RSO Fundraising Policy and Process

McKendree University Registered Student Organizations (RSOs) may conduct fundraising activities that support the organization’s mission or an identified philanthropic purpose. All fundraising activities must be approved before they are advertised or conducted.

 

Before You Begin

RSOs should submit a completed Fundraising Proposal Form to the Office of Campus Activities at least two weeks before the proposed activity. If the fundraiser will be held on campus, the RSO must also submit an RSO Event Registration Form and any required space reservation request.

[Download the RSO Fundraising Proposal Form]

 

Fundraising Requirements

• • The Office of Campus Activities assists only McKendree University RSOs with fundraising activities.

  • Fundraising proceeds may not be used for individual gain.

  • Students and RSOs may not enter into contracts on behalf of the University. Contracts must be reviewed and approved by the Office of Administration and Finance before they are signed.

  • Fundraising activities may include merchandise sales, ticketed events, service-based activities, restaurant giveback events, sales of commercially prepackaged food items, and other lawful activities approved through this process.

  • Food-related fundraising is limited to commercially prepackaged food items. Fundraisers may not involve the sale of alcoholic beverages, tobacco products, or homemade food items.

  • On-campus fundraising events may be held for no more than two consecutive dates and are generally limited to three hours per date unless otherwise approved.

 

External Solicitation and Partnerships

Before contacting individuals, businesses, potential sponsors, or other external entities for funds, donations, sponsorships, or in-kind support, RSOs must coordinate with the Office of Development through the Office of Campus Activities. This helps the University coordinate outreach and maintain positive community partnerships.

University departments, programs, and affiliated groups other than RSOs should work directly with the Office of Development regarding fundraising and solicitation.

 

Advertising, Branding, and Payment Collection

All fundraising-related signage, advertising, and promotional materials must be approved by the Office of Campus Activities before they are displayed, distributed, or published.

Materials using the McKendree University name, logo, or mascot must also be approved by Communications and Marketing before production.

Approved RSOs may coordinate with the Office of Campus Activities to use the Campus Activities card reader for their fundraiser.

 

Prizes, Tax, and Legal Requirements

Gifts made directly to an RSO are not eligible for a McKendree University tax-deductible receipt.

If a prize is awarded as part of a fundraiser, the recipient and an RSO representative must sign a prize receipt. The RSO must retain one copy, provide one copy to the recipient, and submit one copy to the Office of Campus Activities within three business days after the event.

RSOs are responsible for ensuring that their sales activities comply with applicable local and state sales-tax requirements and for obtaining any required licenses. Raffles, poker runs, and other activities involving chance, prizes, or payment to participate require advance approval and may be subject to additional legal or local licensing requirements.

 

Questions?

Contact the Office of Campus Activities for assistance with fundraiser proposals, approvals, event registration, advertising, and card-reader access.