Donation and Sponsorship Policy for the Ubisoft Montreal Studio
As a corporate citizen, Ubisoft Montreal answers requests from organizations who count, partially or entirely, on public donations to fund their activities. Since the number of requests is high and that Ubisoft Montreal cannot possibly answer them all, the studio has written a policy to frame the selection and the conduct of its donations and sponsorships. 1. PREAMBLE
This policy details the general framework and the administration rules of Ubisoft Montreal’s donations and sponsorships. It takes into account the strategic objectives and the organizational realities of the studio, as well as the expectations of requesting organizations.
Do note that this policy is in line with the Ubisoft Group’s corporate citizenship and patronage strategy. In other words, axes developed in this strategy respect the Group’s strategy. 2. OBJECTIVES
With this policy, Ubisoft Montreal is able to:
3. TERMINOLOGY Donation
- Give a decision-making and administrative framework to the Ubisoft Montreal Communications team, which manages the donation and sponsorship budget while ensuring the application of transparency, rigor and equity principles;
- Let every Ubisoft Montreal employee know the principles and modalities of donations and sponsorships, and ensure their coherent and consistent application;
- Let every requesting organization know the selection criteria, the axes and the fields supported by the Ubisoft Montreal studio in an effort of transparency and to clearly identify eligible requests;
- Allow the studio to clearly position its social advocacy and to make pertinent choices that will maximize benefits for Ubisoft and requesting organizations ;
- Ensure that the donations and sponsorships are integrated into the global communication strategy and contribute to Ubisoft Montreal’s goals.
A donation is a philanthropic contribution made in money, in products or in services to non-profit organizations from the fields and axes supported by Ubisoft Montréal. Donations contribute to the positioning and the improvement of the brand.
A donation essentially expresses Ubisoft’s values and social advocacy and does not necessarily command a return on investment. In other words, it is a true corporate patronage. Sponsorship
A sponsorship is a partnership or a right of association acquired by an investment in money, products or services with organizations from the fields and axes supported by Ubisoft Montreal.
It entails exposure, which allows Ubisoft Montreal to obtain a return on investment.
It is a communication platform (advertising, public relations, press relations, promotion, etc.) whose purpose is to contribute to the improvement of Ubisoft Montreal’s brand capital and positioning.
Note that Ubisoft managers’ and employees’ participation in different events with the sole purpose of developing and maintaining business relations is not considered a form of sponsorship. 4. OUR APPROACH
Ubisoft Montreal employees are animated by the desire to create high-quality games, and also to build a company renowned for its responsible, citizen-like approach.
In order to assume more social responsibility, the studio has written an official donation and sponsorship policy articulating around two major axes: community involvement
and culture and the emerging arts. 4.1 Donations - community involvement
Ubisoft Montreal is a true Mile-End resident: creative, cosmopolitan and involved. In the past 13 years, the Montreal studio has built relationships with different community institutions in the neighbourhood and actively participates in the discussions on the future of Mile-End and its citizens. 4.1.1 Donation fields
Many social and humanitarian causes need the support and generosity of one and all. Hence, Ubisoft Montreal has decided to give itself selection criteria for donation requests from non-profit organizations in the following fields. Do note that selected projects must fill at least two out of three of these criteria.
In some exceptional cases, Ubisoft Montreal reserves the right to make donations in other fields than the ones mentioned below. This is at the discretion of Ubisoft Montreal’s Communications Service. Youth
Ubisoft Montreal commits to the support of organizations offering activities and projects for youth 18 years and younger. This is the only mandatory criterion in the selection of donation requests. Education and culture
Selected projects must have an educative or cultural mandate. In terms of education, Ubisoft Montreal wishes to associate with organizations that prevent student dropout. As for culture, Ubisoft Montreal wishes to encourage creativity among underprivileged youth. Solidarity
Do note that Ubisoft Montreal’s participation will translate into donations made to organizations that help improve youth’s quality of life. 4.2. Sponsorship - culture and the emerging arts
Since its foundation in 1997, Ubisoft Montréal is located in the Mile-End, a neighbourhood with an artistic vocation where an impressive number of artists, musicians, filmmakers and writers live.
For Ubisoft Montreal, Mile-End is much more that a location where employees come to work five days a week. It is also an inspiring place, where neighbourhood artists mingle with Ubisoft creators. This is the reason why in the past few years, the Montreal studio has committed to initiate and support structuring and creative projects that add value to the neighbourhood’s cultural character and contribute to cultural dynamism. 4.2.1. Sponsorship fields
Ubisoft Montreal especially wishes to associate with festive and large-scale events. Specifically, three types of events are important to Ubisoft Montreal:
* Ubisoft does not contribute to political parties, political movements or religious organizations. 5. ADMISSIBILITY 5.1 General criteria
- Events whose values, mission and creative approach resemble the studio’s;
- Creative, pioneering and well-liked events that showcase Montreal’s emerging cultural scene ;
- Events for the general public which are likely to develop the studio’s renown on the local or provincial level.
Donations or sponsorships handed out to organizations or events must:
- Donations or sponsorships handed out to organizations or events must meet the requirements in terms of axes and fields identified in this policy.
