Affiliates are select non-profit organizations that wish to help promote flag sales for the Field of Honor®. Approved Affiliates receive a portion of the proceeds for their fundraising efforts based on the number of flags sold through your organization. Your school club, church, or non-profit organization can become an “Affiliate” through which people can order flags and your organization shares in the revenue as a fundraiser.
NOTE: All previous affiliates must re-apply for 2021!
Affiliate Agreement for Field of Honor® Flag Sales
This agreement is between the Rotary Club of Georgetown TX Foundation Field of Honor® Committee (Host) and the below-named Affiliate, as an Affiliate Fund Raising Group (AFRG).
The AFRG has the permission of the Host to promote flag sales (for $40 per flag, plus $10.00 shipping if desired by the purchaser) on behalf of the Host from July 1, 2021, through Nov 13, 2021, for the 2021 Georgetown Field of Honor® (FOH).
The AFRG will actively promote flag sales for $40.00 each, both electronically and with paper order forms. The Host will donate a portion of the proceeds per flag sold by the AFRG to the AFRG within 30 days of the completion of the 2021 Field of Honor® event and reconciliation of funds received.
II. A portion of the flag sales proceeds will be donated by the Host to the AFRG. The amount donated to the AFRG will depend on the total number of flags sold by the AFRG by November 13, 2021, and received by the Host no later than November 13, 2021. The per-flag donation to the AFRG by the Host will be paid only for flag sales and not for any supplemental donations. The payout scale is as follows:
AFRG Affiliate Payout Scale
Payout per Flag sold
1 to 10 flags – $8
11 to 25 – $10
26 to 50 – $12
50+ – $15
III. An AFRG that provides a total of 20 hours (or more) of qualified volunteer time at the Field of Honor® between November 5, 2021 and November 14, 2021 will receive an additional two dollars per flag on the payout rate as specified in the payout scale in section II. Volunteer time is offered as available and will be scheduled through the electronic tool provided by the Rotary FOH Volunteer Chair by November 1, 2021. The Volunteer Chair will track and verify service rendered on the day(s) that volunteer services are provided. Details of the signup process will be provided to the AFRG prior to September 1, 2021. Volunteer time is not included for attending committee meetings.
IV. AFRGs that have participated in recent Field of Honor® events can further increase their fundraising totals by retrieving flags for reposting from individuals that previously purchased flag(s) through the AFRG. The flag(s) must be in perfect condition on their pole(s) along with the dedication tags from the year (last flown at the FOH. The AFRG must collect the $20.00 reposting fee and deliver the complete flag assembly, dedication tag, and reposting fees for each flag on November 6 between 9:00 a.m. and 7:00 p.m. The HOST will provide the AFRG two dollars per repost flag that is in perfect condition that is brought to the field with payment at the designated time. Payment to the AFRG will be made following the week’s event.
V. In addition to providing the opportunity to raise funds, the Host will provide materials, training, and reports to support flag sales by the AFRG. In return, the AFRG will commit to a minimum of five flag orders ($200), whether online, paper, or both, and submitted by November 13, 2021. If no flag orders have been secured by 11/13/21, the AFRG agrees to purchase the minimum order of 5 flags, or to donate $200 to the Host, and will submit the check to the Rotary Club of Georgetown Foundation (with flag dedications if the AFRG wishes to do so) by November 13, 2021.
VI. The AFRG organization name will be added to the FOH website list of Affiliates upon receipt of at least 5 flag orders. The AFRG name and will also be listed in the FOH Keepsake Program and will be acknowledged on the Affiliate banner at the FOH if the minimum of five flags have been sold by the ARFG and payment has been received by the printing deadline of October 15, 2021.
VII. The top three Affiliates will be invited to attend a Rotary lunch meeting after the 2021 holidays to be recognized and given the opportunity to speak about their organization, and will be included in a final press release as a top FOH Affiliate.
VIII. Upon receipt of a signed AFRG Agreement, the Host will provide the AFRG with the following support materials to assist the AFRG with their sale efforts:
• A dedicated AFRG URL (link) to the FOH website for the AFRG to use on their website, and other materials to promote online flag sales. When the AFRG URL is used to purchase a flag, the system will automatically add the purchase to credit the AFRG through whom it was purchased and will count toward the total number of flags sold by the AFRG.
• An electronic, printer-ready version of the Field of Honor® brochure (so the AFRG can print color copies as needed). Printing must be in color on at least 24 lb. paper.
• A supply of up to 50 pre-printed Field of Honor® tri-fold brochures (with paper order form included) can be requested and picked up by arrangement with the Host committee chair, Nicholas Leschke.
• An electronic, printer-ready version of the Multi-flag order forms for groups or individuals that want to purchase multiple flags on one order form. The AFRG can print copies as needed.
• Posters will be provided upon availability as requested by the AFRG.
