Fundraising for Student Organizations
- Associated Students Incorporated (ASI) Funding Requests
- Fundraising Event
- Food Sales/Giveaways
- Fundraiser Tabling
- Student Involvement & Career Center: Career Events Grant
- Department Assistance/Co-sponsorship
- Fundraising Policies
Associated Students Incorporated (ASI) Funding Requests
Student organizations may obtain subsidized funding through ASI. Requisition forms for funding are available through the ASI Business Office at 415 338/2321, located in room M-102 of the Cesar Chavez Student Center. Student organizations are strongly encouraged to familiarize themselves with ASI’s policies/procedures and deadlines.
For more information on ASI, please see http://asi.sfsu.edu/
Many groups hold events to raise money for their organizations. A successful fundraising event can do much more than raise money for an organization. The event can commemorate an important day or week, build unity and cohesion in the group, give program planning experience to new group members and it can add wide-range campus and community visibility to the organization.
Allow at least a 2- 4 months for pre-planning time. This is especially important for a major fundraiser. Like any well-planned event, your group should establish a calendar early on, working back from the date of the event. Important deadlines for room reservation, invitations and publicity should be mapped out in advance.
Overhead costs can vary widely depending on the event. Plan carefully since overhead costs are often higher than planners project. Many fundraisers obtain free or reduced cost services for materials in order to reduce expenses. Check individually for deadlines for room reservations, publicity sources (especially free ones) and printers.
- Start with a specific, targeted fundraising goal.
- Be creative and choose an event idea that is fun and will catch people’s attention.
- When you have the particular ideas your collective group would like to pursue, develop a realistic budget of expenses and revenues to be sure that you will make enough money to justify the cost of the event. Set a date for the event and begin the planning and publicity processes. Please remember you must have SAE approval prior to publicizing your event.
- Be sure that you have sufficient “up-front” funds to cover costs such as facility charges, advertising, props, etc.
- Plan and execute the event, utilizing publicity to enhance your group’s image on campus.
Characteristics of a Successful Fundraising Event
- It happens at regular intervals (annual, quarterly). People come to expect it.
- It appeals to a large, broad audience.
- It performs a needed service.
- It is based on a tradition.
- It is well-publicized. People well outside of your organization know about it.
- It brings your community or group together.
- There is little overhead cost.
- It encourages people to interact.
- It capitalizes on the talents of your group.
- It commemorates a meaningful time or place for your community or organization.
Student organizations may schedule and obtain both a tabling permit and a food item distribution permit through SAE. Permits are completed by an officer who has attended the Student Leader Orientation, through the "forms" menu option within the organization's portal. All food sales and giveaways must be in compliance with the Food Sale Sanitation Regulations available through the Safety, Risk Management & HR Operations Department.
Visit Orgsync.com to request a tabling permit. All permits are listed under your Organization portal's "forms" menu option. SAE only works with current organization officers listed on the student organization registration form who have attended a Student Leader Orientation (SLO). Click here to see a map of designated tabling areas.
- Permits are available at 8 a.m. on the Thursday prior to the week you want the table. Actual tabling is permitted Monday-Friday when Fall and Spring semester classes are in session.
- Tabling and Outdoor events are not permitted during dead week (the last full week of classes each semester), finals week, summer, winter, and spring breaks. If the University is closed for any reason, tabling/outdoor events are also cancelled/not permitted.
- Fines may be incurred for damaged SF State property used during outdoor events. The student officer/department representative filling out the permit is responsible for informing the organization/department of the relevant University policies and procedures, including Time, Place, and Manner (University Directive #89-13). All tables and chairs must be placed on the cement sidewalks, not on the grass areas. Use of the grass areas requires matting that includes a University grounds fee.
Procedured to aquire a tabling permit:
- Visit Orgsync.com to request a tabling permit. All permits are listed under your Organization portal's "forms" menu option.
- Complete the SAE tabling permit.
- If doing a fundraiser, complete all sections outlining the following: purpose for the fundraiser, items to be sold or given away, and how the funds collected will be utilized.
- Complete SAE food permit (if food is to be sold or distributed as part of fundraiser).
- Wait for approval email and then through the "view my submissions" link, you wil download the .pdf version of your approved form, and email it to email@example.com, using the appropriate method explained during the SLO.
- Once approved, tabling is permitted in the assigned zone. If tabling in an unnassigned zone, said table will need to be moved to an appropriate zone if applicable.
