the Relay.

Program Frequently Asked Questions If there are any aspects of this program that seem unclear, the questions and answers below may clarify how the program operates.

• How does ACS get the money from my auction? - the money is credited to the seller in whatever mode of payment you use and then it is your responsibility to make sure that they money is given to ACS by making a donation on the Gwinnett Relay for Life website or by writing a check to the Relay for Life of Gwinnett.

• What is the advantage of using a Direct Sellers account? - When you sell an item as a direct seller the item gets a special ribbon icon that indicates that the proceeds of the auction will go to a non-profit organization. Also the person who purchases the product will a get a tax deductible receipt.

• How do I get my shipping costs back? - As a direct seller you will receive all the proceeds from the sale of the item are sent directly to you. Then you can make a donation to ACS and subtract your shipping costs. The reporting that ACS receives does not include the any money that is earmarked in Ebay as being a shipping expense.

• Can anyone be Direct Seller for ACS? - No. You must go through the application process and you must be approved to be a participant of Ebay for Relay. Your approval is dependant on having an excellent Ebay Rating and experience in using Ebay.

• I noticed that I can choose to have the proceeds benefit ACS in any Ebay Auction and not be a Direct Seller. Why do I need to submit an application? - Yes, anyone who chooses to can sell on Ebay to benefit ACS but unless you are a Direct Seller the proceeds of the item you sold will not be applied to your local Relay or your Relay team. If you choose to sell on Ebay without being set up as a Direct Seller of ACS you will still receive the proceeds from the sale of your item but after a certain period of time your credit card will be charged for the proceeds of the sale and that money will be sent directly to ACS.

Summary Overall, the eBay for Relay process is very similar to normal eBay auction processes. The main and critical difference is: in order to operate and be tracked properly by the ACS, each seller must be registered as an ACS-approved Direct Seller. Beyond that, it is just about selling donated goods and getting the monies to the ACS to support the Relay for Life! Happy Selling!

Appendix 1. One-Time Direct Seller Setup Process

Enable the Non-Profit Donation Section

To ensure you have the option for selecting a nonprofit for auction proceeds, you will need to do the following:

1. Start an auction. 2. When you reach the Create Your Listing page, click on the Show/Hide Options icon on

the top right of the screen 3. A small window will pop-up 4. Select the Format icon on the left menu 5. Check the checkbox under Donate a Percentage of Sale 6. Click the Save button

Check this box to enable donation selections within auctions.

Specify Selling Format (Price, Non-Profit and Payment Options)

This is where you will setup American Cancer Society – South Atlantic Division as a nonprofit selection.

Select this entry to set up the American Cancer Society – South Atlantic Division as your nonprofit.

Selecting ACS as Your Non-profit the First Time

1. Search for American Cancer Society in the State of Georgia 2. Scroll down and click on the Select button by the South Atlantic Division entry

Select this button For South Atlantic Division

This search found two entries for American Cancer Society in GA

Enter Search Criteria

Completing Direct-Seller Setup with MissionFish and eBay Giving Works

Read and agree to the terms on the first screen.

On the second screen, complete your contact information and click continue.

On the third screen you receive a confirmation and you may continue on with your listing.

Completing Donation Options within your first “nonprofit” auction.

Read and agree to the terms on the first screen.

Always select 100% as the donated amount.