Corporate Sponsorship Agreements Policy

1. Policy

This policy establishes clear guidelines and expectations for external organisations that sponsor or contribute to Fort Erie Public Library (FEPL) programmes, events, activities, and services. It ensures consistency, compliance, and accountability while protecting the library’s public‑service mandate and reputation.

2. Scope

Applies to all employees, Board Members, volunteers, contractors and any external party entering a sponsorship arrangement with FEPL. It does not apply to:

• Philanthropic gifts or donations;
• Advertising;
• Grants or funds obtained from other levels of government;
• Arrangements where the library sponsors or contributes to external projects of other organizations.

3. Definitions

• Naming Rights - Naming rights refer to a form of sponsorship in which a sponsor receives the right to have a library branch, space, program, collection, or initiative named after them in recognition of a significant contribution. Naming rights require Library Board approval due to their long‑term visibility and impact.
• Philanthropic - Philanthropic refers to voluntary contributions made with charitable intent with no expectation of recognition, benefit, or exchange.
• Sponsor - A sponsor is any external organization, business, or individual that enters an arrangement with FEPL by contributing cash, goods, or services in return for specified recognition or benefits as outlined in an agreement.
• Sponsorship - A sponsorship is a mutually beneficial arrangement in which an external organization provides financial support, products, or services in exchange for agreed‑upon recognition or benefits.

4. Policy statement

General criteria

• Sponsorships must benefit the library by enhancing or promoting approved programs, services, events, or activities.
• Resources received (cash, products, or services) may directly or indirectly support library initiatives.
• Sponsorships must maximize benefits for the library and its users.
• The library will assess the sponsor’s reputation, business nature, and potential impact on the library’s public image.
• Special consideration will be given to sponsorships targeting children (under 13).

Children‑focused sponsorships

Sponsorships for children’s activities, events and programs will not be accepted from companies whose products:

• Cannot be legally sold to children;
• Are inappropriate for children; and/or
• Involve commercial advertising of food and beverages to children.

Benefits & endorsement

• Benefits (e.g., naming rights, public recognition, logo placement) must align with the value of the contribution.
• Sponsors must not gain competitive advantage or preferential treatment beyond the agreement.
• The library will not endorse sponsors or their products/services and may explicitly disclaim endorsement.

Alignment & integrity

• Sponsorships must align with the library’s service mandate, strategic plan, or fundraising priorities.
• Sponsorships must not compromise public service objectives, intellectual freedom, equity of access, or customer confidentiality.
• Sponsors must not influence library policies, practices, or program goals.

Compliance

All sponsorships must comply with relevant library policies (e.g., conflict of interest, procurement). Exceptions require library board approval.

Transparency & access

• The library will ensure a transparent and accountable sponsorship process while respecting sponsor confidentiality during negotiations.
• All suitable external organizations will have access to sponsorship opportunities.
• A formal competitive process is not required, but reasonable efforts will be made to identify multiple potential sponsors.
• Competing bids are not required for third-party-initiated sponsorships.
• General terms of approved sponsorships will be included in a board report and made publicly available.

Approval of sponsorships

Concept approval

The CEO or designate must approve the sponsorship component of a project before solicitation begins.

Final approval

The CEO may approve sponsorships which are valued at $50,000 or less per year, with terms of three years or less.

The Library Board must approve sponsorships exceeding these criteria or involving the naming of library branches, programs, or collections.

Written agreements

• All sponsorships must be documented and signed by authorized representatives of the library, and sponsor.
• Sponsorships over $ 15,000 require a written legal contract which outlines all substantial terms and conditions.

5. Roles and responsibilities

• Board of Directors - oversees compliance, reviews policy updates, and approves exceptional sponsorships.
• CEO - ensures enforcement, provides necessary resources, and approves routine sponsorships (≤ $50,000).
• Management - communicate expectations, monitor adherence, and liaise with sponsors.
• Employees / Volunteers - follow policy guidelines and report any violations.
• Friends of the Fort Erie Public Library - may be consulted on sponsorship opportunities and community outreach when appropriate.

6. Communication

The policy will be distributed to all applicable parties via rise. An updated copy of the policy manual will be located in Sharepoint and at the circulation desk. Updates will be communicated in a timely manner.

7. Anticipated review date

This policy will be reviewed every three years to ensure relevance, effectiveness, and alignment with legal and organisational changes. Next scheduled review: March 2029

8. Related Documents