Conference & Event Services is the department responsible for the fundraising policy on University property.
Source Document: PPM 270-16 Fund Raising on University Property
For University purposes, fundraising is defined as “any activity in which money is collected on campus.” Even if all you wish to do is break even or recover costs, your activity will be considered fundraising if money is collected. A separate Application to Raise Funds must be completed and approved for each fundraising activity. Some examples of fundraising are tournament entry fees, t-shirt and bake sales, ticket sales including events held off campus, raffles and soliciting donations.
PLAN AHEAD! In order to raise funds on campus, you must have prior approval from CSI. Ask questions, check out your ideas, and get approval for your project early.
- You must be a currently registered student organization or sport club in good standing.
- You must have an off campus bank account or a on-campus Agency Account to apply for the approval to raise funds on campus. (Note: Fraternities and sororities must have a separate account for the money they raise on campus which is distinct from the accounts used to pay for property expenses such as mortgage payments, rent, property improvements, maintenance, etc.)
- Someone in your organization must serve the function of Treasurer/Financial Officer, who will keep thorough and accurate records of income and expense
- Complete and submit the Application to Raise Funds on AggieLife to CSI.
- If your event is in a reserved campus facility:
- Submit your reservation request to Conference & Event Services (CES).
- Complete fundraising approval from CSI as part of your reservation approval process before the cancellation date of your reservation.
- If you plan to sell an apparel item (i.e., t-shirts, caps, sweatshirts, etc.) or button/bumper sticker with text or design, you must complete and submit the design of the item with the Application to Raise Funds. Prior to ordering or printing any product, be sure your application has been approved by CSI. If the event is sponsored by a professional school organization, the Application to Raise Funds must be signed by the designated department representative.
- Within 7 business days, you will be notified through AggieLife about the status of your application. If your activity is approved, you will receive a Permit to Sell (if applicable) and the fundraising approval will be provided for your reservation process.
The following activities require advance approval from CSI:
- Collecting donations at meetings, events or MU/Silo Union outdoor tables (facility or table reservation required).
- Charging admission to scheduled events such as speakers, conferences, films, tournaments and dances (requires facility reservation through CES and use of Ticket Office; films require written permission from copyright holder; see Film/Video Copyrights Policy).
- Conducting sales at approved events or at MU/Silo outdoor tables (facility or table reservation reservation required).
- Non-commercial items related to the purpose of the organization or event. Student-produced publications, posters, group t-shirts, arts and crafts made by members are considered non-commercial.
- Items purchased and resold “as is” constitute a commercial activity which is prohibited on campus. Selling items/services on campus on behalf of a commercial business (subscriptions, credit cards, etc.) is also prohibited.
- Commercial items may be considered only when the group changes or enhances the item (e.g., delivers flowers with a message; creates a mixed candy package) to reduce concern over commercialization. Your group must demonstrate “value added” to the item and the name of your group must be on the item.
- Baked goods made by members must follow Bake Sale Guidelines. Sale of any other food and beverages is generally prohibited except as described under “Special Fundraising Requirements” below.
- Items handcrafted by a member sponsored by the organization as a vendor to raise funds.
- Items must be sold by members of the organization.
- Sponsorship of a vendor cannot exceed seven consecutive days.
- The sponsoring group must receive at least 5% of the gross income from such sales, and a written agreement signed by the vendor and the organization to this effect shall be presented to CSI.
The following activities do NOT require advance approval from CSI:
- Collecting membership dues at a club meeting.
- Applying for campus grants. Some include Club Finance Council (CFC) and Student Recruitment and Retention Center, and there are many others.
- Concessions coordinated by Student Housing and Dining Services.
- Soliciting donations, gifts, or sponsorships from off-campus individuals, businesses, or organizations does not require CSI fundraising approval when the solicitation takes place entirely off campus. However, organizations must explicitly state that they are acting in a private capacity and not as a representative of the University. The name of the University may not be used except to identify the location of the group.
Funds cannot be used for personal gain and must always be consistent with the purpose of the organization/club. The funds that your group raises may be used to cover the costs of the following types of expenses:
- Instructors, speakers, films
- Operational costs, postage, office supplies, and AV equipment
- Equipment, if related to the purpose of the organization (sports equipment for sport clubs, etc.)
- Conferences and retreats (funds may be used to send delegates to conferences or to host retreats or conferences)
- Facility use fee
- Social activities
- All registered student organizations or sport clubs must have prior fundraising and approval and must clearly identify itself when raising funds. Sport clubs and Professional School Organizations must have their designated department representative sign the Application to Raise Funds prior to submitting it to CSI.
