Texas State University - San Marcos
Department of Intercollegiate Athletics

Request for Mascot Appearance (Boko the Bobcat)
Request for Cheerleader Appearance

Request for Donation/Speaking Engagement & Guidelines

The Texas State Athletics Department believes in supporting and working with various stakeholders, organizations and community partners of this great university. Bobcat Athletics coaches, student-athletes and staff routinely work to build the community in which they live and work.

Below is a description of items and guidelines for those charitable organizations requesting a donation or speaking engagement from Texas State coaches, staff and/or student-athletes.

The NCAA regulates donations (financial, equipment and apparel) made by athletic department staff members to different causes, schools and fundraising events. In order to monitor compliance with the NCAA rules, any person requesting a donation or speaking engagement must first follow certain guidelines and procedures.

PROCEDURES:

1. Submit your organization's application on-line for approval or fax it to (512) 245-8387 attention: Texas State Donation Coordinator. The information provided must include the date requested, date needed, group name, contact person for the group, contact phone number and address. The items covered by the request must be indicated. If they are to be autographed, the name of the person(s) who will be signing the item(s) must be listed in the "Autographs" section.

2. Persons requesting donations should submit their application as soon as possible or at least four (4) weeks before the item is needed.

3. Once submitted your application will be reviewed to ensure that your organization meets the requirements and guidelines for receiving donations.

4. If your organization meets the requirements your request will be processed. You will be contacted by a representative from the Athletic Department to confirm if your request was approved, denied or more information is needed.

5. If the donation(s) complies with the NCAA rules and Texas State Athletics guidelines your request will be processed for fulfillment and you will be contacted so pick up arrangements can be made. If a donation request does not meet the NCAA, State regulations or Texas State guidelines, you will be notified and issued a written interpretation as to why your request was denied. (i.e. applicable NCAA/State rules)

6. The recipient will have to sign and date the "Request for Donation" form upon pick up.

7. If you wish to send your own ball or helmet to be signed, please select that option when you submit your request (after your application has been approved). You must send your item along with a self-addressed, pre-metered package.

DONATION REQUESTS

Texas State Athletics wants to support your youth league, charitable fundraiser or promotional event through paraphernalia, ticket, and/or autographed memorabilia donations.

Please note that the athletics department is selective about the items that it sends and the organizations selected to receive these items. Please provide us with all of the information listed on the online form or printable form so that the request may be properly considered. The following is a sample list of items that may be requested:

• Tickets (football, basketball, soccer, volleyball, baseball and softball)
• T-shirts
• Memorabilia
• Autographed Items
• Volleyballs
• Jerseys
• Basketball

Item such as jerseys, helmets, balls and autographed items will only be donated in special cases. In accordance with NCAA Bylaw(s) 13.16 (Pre-College Expenses) and 12.5.1.1 (Promotional Activities - Permissible) a person or organization requesting these items should adhere to specific guidelines and procedures.

Please Note: The Texas State Athletics Department must comply with all NCAA rules and regulations concerning the donation of items to outside organizations. The department will make every attempt meet as many requests as possible.

SPEAKING REQUESTS

Bobcat Athletes consist of a special group of coaches, administrative staff and student-athletes. These people are Academic All-Americans, Southland Conference Champions, industry professionals and leaders in the community. They routinely display great character qualities that would motivate any group of individuals.

Coaches, administrative staff and/or student-athletes are available at your request for speaking engagements. This includes, but is not limited to speaking to classes, reading to youth, motivating your employees or encouraging students about the importance of staying in school and staying away from drugs.

To request one of these awesome individuals to speak at your next event simply follow the guidelines below.

