FUNDRAISING EVENTS CLEARANCE FORM

Instructions: This clearance form should be completed in conjunction with reading the Fundraising Events Policy, which is accessible using your Campus Connect username and password at https://policies.depaul.edu. You must seek permission to conduct any event or activity that raises private, charitable gifts for your area. Please see page 5 for instructions on where to email this form once you have completed it. If there are any questions, please contact Advancement Gift Processing at or 312.362.8666.

Check one: / Student Group* / Faculty/Staff

GENERAL EVENT QUESTIONS

1) *Student groups should list your advisor or a contact person from the Office of

Student Involvement (please skip this question if you are a faculty/staff member):

2) What is the name and purpose of the event?

3) What are the preferred date and location for the event? Include venue address for off-

campus events.

4) Please describe the event (e.g., is it a formal sit-down dinner and

reception, or an informal fundraiser at a bar with cocktails and hors d’oeuvres? Will

there be entertainment, a guest speaker, etc.?).

5) Indicate who your list of invitees will include, e.g. DePaul University alumni,

corporations, parents, the general public, etc. (If your event is approved, you must submit a list of invitees to the Office of Advancement. The Office of Advancement reserves the right to add or exclude certain invitees prior to the mailing of invitations.)

6) Who is the event contact person from your area? Please indicate this individual’s

email address and phone number, as well as his/her general availability to meet with

Advancement staff.

COST, ENTRANCE FEES AND FAIR MARKET VALUE QUESTIONS

7) Before underwriting, what is the estimated overall cost of the event?

$

8) How will you pay for the event (e.g. internal budget dollar and/or donations to

underwrite the costs)?

9) If you will be seeking cash donations and/or in-kind gifts to underwrite the event costs,

please provide a list of individuals and/or organizations you will be soliciting, what

kind of support you’ll be soliciting and the solicitation amount. If you do not know the

exact details, write “Do Not Know.” If you’re not soliciting donors, skip this question. If

you need more space, please use the Additional Comments field on page 5.

Donor To Be Solicited / Cash or In-kind Gift / Solicitation Amount
$
$
$
$
$

10) What will be the entrance fee per person? (If there is no charge to enter the event,

write “No Charge” below and skip questions 11-13.)

$

Is this fee required or only a suggested donation?

11) What goods or services, if any, will attendees receive in exchange for their payments? (e.g., food, drink, entertainment, the services of a guest speaker, etc.)?

12) What is the Fair Market Value (FMV) of these goods or services received by the

attendees? (FMV is the price a willing buyer would typically pay to a willing seller

for a similar type of good or service in the marketplace. If you need help determining

the FMV, please indicate so below).

13) Will the entrance fee entitle an attendee to a raffle ticket or door prize? (Please be

aware that if you associate the entrance fee with the purchase of a raffle ticket or door prize, any charitable portion of the entrance fee will be negated, and attendees will not receive charitable gift receipts.

AUCTIONS AND RAFFLES

14) Auctions and Raffle Information

Please be aware that if you conduct a silent and/or live auction at the event, you will

be required to track on an Office of Advancement excel spreadsheet all non-cash

donations to the auction, as well as all of the auction buyers’ names, contact

information and purchase amounts. (check below)

INFORMATION / YES / NO
Are you conducting an auction at the event? / _ / _
Separate from an entrance fee, will there be a raffle? / _ / _

PAYMENT PROCESSING QUESTIONS

15) What forms of payment will be accepted from attendees (e.g. check and credit

card)?

16) Into which PeopleSoft account are you planning to deposit the event revenue?

♯

MISCELLANEOUS

YES / NO
Would you like to utilize the free Advancement event registration website to accept RSVPs?†
† If you are interested in accepting online payments, Gift Processing will explain in detail how the site works. However, please note that third-party vendors like PayPal and 123Events cannot be used if any portion of the attendance fee is considered charitable. / _ / _
Are you planning on conducting this same event in future years?*
*If you plan on conducting this same event in future years, you will not need to get clearance from the Vice President of Development each year. However, you must contact the Director of Gift Processing in order to coordinate event donations each year before you send out invitations and/or announce the event to the public. Our office reserves the right to cancel any fundraising events and/or contact The Office of University Compliance and Internal Audit if you fail to follow these procedures. / _ / _

ADDITIONAL COMMENTS

SEND THE COMPLETED FORM TO:

Karin Carrero

If there are any questions, please contact Advancement Gift Processing at or 312.362.8666.

5

For Advancement Use Only: Date Approved - Click here to enter a date. Rev. 07/15/2014