- All registered student organizations must have a financial account (campus Agency Account or off campus bank account) in order to raise funds on campus. They must also have a Treasurer/Financial Officer who maintains accurate records of the group’s income and expenses.
- Individuals are not permitted to raise or solicit funds on campus, with the exception of student government candidates who may solicit funds to participate in student government elections.
- No individual member may profit from an organization’s fundraising on campus nor may a member normally be a paid participant in a fundraising event. This policy is not intended to prevent legitimate and fair compensation when an individual member contributes to the event through his/her artistic, musical, dramatic, or other talent.
- Student organizations are not permitted to raise funds on campus for the purpose of making rent or mortgage payments. A registered student organization may apply to raise funds on campus for capital improvements on its facilities that it can demonstrate will benefit the organization’s program.
- Student organizations are charged a reservation fee for use of campus facilities for all fundraising activities. The University does not subsidize fundraising on campus by student groups. This fee is currently $32 per room per day, in addition to any facility rental fees.
- Student groups sponsoring events on campus that are open to the public and that charge admission or request donations for admission are required to arrange and report ticket sales and receipts through the Campus Box Office.
- Student organization or sport clubs planning to use an off-campus or commercial promoter to help sponsor or organize an on-campus event must contact CSI for special guidelines before making any arrangements or contractual agreement. Publicity and promotion must make it clear that the function is sponsored by that organization acting in a private capacity and not as a representative of the University.
- Student organizations and sport clubs may not sign any contracts on behalf of the University or act as its agent.
- Fundraising approval for donations and table sales will be approved for no more than one quarter at a time.
- Solicitation of donations in outdoor areas is prohibited except at tables immediately outside the MU and Silo, with prior reservation approval made through the Information Desk and fundraising approval through CSI.
- All fundraising activities shall comply with licensing and tax laws as well as University and campus regulations.
- If you are co-sponsoring a fundraising activity with another student organization, all co-sponsoring groups must complete a separate Application to Raise Funds and submit them together. Your activity will not be approved until all applications are received.
State law requires that raffle tickets and raffle contest publicity materials clearly indicate no purchase is necessary or donation to participate in the contest. Anyone requesting a free raffle ticket must be provided one. Printed tickets must have the name of the organization and, if a dollar amount is listed, the word “donation” must appear.
FOOD AND BEVERAGE SALES
Food and beverage (other than bake sales) may not be sold on campus by student organizations and sport clubs on campus except on Picnic Day and Culture Days, or under very limited and specific conditions. All food and beverage sales require advance approval by CSI, Environmental Health and Safety (EH&S), Fire and, if applicable, University Dining Services, to determine compliance with detailed regulations. Food preparation must take place in a University-approved kitchen and organizations must attend a mandatory training. Contact CSI for more information.
T-SHIRT, SWEATSHIRT, CAP, BUTTON AND BUMPERSTICKER SALES
The following requirements must be satisfied for your group to sell t-shirts, sweatshirts, caps, buttons or bumper stickers on campus:
- Submit an Application to Raise Funds. You must obtain fundraising approval from CSI prior to printing the items for sale, prior to printing the items for sale.
- Your organization’s name must be identified on the items you sell. You may not use the University name, except to describe the location of your group (e.g., “Social Club at UC Davis”).
- The design must be related to the purpose of your organization.
- The names or logos of any sponsors must be incidental in prominence to the name of your organization and the design or message of the item being produced
If you wish to use any form of the UC Davis name or logo, you must comply with University Trademark Guidelines.
A complete list of licensed vendors can be found under “All Licensees“.
Casino nights or poker tournaments can be conducted only under limited circumstances. Poker tournament players cannot win any money or prizes, including trophies, only “bragging rights”. Refer to Penal Code 337j(e)(1).
- When handling cash or checks your group must make every effort to ensure that all forms of currency is collected, transported, and deposited into your organization’s account successfully in a timely manner.
- Create reasonable and reliable procedures for your group so there is no ambiguity regarding the responsibilities of student handling group proceeds.
- Each group should have one designated person responsible for handling cash and checks. That person must maintain accurate records and be responsible for reporting receipts to the organization regularly or on demand.
- Have an easily readable and retrievable system for recording how much money is received, from whom, on what date, and for what purpose.
- Keep funds in a code or lock protected cash box until you are able to make a deposit. Do not carry around group money in your wallet or backpack. Do not leave cash/checks in a group office or in a place where people congregate. Deposits should be made as soon as possible.
- Student organization leaders should become familiar with the Agency Account Policies for Student Organizations to ensure full compliance with all related policies.