Fundraising, Sponsorship, and Donations

The importance of fundraising for Club Sports cannot be stressed enough.  Clubs must generate their own funds.

Fundraising recommendations:

  • Fundraising should not be left up to one club member, but should be planned by a fundraising committee and conducted by the entire club.
  • Set up a budget for all fundraising events and estimate possible expenses. Keep all receipts and record all transactions.  You can also approach businesses for sponsorships, prize donations, and discounted services to offset the costs of the activity. Recall the Code of Conduct when selecting businesses to approach.
  • Establish a realistic time schedule that allows ample time for planning, meetings, resource gathering, etc., and always include deadlines. Your time schedule should allow for the event to take place in the proper season, i.e., don’t try to squeeze in a car wash at the beginning of December.
  • If you need facility space, make sure you reserve the space that will meet the needs of the activity prior to planning the event. You do not want to conflict with another campus activity or try to fit too many people into a small facility.
  • Publicize the event. Social media is a great way to get the word out. You may also contact radio, TV, newspapers with Press releases, or advertise on your own.  Make sure all publicity is approved by the Club Sports Director ahead of time.
  • Evaluate the fundraising event from the time you begin planning to the end of the project. Keeping these notes on hand will make it easier to plan activities in the future.

Note:  Fundraising cannot include sponsorship from tobacco, or adult entertainment businesses.  If you are planning to get sponsorship from an alcohol company, you must speak to the Club Sports Director.  The University has an alcohol policy by which all student organizations must abide.

Fundraising ideas:

The Club Sports Office occasionally gets requests for groups interested in fundraising and that information is passed on when it becomes available.  The following events are just suggestions.

 

Sponsorships                                                                           Selling candy                                                              Raffles

Arena Cleanups                                                                       Dance-a-thons                                                             Row-a-thons

Sports Camps/Clinics                                      Campus Concessions                          Donations

Ticket sales to competitions               Car washes                                                                  Pizza Kit Sales

Tournaments (golf, softball, etc.)            Can Drive                                                                              

 

Authorization for Fundraising Raffles, Gifts and Prizes

RSOs can purchase gifts and prizes for members and events. Please be aware of the below guidelines for best practices:

  • If a prize is for a drawing, raffle, etc., the RSO must have appropriate licensure with the State of Michigan, when applicable.
  • Raffle definition: A game of chance where raffle tickets are sold or consideration is given, a winner(s) is determined by randomly drawing a ticket stub from a container, and a prize is awarded.
  • If your organization is holding a 50-50, an event with an admittance/registration fee that includes being entered in a drawing for a door prize, or a drawing for completing something, such as a survey, these are raffles and should be licensed.
  • Almost all raffles need to be licensed through the state.
  • General information about raffles, rules and forms can be found at State of Michigan, Michigan Lottery, Charitable Gaming Division at http://www.michigan.gov/cg/ . Please note that the typical processing time for all raffle applications is 8 weeks.

  • It is advised and a best practice that when purchasing gifts from your RSO account (on or off-campus) gifts and prizes be under $75 per item.

     

  • Please note for those with ON-CAMPUS ACCOUNTS: When submitting reimbursement for gifts or prizes the name of the recipient(s) and MSU email must be included in the voucher before the reimbursement will be paid. This is required to ensure that the gifts and prizes have been responsibly disbursed.
     
  • If gift cards are purchased a tracking method must be created to ensure that cards are not lost or stolen.
  • If items are received as a donation to the RSO with the purpose of being given away it is best practice to record what was given out or how the item was utilized in case the donor wants to know what their items were used for.
  • It is advised to be aware of equitable practices and work with your RSO adviser when planning for gifts and prizes.

Sponsorship

Often Club Sports will seek the aid of off-campus organizations or companies in sponsoring the club or an event.  There are University policies and regulations, which govern a private firm or organization sponsoring a student organization or an activity on campus (or off-campus when the club is a RSO).  Additionally, policies exist governing the type of printed materials that can be posted and what can appear on them.  Contact the Club Sports Director for more information.

If a sponsor requests a W-9, you have the option of using your Employer Identification Number (EIN) on the form, in Box 3 select “Other” and type in “Educational Organizations.”  Use the club’s IM Circle address (located in the FAQs).