Record-Keeping Requirements for Nonprofit Members

Effective December 1, 2025

All nonprofit Recipients are required to maintain records of donated or discounted products received through NPMP.

1. Required Records Include:

• Quantities of products received

• Dates received and distributed

• Names or descriptions of program beneficiaries (if applicable)

• Storage and handling documentation (if required)

2. Distribution Logs Should Include:

• Recipient name/group/event

• Quantity distributed

• Date of distribution

• Notes on program use

3. Supporting Documentation

NPMP may request documentation such as:

• Photos showing distribution

• Program summaries

• Receipts or delivery confirmations

4. Retention Period

Records should be kept for at least 3 years and made available upon request.

5. Audit Rights

NPMP reserves the right to perform audits to ensure compliance with donation regulations and partner requirements.

Membership Terms & Conditions

Effective December 1, 2025

These Terms & Conditions (“Terms”) govern participation in NPMP membership programs, including access to discounted and donated products.

1. Eligibility

Membership is available to:

• Verified 501(c)(3) organizations

• Schools, districts, and educational institutions

• Faith-based organizations

• Other nonprofit or charitable entities approved by NPMP

2. Membership Responsibilities

Members must:

• Maintain accurate organizational information

• Use Products solely for charitable purposes

• Comply with NPMP’s Donation Acceptance Agreement

• Promptly report changes in tax-exempt status

3. Membership Fees

Membership fees, when applicable:

• Are non-refundable

• May vary based on organization size

• Are required to maintain account access

4. Access to Products

Membership provides access to:

• Discounted wholesale goods

• Donated product inventory

• Special partner programs

• Member-only shopping tools and resources

Product availability may change at any time.

5. Account Access & Security

Members are responsible for maintaining secure login credentials.
Unauthorized sharing of account access is prohibited.

6. Termination

NPMP may suspend or terminate membership for:

• Misuse of goods

• Noncompliance with policies

• Providing inaccurate information

• Behavior inconsistent with NPMP’s mission

Donation Guidelines & Compliance Requirements

Effective December 1, 2025

These guidelines ensure that donated items from NPMP are used ethically, safely, and in alignment with IRS and donor expectations.

1. Purpose of Donations

Donated goods must:

• Support your charitable programs

• Directly benefit the communities you serve

• Never be resold or used for private gain

2. Acceptable Uses

Donations may be:

• Distributed directly to individuals and families

• Included in program kits (hygiene bags, backpacks, etc.)

• Used in nonprofit programming

3. Prohibited Uses

Donations may not be:

• Sold, auctioned, raffled, or bartered

• Given to board members, staff, volunteers, or their families

• Distributed internationally without approval

• Used in any way that creates personal gain

4. Brand Protection

Some manufacturers require that donated goods:

• Are not photographed for resale

• Are not promoted publicly without permission

• Are not returned to retailers

NPMP may provide product-specific guidelines when needed.

5. Distribution Expectations

Organizations should:

• Distribute goods in a timely manner

• Ensure goods are given to individuals in need

• Keep items in original packaging whenever possible

6. Reporting Requirements

Recipients must maintain:

• Distribution logs

• Program reporting (optional but encouraged)

• Photos of impact (optional)

NPMP reserves the right to request documentation for compliance.

Donation Acceptance Agreement

Effective Date: December 1, 2025

This Donation Acceptance Agreement (“Agreement”) outlines the terms and conditions under which nonprofit organizations (“Recipients”) may receive donated or discounted goods (“Products”) from The Nonprofit Marketplace (“NPMP”).

By participating in NPMP’s donation and distribution programs, the Recipient agrees to comply with the following:

1. Eligible Use of Products

All Products received through NPMP must be used solely for the organization’s charitable programs and mission. Products may not be:

• Sold

• Bartered

• Auctioned

• Raffled

• Exchanged for cash or services

• Used for personal or staff benefit

2. Redistribution of Goods

Recipients may distribute Products directly to individuals or communities served by their mission. Redistribution to other organizations is permitted only if:

• The receiving organization is also a qualified 501(c)(3), and

• Distribution furthers the Recipient’s charitable purpose.

3. Storage & Handling Requirements

Recipient agrees to:

• Store goods safely and securely

• Prevent damage, loss, or misuse

• Maintain control and oversight of goods until distributed

4. Record-Keeping

Recipient must maintain accurate records of:

• All Products received

• How, when, and to whom goods were distributed

• Documentation may be requested for audit or compliance purposes

5. Prohibited Activities

Recipient acknowledges the following are strictly prohibited:

• Resale of any Products

• Use of Products for fundraising prizes or auctions

• Use for private or commercial benefit

• Distribution outside the United States without written approval

Violations may result in immediate termination of membership.

6. Audit Rights

NPMP reserves the right to request documentation, photos, distribution logs, or other proof of compliance.

7. Disclaimer of Warranty

All Products are provided “as-is,” without warranty of any kind. NPMP is not liable for product defects or misuse.

8. Termination

NPMP may suspend or terminate a Recipient’s access to donations at any time for noncompliance.