AS Fundraising & Donations Authorization Form

Transcription

1 AS Fundraising & Donations Authorization Form Important Info (please read thoroughly): One of these forms must be completed for each fundraising project your organization is planning. A single project may be a one day event (e.g. silent auction) or ongoing for multiple days (e.g. quarter-long clothing drive). If your group is working on separate fundraising or donation-based campaigns or projects (e.g. bake sale for disaster relief, and a clothing drive for a local non-profit), you should submit a separate form for each effort. This will prevent one campaign's approval from complicating or slowing down another. You are able to involve more than one benefiting non-profit organization on a single fundraising project. So, you don't need multiple approval forms for two or more beneficiaries as long as they are all involved in the same event/project. Note: This form is NOT necessary if your group is only generating revenue from ticket sales from an event or performance. Those dollars are considered "event/ticket revenue" and not "fundraising." Basic Information Important Info (please read thoroughly): One of these forms must be completed for each fundraising project your organization is planning. A single project may be a one day event (e.g. silent auction) or ongoing for multiple days (e.g. quarter-long clothing drive). If your group is working on separate fundraising or donation-based campaigns or projects (e.g. bake sale for disaster relief, and a clothing drive for a local non-profit), you should submit a separate form for each effort. This will prevent one campaign's approval from complicating or slowing down another. You are able to involve more than one benefiting non-profit organization on a single fundraising project. So, you don't need multiple approval forms for two or more beneficiaries as long as they are all involved in the same event/project. Note: This form is NOT necessary if your group is only generating revenue from ticket sales from an event or performance. Those dollars are considered "event/ticket revenue" and not "fundraising." Indicate which of the following applies to this fundraising or donations project. (check all that apply) [Required] [ ] Raising funds or collecting items to be donated to a non-wwu non-profit organization [ ] Raising funds for only your club / org account (not donating those funds) [ ] Selling raffle tickets to raise funds (truly selling tickets for a chance to win, not a door prize drawing where everyone who enters gets a ticket) [ ] Selling food OR items to generate funds [ ] Soliciting donations of MONEY from individuals or businesses [ ] Soliciting donations of ITEMS or services from individuals or businesses Project/Event Title: [Required] Date(s) of Project: [Required] Specific event date(s) or a range of dates Location of Project/Event (if applicable): Name of Organization: [Required] Please the sponsoring club or program's name. Primary Contact Person for this Project (NAME): [Required] Primary Contact Person ( ): [Required] Primary Contact Person (PHONE): [Required] Brief description of the project: [Required] Page 1 of 6 AS Fundraising & Donations Authorization Form

2 How will the funds or items collected be used? [Required] Benefit Fundraising Details In order to fully complete this section, you'll need the Federal Tax ID Number and contact info for the benefiting non-profit, as well as a detailed budget for your project. You can find the preferred template for developing your budget here. If you're not ready with all of this info, you can hit 'Save and Finish Later' below and come back to complete the form at a later time. REMINDER: Your org is not authorized to publicize any benefit event until this form is finalized and approved. Name of Benefiting Non-profit Organization (Beneficiary): [Required] Must have Federal tax-exempt 501c3 status 9-digit Federal Tax ID#: [Required] Contact Person for Beneficiary: [Required] Beneficiary Mailing Address: [Required] Beneficiary Address: [Required] Beneficiary Phone#: [Required] What percentage of the profits/items will go to this beneficiary? [Required] Multiple Beneficiaries --- If there are additional benefiting non-profits associated with this project, list each of them here, including all the above contact information, Federal Tax ID, and percentage of the profits. Detailed Description of the Activity: [Required] Please list each method that will be used to generate funds/items (e.g. silent auction, ticket revenue, raffle, donation box, etc.) [Required] Page 2 of 6 AS Fundraising & Donations Authorization Form

3 Please explain how this activity is consistent with the purpose of your organization as well as the benefit to the campus community. [Required] Budget Upload [Required] Your budget must show all anticipated costs and estimated revenue (unless only items are collected). If ticket revenue is involved, indicate the individual ticket price(s) and anticipated number to be sold. You can find a budget template here: Fundraising and charitable work that benefits non-profit organizations must be closely monitored to meet the accounting requirements of the State of WA and to ensure the ethical handling of State and financial resources. Please carefully read, and agree to, the following statements. I hereby certify that the recipient(s) is/are aware this benefit/fundraiser is being held to raise funds/items for their non-profit organization. [Required] All identifiable costs must be recovered out of the event revenue. We can only give profit from an event to the charitable organization (revenue in excess of event costs). [Required] A 'Settlement Statement' will need to be completed with your advisor following the event, detailing event revenue and expenses, and showing the profit that is to go to the charitable organization. A check cannot be sent to the agency until this step is co [Required] This fundraising event or charitable project must be approved prior to the event being advertised. [Required] The money/items raised must go to a registered charitable organization qualified to receive donations (registered as a non-profit organization with a federal tax identification number). Money/items cannot go to an individual. [Required] If an event is free to attend and you want to collect free-will (i.e. completely optional) donations inside the event for the beneficiary, this is allowable with the authorization of this form. Accepting donations, or suggested donations, near the entra [Required] All funds raised must be deposited into your organization's AS account by bringing those funds to the Viking Union Finance Office on the same or next day following the event. Next, you will set up a time to create the Settlement Statement with your adviso [Required] This Benefit Fundraiser is authorized as... [Admin Use Only] Page 3 of 6 AS Fundraising & Donations Authorization Form

4 [ ] Involving ONLY free-will donations [ ] Involving ONLY revenue-based fundraising (for which all expenses must be deducted before profit can be donated) [ ] Involving a mix of free-will donations and revenue-based fundraising Post-Event: Upload of the Settlement Statement [Admin Use Only] Final amount of funds/items to be donated to the beneficiary, as reflected on Settlement Statement or, in the case of free-will donations or items, in the report from the organizers. [Admin Use Only] Raffle Details A raffle is a game in which tickets bearing an individual number are sold and in which a prize(s) are awarded on the basis of a drawing from the tickets by the person(s) conducting the game. Single Day Raffles at Events AS organizations can conduct an unlimited number of these "members-only raffles" (up to a combined total of $5,000 raised) in which the organization sells tickets only to members (WWU Students) and a limited number of guests (non-students) during the same event at the same location. Winners must be determined from among those members and guests that have purchased tickets. Multi-Day Raffles/Public Raffles The entire Associated Students can only conduct 2 of these types of raffles per calendar year. The advantage of this type of raffle is the ability to sell in several locations on campus across several (up to 12) days. However, there are greater complexities with how the raffle must be conducted. Approval of this type of raffle will require a meeting with your advisor and authorization by the Assistant Director of Student Activities. For further information on conducting raffles in WA State, see: What type of raffle are you organizing? [Required] [ ] Single Day Raffle at a Student Event [ ] Multi-Day Raffle open to the Public Detailed Description of the Raffle / Event: [Required] Date(s) of the Raffle: [Required] When will the winner(s) be drawn? [Required] Purpose of Raffle: [Required] Why do you want to hold a raffle? How will the funds be used to benefit your, or another, organization? Your answer will help us give priority to organizations that could benefit greatly from holding a raffle. How much will you charge for a single raffle ticket? [Required] Page 4 of 6 AS Fundraising & Donations Authorization Form

5 Projected Revenue: [Required] Please give an estimate of how much revenue the raffle could potentially make. To do this, follow this formula: (Price of single Raffle Ticket) * (# of tickets you expect to sell) = $(x) What do you anticipate the prize(s) to be? [Required] Please use this format: [Prize] ($Value of Prize) (Post-Event) Enter the Amount Raised: [Admin Use Only] Food or Merchandise Sales Please list all the food OR items you plan to sell. [Required] If you will be selling food, which of the following describes that food? [Required] [ ] baked goods prepared by org members without cream or custard filling [ ] baked goods with fillings or other ingredients that can spoil if not kept cool enough [ ] commercially pre-packaged and purchased food (e.g. candy bars, Krispie Creme donuts, hot cocoa packets to mix with water, etc.) [ ] Other food, likely to have higher risk than baked goods [ ] Not selling food If you plan to sell (or giveaway) to the public any food other than very low risk baked goods, the Whatcom County Health Department must authorize your food handling plan and issue either a Temporary Food Service Waiver (lower risk, shorter duration events) or a Temporary Food Service Permit (higher risk, longer duration). If your plan to handle food warrants Health Department approval, this form and the authorization of your fundraiser/event will be on-hold until submit to your advisor a completed copy of the Health Department paperwork. See your advisor for help navigating these food handling procedures. Solicitation of Donated Funds or Items The Western Foundation office in Old Main is available to student groups to assist in planning and implementing professional and organized requests for donations to the community. The Foundation is the 501c3 non-profit that supports Western with large-scale fundraising efforts, but they can also do a lot to support your fundraising. Since the Western Foundation plays the role of a central hub of campus fundraising, their office should have the opportunity to give clearance to student groups prior to them asking local businesses to donation to their cause. The information you share in this form, if applicable, will be shared with the proper Foundation representative. Page 5 of 6 AS Fundraising & Donations Authorization Form

6 Please list the individuals and/or businesses that you plan to solicit for FUNDS. (if applicable) This might be types of people (e.g. friends, family, alumni, etc.) Please be as specific and complete as possible when listing businesses. NOTE: If your list changes before the project ends, don't submit a new form, just directly inform Sheryl.McCrary@wwu.edu in the Foundation office about any additional business you plan to contact. Please list the individuals and/or businesses that you plan to solicit for donated ITEMS, also known as "gift-in-kind donations". (if applicable) Also include the types of items you are seeking. If you have already received, or plan to receive, gift-in-kind donations (items), you will need to fill out the Gift-In-Kind Donation Form which allows for the official designation of that gift as accepted by the Western Foundation as a tax-deductible contribution. Send the electronic form to your staff advisor, and they will send it on to the Western Foundation after reviewing it for completeness. Which of the following Western Foundation services are you interested in possibly using? Check all that apply [ ] Help writing a quality donation request letter [ ] Printed donation pledge cards specific to your group [ ] Specific URL web address for accepting donations online on behalf of your organization [ ] Help identifying alumni, community members, and businesses with interests that might align well with your group, for the purpose of a mail-out request for donations [ ] Assistance setting up a scholarship that aligns with the purpose of your organization [ ] None at this time Page 6 of 6 AS Fundraising & Donations Authorization Form