Student Involvement & Career Center: Career Event Grant
Looking for a way to fund a career-related program or event sponsored by a student organization? If yes, the organization is encouraged to apply for a Career Events Grant from the Student Involvement & Career Center. The Career Events Grant program was created to encourage recognized student organizations to plan or assist with career-related programs in collaboration with the Student Involvement & Career Center. A limited number of grants will be awarded during the fall and spring semesters. For more information, visit the Career Events online form.
Student organizations sometimes request help from various University offices and departments. Requests should be made at least 2-4 months in advance, since a department may need three to four weeks to make a decision on a funding request. You should have all funds transferred into your account prior to any actual expenditures.
- Develop a well-planned budget for your event. Identify elements that would be of direct interest to another department. Speaker honoraria, basic publicity, audiovisual, videotaping and room set-up costs are appropriate expenses to ask for funding assistance.
- Contact the department. Describe your project, ask what type of events are usually funded and then ask who is responsible for making such funding decisions.
- Write a concise, professional proposal that clearly describes the project, the target audience, the date and timeline of the appeal, who will be involved in the project and how the program will be evaluated. Include a detailed budget of all projected expenses and revenues for the event (see the following examples). To be most effective, request a specific amount and submit it to the staff person before your appointment.
- Schedule a brief appointment with the department contact. Explain the value and relevance of the program to the department.
- Upon a positive confirmation, attend to details of when the funds will be transferred to your account or how a check will be dispensed. Make sure the funds have actually been deposited.
- All contributors should be acknowledged on all publicity, receive written acknowledgment for their contribution and be recognized verbally at the event.
- Projects should be initiated and planned by SF State students. Although proposals must be submitted by students, it is possible (and often desirable) that ideas for projects be developed in collaboration with other student organizations, faculty and staff.
- Projects should not duplicate current programs at SF State.
- Requests to academic departments should be programs that are academic/intellectual in nature and consistent with a field of expertise within that department. Requests of administrative departments should have a direct relationship to the role and mission of that department.
- Projects should have an impact on a sizable number of people. Contributors want to put their money where its likely to do the most good and naturally prefer projects which will benefit large number of people.
- A significant number of students should be involved. Commitment of a group of active students demonstrates general interest in the project.
- Funding proposals should demonstrate careful pre-planning. Funders want to make sure that the project will be high quality. They should be able to examine the budget to see that all expenses have been anticipated and that the least expensive alternatives have been chosen.
- Show a well-planned budget and ask for a specific amount. Don’t inflate your budget.
- Proposals should include evidence of financial commitment from other sources.
All campus organizations sponsoring fundraising events are subject to the University’s policies (i.e., Time, Place and Manner Executive Order #89-13). Student organizations must acquire the necessary permits from SAE when conducting fundraising activities. Student organization leaders are responsible for all transactions and for monitoring any sponsored vendors. Student organizations may not invite off-campus food vendors to sell food on campus as a fundraiser for the organization.
The following guidelines pertain to all fundraising programs sponsored by student organizations:
- Funds raised on campus shall not be used for any illegal purpose or personal gain.
- All on-campus fundraising activities, regardless of location, must be approved by SAE.
- The intended use of funds raised must be posted at the event and be consistent with the stated purpose of the sponsoring student organization.
- Student organizations are to inform SAE of the amount of funds raised within one week of the fundraising activity to best assist organizations with future fundraising events.
- All accounts are subject to audit by the university.
It is against the law to do the following without a liquor license through the Alcohol Beverage Control:
- Sell alcohol.
- Serve alcohol at any event with an admission charge or cash donations requested.
Auctions which involve selling, bidding for, or in any way paying for a person’s company or services are not allowed.
Student organizations may sponsor drawings on campus under the following guidelines:
- Request a donation for an item (i.e., pen, candy etc). The item must have an equal value to the ticket donation and the organization must provide the donor a drawing ticket.
- Anyone requesting a ticket without making a donation must receive a ticket.
- On the printed ticket, you must also disclose the beneficiary of the drawing (name of your student organization) and the fact that the tickets are available free of charge.
Games of Chance
Games of chance (cards, dice, dominos, bingo etc.) where money is involved (for monetary gains) are not allowed. Games of chance may only be played with free chips, tokens and tickets.
Non-Profit Status/Tax Identification
Student organizations are not allowed to utilize the University’s tax identification number.
Student organizations may sponsor a “prize drawing” or “give-away” but “raffles” are not allowed on State of California property (Penal Code 330). A raffle is defined as “the sale of a chance at a prize.” In order for student organizations to sponsor a drawing as a fundraiser, you must agree to provide tickets free of charge to anyone who requests one. On the printed ticket, you must also disclose the beneficiary of the drawing (name of your student organization) and the fact that the tickets are available free of charge.