Columbia TN Kids Guide

Terms and Conditions for Sponsorships and Promotional Posts

Last updated: December 7, 2025

Thank you for your interest in partnering with the Columbia TN Kids Guide. My goal is to create meaningful, clear, and high-quality promotional opportunities for local businesses that support parents and families with children. These Terms and Conditions outline how sponsored posts, one-time promotions, and long-term sponsorships work, so expectations are clear for both of us. By reserving a promotional post, becoming a sponsor, or submitting a questionnaire, your business agrees to the guidelines below.

Sponsorship Terms and Conditions

(For Quarterly, 6-Month, and 12-Month Sponsors)

1. Sponsor Eligibility

Sponsorships are available to a wide range of local businesses that serve families in Middle Tennessee, including but not limited to medical providers, real estate agents, financial and insurance professionals, therapists, local shops, wellness providers, and general family-focused services.

Sponsorships are not limited to kid-focused businesses. All sponsors must align with the family-centered purpose of the guide, and placement is at my discretion.

2. Sponsorship Benefits

Sponsors receive multi-platform visibility during their sponsorship term:

Weekly Visibility

Sponsor logos are included in the “This Week’s Sponsors” graphic, which appears at the end of the weekly event roundup posts on Instagram and Facebook

Monthly Shoutout

Each sponsor receives one dedicated sponsor post per month on Instagram and Facebook. These posts are created in collaboration with the sponsor so the content reflects their goals for visibility. Sponsors can share what they hope to promote that month, such as increasing awareness, highlighting a service, sharing a seasonal message, or encouraging a specific action. I will create clear and meaningful content based on the information they provide. The sponsor will receive a draft for approval before the post is published.

Website Listing

Logo, business description, and link on the Sponsors page for the duration of the sponsorship

Future Newsletter Inclusion

Once the weekly newsletter is launched, sponsor logos and links will be included at no additional cost

Benefits may expand over time without affecting current sponsor rates.

Sponsored Content Disclosure

All sponsor visibility is considered sponsored content under social media and FTC guidelines. This includes the weekly sponsor graphic and the monthly dedicated sponsor post. Appropriate disclosure language such as “Sponsored Post” or “Paid Partnership” will appear when required by the platform. Sponsored content may receive slightly reduced reach due to platform algorithms. The disclosure will appear at the beginning of the caption or visibly on the graphic to ensure it is clear and easy to understand.

3. Sponsorship Spots and Availability

Sponsorships are limited to four per quarter to maintain visibility and fairness.

Spots are first-come, first-served based on payment received. Waitlists may be created when quarterly spots are full.

4. Payment Terms

Sponsorships are billed upfront for the full term:

  • Quarterly (3 months): $225
  • 6 months: $420
  • 12 months: $780

A $3 processing fee is added to each sponsorship invoice.

Payment Method

Payments are made through Venmo Business:
Columbia TN Kids Guide

Sponsors who require documentation will receive a formal PDF invoice by email.

Sponsorship benefits begin only after payment is received.

5. Term Length and Start Date

Sponsorships run on a quarterly schedule:

  • Quarter 1: January through March
  • Quarter 2: April through June
  • Quarter 3: July through September
  • Quarter 4: October through December

Sponsorships typically begin at the start of a quarter.
Businesses joining mid-quarter may begin immediately at a prorated rate or may reserve a spot for the upcoming quarter at the full rate.

Sponsorship terms cannot be paused, split, or transferred.

6. Content and Branding Requirements

Sponsors must provide:

  • A high-quality logo
  • A short business description
  • A website or social media link

Logos may be adjusted for sizing or clarity if needed.

7. Brand Alignment and Right to Refuse

I reserve the right to decline or discontinue sponsorships that conflict with the mission of the guide, promote misleading content, or misalign with the family audience. If declined before the term begins, payments will be refunded.

If issues arise during an active term due to misrepresentation or misconduct, the sponsorship may be terminated without refund.