SPEAKING REQUEST GUIDELINES

1. For organizations that are non-university affiliated, non-charitable or youth orientated there is a minimum appearance fee of $50 per hour + any applicable travel expenses unless otherwise waived by the requested speaker. (Note: There is no charge for official university sponsored events or for official registered student organizations - other than any applicable travel expenses for appearances outside San Marcos.)
2. A typical appearance/speaking engagement should be no longer than one (1) hour.
3. For those wishing to request Boko or a cheerleader appearance please visit their website. (Return to txstatebobcats.com and click on cheerleaders or Boko)

Additional Information:

• Accurate directions, location, phone number and contact name must be provided.
• Please provide a skirted table or booth with chairs for an autograph session.
• Please provide parking. Reimbursement for incurred parking fees is required at time of event.
• All publicity, for the event which mentions an appearance by Texas State (including logos), must be approved by The Texas State Athletics Department before use.

The total appearance fee must be paid in full at the event. Please make checks payable to the speaker attending your event.

REQUEST RESTRICTIONS

The Athletic Department WILL NOT support:

• Organizations that discriminate on the basis of race, color, creed, gender or national origin
• Individuals (Donations are only provided to non-profit organizations.)
• Organizations or programs designed to influence legislation or elect candidates to public office.
• Organizations outside of the United States.
• Organizations that do not adhere to NCAA rules and regulations

• Organizations not registered as a charity or "not-for-profit" entity.
• Organizations not affiliated with Texas State University

Although the Athletic Department attempts to satisfy every request, the high demand does not guarantee that your request will be fulfilled. To expedite the processing of your request and ensure NCAA compliance, the Athletic Department requires all organizations to submit their requests at least four (4) weeks in advance of your event.

CONDITIONS TO RECEIVING A TEXAS STATE DONATION:

We are providing this item to you on the following conditions:

1) You understand that any memorabilia (e.g., balls, jerseys, hats, etc.) or other item (e.g., tickets, sweatshirts, T-shirts, etc.) that you receive from the Texas State Athletics Department (including student-athletes and coaches), or from any other department of the university, for use as a donation to an organization you represent, regardless of whether or not the item has been autographed, is provided to you on the condition that you WILL NOT:
a) Sell these items to any third party who may use them to raise money, directly or indirectly, to benefit any high-school program, including athletics program; or

b) Exchange these items for anything of value with a third party who may use them to raise money, directly or indirectly, to benefit any high-school program, including athletics programs; or

c) Donate these items to an organization which may use them to raise money, directly or indirectly, to benefit any high school program, including athletics programs; or

d) Give or sell these items to an organization for the purpose of auctioning them off to raise funds to provide financial assistance to high-school students to attend a collegiate institution of their choice.

2) You understand that your violation of this agreement will be a violation of NCAA rules, which may subject the University to penalties and may jeopardize the eligibility of the University's student-athletes.

3) You understand that if the University determines that you have breached this agreement, then you may lose certain privileges offered by the University's Department of Athletics.

Request for Donation/Speaking Engagement Form

In accordance with NCAA Bylaw(s) 13.16 (Pre-College Expenses) and 12.5.1.1 (Promotional Activities - Permissible) the following information should be obtained PRIOR to approving any donation request.

Name of Recipient/Organization:

Contact Person of Organization / Title:

Address:

Phone #:

Fax #:

Email:

Date of Event:

Type of Organization:
Institutional
Educational [K-8]
Educational [High School]
Non-Profit Organization (must attach 501-C3 of the IRS)
Other:
If Other:

Indicate the nature of your request:

Speaking
(Indicate: Coach, Staff, Student-Athlete, Name of Speaker, Sport)

Item Donation:
(indicate item)

Submitting own item to be autographed:
(indicate item)

Autographed by:
(indicate individual or team)

Ticket Donation:
(indicate sport, number of tickets, game date)

Other:

Comments about request:

Date donation is needed:

Please describe the purpose of the donation (event, auction, etc.):

Has TX State provided a donation for your organization in the past?
Yes
No

If yes, what items and when?

Speaking Engagement Information:

Time of Appearance:

Event Title:

Audience Size:

Age Range:

Location of Appearance:

What do you need speaker to do:

Directions:

Event Description:

Additional information or comments: