Candlelighters Adopt-A-Family Program – Terms of Service

Last updated October 6th, 2024

Introduction

The Candlelighters Adopt-A-Family Program (the "Program") provides a unique opportunity for sponsors to bring joy and relief to families affected by childhood cancer during the holiday season. These Terms of Service outline the expectations, requirements, and guidelines for both sponsor participants ("Sponsors") and family participants ("Families"). By participating in the Program, you agree to adhere to the terms detailed below.

  1. Sponsor Participants

1.1 Program Overview

  • Sponsors are invited to participate by adopting a Candlelighters family, which involves purchasing and delivering gifts during the holiday season. The goal of the Program is to provide emotional and financial support to families impacted by childhood cancer, especially during a challenging time of the year.

1.2 Eligibility for Sponsorship

  • Sponsors can include companies, community groups, or individuals. By participating, you agree to follow the Program guidelines, including gift budget recommendations and delivery deadlines.

1.3 Registration and Participation

  • Returning sponsors must log in to their existing account to update their Sponsor Profile.

  • New sponsors are required to register through Candlelighters' online system and provide details on their preferences for the family they wish to sponsor.

  • Sponsors will be assigned a family based on their preferences. While special requests will be honored when possible, pairing is subject to availability.

  • Sponsors will be assigned to families on a first come, first served basis. While preferences and special requests will be taken into consideration, pairing is subject to availability.

1.4 Gift Requirements and Delivery

  • Sponsors are encouraged to spend no less than $50 per family member, typically purchasing 2-3 gifts per individual.

  • All gifts must be new, with tags or packaging, and delivered wrapped to the family's home no later than Tuesday, December 10, 2024.

  • Direct communication between sponsors and families is required. When paired with a family, please contact them immediately to introduce yourself, ask wish list questions, and to arrange delivery. Some families may prefer socially distanced deliveries due to medical concerns, and sponsors must respect these preferences. Hospital deliveries are not allowed due to hospital guidelines and restrictions.

1.5 Monetary Donations

  • Sponsors who are unable to purchase and deliver gifts may instead make a monetary donation directly to Candlelighters. Candlelighters will use these funds to provide gifts to families who are not matched with a sponsor.

  • Monetary gifts made to families as a part of the Program are strictly prohibited. Gift cards are more than welcomed.

1.6 Submission of Photos by Sponsors

  • Any photos submitted by sponsors through the portal, including those of the gift preparation or delivery process, will become the property of Candlelighters Childhood Cancer Family Alliance. By submitting these photos, sponsors give Candlelighters permission to use the images for marketing purposes, including social media and promotional materials.
  1. Family Participants

2.1 Program Overview

  • Families affected by childhood cancer are invited to participate in the Adopt-A-Family Program by creating a holiday Wish List to be “adopted” by a sponsor. This Program supports both families in financial need and those seeking emotional support.

2.2 Eligibility Requirements

  • Families must be registered with Candlelighters Childhood Cancer Family Alliance.

  • The patient must be between birth and 18 years old, and either reside or be treated within the Candlelighters service area.

  • Only immediate family members living in the same household as the patient are eligible to complete a wish list and receive gifts.

  • Families must meet the following conditions: Currently On-Treatment, Maintenance, Off-Treatment (less than 6 years), or Bereaved (less than 6 years).

  • Priority will be given to families living within a 50-mile radius of the Medical Center in Houston, Texas. Families outside this radius will be placed on a waitlist and notified if a sponsor becomes available in their area.

2.3 Registration and Wish List

  • Families must complete the registration process and submit their Wish List by Sunday, November 3, 2024.

  • Wish Lists must include at least three gift ideas for each family member.

  • Requests for monetary gifts and gift cards will not be honored.

  • Requests for items over $50 may not be honored.

  • Submission of a Wish List does not guarantee adoption, but early submission increases the chances of being matched with a sponsor.

2.4 Sponsor Interaction and Delivery

  • Families are required to communicate directly with their assigned sponsor to confirm Wish List details and arrange gift delivery.

  • Families must be present at their home to receive gifts from sponsors. Gifts cannot be dropped off to an empty house.

  • Families should respond promptly to communications from sponsors to ensure smooth coordination.

2.5 Hospital Delivery Restrictions

  • Due to partner hospital guidelines, no hospital deliveries will be permitted. Sponsors must deliver gifts to the family’s home, and families must adhere to these guidelines without exception.

2.6 Submission of Photos by Families

  • Any photos submitted by families through the portal, including those of the family receiving or enjoying the gifts, will become the property of Candlelighters Childhood Cancer Family Alliance. By submitting these photos, families grant Candlelighters permission to use the images for marketing purposes, including social media and promotional materials.
  1. General Guidelines for Both Sponsors and Families

3.1 Communication

  • Sponsors and families are expected to maintain clear and timely communication. Candlelighters serves as the initial point of contact, but all delivery arrangements and any additional coordination should be handled directly between sponsors and families.

3.2 Program Conduct

  • The Program aims to provide a positive experience for both sponsors and families. Participants are expected to act in good faith, uphold all guidelines, and maintain respectful communication.

3.3 Privacy and Data Sharing

  • By participating in the Program, families agree to have their personal information shared with their matched sponsor. Candlelighters will not share family information outside of this context.
  1. General Photo Release
  • By submitting any photos as part of the Adopt-A-Family Program, both sponsors and families acknowledge that the photos will become the property of Candlelighters Childhood Cancer Family Alliance. These photos may be used for marketing purposes, including on Candlelighters’ social media accounts, websites, or other promotional materials.
  1. Limitations and Disclaimers

5.1 Matching Process

  • Candlelighters will do its best to match sponsors with families that meet the specified preferences, but matching is not guaranteed and is subject to availability. Families outside of the Medical Center's 50-mile radius may experience delays or waitlist placement.

5.2 Adoption is Not Guaranteed

  • Families who register for the Program are not guaranteed to be adopted. Participation is on a first-come, first-served basis, and submission of a Wish List does not ensure sponsorship.

5.3 Failure to Comply

  • Sponsors and Families who fail to comply within the Terms of Service guidelines may be removed from the Program at Candlelighters’ discretion. Future participation may also be revoked.
  1. Changes to the Terms of Service
  • Candlelighters reserves the right to update or modify these Terms of Service at any time. Participants will be notified of any significant changes.
  1. Contact Information
  • For any questions regarding the Candlelighters Adopt-A-Family Program, please contact Carly Bradshaw, Director of Programs & Communications, at [email protected] or 713-270-4700.

By participating in the Program, you acknowledge and agree to these Terms of Service.