8. Posting Schedule and Visibility

Each sponsor receives one dedicated sponsor post per month. Sponsors may request a preferred posting day and general time of day. Requested posting windows will be honored whenever possible; however:

  • Posts cannot conflict with existing sponsored content
  • Posts cannot interfere with the timing of weekly event roundups or major guide content
  • Final posting decisions are made at my discretion to maintain consistency and performance for the audience

If multiple sponsors request the same date or time, placements will be assigned on a first-come, first-served basis based on payment received.

Visibility depends on social media algorithms, which vary week by week.

While I will post sponsor content in a timely and strategic manner, specific reach, impressions, or engagement levels cannot be guaranteed.

9. Communication and Materials

Sponsors are responsible for providing timely responses and any required materials, including logos, descriptions, links, and approval of monthly sponsor posts.

To maintain the posting schedule:

  • Sponsors must respond to all communication within 24 hours.
  • Failure to provide required materials or approvals within this timeframe may result in the sponsor post being delayed.
  • Delayed responses may cause the post to be moved to the next available date to avoid conflicts with regular guide content or other sponsor posts.
  • Visibility cannot be guaranteed if materials are submitted late or approvals are delayed.

It is the sponsor’s responsibility to ensure all necessary information is provided promptly so scheduling can remain on track.

If a sponsor repeatedly fails to provide required materials or respond within the expected timeframe, I reserve the right to adjust, delay, or discontinue sponsorship benefits. Refunds will follow the cancellation policy stated above.

10. Cancellations and Refunds

Sponsorship payments are non-refundable once the term begins.
Cancellations before the start date may be refunded at my discretion.
Early termination requests during an active term are not eligible for a refund.

11. Content Rights

Sponsors retain rights to their logos, brand assets, and any materials they provide. By becoming a sponsor, the business grants permission for these assets to be used in sponsor graphics, monthly sponsor posts, the weekly sponsor listing, and on the website’s sponsor page.

I retain rights to any graphics, sponsor templates, or copy that I create as part of the sponsorship. Sponsored content will remain posted unless it violates platform policies or becomes unsuitable for the audience.

I act as an independent contractor. I do not guarantee specific performance, reach, or results for any sponsored content. The business is responsible for ensuring that all claims, offers, and information provided are accurate and compliant with applicable laws. I am not liable for damages, claims, or losses that arise from information supplied by the business.

12. Agreement

By submitting payment for a sponsorship or reserving a sponsorship term, the business acknowledges and agrees to all terms listed above. These terms are in place to support consistency for sponsors and to maintain the quality and integrity of the Columbia TN Kids Guide.

One-Time Promotional Post Terms and Conditions

(For Tiered Promotional Posts)

1. Sponsored Content Disclosure

All paid content will include a disclosure such as “Sponsored Post” or “Paid Partnership” per social media guidelines. Sponsored content may receive slightly reduced reach due to platform algorithms. The disclosure will appear at the beginning of the caption or visibly on the graphic to ensure it is clear and easy to understand.

2. Eligibility for One-Time Promotional Posts

One-time promotional posts are reserved for businesses that directly serve children or families in ways aligned with the guide’s mission.

Eligible categories include:

  • Children’s programs, classes, and activities
  • Youth sports leagues
  • Indoor playgrounds and play spaces
  • Art, music, STEM, and enrichment programs
  • Kids’ events, camps, and workshops
  • Party venues and child-focused services
  • Local boutiques selling children’s products
  • Family attractions or seasonal kid-centered offerings

Not eligible for one-time posts (eligible for sponsorships only):

  • Doctors, dentists, chiropractors, therapists
  • Real estate agents
  • Insurance agents
  • Financial or legal professionals
  • General services not directly related to children

Eligibility is determined at my discretion.

3. Brand Alignment

All sponsored content must align with the family-centered nature of the guide. I may request edits or decline content that appears off-brand, low quality, inaccurate, or inappropriate. If I decline a post before work begins, the deposit will be refunded.

4. Accuracy and Responsibility

Businesses must provide accurate, complete details.
If I create the content, I rely on the information you submit.
You must review all graphics and captions before posting.
Corrections after posting cannot be guaranteed.

5. Turnaround Time

Standard turnaround is one week after receiving all materials and the deposit.

Rush requests may be approved for an additional fee. Rush availability is not guaranteed.

6. Posting Schedule

Businesses may request a preferred posting day and general time of day for their one-time promotional post. Requested posting windows will be honored whenever possible; however, exact timing cannot be guaranteed.

To maintain consistency for my audience and protect existing commitments:

  • Monthly sponsors always receive priority scheduling over one-time promotional posts.
  • Posts may be adjusted to avoid conflicts with regular weekly event content, monthly sponsor shoutouts, or other scheduled promotional posts.
  • If multiple one-time posts are submitted in the same period, placement will be assigned on a first-come, first-served basis based on payment received.
  • If the requested day or time is unavailable, the post will be rescheduled to the next appropriate opening that does not interfere with guide content.

Weekend posting is available for an additional fee.

Visibility cannot be guaranteed due to algorithm variations and scheduling adjustments.

7. Revisions

Tier 2 and Tier 3 promotional posts include one revision round, which refers to changes requested by the business after receiving the first draft of the caption, graphic, or both. Additional revision rounds requested by the business will incur an extra fee.

Requests for clarification from me do not count as revisions.
If I need additional information to accurately represent your business, event, or promotion, those communications are considered part of the creation process, not a revision.

If edits are required because I request clearer or more complete details from the business (unless you have provided your own graphic in Tier 1), this does not apply toward the business’s included revision round.

Tier 1 posts (business provides both the graphic and caption) may receive light edits for clarity, grammar, or tone at my discretion. If the materials provided require significant revision or correction, additional fees may apply.

8. Payments and Deposits

A deposit is required to reserve your posting slot and begin work. A $3 processing fee is added to all deposits and final payments.

Pricing and Tiers

One-time promotional posts are available at three levels:

Tier 1: Business Provides Graphic and Caption

  • Base Rate: $70
  • Processing Fee: +$3
  • The business provides a completed graphic and caption. Light edits for clarity may be made at my discretion. If the provided materials require substantial rewriting, redesigning, or correction, additional fees will apply.

Tier 2: Partial Content Creation

  • Base Rate: $85
  • Processing Fee: +$3
  • The business provides either the caption or the graphic, and I create the other. Includes one revision round.

Tier 3: Full Content Creation

  • Base Rate: $95
  • Processing Fee: +$3
  • I create both the graphic and caption using the information provided in the questionnaire. Includes one revision round.

Optional Add-Ons:

  • Weekend Posting: +$10
  • Rush Fee: +$40 or 50 percent (whichever is greater)

All fees will be clearly itemized in the Venmo payment request or invoice.

Payment Method

Payments are made through Venmo Business:
Columbia TN Kids Guide

Deposit Requirements

  • Tier 1: 50%
  • Tier 2: 50%
  • Tier 3: 60%

Work does not begin until the deposit is received.

Final payment must be received at least 24 hours before the scheduled posting date. If payment is not received in that window, the posting slot may be forfeited or rescheduled.

9. Cancellations and Refunds

Deposits are refundable only if the post is declined before work begins. Once content creation has started, deposits are non-refundable. If materials are submitted late or the business cancels after work has been completed, full payment remains due.

10. Content Rights

Businesses retain rights to their logos and any materials they submit. I retain rights to any graphics, captions, or templates I create. These materials may not be reused by the business outside of the sponsored post without written permission.
Sponsored posts remain live unless they violate platform rules or become unsuitable for the audience.

I act as an independent contractor. I do not guarantee specific performance, reach, or results for any sponsored content. The business is responsible for ensuring that all claims, offers, and information provided are accurate and compliant with applicable laws. I am not liable for damages, claims, or losses that arise from information supplied by the business.

11. Story Sharing

Stories may be used to share sponsored content at my discretion. Story placement is not guaranteed and is not included as a paid feature. Non-sponsored community content may also be shared at my discretion as part of regular guide activity.

12. Communication

Timely communication is required to maintain schedules, and businesses must respond to all correspondence within 24 hours. Failure to respond or provide required materials within this timeframe may result in delays or rescheduling. All approvals must be provided in writing.

13. Agreement

By submitting a questionnaire, making a payment, or reserving a promotional slot, you agree to all terms listed above.