- The requesting organization must :
- Hold the sponsored event on Canadian territory and attract people between the ages of 13 and 45 (18 years and younger for donations) ;
- Represent a group of individuals. Donations or sponsorships cannot benefit a single person.
- Be well-managed ;
- Not be affiliated, as an organization or as an event, with a religious or a political cause.
All donation and sponsorship requests must:
- Be submitted in writing by filling out the Donation and Sponsorship Form;
- Be submitted at least 60 days before the event ;
- Clearly indicate the name of the organization, its mission, a description of the activity or event requesting Ubisoft Montreal’s support, the type of contribution wished for (in money or in products), the dates and locations of the event, as well as the number and profile of expected attendees or participants.
to an organization cannot be made for more than three years in a row, as to allow a greater number of organizations to benefit from this opportunity. This rule does not apply to sponsorships. 5.2 Criteria specific to donations
Organizations who benefit from Ubisoft Montreal donations must:
5.3 Criteria specific to sponsorships
- Have a non-profit organization status ;
- Provide verified yearly financial results ;
- Provide a plan and a budget indicating actual fundraising methods and use of funds, including those being requested ;
- Specialize in the axes and fields encouraged by Ubisoft Montreal.
Events sponsored by Ubisoft Montreal must:
6. DONATION AND SPONSORSHIP ADMINISTRATION 6.1 Reach
- Reflect the studio’s positioning and reflect the values (creativity, innovation, sharing) and personality of the Ubisoft brand ;
- Give Ubisoft Montreal significant exposure in accordance with an exchange plan whose value is at least the equivalent of the studio’s contribution ;
- Allow the promotion of a range of Ubisoft Montreal services and products ;
- Offer the possibility to position Ubisoft Montreal as a major partner;
- Showcase Ubisoft to a significant number of people ;
- Contribute to the achievement of the studio’s business plan goals ;
- Contribute to the positive renown of the Ubisoft Montreal studio ;
- Be part of an integrated communications approach, allowing Ubisoft Montreal to profit from its association with the event;
- When possible, set up a space for the demonstration of video games developed by Ubisoft Montreal.
The nature and geographical reach of Ubisoft Montreal activities calls for two levels of intervention: local and provincial. 6.1.1 Local
This level of intervention specifically applies to donations and sponsorships to an organization whose reach is limited to the local level. Please note that for donations, the local level is favored when selecting requests. This level encompasses the Montreal region and more specifically the Mile-End, where the Ubisoft Montreal studio is located. Donations and sponsorships on the local level are managed by the Ubisoft Montreal Communications Service. 6.1.2 Provincial
Donations and sponsorships made on the provincial level also follow the local level’s criteria and principles. They are evaluated according to the benefits for the region and are managed by Ubisoft Montreal and Ubisoft Quebec’s Communications Services. 6.2 Decision-making process
All donation and sponsorship requests must be submitted in writing by filling out the Donation and Sponsorship Form
. Once the form is filled and sent, the Ubisoft Montreal Communications team will carry out a preliminary analysis and recommend accepting or refusing the request in accordance with this policy. * Ubisoft reserves the right to refuse a request even if the organization fits the criteria. (For instance, if a request is formulated at a period in the year when budgets for donations and sponsorships have already been attributed). Furthermore, seeing as the number of requests is high, Ubisoft Montreal has no choice but to select a few eligible candidacies. 6.3 Donation and sponsorship process
The five-step process is essentially the same for a donation or sponsorship: request reception, analysis and recommendation, negotiation of agreement, benefits evaluation and operation.
- Request reception: The Ubisoft Montreal Communications Service is entirely responsible for treating donation and sponsorship requests (except for requests on the provincial level, which are also evaluated by the Ubisoft Quebec Communications Service). If another service or production team receives a request, it must forward it as quickly as possible to the Communications Service.
* Only donation and sponsorship requests made in writing and submitted with the Donation and Sponsorship Form will be considered.
Letters and circulars will not be treated, and individuals and organizations that contact the Communications Service by phone will be invited to read this policy.
- Analysis and recommendation: the analysis is conducted by the Ubisoft Montreal Communications Service. If needed, the Communications Service contacts the organization to complete the request. Once this first analysis is completed, the request is treated in accordance with the decision-making process explained above.
An acceptance or refusal email is then sent to the requesting organization. The Ubisoft Montreal Communication Service classifies and documents every request it receives.
- Negotiation of agreement: for every donation or sponsorship, a letter or agreement protocol indicating the responsibilities of each party must be written.
- Operation of a sponsorship: the operation is coordinated by the Ubisoft Montreal Communications Service. It translates into advertising, product and services promotion, public relations and media relations, or a combination of these actions.
* Donations are not always part of an operation program.
Evaluation of benefits: every Ubisoft Montreal contribution is subject to a review.
In the case of a donation, the Ubisoft Montreal Communications Service evaluates the degree of public recognition brought about by the contribution, by analyzing various communication tools submitted by the organization.
In the case of a sponsorship, the Ubisoft Montreal Communications Service must obtain the sponsored organization’s activities report, and produce a review of the partnership. The Service must also analyse the relevance of renewing Ubisoft’s association with the requesting organization.
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