Student clubs may seek sponsorship and donations from external individuals, businesses, and organizations; however, all requests must be coordinated through the Office of Student Engagement and approved by the 91ɬÂþ Foundation before outreach begins. To allow adequate time for review, clubs must submit their request at least 15 business days before contacting potential donors or sponsors. This process helps the College:
- Maintain strong relationships with community partners and donors.
- Coordinate fundraising efforts across campus.
- Prevent multiple groups from soliciting the same donor.
- Ensure donors are approached in a professional and informed manner.
- Provide clubs with information about previous donor relationships and giving history.
- Provide clubs with support and guidance throughout the fundraising process.
Contacting Potential Donors
Before contacting potential donors, club leaders must provide:
- A summary of the project, program, or event for which funds are being sought.
- The fundraising goal or amount being sought.
- A list of businesses, organizations, or individuals the club intends to contact.
The Office of Student Engagement will review the request and forward it to the 91ɬÂþ Foundation for approval. Clubs may begin soliciting sponsorships or donations only after approval has been received. Upon approval, the 91ɬÂþ Foundation can help coach clubs, if they choose, on solicitation strategies and materials. For questions regarding sponsorships, donations, or the approval process, contact the Office of Student Engagement at clubs@cwi.edu.
When the club receives monetary donations, the funds must be deposited promptly through the 91ɬÂþ Foundation. The donation received will be deposited into a club foundation account. If a club foundation account has not already been established, one will be created. The Office of Student Engagement is required to be notified of all monetary donations and will assist in coordinating with the 91ɬÂþ Foundation and maintaining accurate financial records.
This process only applies to direct monetary gifts. Funds generated through club fundraising activities should be deposited into the club’s bank account in accordance with fundraising and deposit procedures.
Donor Acknowledgement
To properly recognize and document donations, a Contribution Acknowledgement Form must be completed for each donation received. This form can be requested from the Office of Student Engagement and is required to include the following information:
- Donor name
- Mailing address
- Phone number
- Description of the donation(s)
Completed forms should be submitted to the Office of Student Engagement. Once received, Student Engagement will work with the 91ɬÂþ Foundation to provide an official acknowledgement and thank-you letter to the donor.
Student clubs may not use funds, gifts, or supplies to make direct donations to internal or external charitable organizations. While clubs are encouraged to support charitable causes through volunteer service, awareness initiatives, and approved fundraising activities, funds held in club bank accounts must be used in accordance with college policies and approved club purposes.
Clubs interested in supporting a charitable organization should consult with the Office of Student Engagement before planning activities involving donations or financial contributions. For any questions or to seek clarification on these financial regulations, contact the Office of Student Engagement at clubs@cwi.edu.
Student clubs may conduct raffles through 91ɬÂþ’s Charitable Gaming License from the Idaho Lottery Commission; however, all raffles must comply with state law and college policies. Clubs planning to host a raffle should work closely with the Office of Student Engagement to ensure all requirements are met before tickets are sold.
Drawings vs. Raffles
It is important to understand the distinction between a drawing and a raffle.
- Drawing: Participants receive a free entry for a chance to win a prize, and no purchase is required. These activities generally do not fall under charitable gaming regulations.
- Raffle: Participants purchase a chance to win a prize. Since raffles involve the sale of tickets, they are regulated under Idaho Charitable Gaming laws and require additional oversight and reporting.
Club Responsibilities
The club advisor, president, and treasurer are responsible for maintaining accurate raffle records and ensuring all proceeds are properly accounted for. The number of tickets sold must correspond with the amount of money deposited and reported. For raffles involving donated prizes, a Contribution Acknowledgement Form must be completed and approved for each donated item before it is raffled. Clubs must:
- Maintain records of ticket sales and unsold tickets.
- Accurately reconcile ticket quantities and sales revenue.
- Collect the name and address of each raffle winner.
Required Reporting
Following the raffle, clubs must submit the following information to the Office of Student Engagement:
- Date of the drawing
- Location of the raffle
- Number of tickets sold
- Ticket price(s)
- Total raffle revenue
- Total cost of raffle prizes
- Total expenses incurred
- Amount donated to charity (if applicable)
- Name and address of each winner and the prize awarded
Compliance
Failure to follow raffle procedures, reporting requirements, or applicable laws may result in a review of the club’s recognition status and may lead to additional sanctions. Clubs with questions about raffles should contact the Office of Student Engagement before conducting the activity.