Philanthropy Office Fundraising Event Form HERE`S WHO YOU

Philanthropy Office Fundraising Event Form
Instructions: This form should be completed in conjunction with reading the Fundraising Policy and the Cash Handling
Policy. Please e-mail this form, along with any forms or documents mentioned below (if needed), to
[email protected] For any questions, please call the Philanthropy office at 707-826-5101. For best results, save
this form to your computer before filling it out.
General Event Questions
1. Primary Contact
Phone
Email
2. Event Name
Proposed Date
3. Proposed location for event
Address if venue is off-campus
4. Please indicate the type of organization (or group of organizations) that’s holding the event.
5. Please indicate who’s invited to this event (i.e. alumni, parents, students, general public)
HERE’S WHO YOU NEED TO CONTACT TO HOLD AN EVENT:
It takes the coordination of several departments to successfully plan a fundraising event. Aside from your interaction with
the Office of Philanthropy, you must also contact Risk Management and Facilities Maintenance.
6. Risk Management
•
Risk Management plays a vital role in event planning. Contact their office at 707-826-3305. Please fill out and
submit the Application for the Lease/Rental of University Facilities, along with a completed copy of this
Fundraising Event form, to Risk Management. Please give Risk Management one month of notice when planning
events.
7. Facilities Maintenance
•
Facilities Maintenance is an important resource for holding events. Facilities Maintenance provides tables, chairs,
cleanup, recycling, janitorial staff, electricians, and other services. Please be sure to contact their office at 707826-3646 to let them know about your plans.
COSTS, ENTRANCE FEES, and FAIR MARKET VALUE:
Please fill out the forms mentioned below in items 8-10 and submit them to the Office of Philanthropy. These forms
must be completed for all fundraising events.
8. Line Item Budget that includes costs and expected revenues.
9. Solicitation Form.
10.. Itemized Spreadsheet with the estimated value of goods and services that attendees will receive in exchange for their
payment.
AUCTIONS, RAFFLES, and FUNDRAISING CONTESTS:
For these activities, be sure to plan well in advance. Fill out and submit these forms only if you plan to hold one of these
fundraising activities in conjunction with your event. If you will not be holding these activites, you may proceed to the
Payment Processing section.
Auctions: Auction Approval Form— 3 months’ notice required
Raffles: Raffle Approval Form— 2 months’ notice required
Fundraising Contest: Contest Approval Form— 2 months’ notice required
Event Sponsorship: Solicitation Form— 2 months’ notice required
PAYMENT PROCESSING QUESTIONS:
If your event is expected to raise $5,000 or more, please contact the Gift Processing Center at 707-826-4941 to
arrange for a university cashier to handle payment processing at your event.
11. What forms of payment will you be accepting from attendees?
Check
Credit Card
Cash
How will you be accepting payments?
In person
By Mail
Online
12. Please provide the Department name and the Advancement Foundation Fund in which you will deposit event revenue.
Advancement Fund
Department
13. Any additional comments or information:
For Philanthropy Office Use Only
Date Received:
Received by:
Philanthropy Office Approval Granted: Yes
No
Signature/Title
Date:
Craig C. Wruck, VP of Advancement
Requestor Notified of Approval by:
Date:
Campaign:
Fund:
Appeal:
Copy sent to Cashier’s Manager, SBS 285, when approved:
Special Instructions:
Date: