General Procedures for Planning a Club Fundraiser

• Identify a cause or purpose for raising money.
  • If money is being raised for an outside agency, make contact with them in advance to ensure you can use their image and/or name in conjunction with your fundraising event. Obtain a copy of the organization's W9 and contact information (name of a person and mailing address).
• Determine a method for raising money.
• Secure programming space by making necessary reservations (i.e., info tables, room reservations, etc.).
• Submit all necessary paperwork in advance of and following the event.
• Follow all campus posting policies when advertising the event. Fliers and other marketing materials can be created in Student Life; computers, printers, and limited art supplies are available to student clubs.
• Clubs are responsible for providing their own petty cash as needed.
• All fundraised monies must be deposited first into the club account through Student Life.

Fundraiser and Raffle Policy

• At least one week prior to event, submit the Fundraiser Registration Form to Student Life.
  • If money is being raised for an outside organization, a copy of their W9 must be submitted along with the Fundraiser Registration Form.
• For general fundraisers:
  • A sign must be posted at all times during the fundraising event stating who is organizing the fundraiser and where funds are being donated.
• For raffles:
  • All raffle tickets must have two parts with corresponding numbers. Part one should include the name of the club hosting the raffle, the drawing date, time, location, prizes and cost of ticket. This portion of the ticket goes to the participant. Part two is completed by the participant and must include their name, email address and phone number. This part goes to the host organization to be entered into the drawing.
  • A clear end date/time for selling raffle tickets must be established prior to the start. The drawing must take place after the selling deadline has passed.
  • The club advisor (or designee) must keep a list of club members who receive raffle tickets to avoid conflicts of interest. The drawing must be conducted by individuals not participating in the raffle.
  • After the drawing, the club advisor (or designee) must notify the winner(s) and arrange prize pickup. Winners must sign for their prize. This signed sheet must be submitted with the event summary to Student Life.
• Immediately following the event (fundraiser or raffle), the club must deposit all fundraised money into their club account through Student Life and complete the “Event Summary” portion of the Fundraiser Registration Form
  • If a donation is being made to an outside organization, the club advisor or student leader must write a letter to the business/organization. This letter should be delivered to Student Life when funds are deposited and the event summary is completed. This letter is important because it will accompany the donation to the organization. Student Life will keep a copy of the letter and send the original along to the Business Office with a request for payment. The letter should include the name of the club, date of fundraiser and amount being donated.