Fundraising and Special Events

Officer Training 2013

Fundraising On Campus vs.Off Campus

• Off Campus Fundraisers– These are controlled by businesses and agreements

made with them– Do not make promises that you cannot keep– Checks must be made out to the organization’s bank

(SG funded – University of Florida)– May not use University funds for fundraising

• On Campus Fundraisers– Must be an approved activity– May not use University funds for fundraising

Programming Basics

On Campus Fundraising• Approved ways to fundraise on campus:

– Penny voting– Silent auctions– 3-5k– Walkathon– Sports tournament– T-shirt, button, hat, etc., sales (ONLY if item is personalized for event or student

organization)– Face tattoos or painting (organization must work w/ the University Athletic

Association if for an athletic event)– Speed Dating (No Dating Games or Dating Auctions) – Volunteer at Gator Nights (food scholarship)

• Funds raised must be donated to a charitable cause or be used for educational purposes (conference travel, programs, competition, lectures or forums, etc.).

Donations and TaxInformation

• As a registered student organization, you are not an entity of the University of Florida– You may NOT use the University’s tax id

information• Donations will not receive a tax write-off for

individuals or businesses• Organizations may apply for individual tax

status to manager donated and/or raised funds

Co-Sponsors• Collaboration with other stakeholders on campus is recommended

and promotes University partnerships• A Co-Sponsorship Agreement Form is highly recommended for

proper communication and administration of your co-sponsored events

• Commercial Activity – if you are approached about a “co-sponsorship” by non-university groups or commercial vendors please contact the SAI to have the inquiry reviewed on a case-by-case basis– Do not reserve meeting rooms for these vendors– Your organization must be the main sponsor and the headliner on all

promotional materials (i.e. RUB Entertainment presents…) Logos are permissible but must be approved by the SAI

Programming Basics

Common Special Events

• Concerts• 5K Run/Walk Events• Demonstrations• Co-Sponsorships

Programming Basics

Concerts

• Meet with SAI Staff to assist you in contract negotiation and planning. All Concerts must be co-sponsored by Student Government Productions or Reitz Union Board Entertainment.

• The SAI must be involved in all contact with agents for speakers, negotiations and offers. A verbal offer on the phone is considered binding.

Programming Basics

5K Run/Walk Events

Run/Walks can happen on a first come, first served basis, via submission of permit.• Limited to Saturdays or Sundays• Select from pre-approved routes• CANNOT happen on a home football game weekend

Organizations will be responsible for all University Police (UPD) and other related expenses (approximately $300 for UPD).

Programming Basics

Demonstrations

• Can be permitted events• SAI staff can help you plan a successful

demonstration

Co-Sponsorships• Collaboration with other stakeholders on campus is recommended

and promotes University partnerships• A Co-Sponsorship Agreement Form is highly recommended for

proper communication and administration of your co-sponsored events

• Commercial Activity – if you are approached about a “co-sponsorship” by non-university groups or commercial vendors please contact the SAI to have the inquiry reviewed on a case-by-case basis– Do not reserve meeting rooms for these vendors– Your organization must be the main sponsor and the headliner on all

promotional materials (i.e. RUB Entertainment presents…) Logos are permissible but must be approved by the SAI