VIII. In addition to providing the opportunity to raise funds, the Host will provide materials, training, and reports to support flag sales by the AFRG. In return, the AFRG will commit to a minimum of five flag orders ($200), whether online, paper, or both, and submitted by November 1, 2021. If no flag orders have been secured by 11/1/21, the AFRG agrees to purchase the minimum order of 5 flags and will submit the check to the Rotary Club of Georgetown Foundation (with flag dedications if the AFRG wishes to do so) by November 5, 2021.
IX. The AFRG will designate a member of their organization to manage the receipts and process the paper flag orders with dedications, and forward them monthly to the Host as provided in the procedures on page 3.
X. The AFRG is highly encouraged to use the aforementioned dedicated link in their efforts to promote flag sales to prospective flag buyers to ensure proper credit is given to the AFRG. The AFRG is also allowed and encouraged to place the URL on their website with appropriate language that encourages visitors to their website to support them through flag purchases. If a buyer goes directly to the Georgetown TX Field of Honor website – www.GeorgetownTXFieldOfHonor.org – and orders a flag or flags, the buyer must check the AFRG organization name under “Affiliate Sales” at the time of the online checkout process to receive Affiliate credit for the purchase. Note: Flag sales cannot be retroactively credited to the AFRG. No credit can be
given to the AFRG if the purchaser fails to mark the AFRG name.
XI. Upon request, the Host will send monthly reports to the AFRG of online orders received.
XII. All properly completed paper orders, Order Summary sheets, and funds must be received by the Host monthly by the 5th of each month for the prior month in which orders were placed. The Affiliate name must be marked on paper orders at the bottom of the form when submitting them each month to ensure proper credit and handling of the orders. The AFRG must not hold all flag orders to the end date as dedication tags must be made in advance to put on the flags and data entries for tracking purposes must also be made.
XIII. It is the responsibility of the AFRG to ensure that the information provided on each electronic/paper order form is legible and complete (especially purchasers paying by credit card). Orders will be returned to the AFRG for resolution for any declined credit card transactions or returned checks for paper orders, or for forms that are not readily legible. The HOST will not be responsible for contacting the purchaser to resolve these types of issues, and credit for the orders will not be given until resolution of the issue(s) is satisfied.
XIV. All FOH flags will be set up on November 5, 2021, at San Gabriel Park Activity Field on Chamber Way, and will remain on display through November 14, 2021. Dedication tags for orders that have been received and created prior to the set-up day will be attached on November 5. The AFRG will encourage purchasers to pick up their flags at the Activity Field in San Gabriel Park on Sunday, November 14, 2021 between 9:00 AM and 5:00 PM. Flags not picked up by 5:00 p.m. become the property of the Rotary Club of Georgetown. Flags and poles can be brought back the following year (if they are in perfect condition) to be re-posted for a $20 donation. This fee may be increased from year to year at the discretion of the Rotary Club of Georgetown Foundation Board of Directors.
XV. The AFRG agrees to follow the Instructions for Processing AFRG Paper Flag Orders as follows:
Instructions for Processing AFRG Flag Orders
1. AFRG members and volunteers are encouraged to distribute Field of Honor® brochures to prospective flag purchasers, explaining the event and how to purchase a flag. Questions from the AFRG can be referred to the Field of Honor® (Host) Affiliate Chair, Nicholas Leschke at firstname.lastname@example.org.
2. Paper orders must be reviewed by the AFRG (or his/her designee) for legibility and complete information. Orders cannot be submitted that have incomplete or illegible information.
3. Flag purchasers paying by check should make checks payable to the Rotary Club of Georgetown. It will be the responsibility of the AFRG to follow up on any checks returned for insufficient funds, and the flag(s) for that purchase will not be released until payment is satisfied.
4. On the 1st of each month the AFRG (or his/her designee) will:
a) Separate paper orders in two sections based on payment type: Cash/Checks, and Credit Card transactions;
b) Transcribe all paper order information for the prior month’s order period onto Order Summary Sheets (provided by the Host) by payment type (one form for cash and checks and another for credit card transactions), and make copies for their records.
c) If a purchaser pays in cash, the AFRG will provide a check from their organization with the purchaser’s name (s)in the memo line and submit it with other checks for that period’s sales.
d) Paper orders with credit card information will be processed upon receipt by the Host. Declined orders will be referred to the AFRG for resolution with the purchaser. No credit will be given to the AFRG for that sale until the transaction is paid.
e) Make copies for the AFRG records and place the following in an envelope:
a. Completed and signed Order Summary Sheets (both cash/check and credit card sheets),
b. The original order forms, separated by cash/check and credit card
c. Checks from purchasers attached to the corresponding order form,
d. A check from the AFRG for any cash transactions with name(s) noted,
e. Complete credit card information on orders paid by card., including buyer zip code.
Mail to: Rotary Club of Georgetown, TX
P.O. Box 921
Georgetown, TX 78627-0921
Or make arrangements to personally deliver the envelope to the Club Treasurer during a Rotary meeting held every Friday at noon at Mel’s Lone Star Lanes, 1010 Austin Avenue, Georgetown, TX.
The Host and AFRG agree to the terms and procedures outlined in this agreement.